ROAD ACCIDENT FUND COMPULSORY BRIEFING SESSION RAF/2015/00007 Date: 22 May 2015 Time: 11:00

ROAD ACCIDENT FUNDCOMPULSORY BRIEFING SESSION

RAF/2015/00007

Date: 22 May 2015

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

• RAF/2015/00007: Request For Bid: The Road Accident Fund (RAF) requires

experienced service providers, who will assist the RAF in preparation of the

implementation of the requirements of Protection of Personal Information

(POPI).

Advertised on 08 May 2015 Closing on 09 June 2015

Page 4[Insert presentation title]

PURPOSE OF THE RFB

The President of the Republic of South Africa (RSA) enacted the Protection of Personal

Information Act (POPI) on 26 November 2013.

The President is yet to announce the date when the entire Act will come into effect which will give

the RAF 12 month to comply with the legislative requirements.

The RAF processes personal information on a daily basis and such need to comply with the law

as it is mandatory by ensuring the safety and security of information.

The RAF is in the process of readying itself in the implementation of the requirements of POPI

Act.

The RAF is looking for a service provider to offer privacy specialist services.

Background of the project

•RAF/2015/00007


SCOPE OF WORK

Review of all the gap analysis reports for all RAF business units, with a view of identifying further gaps

based on a benchmark exercise and accepted best practise preferably with organisation similar to the

RAF (e.g. public entities and financial institution) should be performed. Provide a consolidated comprehensive report detailing findings and recommendations of gap analysis

reports; Development of POPI implementation strategy and the road map; Develop the POPI policies and standard operating procedures; and Design and develop POPI assessment tools (spread sheet).

The service provider must have in-depth knowledge and experience in most but not limited to the

following: Regulatory requirements ICT environment Organizational and technical security Soft skills Other

Deliverables:


EVALUATION CRITERIA

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 Requirement (100 points).

Price and B-BBEE Evaluations (90/10 points).

Bidders scoring 65 points out of 100 points on functional / technical criteria will be invited for a presentation and will be evaluated on Price and B-BBEE.

EVALUATION CRITERIA AND METHODOLOGY

•RAF/2014/00008


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.

Substantiate / Comments



The bidder must provide proof based on the number of years that the bidder has the

necessary privacy specialist service experience by submitting proof on a letterhead

signed or stamped by the client. The reference letter must include the following:

Client name

Client Contact person

Client Contact number

Client email address

The service rendered (privacy specialist services)

The duration of the project

Year of completion

NB: The bidder must have at least 5 years experience in privacy specialist services.






The bidder must be able to complete the project within 6 months from the

date of signature of the contract. The bidder must provide a detailed project

plan on how they are going to ready the RAF in implementing POPI within

the required timelines








The bidder will be required to sign a non-disclosure agreement with the

RAF.



Functional criteria Points

7.1.1 PROPOSAL

The bidder should be able to propose the following primary measures in their proposal:

Project plan (16 points)

A comprehensive strategy and implementation roadmap which covers all the RAF Business Units.(16

points)

Provide privacy assessment tools (excel template) (16 points)

POPI policies and standard operating procedures (SOPS) (16 points)

Development of a POPI manual (16 points)

80

Technical Evaluation Criteria

Proposal Points

Proposal contains all of the 5 primary measures covered 80 points

Proposal contains 4 of the 5 primary measures with 6 of the items in

primary measure 1 (project plan) covered

64 points



48 points



32 points

No proposal submitted or Proposal submitted without any of the

primary measures

0 points


Technical evaluation criteria cont….

•RAF/2015/00007

Functional criteria Points7.1.2 EXPERIENCE OF THE RESOURCE

Bidders are requested to provide a list of experienced key staff that will be working on the project and their CV’s.

(Brief CV’s – approximately 2 pages maximum). The CV’s will be averaged.

Bidders will be scored on previous experience according to the following table:10Response Score

5 – 7 years experience in implementing Privacy Specialist services 5

>7 – 9 years experience implementing Privacy Specialist services 8

>9 years experience in implementing Privacy Specialist services 10


Functional criteria Points

7.1.3 TRACK RECORD

Bidders are requested to send the attached (refer to 8) reference questionnaire s to at least three (3) of their clients where similar services were rendered and attach completed reference check questionnaires to the bid response.

Track record will be scored as follows:

For each of the six (6)questions the response will be scored out of 5 according to the table below:

The score for each of the six questions will be added together to obtain a score out of 30. The three scores out of 30 will be added together to determine a score out of 90. This score will be multiplied by 10 and divided by 90 to determine a point’s score out of 10 for track record.

10

Technical Evaluation Criteria

Response Score out of 5

No response 0

Poor 1

Below average 2

Average 3

Good 4

Very good 5


Mandatory Documents

Standard Bidding Document (SBD)

Tax Clearance Certificate

Bid Conditions

BEE certificate

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


Original signed bid document and Proposal clearly marked and indexed with all

pages numbered. One (1)original and a hard copy, submitted in a sealed, clearly marked

(RAF/2015/00007) envelope, to the address provided below.

Submission Address :

Road Accident Fund Eco Glades Reception (Block F) 420 Witch-hazel Avenue, Centurion, Pretoria CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)

Submission of RFB responses


Bid responses sent by courier must reach the reception at least 36 hours before the closing date (09 June 2015), 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 Bidders are requested to submit the pricing schedule on a separate

envelope.

Late response will not be considered

Submission of Bid responses

Contact Details

All queries must be forwarded to [email protected]

Enquiries and clarification will close on the 29 May 2015 @ 11H00.

Q and A pack will be published on RAF website on 02 June 2015.

mailto:[email protected]

Thank you

Questions and Answers