ANNEXURE D
BRIEFING SESSION
Meeting Reference No
Date
Time
Venue
RAF/2014/00006
10 JUNE 2014
10AM
RAF ECO GLADES TRAINING ROOM 1 & 3
OPENING
Facilitator, Lee Zietsman (LZ) welcomed everyone present at the meeting
and introduced Khathu Magadani (LM) the RAF staff present.
ATTENDANCE
See Briefing Session Attendance Register
GENERAL
See Brand Activation Presentation – RAF/2014/00006
DISCUSSION
1.
2.
3.
4.
LZ made apologies were made for only one projector working and stated
that the presentation will be made available to bidders to download from
the RAF website by end of business today.
LZ requested that all present sign the circulating attendance register and
that to ensure that the bidding company name appears on the register, as
this is a compulsory briefing session and a bidder could be disqualified
should their name not be on the register.
LZ went through the background of the request by the Marketing
department for a panel of three service providers to provide branding
experiences and events for a period of three years.
LZ handed over to KM to conduct the Scope of work.
KM explained the scope in relation to the experiences and events of the
RAF. Experiences are one on one contact for example the Comrades
Marathon. Events are RAF orientated: 70% and Partner events: 30%
KM presented the Requirements of the bid emphasizing on the
expectations of Design, plan and Implement. The RAF on the Road if the
biggest event, although on slide 7 it is mentioned as ad hoc, it is not ad
hoc it is a big deal to the RAF for example on the 21st June there is the
RAF on Road event in Venda.
Other events are partnered with Department of Transport (DOT), Road
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ANNEXURE D
5.
Transport Management Corporation (RTMC), Passenger Rail Agency of
SA (PRASA) and Cross Boarder Road Travel Agency (CBRTA).
It is required that bidder represent the brand of RAF.
Branding of collateral items in conjunction with the Marketing department.
Collaborate with traditional leaders, municipalities, provincial governments.
To foster relations to promote the brand.
Plan an annual activation calendar together with the RAF. Each province
needs different strategies. The first year will be a test and trial but the
bidders are expected by the second and third year to master the calendar.
Developing of a brochure and marketing pamphlets will be required to
target market audiences, make the message passionate and known.
25 events per province annually and 5 different experiences annually will
be required to be designed, planned and implemented and the bidder must
therefore have a national representation. The festive season, back to
school, Easter campaign and October transport month plays a bid role,
that must be presented by the bidders and focused upon with new
innovation and technology. The idea of participating in road safety as SA
must reduce road fatalities by 2020. The Bidder must propose ideas and
activations, comprehensive and educational integrated events promotions
and activation strategies. KM used the example of kids playing the part of
a bus and stopping at robots.
The service provider must think out the box and work with the RAF
marketing department to ensure the success of the events and
experiences.
LZ went through the mandatory requirements of the bid and explained how
the bid will be evaluated based on the screening, mandatory questions,
SLA, technical evaluation and presentations and finalizing the Price and
BBBEE scores.
It was stated that the SLA is mandatory and the Legal representative (MM)
stated that each page is to be initialed and the document signed. If there
are concerns do not scratch and insert own comments, but rather add an
insert with concerns to be addressed at contract stage.
LZ mentioned that references are required and the bidder must please
ensure that these references are included, at least three.
The Functional criteria include experience, methodology, the resources
and resumes of the skilled resources. There will be a cut of before
presentations and bidders will be notified that if they qualify to come to the
RAF premises to conduct a presentation based on the requirements
specified in the bid document relation to the areas.
The submission of bids was indicated in the request for bidders to submit
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ANNEXURE D
6.
documents in a file, no loose pages and that the file must be one original
and three copies. Each file to be a duplicate of the original. The sections
must be indicated as per A – tender document, B – Mandatory documents,
C – Bid response and information required. The two envelope system is to
be adopted and the bidders must note that the pricing schedule, BBBEE
certificate and financials to be submitted in a clearly marked envelope
separate to the bid file.
It was mentioned by Procurement (JT) that the pricing schedule must be
completed as it is in the tender document and that if bidders would like to
indicate a breakdown etc., this can be attached separately, but the price
schedule for the retainer fee must be for year 1 and the percentage
indicated on the price form.
The tender closing date and time stated as the 2 July 2014 at 11am and
that no bid will accepted after the clock at the RAF reception strikes 11am.
Questions:
1. Can we courier our bid the day before?
LZ, Yes, ensure that courier company signs the submission register
stating the number of parcels. The RAF reception is safe and the
bid will be put in the tender box. There are also cameras in the
area.
2. Is it possible to include the events in our annual events calendar?
KM stated that it is possible as the RAF is currently doing so.
3. With regards to the retainer is it 10 months or 12 months.
KM it is 12 months January to end December.
4. Are JV’s encouraged and must both JV’s attend briefing session.
LZ stated that yes the RAF encourages the JV and especially the
bid being of a national concern, bidders can JV with other partners
and at least one of the partners would have to have been present at
the briefing session. The JV MOU must be included in the bid and
each JV partner must submit there own Tax Certificate as per the
requirements stated in the bid document pertaining to JV
submissions.
5. How will three agencies split the work?
KM mentioned that among the national events and invitations to
event, the convenience and accessibility will guide who will be
allocated work, but one cannot do it provincially and that the RAF
would like to split the project evenly among the panel.
6. Is it fixed that only three bidders will be appointed?
LZ, yes the bid process will only allow for three agencies to be
contracted.
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ANNEXURE D
7. How will the three companies help plan the annual calendar while
they all proposed different models?
KM, the proposal is to award the bid. Once the agency has been
contracted all three agencies will assist in the planning of the
calendar. The RAF will issue a calendar and planning process in
April together with the three agencies and spilt the work accordingly
among the three.
8. The Number of events per province per annum, due to variance of
province population and allocation of resources, how will this be
done?
KM, Each province has enough population to warrant the 25 events
and the experiences. The RAF must reach out to everyone in the
same manner across the entire country. If there is only 5 in an
area, these 5 must be reached. They must know about the RAF,
not necessarily meet the RAF.
9. The Retainer fee, is it set for the 3 year period? The fee for year
one is to be stipulated on your price schedule and year 2 and 3 is
based on CPI.
7.
Closing, LZ thanked everyone for their attendance and mentioned again
that the attendance register is to be signed before leaving and that all
information can be downloaded from the RAF website and queries emailed
to [email protected]
THE MEETING CLOSED AT 11:20am – 10 June 2015
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