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Communication, Activation, and Public Relations Services - RFP RAF/HO/00216

This briefing session provides information on the background, evaluation criteria, submission of bid responses, and disqualification of bids for the RFP RAF/HO/00216 for Communication, Activation, and Public Relations Services. It also covers the procurement administration and purpose of the RFP. Attendees are encouraged to ask questions.

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Communication, Activation, and Public Relations Services - RFP RAF/HO/00216

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  1. ROAD ACCIDENT FUNDVENDOR BRIEFING SESSION RFP: RAF/ HO /00216 Presenter: Busi Sehloho and Amelia Rawstorne Date: 28 October 2011 Time: 10:00

  2. Overview • Background • Evaluation Criteria • Submission of bid responses • Disqualification of bids • Procurement Administration • Purpose of the RFP • Questions and Answers

  3. Background • RFP: RAF/HO/00216: Request for proposals for Communication, Activation and Public Relations Services • Advertised on 21 October 2011 • Closing on 21 November 2011

  4. Evaluation Criteria • Evaluation will be based on 90/10 PPPFA system

  5. Evaluation Criteria

  6. Evaluation Criteria (continue)

  7. Evaluation Criteria continue

  8. Original signed bid document • 4 hard copies • Submitted in sealed envelopes • Each schedule must be clearly distinguish, indexed and all pages numbered • Submission of bid responses

  9. 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

  10. Administration • RFP Closing Date: 21 November 2011 @11H00 • Venue: RAF Menlyn Reception 38 Ida street Menlo Park Pretoria • Bid responses sent by courier must reach the reception at least 36 (thirty six) hours before the closing date to be deposited into the bid box • Submission Register must be signed at the reception by bidder when submitting bid documents • Late bids will not be considered • All queries must be forwarded to ameliar@raf.co.za • Enquiries and clarification of technical issues will close not later than 4 November 2011 @ 11H00. Important note: • Please ensure that the attendance register has been signed • Name of company • Contact details

  11. Objectives • The purpose of the RFP is to invite interested and qualified bidders to submit proposals for the right to provide the services to RAF in connection with the Marketing and Communication, as set out in this document • To achieve success in respect of our Marketing & Communications objectives, the RAF requires the services of a highly experienced Communications & Activations Agency, which will interact with various customer groupings (i.e. all users of South African roads) within their respective environment(s). The agency must possess an in-depth knowledge and experience in Marketing and Communications. • The RAF differentiates between ‘Events’ and ‘Experiences’. Events involve activations that attract/reach 2 000 people or more, whereas ‘Experiences’ involve less one-on-one contact (e.g. participation in and sponsorship of the Comrades and other activities). Both serve to heighten awareness around the RAF’s service offering. In addition to existing activations, the successful bidder should be in a position to motivate for participation in other events, such as walking, cycling, transport and road safety campaigns.

  12. Project Overview The following activities normally take place at full-blown activations: • Branding; • Educating the general public on the RAF’s service offering; • Checking the claims status; • Distributing RAF information brochures; and • Enquiries on existing claims

  13. Project overview (continue) • The successful bidder should: • At least design, plan and implement 15 events in every province per year, and design, plan and implement 10 different experiences in all the provinces per year. In addition, the bidder should demonstrate creativity in terms of design, planning and execution of proposed activations (in terms of both events and experiences). Taking into consideration the different marketing, activations, promotions and media channels. • Have the necessary financial resources to allow for the production of branding collateral and promotional items that are either generic or event-specific. • Demonstrate their ability to collaborate with traditional leaders, national, provincial and local government, and other influential stakeholders. • Provide a report within three days after each event, showing the data collected in terms of claims initiated, queries addressed, RAF information pamphlets distributed and estimated number of people reached during the activation. • The successful bidder shall be required to provide the services as contained in the RFP document, such services to be delivered in accordance with instruction issued by the RAF from time to time.

  14. Thank you Questions and Answers

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