Event Management for the RAF National Sports Day

Event Management for the RAF National Sports Day Compulsory Briefing Session 2 September 2013

Agenda 1. Welcome 2. Introduction of the RAF members 3. Circulation of Attendance Register 4. Presentation By RAF : a. Procurement – Process and Compliance b. Facilities Management- Scope/specification 5. Q & A 6. Closing

Note to Bidders: RFP Document Amendment Bidders must please note that an amended document has been uploaded on the RAF website on 27 August 2013. The amendments are restricted to “Annexure F: SCOPE OF WORK: EVENTS MANAGEMENT FOR NATIONAL SPORTS DAY”, and include: • the correction of the heading of Annexure F to “Annexure F: SCOPE OF WORK: EVENTS MANAGEMENT FOR NATIONAL SPORTS DAY”; • the addition of a section “Background to the bid” ; and • the addition of clauses d. to j. in “Special Instructions to Bidders”.

Erratum: Advertisement Briefing session 10 h 00 11 h 00 2 nd September 2013 Closing date and time 11 h 00 16 th 17 th September 2013

Background • The RAF seeks to appoint a single point event management service provider for the RAF National Sports Day for event management and provision of all required facilities, services and goods. • The National Sports Day will be held over a period of two days, 8 & 9 November 2013. The first day will be all activities related to non-contact creative sports and the choir competition. The second day will be contact sports where the National Squad will be selected by respective sports professional body to ensure credibility of the selected teams. • Lunch will be provided on both days (08 and 09 November 2013). A Cocktail Party Dinner will be held on 07 November 2013, a Buffet Dinner will be held on 08 November 2013 and a Gala Dinner & Prize Giving on 09 November 2013.

Details of the Bid RFB NUMBER: RAF/2013/00028 DESCRIPTION: Request For Bid : Events Management For National Sports Day VALIDIY PERIOD: 90 days from the closing date ENQUIRIES: All questions/ enquiries must be forwarded in writing not later than 11: 00 on 09 th September 2013 to stephenv@raf. co. za CLOSING DATE: 17 September 2013 CLOSING TIME: 11: 00 a. m. the closing time will be as per the clock at the RAF reception COMPULSORY BRIEFING SESSION: Date: 02 September July 2013 Time: 11 h 00 am BID RESPONSES MUST BE HAND Road Accident Fund (RAF) DELIVERED / COURIERED TO: 38 Ida Street, MENLO PARK (at reception, on the ground floor) PRETORIA

Compliance • Pages 5 & 6 Checklist of documents to be submitted • NB: Valid & Original Tax Clearance Certificate • Tax clearance and B-BBEE per party incl. subcontractors • Ensure that the bid document is signed where required

Evaluation Criteria: Mandatory Requirements The following specific requirements must be met by the bidders and it will be expected of bidders to supply proof or confirm their commitment where applicable. • Bidders must confirm that they have read and understood the T’s &C’s in the Service Provider Agreement AND confirm that they have submitted with the bid: • A Proposal; • A proposed Pricing Schedule • RAF and the successful bidder to conclude a contract within seven (7) days following the issuing by the RAF of the award letter to the successful bidder • The Bidder must provide proof that they have a full-time office and significant presence in Gauteng NB: FAILURE TO COMPLY WITH ALL OF THE MANDATORY REQUIREMENTS WILL LEAD TO DISQUALIFICATION

Evaluation Criteria: Technical / Functional TOTAL (100) Engagement Model (70): • Bidders are required to submit with the bid, a proposed Engagement Model to describe the Bidder’s proposed approach to provide the full scope of services Track Record (30): • Bidders must attach reference questionnaires returned by at least two of their clients where similar services were rendered of a scope similar in size to the scope of work of this bid Bidders scoring 70 points or more out of 100 points on functional / technical criteria will be further evaluated on Price and BEE.

Evaluation - PPPFA 90/10 principle will be used. Price and BEE

Response Format Bid response format to be strictly adhered to for easy reference

Questions ?

Specification Refer to document

Questions ?

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