Compulsory Briefing Session

13 September 2013

Brand Activation Agency

Agenda

1. Welcome

2. Introduction of RAF members

3. Circulation of Attendance Register

4. Presentation by RAF :

a. Procurement

b. Marketing & Communication

c. Scope of Work/Specification

5. Q & A

6. Closing

Bid Details

Background

1. The RAF has an integrated Marketing and Communication Strategy

2. Mandate to drive constant brand visibility in the market and take the

RAF services to the people

3. The RAF would like to partner with a creative and established Brand

Activations Agency that will bring the RAF Brand to life and create

brand connections (engagements)

4. The RAF requires the services of a highly experienced Brand

Activation Agency which will interact with various customer grouping

5. The Agency will also be expected to coordinate all the Marketing

functions

Scope of Work

The successful bidder must:

1.Design, plan and implement 25 events in every province per year

2.Design, plan and implement 5 different experiences in all provinces per

year

3.Develop and execute a comprehensive inter grated events, promotions

and activations strategy

4.Possess an in-depth knowledge and experience in brand activations,

events promotions and campaign management

5.Demonstrate the ability to plan and execute activities on an adhoc basis

eg RAF on the road, World Aids Day, October Transport month

Scope of Work

6. Have necessary financial resources to allow for the production of

branding collateral and promotional items

7. Demonstrate ability to collaborate with traditional leaders, national and

local government and other influential stakeholders

8. Plan activities calendar annually and project plans in consultation with

RFA

9. Develop a brochure/s and/or an information pack on the programme

10. Ability to provide HR and related resources (3 – 15 personnel per

event/experience

11. Provide a report within 3 days after each event and experience

showing the data collected in terms of claims initiated, queries

addressed, RAF information brochures distributed….

Compliance Issues

1. Document check list in the bid document

2. No telephonic communication

3. Only email communication up to the 16th of September 2013

4. Complete in full and sign the bid document

5. All supporting documents (where applicable) must be submitted

6. Bid closing date and time must be observed

NB. Bidders may be disqualified for non-compliance should applicable

documents not be submitted

Mandatory Requirements

1. The bidder must confirm that they have read and understood

the terms and conditions set out in the bid document, which

terms and conditions the bidder accepts, in the event that the

RAF awards the contract to the bidder pursuant to this bid

2. Failure by the successful bidder to conclude a contract within

30 days following the issuing by the Fund 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 to consider

other responsive bids and award the tender to another bidder

or bidders

Evaluation Criteria

1. Price = 90 points

2. BBBEE = 10 points

3. Technical and Functional:

3.1 Experience and expertise in providing similar services = 20 points

3.2 KPIs

3.1.1 Delivery capability =10 points

3.1.2 Quality of services/deliverables = 10 points

3.1.3 Geographical presence = 10 points

4. Bidder Culture = 10 points

5. Presentation = 40 points

Disqualification

1. The bidders that score 45% or more out of 60% before

presentations will be shortlisted for presentations and those that

score low will be disqualified

2. All bidders who score less than 75% on functionality including

presentations will not be considered for further evaluation on Price

and BBBEE

Response Format

Bid response format to be strictly adhered to for easy reference

Questions

?

THANK YOU