Date: 13 December 2013
Time: 11:00

Background of the RFB
Purpose of the Bid
Evaluation Criteria
Mandatory Documents
Disqualification of Bids
Submission of Bids
Contact details
Questions and Answers

RAF/2013/00044: Request For Bid : Appointment of an established Media Buying
Agency to craft Media strategy and media placements in the respective media platforms, for the Road Accident Fund, for a period of three (3) years.
Advertised on 06 December 2013
Closing on 17 January 2014

 Background of the project

The RAF desires to appoint an established Media Buying Agency with a minimum of +3 years experience to procure media placements in the following media platforms;
•
Radio;
•
Print Media;
•
Television;
•
Outdoor;
•
Social Media Networks; and
•
Online & Digital media
•RAF/2013/00044
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 To achieve the above the media buying agency must able to deliver on the following :
 Develop a media strategy for RAF;
 Provide RAF with a media plan and media flowcharts for RAF’s campaigns;
 Outline what the ROI (Return on Investment) is on RAF’s media spend;
 Possess expertise in ascertaining future media trends and media directions; and
 Share with RAF the latest developments with regards to media platforms and provide informal training thereof.
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SCOPE OF WORK
 RAF’S COVERAGE ON MEDIA PLATFORMS

RADIO COVERAGE:
Bidder must secure/buy radio advertising space for RAF on:
 Radio advertising (adverts 30’’, 45’’);
 Radio sponsored programmes;
 RAF owned programs;
 Public service announcements for the RAF (1 minute) and;
 Product placements on storylines.

PRINT MEDIA ADVERTISING
Bidder must secure/buy print media space for RAF on:
 Media strips, Banners and Inserts; and
 Normal print adverts (half page, double page and full page)
•RAF/2013/00044
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SCOPE OF WORK continues……
 RAF’S COVERAGE ON MEDIA PLATFORMS

TELEVISION (TV) ADVERTISING
•
Bidder must secure/buy TV advertising space for RAF on:
 TV sponsored programs;
 RAF owned programs;
 Public service announcements and normal adverts (15”/30”/45”);
 TV Broadcast elements;
 Lower thirds
 Squeeze backs
 Animated corner logo screen placement; and
 Product placement on soapie storylines.
•RAF/2013/00044
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SCOPE OF WORK Continues…
 RAF’S COVERAGE ON MEDIA PLATFORMS

OUTDOOR MEDIA COVERAGE
•
Bidder must secure/buy outdoor advertising space for RAF:
 Street poles;
 Bill Boards;
 LED screen in Commuter Hubs e.g. Park Station;
 Digital ad scrolls;
 Taxi rank TV’s;
 Taxi , bus and bus shelter branding;
 Stadium Branding;
 Public bathrooms; and
 Airport Branding
•RAF/2013/00044
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SCOPE OF WORK Continues….
 RAF’S COVERAGE ON MEDIA PLATFORMS

SOCIAL MEDIA ADVERTISING
 Bidder must secure/buy social media advertising space for RAF on Facebook, LinkedIn and
Twitter.

ONLINE & DIGITAL ADVERTISING
 Bidder must secure/buy online and digital advertising space for RAF.
•RAF/2013/00044
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SCOPE OF WORK…

ATTRIBUTES OF THE BIDDER
Bidder must have a good track record on:
 Media Research & Analytics;
 Media platform selection;
 Media rates negotiations and placements; and
 Must have quick turn-around time
•RAF/2013/00044
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 REPORTING
 Bidder must provide RAF with the media strategy;
 Bidder must provide RAF with campaigns status on a weekly and monthly basis;
 Bidder must provide RAF media flowcharts for every campaign;
 Share and present RAF with latest developments on media platforms and media trends on a quarterly basis; and
 Bidder must provide RAF with investment analysis, which ensures cost savings, whilst getting maximum value.
RAF/2013/00044
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 EVALUATION CRITERIA AND METHODOLOGY

The evaluation criteria will be based on the following requirements:

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).
 Bidders who score less than 45 out 60 points will not be considered for the next evaluation phase which is the presentation stage.
 Bidders who score less than 70 out of 100 on functional / technical criteria including presentation, will not be further evaluated on Price and BEE.
•RAF/2013/00044
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MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Failure by the Fund and the successful bidder to conclude a contract
Comply 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 nonresponsive which will then entitle the Fund to consider other responsive bids and award the tender to another bidder or bidders.
Mandatory
The bidder must confirm that they have read and understood the terms and conditions set out in the attached Service Level Agreement
(Annexure … 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 confirm that they have complied with the requirement set out in the footnote to clause 1.6 of schedule of Annexure G by submitting with the bid:
A.
A proposed Delivery Schedule ;
B.
A proposed Implementation Schedule;
C.
A proposed Pricing Schedule
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Comply
Not Comply
Not Comply

Functional criteria
PROPOSAL
Points
10
Bidder must provide a proposal on how they have shared with and trained previous clients on the latest media platforms.
TRACK RECORD 10
Bidders are requested to send the attached reference questionnaire to 3 of their clients where similar services were rendered and attach the completed reference check questionnaires to the bid response.
Bidders must make sure that the reference questionnaire is signed and the contact details are fully completed. The contact details must include the contact number and the e-mail address of the referee as this information will be used by the RAF to verify all references submitted.
Note: The RAF will verify the information provided and if your referee does not confirm the information provided the reference will not be considered.
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Functional criteria Points
MEDIA BOOKING CONFIRMATIONS
The Bidder must provide media bookings/confirmations done over the past three (3) years, for each of the following platforms: TV, Radio, Print media, Social Networks, Outdoor and Online and Digital media
SKILLS/CAPACITY
The bidder must provide CV’s of the project team that will be working in the project. The CV’s must detail qualifications and relevant years of experience .
30
10
Bidder who score less than 45/60 will not be considered for presentation
PRESENTATION
Qualifying Bidders will be required to conduct presentation on:
The in-house process used to craft a media strategy;
The proposed media plan on how to increase awareness for RAF and educate the public with RAF services; and
Present examples on how they will deliver a higher Return on Investment for RAF’s media spend.
Bidders who score less than 70/100 on functional/technical criteria including presentation,
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40

Standard Bidding Document (SBD)
Tax Clearance Certificate
Bid Conditions
BEE certificate
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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

Original signed bid document and Proposal clearly marked and indexed with all pages numbered.
One (1) original and two (2) hard copies, submitted in a sealed, clearly marked
(RAF/2013/00044) envelope , to the address provided below.
Submission Address :
 Road Accident Fund
 Eco Glades Reception (Block F)
 420 Witch-hazel Avenue, Centurion, Pretoria
 CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)
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
All queries must be forwarded to monarem@raf.co.za/stephenv@raf.co.za

Enquiries and clarification will close on the 09 January 2014 @ 12H00.

Q and A pack will be published on RAF website on 10 January 2014.