ROAD ACCIDENT FUND
COMPULSORY BRIEFING SESSION
RFB /2013/00026
Date: 28 August 2013
Time: 11:00
AGENDA
Background of the RFB
Purpose of the Bid
Evaluation Criteria
Mandatory Documents
Disqualification of Bids
Submission of Bids
Contact details
Questions and Answers
Background
• RFB/2013/00026: Request For Bid: Appointment of a Panel of suitably qualified
and experienced Medical experts to conduct medical evaluations on behalf of
the RAF, for a period of three (3) years.
Advertised on 11 August 2013
Closing on 09 September 2013
PURPOSE OF THE RFB
• Background of the project
• The Road Accident Fund requires the services of medical experts when conducting its defence on
litigated claims. American Medical Association (AMA) trained doctors are also needed to perform
AMA assessments and provide reports in order to finalise new amendment act claims on general
damages.
• The RAF has five (5) provincial offices (Johannesburg, Pretoria, East London, Cape Town and
Durban) and a customer services centre in Nelspruit where the referrals to the experts will be
coming from. Each regional office needs to have a dedicated panel of medical experts for easy
access to claimants.
• When a reason for referral has been identified, the claimant will be referred to the nearest expert.
The experts are required to give priority to RAF’s direct claimants, thereby minimizing the time
spent waiting for reports, which will in turn improve turnaround times for finalization of claims.
•RAF RFP/2013/00026
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SCOPE OF WORK
 DELIVERABLES
The panel of medical experts will be required to perform the following deliverables:
 Conduct relevant medical evaluations as per the specialist guidelines;
 Refer for necessary additional examinations (CT scans, X-rays, Blood test,etc) to any specialist;
 Compile Medico-legal reports;
 Advise on medical and disability issues, not necessarily examinations;
 Conduct American Medical Association (AMA) assessments or any other assessments and provide
reports (Complete RAF form 4); and
 Give expert evidence on behalf of the RAF during trials.
 The service above should be done within 21 days in order to meet service delivery standards of the Road
Accident Fund.
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SCOPE OF WORK
DELIVERABLES
 The bidder must be located in one of the nine (9) provinces in South Africa
 The RAF will refer work to the relevant medical experts on a rotational basis.
 On receipt of the referral from the RAF, the medical expert needs to;
• Schedule an appointment with the RAF to consult with the claimant;
• Perform the evaluation;
• Refer for relevant additional investigations if any; and
• Submit a report to the RAF within 21 days.
− Reports must be compiled in ENGLISH only.
•RAF/2013/00026
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SCOPE OF WORK
Management of panel of medical experts
 The panel of Medical experts will be appointed by the Road Accident Fund, through an open bid
process.
 The RAF will have regular engagements with the medical experts to ensure that work is
delivered efficiently and ensure that the Service Level Agreement is adhered to.
 The RAF will confirm that medical expert has satisfactorily delivered before the invoices can be
paid.
 Consultation
• Bidders can consult either by:
 Telephonic consultation
 Physical consultation
•RAF/2013/00026
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SCOPE OF WORK…ends
 SERVICE STANDARDS AND QUALITY
• The service above should be done within 21 days in order to meet service delivery standards of
the Road Accident Fund.
• Referrals from RAF will depend on specialty and complexity of the claim.
• The medical expert must report on services rendered as stipulated in the Service Level Agreement.
•RAF/2013/00026
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Tariff/Pricing Schedule
SERVICES
Billing of Service
Per Consultation
Per Hour
Per Day
1. MEDICO-LEGAL REPORTS:
Preparation and receiving of instructions: includes, but not limited to:
receive documents and open file, discuss instruction with attorney or
RAF staff member, perusal of documents, fax and telephone calls,
printing and make photocopies
Consultation:
includes
but
not
limited
to:
interview,
R 800.00
n/a
n/a
R 3,000.00
n/a
n/a
physical
examination, referral for additional tests, telephone calls, receiving and
interpretation of additional results, keeping notes
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Tariff/Pricing Schedule
SERVICES
Billing of Service
Per Consultation
Per Hour
Per Day
REPORT COMPILATION: this includes but not limited to gathering information,
writing the report, post office or courier fees
R 4,200.00
TOTAL (Maximum all inclusive fee to be charged for a medico-legal report):
Note: In addition to a capped fee for a medico-legal report the Service Provider
shall be entitled to recover the costs of disbursements relating to medical
examinations and tests performed by third parties, i.e. x-rays, CT-scans, blood
tests, etc.
R 8,000.00
Note: In addition to a capped fee for a medico-legal report the Service
Provider shall be entitled to recover the costs of disbursements relating to
medical examinations and tests performed by third parties, i.e. x-rays, CTscans, blood tests
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n/a
n/a
Tariff/Pricing Schedule
SERVICES
Billing of Service
Per Consultation
Per Hour
Per Day
2. EXPERT SERVICES FOR COURT APPEARANCES
Preparation: includes but not limited to: perusal of reports, consulting
with RAF attorney or RAF staff member and telephone calls. NB. A
special motivation will be required if more than three hours of preparation
is needed.
n/a
R 600.00
n/a
n/a
R 900.00
n/a
compiling joint minutes is needed.
n/a
R 800.00
n/a
Postponement on the day of the trial without the expert testifying
n/a
R 500.00
n/a
Postponement of trial less than two days before trial date
n/a
Court Apprearance: includes but is not limited to: appearing in court to
testify.
Joint Minutes: includes but not limited to: two specialist meeting to
discuss and compare notes and coming up with a reasonable conclusion
to the case. N.B. A special motivation is needed if more than two hours of
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n/a
1500.00
Tariff/Pricing Schedule
SERVICES
Billing of Service
3. GENERAL EXPERT ADVICE: includes but not limited to receiving
and perusing a file, telephone calls to RAF staff or attorney or another
doctor and giving verbal or written opinion
Telephonic Consultation for every five minutes or part thereof:
4. SERIOUS INJURY ASSESSMENTS (AMA):
R 1,500.00
n/a
n/a
R 125.00
n/a
n/a
Per Consultation
Per Hour
Per Day
Includes perusal of the reports, assessments and completion of RAF
form 4 and drafting a narrative when necessary performed by either
GP's and specialists. This is the capped fee for the cost of a report.
Referrals for specialist opinion should be done to the Panel members
only.
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R 5,000.00
n/a
n/a
Tariff/Pricing Schedule
SERVICES
Billing of Service
ADHOC SERVICES
Per Consultation
Per Hour
Per Day
Referrals for additional tests: includes but not limited to
referring the patient for additional Radiology, Pathology, Blood
tests, etc. A separate itemized bill should be submitted together
with the expert's invoice
Standard tariff rates
There will be an annual review of the tariff to accommodate
inflation, this will be done on the 1st of April every year.
There may be instances where values decrease based on
retrospective analysis
Tariffs may change if regulated by Government, i.e. HPCSA or
Rules Board
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EVALUATION CRITERIA
 EVALUATION CRITERIA AND METHODOLOGY
 The evaluation criteria will be based on the following requirements:
• 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 requirements (100 points).
• Price and BEE (90/10 points).
• Note: The RAF will enlist bidders who score 60 out of100 and highest on BEE points on a panel.
 Bidders who score 60 out of 100 points will be evaluated on BEE
 Bidders who score the highest points on BEE will be listed on a panel.
•RAF/2013/00026
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MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not Comply
Comply
Not Comply
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 the contract
to the bidder pursuant to this bid.
Mandatory
Failure by the RAF and the successful bidder to conclude a
contract within 60 days following the issuing by the RAF of the
award letter to the successful bidder, will result in the bid
being deemed to be non-responsive which will then entitle the
RAF to consider other responsive bids and award the tender
to another bidder or bidders.
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•RFP/2013/00001
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MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Bidder must be registered with the HPCSA.
Bidder to provide HPCSA Registration certificate
•RFP/2013/00026
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Not Comply
Technical Evaluation Criteria
Functional criteria
Points
REPORTS
20
Bidders must provide a copy of the Medico-legal report compiled in the last six (6)
months.
INFRASTRUCTURE
40
The Service Provider should demonstrate the capacity to provide the infrastructure
to facilitate uninterrupted internet based interface with RAF communications
systems at own cost.
Communication capabilities
Telephone, fax, email (the service providers should indicate who is their service
provider for the internet and availability of the elements). Provide proof of
availability of these elements in a form of proof of payment for these services.
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Technical Evaluation Criteria
Functional criteria
Points
Premises
40
Proof of main place of business in the form of a copy of a Lease Agreement, Title deed of the
office or Affidavit with full address.
The RAF reserves the right to conduct site visits
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Mandatory Documents
Standard Bidding Document (SBD)
Tax Clearance Certificate
Bid Conditions
BEE certificate
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Disqualification of bids
Bidders shall be disqualified if they fail to:
Submit a valid and original tax clearance certificate
Submit true and correct information
Comply with mandatory requirements
Comply with prescribed response format
Submission of RFB responses
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
(RFB/2013/00026) envelope , to the address provided below.
Submission Address :
 RAF Menlyn Reception
 38 Ida street Menlo Park Pretoria
 CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)
 DATE
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: 09 September 2013
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Submission of Bid responses
Bid responses sent by courier must reach the reception at least 36 hours
before the closing date (09 September 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
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Contact Details
All queries must be forwarded to mthobag@raf.co.za
Enquiries and clarification will close on the 25 August 2013 @ 12H00.
Q and A pack will be published on RAF website on 29 August 2013.
Thank you
Questions and
Answers