road accident fund compulsory briefing session rfb /2013/00026

ROAD ACCIDENT FUNDCOMPULSORY BRIEFING SESSION

RFB /2013/00026

Date: 28 August 2013

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

•RFB/2013/00026: Request For Bid: Appointment of a Panel of suitably qualified and experienced Medical experts to conduct medical evaluations on behalf of the RAF, for a period of three (3) years.

Advertised on 11 August 2013

Closing on 09 September 2013

[Insert presentation title]

PURPOSE OF THE RFB

• The Road Accident Fund requires the services of medical experts when conducting its defence on litigated claims. American Medical Association (AMA) trained doctors are also needed to perform AMA assessments and provide reports in order to finalise new amendment act claims on general damages.

• The RAF has five (5) provincial offices (Johannesburg, Pretoria, East London, Cape Town and Durban) and a customer services centre in Nelspruit where the referrals to the experts will be coming from. Each regional office needs to have a dedicated panel of medical experts for easy access to claimants.

• When a reason for referral has been identified, the claimant will be referred to the nearest expert. The experts are required to give priority to RAF’s direct claimants, thereby minimizing the time spent waiting for reports, which will in turn improve turnaround times for finalization of claims.

• Background of the project

•RAF RFP/2013/00026


SCOPE OF WORK

The panel of medical experts will be required to perform the following deliverables:

Conduct relevant medical evaluations as per the specialist guidelines;

Refer for necessary additional examinations (CT scans, X-rays, Blood test,etc) to any specialist;

Compile Medico-legal reports;

Advise on medical and disability issues, not necessarily examinations;

Conduct American Medical Association (AMA) assessments or any other assessments and provide reports (Complete RAF form 4); and

Give expert evidence on behalf of the RAF during trials.

The service above should be done within 21 days in order to meet service delivery standards of the Road Accident Fund.

DELIVERABLES


SCOPE OF WORK

The bidder must be located in one of the nine (9) provinces in South Africa

The RAF will refer work to the relevant medical experts on a rotational basis.

On receipt of the referral from the RAF, the medical expert needs to;

• Schedule an appointment with the RAF to consult with the claimant;

• Perform the evaluation;

• Refer for relevant additional investigations if any; and

• Submit a report to the RAF within 21 days.

− Reports must be compiled in ENGLISH only.

DELIVERABLES

•RAF/2013/00026


SCOPE OF WORK

Management of panel of medical experts

The panel of Medical experts will be appointed by the Road Accident Fund, through an open bid process.

The RAF will have regular engagements with the medical experts to ensure that work is delivered efficiently and ensure that the Service Level Agreement is adhered to.

The RAF will confirm that medical expert has satisfactorily delivered before the invoices can be paid.

Consultation

• Bidders can consult either by:

Telephonic consultation Physical consultation

•RAF/2013/00026


SCOPE OF WORK…ends

• The service above should be done within 21 days in order to meet service delivery standards of the Road Accident Fund.

• Referrals from RAF will depend on specialty and complexity of the claim.

• The medical expert must report on services rendered as stipulated in the Service Level Agreement.

SERVICE STANDARDS AND QUALITY

•RAF/2013/00026


Tariff/Pricing Schedule

SERVICES Billing of Service

Per Consultation Per Hour Per Day

1. MEDICO-LEGAL REPORTS:

Preparation and receiving of instructions: includes, but not limited to:

receive documents and open file, discuss instruction with attorney or

RAF staff member, perusal of documents, fax and telephone calls,

printing and make photocopies R 800.00 n/a n/a

Consultation: includes but not limited to: interview, physical

examination, referral for additional tests, telephone calls, receiving and

interpretation of additional results, keeping notes R 3,000.00 n/a n/a


Tariff/Pricing ScheduleSERVICES Billing of Service


REPORT COMPILATION: this includes but not limited to gathering information,

writing the report, post office or courier fees R 4,200.00 n/a n/a

TOTAL (Maximum all inclusive fee to be charged for a medico-legal report):

Note: In addition to a capped fee for a medico-legal report the Service Provider

shall be entitled to recover the costs of disbursements relating to medical

examinations and tests performed by third parties, i.e. x-rays, CT-scans, blood

tests, etc. R 8,000.00

Note: In addition to a capped fee for a medico-legal report the Service

Provider shall be entitled to recover the costs of disbursements relating to

medical examinations and tests performed by third parties, i.e. x-rays, CT-

scans, blood tests





2. EXPERT SERVICES FOR COURT APPEARANCES

Preparation: includes but not limited to: perusal of reports, consulting

with RAF attorney or RAF staff member and telephone calls. NB. A

special motivation will be required if more than three hours of preparation

is needed. n/a R 600.00 n/a

Court Apprearance: includes but is not limited to: appearing in court to

testify. n/a R 900.00 n/a

Joint Minutes: includes but not limited to: two specialist meeting to

discuss and compare notes and coming up with a reasonable conclusion

to the case. N.B. A special motivation is needed if more than two hours of

compiling joint minutes is needed. n/a R 800.00 n/a

Postponement on the day of the trial without the expert testifying n/a R 500.00 n/a

Postponement of trial less than two days before trial date n/a n/a 1500.00




3. GENERAL EXPERT ADVICE: includes but not limited to receiving

and perusing a file, telephone calls to RAF staff or attorney or another

doctor and giving verbal or written opinion R 1,500.00 n/a n/a

Telephonic Consultation for every five minutes or part thereof: R 125.00 n/a n/a

4. SERIOUS INJURY ASSESSMENTS (AMA): Per Consultation Per Hour Per Day

Includes perusal of the reports, assessments and completion of RAF

form 4 and drafting a narrative when necessary performed by either

GP's and specialists. This is the capped fee for the cost of a report. R 5,000.00 n/a n/a

Referrals for specialist opinion should be done to the Panel members

only.




ADHOC SERVICES Per Consultation Per Hour Per Day

Referrals for additional tests: includes but not limited to

referring the patient for additional Radiology, Pathology, Blood

tests, etc. A separate itemized bill should be submitted together

with the expert's invoice Standard tariff rates n/a n/a

There will be an annual review of the tariff to accommodate

inflation, this will be done on the 1st of April every year.

There may be instances where values decrease based on

retrospective analysis

Tariffs may change if regulated by Government, i.e. HPCSA or

Rules Board

Please note that fees exclude VAT


EVALUATION CRITERIA

The evaluation criteria will be based on the following requirements:

• 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 requirements (100 points).

• Price and BEE (90/10 points).

• Note: The RAF will enlist bidders who score 60 out of100 and highest on BEE points on a panel.

Bidders who score 60 out of 100 points will be evaluated on BEE Bidders who score the highest points on BEE will be listed on a panel.

EVALUATION CRITERIA AND METHODOLOGY

•RAF/2013/00026


MANDATORY EVALUATION CRITERIA

MANDATORY REQUIREMENTS

•RFP/2013/00001

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.


Failure by the RAF and the successful bidder to conclude a

contract within 60 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 to consider other responsive bids and award the

tender to another bidder or bidders.


MANDATORY EVALUATION CRITERIA

MANDATORY REQUIREMENTS

•RFP/2013/00026


Bidder must be registered with the HPCSA.

Bidder to provide HPCSA Registration certificate


Functional criteria Points

REPORTS

Bidders must provide a copy of the Medico-legal report compiled in the last six (6)

months.

INFRASTRUCTURE

The Service Provider should demonstrate the capacity to provide the infrastructure to facilitate uninterrupted internet based interface with RAF communications systems at own cost.

Communication capabilities

Telephone, fax, email (the service providers should indicate who is their service provider for the internet and availability of the elements). Provide proof of availability of these elements in a form of proof of payment for these services.

20

40

Technical Evaluation Criteria


Functional criteria Points

Premises

Proof of main place of business in the form of a copy of a Lease Agreement, Title deed of the office or Affidavit with full address.

The RAF reserves the right to conduct site visits

40

Technical Evaluation Criteria


Mandatory Documents

Standard Bidding Document (SBD) Tax Clearance CertificateBid ConditionsBEE certificate

Disqualification of bids

Bidders shall be disqualified if they fail to:

Submit a valid and original tax clearance certificate 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 two (2) hard copies, submitted in a sealed, clearly marked

(RFB/2013/00026) envelope , to the address provided below.

Submission Address :

RAF Menlyn Reception 38 Ida street Menlo Park Pretoria CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION) DATE : 09 September 2013

Submission of RFB responses


Bid responses sent by courier must reach the reception at least 36 hours before the closing date (09 September 2013), 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 signedName of company Contact details

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 25 August 2013 @ 12H00.

Q and A pack will be published on RAF website on 29 August 2013.

mailto:[email protected]

Thank you

Questions and Answers

road accident fund compulsory briefing session rfb /2013/00026

Documents

relevant medical experts

services of medical

experienced medical

relevant medical evaluations

reports complete raf

presentation titlepurpose

nearest expert

andgive expert evidence