ROAD ACCIDENT FUND NON COMPULSORY BRIEFING SESSION RFP /2013/00021

1. ROAD ACCIDENT FUNDNON COMPULSORY BRIEFING SESSION RFP /2013/00021 Date: 22 July 2013 Time: 11:00

2. AGENDA • Background of the RFP • Purpose of the Bid • Evaluation Criteria • Mandatory Documents • Disqualification of Bids • Submission of Bids • Contact details • Questions and Answers

3. Background • RFP/2013/00021: REQUEST FOR PROPOSALS FOR THE APPOINTMENT OF A MEDIA AND PUBLIC RELATIONS AGENCY • Advertised on 12 July 2013 • Closing on 05 August 2013

4. Purpose of the RFP SCOPE of work The Road Accident Fund (RAF) would like to appoint an experienced and suitably qualified Media and Public Relations Agency for a period of three years. The bidder will be expected to provide media and public relations services to the RAF which include but will not be limited to the following: • Development of Communication Policy and Strategy; • Development of a Sound Media and Public Relations Policy Strategy for the RAF, taking into account the RAF’s varied audiences; • Development of a Risk Reputation Management Policy and Strategy with regards to RAF communications media relations and public relations;

5. Evaluation Criteria Evaluation will be based on the following: • Technical Functional Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory requirements will be disqualified. • Technical Functional Requirement (100 points) • Price and BEE Evaluations (90/10 points)

6. MANDATORY EVALUATION CRITERIA • The bidder must confirm that they have read and understood the terms and conditions set out in the attached Service Level Agreement (Annexure G) which terms and conditions the bidder accepts, in the event that the RAF awards contract to the bidder pursuant to this bid. The bidder must include the following documentation with the bid response: • A proposed Implementation Schedule; and • A proposed Pricing Schedule • A proposed Delivery Schedule • Failure by the Fund and the successful bidder to conclude a contract within 60 days following the issuing by the Fund of the award letter to the successful bidder, will result in the bid being deemed to be non-responsive which will then entitle the Fund to consider other responsive bids and award the tender to another bidder or bidders. • MANDATORY REQUIREMENTS • RFP/2013/00021

7. Technical Evaluation Criteria

8. Technical evaluation criteria cont….

9. Mandatory Documents • Standard Bidding Document (SBD) • Tax Clearance Certificate • Bid Conditions • BEE certificate

10. Disqualification of bids • Bidders shall be disqualified if they fail to: • Submit a valid and original tax clearance certificate • Complete questionnaires in full • Submit true and correct information • Comply with mandatory requirements • Comply with prescribed response format

11. Original signed bid document and Proposal must be clearly marked and indexed with all pages numbered. • One (1) original and two (2) hard copies, submitted in a sealed, clearly marked (RAF/2013/00021) envelope , to the address provided below. • Submission Address : • RAF Menlyn Reception • 38 Ida street Menlo Park Pretoria Submission of RFB responses

12. Bid responses sent by courier must reach the reception at least 36 hours before the closing date (05 August 2013), to be deposited into the Bid box. • Submission Register must be signed at the reception by bidder when submitting bid documents. Important note: • Please ensure that the attendance register has been signed • Name of company • Contact details • Late response will not be considered Submission of Bid responses

13. Contact Details • All queries must be forwarded to annah@raf.co.za • Enquiries and clarification will close not later than 25 July 2013 @ 11H00. • Q and A pack will be published on 29 July 2013.

14. Thank you Questions and Answers