Event Management for the RAF National

Sports Day

Compulsory Briefing Session

2 September 2013

Agenda

1.Welcome

2.Introduction of the RAF members

3.Circulation of Attendance Register

4.Presentation By RAF :

a. Procurement – Process and Compliance

b. Facilities Management- Scope/specification

5.Q & A

6.Closing

Note to Bidders:

RFP Document Amendment

Bidders must please note that an amended document has been

uploaded on the RAF website on 27 August 2013. The amendments

are restricted to “Annexure F: SCOPE OF WORK: EVENTS

MANAGEMENT FOR NATIONAL SPORTS DAY”, and include:

•the correction of the heading of Annexure F to “Annexure F: SCOPE

OF WORK: EVENTS MANAGEMENT FOR NATIONAL SPORTS

DAY”;

•the addition of a section “Background to the bid” ; and

•the addition of clauses d. to j. in “Special Instructions to Bidders”.

Erratum: Advertisement

Background

•The RAF seeks to appoint a single point event management service provider

for the RAF National Sports Day for event management and provision of all

required facilities, services and goods.

•The National Sports Day will be held over a period of two days, 8 & 9

November 2013. The first day will be all activities related to non-contact

creative sports and the choir competition. The second day will be contact sports

where the National Squad will be selected by respective sports professional

body to ensure credibility of the selected teams.

•Lunch will be provided on both days (08 and 09 November 2013). A Cocktail

Party Dinner will be held on 07 November 2013, a Buffet Dinner will be held on

08 November 2013 and a Gala Dinner & Prize Giving on 09 November 2013.

Details of the Bid

Compliance

• Pages 5 & 6 Checklist of documents to be

submitted

• NB: Valid & Original Tax Clearance Certificate

• Tax clearance and B-BBEE per party incl.

subcontractors

• Ensure that the bid document is signed

where required

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 T’s &C’s in the Service

Provider Agreement AND confirm that they have submitted with the bid:

• A Proposal;

• A proposed Pricing Schedule

•RAF and the successful bidder to conclude a contract within seven (7) days following the

issuing by the RAF of the award letter to the successful bidder

•The Bidder must provide proof that they have a full-time office and significant presence

in Gauteng

NB:FAILURE TO COMPLY WITH ALL OF THE MANDATORY REQUIREMENTS WILL

LEAD TO DISQUALIFICATION

Evaluation Criteria: Technical / Functional

TOTAL (100)

Engagement Model (70):

•Bidders are required to submit with the bid, a proposed Engagement Model to

describe the Bidder’s proposed approach to provide the full scope of services

Track Record (30):

•Bidders must attach reference questionnaires returned by at least two of their

clients where similar services were rendered of a scope similar in size to the

scope of work of this bid

Bidders scoring 70 points or more out of 100 points on functional /

technical criteria will be further evaluated on Price and BEE.

Evaluation - PPPFA

90/10 principle will be used.

Price and BEE

Response Format

Bid response format to be strictly adhered to

for easy reference

Questions

?

Specification

Refer to document

Questions

?

THANK YOU