ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RFB 2013 00026

ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RFB /2013/00026 Date: 28 August 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 • RFB/2013/00026: Request For Bid: Appointment of a Panel of suitably qualified and experienced Medical experts to conduct medical evaluations on behalf of the RAF, for a period of three (3) years. Advertised on 11 August 2013 Closing on 09 September 2013

PURPOSE OF THE RFB • Background of the project • The Road Accident Fund requires the services of medical experts when conducting its defence on litigated claims. American Medical Association (AMA) trained doctors are also needed to perform AMA assessments and provide reports in order to finalise new amendment act claims on general damages. • The RAF has five (5) provincial offices (Johannesburg, Pretoria, East London, Cape Town and Durban) and a customer services centre in Nelspruit where the referrals to the experts will be coming from. Each regional office needs to have a dedicated panel of medical experts for easy access to claimants. • When a reason for referral has been identified, the claimant will be referred to the nearest expert. The experts are required to give priority to RAF’s direct claimants, thereby minimizing the time spent waiting for reports, which will in turn improve turnaround times for finalization of claims. • RAF RFP/2013/00026 [Insert presentation title] Page 4

SCOPE OF WORK q DELIVERABLES v The panel of medical experts will be required to perform the following deliverables: § Conduct relevant medical evaluations as per the specialist guidelines; § Refer for necessary additional examinations (CT scans, X-rays, Blood test, etc) to any specialist; § Compile Medico-legal reports; § Advise on medical and disability issues, not necessarily examinations; § Conduct American Medical Association (AMA) assessments or any other assessments and provide reports (Complete RAF form 4); and § Give expert evidence on behalf of the RAF during trials. § The service above should be done within 21 days in order to meet service delivery standards of the Road Accident Fund. [Insert presentation title] Page 5

SCOPE OF WORK DELIVERABLES § The bidder must be located in one of the nine (9) provinces in South Africa § The RAF will refer work to the relevant medical experts on a rotational basis. § On receipt of the referral from the RAF, the medical expert needs to; • Schedule an appointment with the RAF to consult with the claimant; • Perform the evaluation; • Refer for relevant additional investigations if any; and • Submit a report to the RAF within 21 days. − Reports must be compiled in ENGLISH only. • RAF/2013/00026 [Insert presentation title] Page 6

SCOPE OF WORK v Management of panel of medical experts § The panel of Medical experts will be appointed by the Road Accident Fund, through an open bid process. § The RAF will have regular engagements with the medical experts to ensure that work is delivered efficiently and ensure that the Service Level Agreement is adhered to. § The RAF will confirm that medical expert has satisfactorily delivered before the invoices can be paid. v Consultation • Bidders can consult either by: § Telephonic consultation § Physical consultation • RAF/2013/00026 [Insert presentation title] Page 7

SCOPE OF WORK…ends q SERVICE STANDARDS AND QUALITY • The service above should be done within 21 days in order to meet service delivery standards of the Road Accident Fund. • Referrals from RAF will depend on specialty and complexity of the claim. • The medical expert must report on services rendered as stipulated in the Service Level Agreement. • RAF/2013/00026 [Insert presentation title] Page 8

Tariff/Pricing Schedule SERVICES Billing of Service Per Consultation 1. MEDICO-LEGAL REPORTS: Per Hour Per Day Preparation and receiving of instructions: includes, but not limited to: receive documents and open file, discuss instruction with attorney or RAF staff member, perusal of documents, fax and telephone calls, printing and make photocopies R 800. 00 n/a R 3, 000. 00 n/a Consultation: includes but not limited to: interview, physical examination, referral for additional tests, telephone calls, receiving and interpretation of additional results, keeping notes [Insert presentation title] Page 9

Tariff/Pricing Schedule SERVICES Billing of Service Per Consultation Per Hour Per Day REPORT COMPILATION: this includes but not limited to gathering information, writing the report, post office or courier fees R 4, 200. 00 n/a R 8, 000. 00 n/a TOTAL (Maximum all inclusive fee to be charged for a medico-legal report): Note: In addition to a capped fee for a medico-legal report the Service Provider shall be entitled to recover the costs of disbursements relating to medical examinations and tests performed by third parties, i. e. x-rays, CT-scans, blood tests, etc. Note: In addition to a capped fee for a medico-legal report the Service Provider shall be entitled to recover the costs of disbursements relating to medical examinations and tests performed by third parties, i. e. x-rays, CTscans, blood tests [Insert presentation title] Page 10

Tariff/Pricing Schedule SERVICES Billing of Service Per Consultation Per Hour Per Day 2. EXPERT SERVICES FOR COURT APPEARANCES Preparation: includes but not limited to: perusal of reports, consulting with RAF attorney or RAF staff member and telephone calls. NB. A special motivation will be required if more than three hours of preparation is needed. n/a R 600. 00 n/a R 900. 00 n/a R 800. 00 n/a R 500. 00 n/a Court Apprearance: includes but is not limited to: appearing in court to testify. Joint Minutes: includes but not limited to: two specialist meeting to discuss and compare notes and coming up with a reasonable conclusion to the case. N. B. A special motivation is needed if more than two hours of compiling joint minutes is needed. Postponement on the day of the trial without the expert testifying n/a Postponement of trial less than two days before trial date n/a [Insert presentation title] Page 11 n/a 1500. 00

Tariff/Pricing Schedule SERVICES Billing of Service 3. GENERAL EXPERT ADVICE: includes but not limited to receiving and perusing a file, telephone calls to RAF staff or attorney or another doctor and giving verbal or written opinion R 1, 500. 00 n/a R 125. 00 Telephonic Consultation for every five minutes or part thereof: n/a n/a 4. SERIOUS INJURY ASSESSMENTS (AMA): Per Consultation Per Hour Per Day Includes perusal of the reports, assessments and completion of RAF form 4 and drafting a narrative when necessary performed by either GP's and specialists. This is the capped fee for the cost of a report. R 5, 000. 00 n/a Referrals for specialist opinion should be done to the Panel members only. [Insert presentation title] Page 12

Tariff/Pricing Schedule SERVICES Billing of Service ADHOC SERVICES Per Consultation Per Hour Per Day Referrals for additional tests: includes but not limited to referring the patient for additional Radiology, Pathology, Blood tests, etc. A separate itemized bill should be submitted together with the expert's invoice Standard tariff rates n/a Rules Board There will be an annual review of the tariff to accommodate inflation, this will be done on the 1 st of April every year. There may be instances where values decrease based on retrospective analysis Tariffs may change if regulated by Government, i. e. HPCSA or [Insert presentation title] Page 13

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 requirements (100 points). • Price and BEE (90/10 points). • Note: The RAF will enlist bidders who score 60 out of 100 and highest on BEE points on a panel. § Bidders who score 60 out of 100 points will be evaluated on BEE § Bidders who score the highest points on BEE will be listed on a panel. • RAF/2013/00026 [Insert presentation title] Page 14

MANDATORY EVALUATION CRITERIA MANDATORY REQUIREMENTS 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 G) which terms and conditions the bidder accepts, in the event that the RAF awards the contract to the bidder pursuant to this bid. Mandatory Failure by the RAF and the successful bidder to conclude a contract within 60 days following the issuing by the RAF of the award letter to the successful bidder, will result in the bid being deemed to be non-responsive which will then entitle the RAF to consider other responsive bids and award the tender to another bidder or bidders. [Insert presentation title] • RFP/2013/00001 Page 15

MANDATORY EVALUATION CRITERIA MANDATORY REQUIREMENTS Mandatory Comply Bidder must be registered with the HPCSA. Bidder to provide HPCSA Registration certificate • RFP/2013/00026 [Insert presentation title] Page 16 Not Comply

Technical Evaluation Criteria Functional criteria Points REPORTS 20 Bidders must provide a copy of the Medico-legal report compiled in the last six (6) months. INFRASTRUCTURE The Service Provider should demonstrate the capacity to provide the infrastructure to facilitate uninterrupted internet based interface with RAF communications systems at own cost. Communication capabilities Telephone, fax, email (the service providers should indicate who is their service provider for the internet and availability of the elements). Provide proof of availability of these elements in a form of proof of payment for these services. [Insert presentation title] Page 17 40

Technical Evaluation Criteria Functional criteria Points Premises 40 Proof of main place of business in the form of a copy of a Lease Agreement, Title deed of the office or Affidavit with full address. The RAF reserves the right to conduct site visits [Insert presentation title] Page 18

Mandatory Documents Standard Bidding Document (SBD) Tax Clearance Certificate Bid Conditions BEE certificate [Insert presentation title] Page 19

Disqualification of bids Bidders shall be disqualified if they fail to: Submit a valid and original tax clearance certificate 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 (RFB/2013/00026) envelope , to the address provided below. Submission Address : v RAF Menlyn Reception v 38 Ida street Menlo Park Pretoria v CLOSING TIME : 11: 00 am (PER THE CLOCK AT THE RAF RECEPTION) v DATE [Insert presentation title] : 09 September 2013 Page 21

Submission of Bid responses sent by courier must reach the reception at least 36 hours before the closing date (09 September 2013), 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 22

Contact Details ØAll queries must be forwarded to mthobag@raf. co. za ØEnquiries and clarification will close on the 25 August 2013 @ 12 H 00. ØQ and A pack will be published on RAF website on 29 August 2013.

Thank you Questions and Answers