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 [Insert presentation title] Page 3

Evaluation Criteria

• Evaluation will be based on 90/10 PPPFA system

Criteria

Price Participation goals Total

Points

90 10 100 [Insert presentation title] Page 4

Evaluation Criteria

Functional criteria Weighting s Experience services.

and Please expertise provide a in providing minimum of similar 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 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) 30% [Insert presentation title] Page 5

Evaluation Criteria (continue)

Functional criteria 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.

[Insert presentation title] Page 6

Weightings

40%

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.

Presentation

• Creativity • Demonstrate design/plan and implementation of an event Total

Weightings

10% 5% 15% 100% [Insert presentation title] Page 7

•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 [Insert presentation title] Page 8

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 [Insert presentation title] Page 9

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 [email protected]

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 [Insert presentation title] Page 10

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.

[Insert presentation title] Page 11

Project Overview

The following activities normally take place at full-blown activations: • • Branding; • Educating the general public on the • Checking the claims status; RAF’s service offering; • Distributing RAF information brochures; and • Enquiries on existing claims [Insert presentation title] Page 12

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. [Insert presentation title] Page 13

Thank you

Questions and Answers

[Insert presentation title] Page 14