ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF 2013 00044

ROAD ACCIDENT FUND COMPULSORY 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 2013 Closing on 17 January 2014

PURPOSE OF THE RFB v. Background of the project v 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 • RAF/2013/00044 [Insert presentation title] Page 4

SCOPE OF WORK v 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. [Insert presentation title] Page 5

SCOPE OF WORK continues…… v RAF’S COVERAGE ON MEDIA PLATFORMS q 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. q. 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/2013/00044 [Insert presentation title] Page 6

SCOPE OF WORK continues…… v. RAF’S COVERAGE ON MEDIA PLATFORMS q 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 [Insert presentation title] Page 7

SCOPE OF WORK Continues… v. RAF’S COVERAGE ON MEDIA PLATFORMS q 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 [Insert presentation title] Page 8

SCOPE OF WORK Continues…. v. RAF’S COVERAGE ON MEDIA PLATFORMS q SOCIAL MEDIA ADVERTISING § Bidder must secure/buy social media advertising space for RAF on Facebook, Linked. In and Twitter. q ONLINE & DIGITAL ADVERTISING § Bidder must secure/buy online and digital advertising space for RAF. • RAF/2013/00044 [Insert presentation title] Page 9

SCOPE OF WORK… v. ATTRIBUTES OF THE BIDDER 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 • RAF/2013/00044 [Insert presentation title] Page 10

SCOPE OF WORK…ENDS § REPORTING § § 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. RAF/2013/00044 [Insert presentation title] Page 11

EVALUATION CRITERIA q EVALUATION CRITERIA AND METHODOLOGY v 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. • RAF/2013/00044 [Insert presentation title] Page 12

MANDATORY EVALUATION CRITERIA MANDATORY REQUIREMENTS 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 nonresponsive which will then entitle the Fund to consider other responsive bids and award the tender to another bidder or bidders. Mandatory 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 [Insert presentation title] • RFP/2013/00001 Page 13

Technical Evaluation Criteria Functional criteria Points PROPOSAL 10 Bidder must provide a proposal on how they have shared with and trained previous clients on the latest media platforms. 10 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. [Insert presentation title] Page 14

Technical evaluation criteria cont…. Functional criteria Points MEDIA BOOKING CONFIRMATIONS 30 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 10 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; and Present 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, Page 15 [Insert presentation title] will not be further evaluated on Price and BEE. 40

Mandatory Documents Standard Bidding Document (SBD) Tax Clearance Certificate Bid Conditions BEE certificate [Insert presentation title] Page 16

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

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 (RAF/2013/00044) envelope , to the address provided below. Submission Address : v Road Accident Fund v Eco Glades Reception (Block F) v 420 Witch-hazel Avenue, Centurion, Pretoria v CLOSING TIME : 11: 00 am (PER THE CLOCK AT THE RAF RECEPTION) [Insert presentation title] Page 18

Submission of 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 signed Name of company Contact details Late response will not be considered [Insert presentation title] Page 19

Contact Details ØAll queries must be forwarded to monarem@raf. co. za/stephenv@raf. co. za ØEnquiries and clarification will close on the 09 January 2014 @ 12 H 00. ØQ and A pack will be published on RAF website on 10 January 2014.

Thank you Questions and Answers