Offsite Storage RAF/2013/00023 Compulsory Briefing Session

1. The Road Accident Fund Offsite Storage RAF/2013/00023 Compulsory Briefing Session • 16 August 2013

2. AGENDA • 1. Welcome • 2. Introduction of the RAF members • 3. Circulation of Attendance Register • 4. Presentation By RAF : • Procurement – Process and Compliance • Facilities Management- Scope/specification • Q & A • 6. Site viewing if necessary • 7. Q & A • 8. Closing

3. BACKGROUND • The Road Accident Fund is in need of a service provider for Paper Records Storage and Management to provide offsite storage for all RAF regions nationally. • Delivery Address: • 38 Ida Street • Menlo Park • This is a request for bid

4. Details of the Bid • REQUEST FOR BID: • Paper Records Storage and Management to provide offsite storage for all RAF regions nationally • Compulsory briefing session 16 August 2013. • Closing date 03 September 2013. • All questions / enquiries outside this forum will be via email to: khumod@raf.co.za not later than 11:00 on 19 August 2013 • Questions/ Answers will be published on the RAF website on 21 August 2013.

5. Compliance • Compulsory Documents (Valid & Original Tax Clearance Certificate) • Pages 5 & 6 Checklist of documents to be submitted • Please ensure that the bid document is signed where required • Completed proposal should be submitted

6. 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 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 a 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 Implementation Plan; • b. A proposed Pricing Schedule • Failure by the RAF and the successful bidder to conclude a contract within 7 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, at its sole discretion, to consider other responsive bids and award the tender to another bidder or bidders. • NB:FAILURE TO COMPLY WITH ALL OF THE MANDATORY • REQUIREMENTS WILL LEAD TO DISQUALIFICATION

7. Technical / Functional Requirements • Technical criterion will be evaluated against the following detailed • requirements: • The Bidder must demonstrate that they have the capacity to handle RAF files in all the regions. The bidder must provide three references confirming that the bidder has the capacity to handle a minimum of 150 million files at a given time. • The references must be completed for all questions. The Bidder must ensure that 3 reference questionnaires are included from clients. See page 74. • The bidder must provide a project implementation plan detailing how the service will be carried out. The project plan must have deliverables and timeframes. • The bidder must provide a fire detection and prevention plan and OHS plan

8. Technical / Functional Requirements • Site visits will be conducted at shortlisted bidders premises. • The bidder will be scored on five (5) elements comprising of 100 points, please see as per attached copies for details. • All bidders who score 70 or more out of 100 points will be shortlisted for Price and BEE.

9. Evaluation • 90/10 principle will be used. Price and BEE

10. Bid response format to be strictly adhered to for easy reference • Please see circulated document

11. SPECIFICATION • Please see circulated copies

12. QUESTIONS • ?

13. Site viewing

14. THANK YOU