ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF /2013/00044 Date: 13 December 2013 Time: 11:00.

ROAD ACCIDENT FUNDCOMPULSORY BRIEFING SESSION

RAF /2013/00044

Date: 13 December 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

•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 2013Closing on 17 January 2014

[Insert presentation title]

PURPOSE OF THE RFB

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

Background of the project

•RAF/2013/00044


SCOPE OF WORK

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.


SCOPE OF WORK continues……

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’S COVERAGE ON MEDIA PLATFORMS

•RAF/2013/00044


SCOPE OF WORK continues……

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


SCOPE OF WORK Continues…

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


SCOPE OF WORK Continues….

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


SCOPE OF WORK…

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

ATTRIBUTES OF THE BIDDER

•RAF/2013/00044


SCOPE OF WORK…ENDS

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.

REPORTING

RAF/2013/00044


EVALUATION CRITERIA

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.

EVALUATION CRITERIA AND METHODOLOGY

•RAF/2013/00044


MANDATORY EVALUATION CRITERIA

MANDATORY REQUIREMENTS

•RFP/2013/00001

Mandatory Comply Not Comply

Failure by the Fund and the successful bidder to conclude a contract

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 non-

responsive which will then entitle the Fund to consider other responsive

bids and award the tender to another bidder or bidders.

Mandatory 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… 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


Functional criteria Points

PROPOSAL

Bidder must provide a proposal on how they have shared with and trained previous clients on the latest media platforms.

TRACK RECORD

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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Technical Evaluation Criteria


Technical evaluation criteria cont….

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 .

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; andPresent 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, will not be further evaluated on Price and BEE.

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Mandatory Documents

Standard Bidding Document (SBD) Tax Clearance CertificateBid ConditionsBEE certificate

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


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)

Submission of RFB responses


Bid responses sent by courier must reach the reception at least 36 hours before the closing date (17 January 2014), 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 signedName of company Contact details

Late response will not be considered

Submission of Bid responses

Contact Details

All queries must be forwarded to [email protected]/[email protected]

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.

mailto:[email protected]/[email protected]

Thank you

Questions and Answers

ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF /2013/00044 Date: 13 December 2013 Time: 11:00.

Documents

Transcript of ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF /2013/00044 Date: 13 December 2013 Time: 11:00.