Event Management
for the RAF National
Sports Day
Compulsory Briefing Session
2 September 2013
Agenda
1.Welcome
2.Introduction of the RAF members
3.Circulation of Attendance Register
4.Presentation By RAF :
a. Procurement – Process and Compliance
b. Facilities Management- Scope/specification
5.Q & A
6.Closing
Note to Bidders:
RFP Document Amendment
Bidders must please note that an amended document has been
uploaded on the RAF website on 27 August 2013. The amendments
are restricted to “Annexure F: SCOPE OF WORK: EVENTS
MANAGEMENT FOR NATIONAL SPORTS DAY”, and include:
• the correction of the heading of Annexure F to “Annexure F: SCOPE
OF WORK: EVENTS MANAGEMENT FOR NATIONAL SPORTS
DAY”;
• the addition of a section “Background to the bid” ; and
• the addition of clauses d. to j. in “Special Instructions to Bidders”.
Erratum: Advertisement
Briefing session 10h00 11h00 2nd
September 2013
Closing date and time 11h00 16th 17th
September 2013
Background
•The RAF seeks to appoint a single point event management service provider
for the RAF National Sports Day for event management and provision of all
required facilities, services and goods.
•The National Sports Day will be held over a period of two days, 8 & 9
November 2013. The first day will be all activities related to non-contact
creative sports and the choir competition. The second day will be contact sports
where the National Squad will be selected by respective sports professional
body to ensure credibility of the selected teams.
•Lunch will be provided on both days (08 and 09 November 2013). A Cocktail
Party Dinner will be held on 07 November 2013, a Buffet Dinner will be held on
08 November 2013 and a Gala Dinner & Prize Giving on 09 November 2013.
Details of the Bid
Compliance
• Pages 5 & 6 Checklist of documents to be
submitted
• NB: Valid & Original Tax Clearance Certificate
• Tax clearance and B-BBEE per party incl.
subcontractors
• Ensure that the bid document is signed
where required
Evaluation Criteria:
Mandatory Requirements
The following specific requirements must be met by the bidders and it will be
expected of bidders to supply proof or confirm their commitment where applicable.
• Bidders must confirm that they have read and understood the T’s &C’s in the Service
Provider Agreement AND confirm that they have submitted with the bid:
• A Proposal;
• A proposed Pricing Schedule
• RAF and the successful bidder to conclude a contract within seven (7) days following
the issuing by the RAF of the award letter to the successful bidder
• The Bidder must provide proof that they have a full-time office and significant presence
in Gauteng
NB:FAILURE TO COMPLY WITH ALL OF THE MANDATORY REQUIREMENTS WILL
LEAD TO DISQUALIFICATION
Evaluation Criteria:
Technical / Functional
TOTAL (100)
Engagement Model (70):
•Bidders are required to submit with the bid, a proposed Engagement Model to
describe the Bidder’s proposed approach to provide the full scope of services
Track Record (30):
•Bidders must attach reference questionnaires returned by at least two of their
clients where similar services were rendered of a scope similar in size to the
scope of work of this bid
Bidders scoring 70 points or more out of 100 points on functional /
technical criteria will be further evaluated on Price and BEE.
Evaluation - PPPFA
90/10 principle will be used.
Price and BEE
Response Format
Bid response format to be strictly adhered to
for easy reference
Questions
?
Specification
Refer to document
Questions
?
THANK YOU