ROAD ACCIDENT FUND
VENDOR BRIEFING SESSION
RFP: RAF/ HO /00216
Presenter: Busi Sehloho and Amelia Rawstorne
Date: 28 October 2011
Time: 10:00
Overview
Background
Evaluation Criteria
Submission of bid responses
Disqualification of bids
Procurement Administration
Purpose of the RFP
Questions and Answers
Background
RFP: RAF/HO/00216: Request for proposals for Communication, Activation
and Public Relations Services
Advertised on 21 October 2011
Closing on 21 November 2011
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Evaluation Criteria
• Evaluation will be based on 90/10 PPPFA system
Criteria
Points
Price
90
Participation goals
10
Total
100
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Evaluation Criteria
Functional criteria
Weighting
s
Experience and expertise in providing similar
services.
Please provide a minimum of three
reputable, contactable reference where similar
services were delivered)
• Who have you worked with before in the market;
•The quality and range of previous partnership. Does the 30%
bidder have a formal network that can be called upon to
provide additional or specialist resources.
•Development and implementation practices in the field of
Communications, Activations, PR and media (include
company profile)
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Evaluation Criteria (continue)
Functional criteria
Weightings
Delivery Capability
•Can the bidder provide the complete range of services
required?
Services
•Project management
•Support
•Design capabilities
Quality deliverables
•Can the bidder produce evidence of good quality work
Resources
•Are there enough to execute the work
•Is there contingency in resource planning
•Would the bidder be able to deal with the unexpected
•Provide specific names off resource allocated with
relevant five (5) years minimum experience. (include
CV’s of proposed resources)
Geography
•Is there an appropriate geographical presence to
execute the project, if not please elaborate how you
would deliver.
40%
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Evaluation Criteria continue
Functional criteria
•Supplier Culture
• Professionalism
• Flexibility and commitments – how well will they
handle schedule upset, changes to requirements?
• Open and friendly – how open are bidder is about
problems faced and overcome, are they suitable
discrete about their client
• Integrity – does the bidder stand by their offering, are
they happy to be financially and technically checked.
• Understanding of the fund.
The service provider must be active in business for
a minimum period of three years or more; Please
provide a company profile.
Weightings
10%
5%
Presentation
• Creativity
• Demonstrate design/plan and implementation of an
event
15%
Total
100%
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•Submission of bid responses
Original signed bid document
4 hard copies
Submitted in sealed envelopes
Each schedule must be clearly distinguish, indexed and all pages
numbered
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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
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Administration
RFP Closing Date: 21 November 2011 @11H00
Venue: RAF Menlyn Reception 38 Ida street Menlo Park Pretoria
Bid responses sent by courier must reach the reception at least 36 (thirty
six) hours before the closing date to be deposited into the bid box
Submission Register must be signed at the reception by bidder when
submitting bid documents
Late bids will not be considered
All queries must be forwarded to ameliar@raf.co.za
Enquiries and clarification of technical issues will close not later than 4
November 2011 @ 11H00.
Important note:
Please ensure that the attendance register has been signed
Name of company
Contact details
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Objectives
• The purpose of the RFP is to invite interested and qualified bidders to submit proposals for the
right to provide the services to RAF in connection with the Marketing and Communication, as set
out in this document
• To achieve success in respect of our Marketing & Communications objectives, the RAF requires
the services of a highly experienced Communications & Activations Agency, which will interact with
various customer groupings (i.e. all users of South African roads) within their respective
environment(s). The agency must possess an in-depth knowledge and experience in Marketing
and Communications.
• The RAF differentiates between ‘Events’ and ‘Experiences’. Events involve activations that
attract/reach 2 000 people or more, whereas ‘Experiences’ involve less one-on-one contact (e.g.
participation in and sponsorship of the Comrades and other activities). Both serve to heighten
awareness around the RAF’s service offering. In addition to existing activations, the successful
bidder should be in a position to motivate for participation in other events, such as walking, cycling,
transport and road safety campaigns.
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Project Overview
The following activities normally take place at full-blown activations:
• Branding;
• Educating the general public on the RAF’s service offering;
• Checking the claims status;
• Distributing RAF information brochures; and
• Enquiries on existing claims
•
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Project overview (continue)
• The successful bidder should:
• At least design, plan and implement 15 events in every province per year, and design, plan and
implement 10 different experiences in all the provinces per year. In addition, the bidder should
demonstrate creativity in terms of design, planning and execution of proposed activations (in terms
of both events and experiences). Taking into consideration the different marketing, activations,
promotions and media channels.
• Have the necessary financial resources to allow for the production of branding collateral and
promotional items that are either generic or event-specific.
• Demonstrate their ability to collaborate with traditional leaders, national, provincial and local
government, and other influential stakeholders.
• Provide a report within three days after each event, showing the data collected in terms of claims
initiated, queries addressed, RAF information pamphlets distributed and estimated number of
people reached during the activation.
• The successful bidder shall be required to provide the services as contained in the RFP document,
such services to be delivered in accordance with instruction issued by the RAF from time to time.
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Thank you
Questions and
Answers
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