ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF/2016/00008 MEDIA MONITORING SERVICES. Date: 11 July 2016 Time: 11:00 Venue: Training rooms 1&3

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1 ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF/2016/00008 MEDIA MONITORING SERVICES Date: 11 July 2016 Time: 11:00 Venue: Training rooms 1&3

2 AGENDA Background of the Tender Tender Timelines Deliverables Pricing Model Mandatory Documents Evaluation criteria Disqualification of Bids Submission of Bids Contact details Questions and Answers

3 BACKGROUND Road Accident Fund has over the years enjoyed increased media coverage, both solicited and unsolicited, and a growing public profile. With the continued implementation of the Fund s transformation towards a new compensation scheme, and increased presence and visibility in the public, it is important for the RAF to keep abreast with the type and frequency of media coverage and public interest that the organisation receives. This increased awareness about the RAF is likely to increase as the RAF continues to: pitch Good Story ideas; promote RAF initiatives like RAF on the Road and campaigns around Road Safety, Direct Claims and the Road Accident Benefit Scheme; facilitate interviews; engage in proactive social media activity through Twitter, Facebook and Instagram; and use mass media platforms to provide the public with RAF product information

4 TENDER TIMELINES The tender was advertised on 1 July 2016 Government Bulletin and RAF Website The closing date is on 2 August 2016 at 11:00 (As per the clock at the RAF Head office Reception) [Insert presentation title] Page 4

5 DELIVERABLES The RAF wall-to-wall (24/7) Media Monitoring and Tracking of National, Provincial and Community Media Reports should include the following: Executive Summary of the report. RAF s reputation impact comparative analysis of Positive versus Negative reputation encompassing all media platforms (also identify Neutral stories). Reputation Variables positive/negative variables over time and for the month. Scorecard Performance rating of media over a period of time (namely weekly, monthly, quarterly and annually). Media Prominence tracking of media prominence (mentions, headlines, front page, lead story, commentary, interviews, organisation specific, tweets, re-tweets, Facebook mentions, etc.) Stories must also be categorised according to national, regional/provincial and community coverage. RAF Spokespersons and Representatives Breakdowns / categorisation of spokespersons, frequency, favourable and or unfavourable comments, and summary of statements made. Journalists Breakdowns / categorisation of journalists, the media and/or media houses they represent and the types of stories they cover.

6 DELIVERABLES (Continue) Media Frequency Types & categories: Online (news websites etc.); Print (Dailies, Weeklies, Sunday Newspapers, Community, etc.) and Broadcast Media (National and Community Television stations, various radio station types such as Commercial, Provincial / Regional, etc.) A content analysis needs to be conducted of each media platform. Media Breakdown Top media (newspapers, magazines, news websites, Twitter handles, blogs, podcasts, etc.) covering RAF and related issues. Advertising Value Equivalent (AVE) of all coverage and subsequent total. Media Reputation Top journalists, columnists, bloggers and Twitter users who are also opinion makers and cover RAF and transport related issues. Analytical reports of RAF s media presence across all platforms, especially when the Fund runs various campaigns. Furthermore, all analytical reports must contain recommendations and tactical proposals. These must contain summaries and actual print, radio and television clippings & recordings, including social media messages. Methodology how you will access this information. [Insert presentation title] Page 6

7 PRICING MODEL The Pricing Model of the Tender is included in Annexure H on page 70 of the RAF Bid document. Description Cost Yr 1 Cost Yr 2 Cost Yr 3 Cost Yr 4 Cost Yr 5 Total Cost (for a period of 5 years) 6.2 Monthly Retainer fee (incl. VAT) XXXXX Annual Retainer fee (incl. VAT) All prices must be VAT inclusive and must be quoted in South African Rand (ZAR). If not firm for the full period, provide details of the basis on which adjustments shall be applied e.g. CPI, and also details of the cost breakdown. Yearly price increase must not exceed the CPI, with the anniversary date of the contract as a baseline. All additional costs must be clearly specified.

8 MANDATORY DOCUMENTS Standard Bidding Document (SBD) - Complete & Initial every page Proof that your company is registered on the Central Supplier Database (CSD) Valid Original Tax Clearance Certificate Annex. A (Pg.30 ) Bid Conditions Tick Boxes Accept or Not Accept (Pg. 8-12) Valid BBB-EE Certificate (Pg.40-41) Latest Audited Financial Statements to be included SBD Forms must be completed and signed: SBD 4 Declaration of Interest (Pg. 31) SBD 5 National Industrial Participation Programme (Pg. 34) SBD 6.1 Preference Points Claim Form (Pg.37) SBD 8 Declaration of Bidders Past SCM Practices (Pg. 55) SBD 9 Certificate of Independent Bid Determination (Pg. 57) Service Provider Agreement (SPA) Attachment on the RAF website [Insert presentation title] Page 8

9 EVALUATION CRITERIA The bid will be evaluated based on the following requirements: Phase 1: Mandatory (Comply or Not Comply) It is important to tick the mandatory boxes to indicate if you comply or not comply with these requirements. Bidders who do not meet the mandatory requirements will be disqualified. Bidder(s) who do not comply with the mandatory requirements will not be considered for the Technical / Functional Criteria evaluation. If the mandatory documents are not submitted by the bidder(s), a request will be submitted to the bidder(s) to submit the mandatory documents within a period of two (2) business days. Failure to submit the mandatory documents will lead to disqualification of the bidder(s). Phase 2 :Technical & Functional requirements Consists of two parts namely: Phase 2 - Part 1 Technical & Functional evaluation (80 points) and; Phase 2 - Part 2 - Presentation (20 points); which equals to 100 points. Bidders who score a minimum of 60 out of 80 points on technical/functional evaluation (Phase 2 - Part 1) will be considered for further evaluation on Phase 2 Part 2 Presentation. Bidders who score a minimum of 60 out of 80 points for Phase 2 Part 1: Technical & Functional evaluation and a minimum of 10 out of 20 points for Phase 2 Part 2: Presentation, will be considered for further evaluation on Price and B-BBEE. Bidders who fail to attain the equired minimum points will not be evaluated further. Phase 3: Price and B-BBEE (90/10 points).

10 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 Attend the compulsory briefing session

11 SUBMISSION OF RFP RESPONSES Original signed bid document and Proposal clearly marked and indexed with all pages numbered. One (1) original and one (1) hard copy, submitted in a sealed, clearly marked (RAF/2016/00008 Media Monitoring Services) 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) [Insert presentation title] Page 11

12 SUBMISSION OF RFP RESPONSES Bid responses sent by courier must reach the reception at least 36 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. Important note: Please ensure that the attendance register has been signed Name of company Contact details Late response will not be considered

13 CONTACT DETAILS All queries must be forwarded in writing to: No telephone queries will be entertained. Questions and enquiries will close on the 18 July 11H00am. Questions and Answers will be published on RAF s website on 25 July 2016.

14 Thank you Questions??

ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RFP/2017/ Date: 31 May 2017 Time: 11:00

ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RFP/2017/00021 Date: 31 May 2017 Time: 11:00 AGENDA Background of the RFB Scope of work Evaluation Criteria Mandatory Documents Disqualification of Bids Submission