Media monitoring, tracking and analytical reporting services for the road accident fund (6 months)

RFQ issued: 08 October 2026

Closing date and time: 14 October 2026 at 12:00

Quotation validity: 30 days from the closing date

Compulsory briefing or site visit: none

Contract period: six months, running from the date of the last signatory

Expected service start: on conclusion of the agreement

Enquiries

• Contact: Ntsako Baloyi
• Email: [email protected]
• Telephone: 012 649 2023

Submission

• Submission email: [email protected]

Delivery address

RAF Head Office

420 Witch Hazel Avenue

Centurion

Eco Glades Pretoria, 0046

Fraud reporting

• Toll-free line: 0800 005919 (for reporting requests for gifts, hospitality or other benefits by RAF officials)

Submission method

• Email only, to the RAF procurement mailbox.
• Submission email: [email protected]
• Quotations sent to any other address will not be considered.
• Closing: 14 October 2026 at 12:00.
• Late quotations are rejected outright, whatever the reason.
• Quote reference PR10118648 on the quotation and all supporting documents.

Returnable documents (all must be completed, signed and submitted by the closing time)

• SBD 4 (Bidder's Disclosure): discloses any interest held by directors, shareholders or officials connected to the state.
• SBD 6.1 (Preference Points Claim, PPR 2022): claims the specific-goals points under the 80/20 system.
• Annexure A: Security Measures.
• Annexure or letter signed by a management representative confirming the company is South African based and performs the work in-house.
• Three individual signed client reference letters on client letterhead.
• Cost breakdown table with prices completed.
• Valid medical certificate from a registered medical practitioner where disability points are claimed.

Disqualification risks

• Quotation received after the closing time.
• Quotation emailed to the wrong address.
• Any annexure or standard bidding document left unsigned or omitted.
• More than one bid submitted by entities sharing a director or shareholder, or one bidder responding through more than one entity.
• A non-VAT-registered supplier charging VAT.
• Prices not entered on the prescribed cost breakdown table.
• Collusive behaviour.
• Offering gifts, hospitality or branded marketing material to RAF officials.

Outcome

• Bidders not contacted within 14 working days of the RFQ issue should treat the quotation as unsuccessful.

Two-phase evaluation.

Phase 1 — Mandatory requirements (pass/fail)

• Bidders tick comply or do not comply against each mandatory item.
• Any bidder failing a mandatory item is disqualified and is not scored on price or specific goals.
• Mandatory items: South African based and media monitoring delivered in-house (no outsourcing or sub-contracting); a signed management annexure or letter confirming both; at least three client reference letters for media monitoring work performed in the last five years, none signed before October 2021, each an individual signed letter on client letterhead naming the client, a contact person and a contact number or email and confirming that media monitoring services were rendered. Reference lists or tabulated references are not accepted.

Phase 2 — Price and specific goals (80/20 preference point system)

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• The 80/20 system applies to quotations from R2 000.01 up to R1 000 000.00 including all taxes; RAF may also apply it below R2 000.01.
• Points claimed for preferential procurement specific goals are verified through the CSD.
• No minimum qualifying score for functionality is stated.

Scope

• Appoint a media monitoring agency to track, monitor and report on RAF media coverage nationally, regionally, provincially and in community media across print, radio, television, online and social media for six months.
• All work must be performed in-house; outsourcing and sub-contracting are not permitted.

Media platforms to be monitored

• Print, including community newspapers and free knock-and-drop material.
• Broadcast television and radio, including community outlets.
• Online media, including news websites, online radio stations, transport platforms and consumer websites.
• Social media for print, online and broadcast media, including Facebook, Twitter/X, Instagram and YouTube, plus user comments on those platforms.

Monitoring parameters

• RAF spokespersons: Board Chairperson, Chief Executive Officer, Regional General Managers, Senior Managers and authorised subject experts.
• RAF-related keywords, including Road Accident Fund/RAF, fuel levy, transformation, claims, claims process, claimant(s), claims management process, process centre, Customer Experience Centres, RAF 1 form, RAF 3 form, 120 days, customer centricity, values, Integrated Customer Management System (ICMS), accident(s), car crash(es), road safety, Department of Transport, Minister of Transport, Deputy Minister of Transport, Portfolio Committee on Transport, RAF Act and legislative amendments and regulations, operating model, and fraud.

Deliverables

• Daily raw data feeds across all platforms, at least three times a day.
• Secure web-based system access for at least five designated RAF employees, with data retrievable in Word, Excel or PDF.
• Statistical and analytical coverage reports weekly, monthly and quarterly, plus a final six-month report.
• Ad hoc coverage reports after campaigns and activations when required.

Report deadlines

• Weekly: every Friday by 10:00.
• Monthly: by 10:00 on the first working day of the following month; if that falls on a weekend or public holiday, the next working day by 10:00.
• Quarterly: by 10:00 on the first day of the new quarter; if that falls on a weekend or public holiday, the next working day by 10:00.
• Final report: one day after the contract ends, or the first business day after a weekend end date.

Report content

• Executive summary of findings.
• Reputation impact: comparative positive versus negative coverage across all platforms, with neutral stories identified.
• Reputational index measuring public perception on products and services, leadership, governance, financial management, social responsibility, trustworthiness, ethicality and innovation.
• Scorecard performance rating over weekly, monthly, quarterly and six-month periods.
• Media prominence tracking: mentions, headlines, front page, lead story, commentary, interviews, organisation-specific coverage, tweets, retweets and Facebook references, categorised as national, regional/provincial or community.
• Summary of RAF spokesperson and authorised representative commentary, with frequency and sentiment.
• Breakdown and categorisation of journalists covering the RAF and related matters.
• Media frequency types and categories across online (news websites, blogs, podcasts), print (dailies, weeklies, magazines), broadcast (television and radio) and social media.
• Advertising Value Equivalency (AVE) totals for all coverage.
• Reach breakdown for all media categories.
• Perceptions assessment of leading journalists, broadcasters, columnists, bloggers and influential social media users on RAF and transport topics.
• Analytical reports on campaigns and activations with strategic recommendations, tactical proposals and clippings or recordings.

Pricing

• All prices quoted in South African Rand and inclusive of VAT for VAT-registered vendors.
• A VAT vendor that omits VAT is deemed to have quoted an all-inclusive price; no VAT will be added after award.
• A supplier not registered for VAT that charges VAT is automatically disqualified.
• Only prices entered on the prescribed cost breakdown table are accepted; failure to price on that table leads to disqualification.
• Cost breakdown lines: media monitoring services for six months (quantity 1), any other costs (quantity 1), VAT where applicable, and grand total.
• No price changes are accepted after the award letter or purchase order is issued.

Payment

• Services are delivered and accepted only against an official RAF award letter or purchase order signed by an authorised official.
• RAF may refuse payment or reject services delivered before the award letter or purchase order is issued.
• No bid security, performance guarantee or retention is stated.

Registration and standing

• CSD registration is compulsory; RAF conducts business only with CSD-registered suppliers.
• Tax matters must be declared in order by SARS.
• Points claimed for preferential procurement specific goals are verified through the CSD.

Mandatory eligibility

• The bidder must be based in South Africa and deliver media monitoring in-house, without outsourcing or sub-contracting.
• A signed annexure or letter from a management representative must confirm the South African base and in-house delivery, and must be submitted by the closing time.
• At least three individual signed reference letters on client letterhead for media monitoring work performed in the last five years; letters signed before October 2021 are not accepted. Each letter must name the client, a contact person and a contact number or email, and confirm that media monitoring services were rendered. Reference lists or tabulated references are rejected.
• RAF reserves the right to verify the legitimacy of all information and references submitted.

Required forms

• SBD 4 (Bidder's Disclosure): declares any state employment or connection between the bidder's directors, shareholders or members and the procuring institution.
• SBD 6.1 (Preference Points Claim, PPR 2022): claims specific-goals preference points.
• Annexure A: Security Measures.
• All annexures, standard bidding documents and mandatory evaluation documents must be completed and signed.

Other compliance

• Suppliers claiming disability-related points must submit a valid medical certificate from a registered medical practitioner; RAF may verify it.
• Collusive behaviour disqualifies a bidder. A bidder may not submit proposals through more than one registered company sharing a director or shareholder, and may not respond to the invitation through more than one entity; all such bids are disqualified.
• No gift, hospitality or other benefit, including branded marketing material, may be offered to RAF officials; requests for such benefits must be reported to the toll-free fraud line 0800 005919.
• No local content, CIDB grading or professional body registration requirement is stated.