Election of Trustees on Gepf Board Bid: Government Employees Pension Fund(Gepf 02/2017)

ELECTION OF TRUSTEES ON GEPF BOARD BID: GOVERNMENT EMPLOYEES PENSION FUND(GEPF 02/2017)

Confidential

Government Employees

Pension Fund

(GEPF)

Request for proposal (RFP) to conduct the election of Trustees on the GEPF Board

INDEX

Section Topic Page

Terms of Reference 03 of 41 to 05 of 41

Evaluation Criteria 06 of 41 to 07 of 41

Guide to Responses 08 of 41 to 08 of 41

SBD Forms 09of 41 to 25 of 41

Special Conditions of Contract 26 of 41 to 29 of 41

General Conditions of Contract 30 of 41 to 41 of 41

Index to Administrative Annexure

Annexure Topic

ASBD Forms

B Special Conditions of Contract

C General Conditions of Contract

Terms of Reference

1.1.Introduction

1.1.The Government Employees Pension Fund (the GEPF) requires the service of an experienced professional electoral service provider to oversee and manage the election of trustees to serve on its Board. The election is to be conducted for the election of the Pensioner representatives and the active members of the South African National Defense Force (SANDF) and State Security Agency between July 2017 and March 2018.

1.2Section 4 of the GEP Law and Rules, (No.21 of 1996) provides that member representation of the GEPF Board be classified into two; (a) Members (those who are members of the Fund) and (b) Pensioners (those who are entitled to receive an annuity). This election will be conducted for both pensioner members and the active members of the above-mentioned security structures, the results of which will bring about the election of two member trustees and their substitutes.

1.3The Electoral Procedure for Pensioner Member Trustee is set out in Rule 4.1.3(a) of the GEPF Rules as amended and published in the Government Gazette of No.25347 of 8 August 2003 which provides that the election be conducted amongst pensioners by means of postal ballot.

1.4The Electoral Procedure for active members of the SANDF and the State Security Agency is set out in Rule 4.1.3(b) of the GEPF Rules as amended and published in the Government Gazette of No.25347 of 8 August 2003 which provides for the election of such trustee but does not specify the means by which these member is to be elected. The GEPF agreed that for these members as well, a postal ballot will be used.

1.5The GEPF has approximately 426000 pensioners that may participate in the election process and 95000 qualifying members that may participate in the forces election.

1.6Service Providers are hereby invited by the GEPF to submit a proposal.

1.2.Technical Specifications

The election process is to be conducted in such a manner that it is free, fair, independent, and in accordance with the GEP Rules. The proposal must provide for the election of the Pensioner Member Trustee and a Substitute as well as a Member Trustee and a Substitute from the above-mentioned security structures.

1.3.Scope of Work

The election is to be conducted for two (2) persons to sit on the GEPF Board of Trustees as Member Trustees and two (2) persons as their Substitutes. In order to facilitate this process, the brief of the Service Provider shall principally entail the following deliverables:

(a)A detailed proposal with cost estimates;

(b)Provision of ongoing impartial advice to the management of GEPF to enable decision making that will enforce credibility of the electoral process;

(c)Drafting of all election procedures;

(d)Development of all election documents and materials required including but not limited to nomination forms, posters, public notices and ballot papers;

(e)Publishing of election notices using publications that will reach the maximum number of GEPF pensioners and relevant members;

(f)Calling for nominations and managing the process;

(g)Notifying eligible candidates of their nomination and obtaining their written declaration of acceptance of nomination, photos and election statements;

(h)Conducting a high-levelreference check on all nominated candidates to ensure that they are fit and proper to serve as trustees on the GEPF Board.

(i)Providing support to voters and candidates via toll free line;

(j)Mailing out and receiving ballot papers;

(k)Counting and tabulating votes;

(l)Publication of results and certification thereof;

(m)Submission of the final election report to the GEPF Principal Officer;

3.2Where the GEP Law and Rules are unclear on the precise procedures to be followed, a consultation with the GEPF would be required, which would determine the rules that governs the conduct of elections based on best electoral practices in similar elections.

3.3As the Board’s impartiality must be maintained, its role will be limited to the absolute minimum. The Board will appoint a Returning Officer who will be vested with the necessary authority to ratify administrative procedures and provide logistical assistance to the service provider as and when such is deemed necessary. The Returning Officer’s role will among others include:

•Preparing, certifying and handing over of the voters’ roll

•Signing off all public notices

Contractual Obligations

The contract will be entered into between GEPF and the service provider.
No other contract relating to the services of the GEPF will be entered into between the Service Provider and any third party unless such contract is approved by the GEPF.
Payment will be made within 30 days on presentation of billing documents as agreed and based on meeting all deliverables and outputs as contained in this Terms of Reference and as per the contractual agreement entered into by the parties.

Evaluation Criteria

The service provider should render election services with the highest level of skill, integrity and professional competence. Responses to this RFP will be evaluated based upon the three stage criteria mentioned below.

Stage one of the evaluation will comprise of the compliance checks referred to in this document under Special Conditions of Contract prior to determining the functionality score.

3.1.Evaluation Criteria

Item No. / Evaluation Criteria Item :
70/30 Principle / Weight
B / Price / 70
C / Socia BBBEE status level / 30
With the individual points made up as follows:
Administrative compliance(First Phase )

Include SARS certificate or pin number.
All compulsory standard bidding documents have been fully completed, dated and signed. (SBD documents as attached).
Contains technical/functional proposal.
Contains a pricing proposal. These should be in line with the structure laid out in SDB 3.1 in order to facilitate price comparison.
Attendance of compulsory briefing session.

FAILURE TO COMPLY WITH ANY OF THE ABOVE ADMINISTRATIVE REQUIIREMENTS WILL RENDER YOUR BID NOT RESPONSIVE AND IT WILL BE DISQUALIFIED.
A / Functionality (Second Phase) / 100
At least five years’ experience of key team members leading the election / 20
At least five years company experience in handling projects of the same/similar nature in the past / 20
Proposed project plan and time frame render the service. / 20
Planned methodology with activities to render the service (The planned methodology must include a detailed communication plan indicating the manner in which the service provider will communicate the planned election to eligible voters.) / 30
Reference letters (a minimum of five letters from different clients where the same services were provided) / 10
NB Minimum qualification of 70% on functionality
Total / 100

*The bidder who attains the highest score on price and BBBEE will be chosen. There will be a due diligence exercise preceding the final appointment of a service provider. A successful bidder will be chosen based on meeting stage one of the evaluation; attaining the highest score on price and BBBEE, the outcome of the due diligence process and the risk assessment.

3.2.Enquiries

Enquiries must be submitted to:Technical enquiries:Adri van Niekerk Company Secretary – GEPF

Email:

General enquiries:William Ramoroka

Assistant Manager: Demand & Acquisition:GPAA

E-mail:

Guide to Responses

Administrative Compliance

Include aSARS certificate/pin number/original tax clearance certificate.

All compulsory standard bidding documents have been properly completed (SBD documents).
Contains technical/functional proposals.
Containspricing proposals.
Proof of attendance of compulsory briefing session.

FAILURE TO COMPLY WITH ANY OF THE ABOVE ADMINISTRATIVE REQUIREMENTS WILL RENDER YOUR BID NOT RESPONSIVE AND IT WILL BE DISQUALIFIED.

Functionality:

Experience of key team members leading/managing the election.

The key team members must each have at least 5 years company experience in managing election processes in the pension fund or similar environment.
The key team members must have and in-depth knowledge of managing election processes in the pension fund or similar environment.
The structure and composition of the proposed team.
Qualifications and CVs of the proposed team leader(s).

Company experience

Bidders must demonstrate skill and expertise in managing election processes in either the pension fund industry, medical aid industry or similar environment..
A detailed description of the company’s profile and background demonstrating the above skills and experience must be included in the RFP.

Project plan and methodology

The service provider must submit a proposed project plan taking into account the key deliverables of an election process.
The methodology that the bidder plans to use to reach each deliverable must be included in the proposal.
The methodology must include a high-level communication strategy for eligible voters.

Timeframe

The successful bidder must provide the target time frame that it will require to finalise the election process.
The timeframe must be divided into pre-election, election and post-election phase.

Reference letters

The bidder must submit at least three reference letters (not older than 12-months) from previous clients

Annexure A

(GEPF)

SCM

Standard Bid Document

SBD1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF GOVERNMENT EMPLOYEE PENSION FUND (GEPF)

BID NUMBER: GEPF02/2017CLOSING DATE:25April 2017

CLOSING TIME: 12:00 pm

DESCRIPTION:Trustee Election Tender

THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT

BID DOCUMENTS MUST BE DEPOSITED IN THE BID BOX SITUATED AT:

GOVERNMENT PENSIONS ADMINISTRATION AGENCY (GPAA)

34 Hamilton Street

Arcadia

Pretoria

ADDRESSED TO:

The Principal Executive Officer: GEPF

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.The bid box is open 8 hours a day between 08:00 to 16:30, Mondays to Fridays.

ALL BIDS MUST BE SUBMITTED WITH THE STANDARD FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN THE BID BEING DISQUALIFIED) ALL STANADARD BIDDING DOCUMENT AS ATTACHED

NAMEOF BIDDER……………………………………………………………………………………………….....

POSTAL ADDRESS…………………………………………………………………………………………………………....

STREET ADDRESS…………………………………………………………………………………………………………....

TELEPHONE NUMBER CODE……………NUMBER……………………………………………......

CELLPHONE NUMBER…………………………………………………………………………………………

FACSIMILE NUMBERCODE ………… NUMBER…………………………………......

VAT REGISTRATION NUMBER …………………………………………………………………………......

HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (SBD2)?

YES/NO

SIGNATURE OF BIDDER ……………………………………………………......

DATE……………………………………………………......

CAPACITY UNDER WHICH THIS BID IS SIGNED……………………………………………......

SBD3.1

PRICING SCHEDULE – FIRM PRICES

NOTE:ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder…...... Bid number:GEPF 02/2017
Closing Time 12:00 pm onTuseday,25April 2017.

OFFER TO BE VALID FOR120DAYS FROM THE CLOSING DATE OF BID.

PRICES MUST BE QUOTED AS A DETAILED FEE STRUCTUREIN THE FOLLOWING FORMAT:

PRICING SCHEDULE A: / Price (VAT included)
R
Total cost of Pensioner Election
(Attach a detailed breakdown of all costs according to the scope of work) / R
Total cost of Forces Election
(Attach a detailed breakdown of all costs according to the scope of work) / R
R
R
R
R
GRAND TOTAL (VAT inclusive) / R

All prices must be in South African Rands (ZAR) including VAT.

Required by:GPAA

At:34 Hamilton Street

Arcadia

Pretoria

SBD 4

DECLARATION OF INTEREST

1.Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority where-

-the bidder is employed by the state; and/or

-the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2.In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1Full Name of bidder or his or her representative: …………………………………………………

2.2Identity Number: ………………………………………………………………………………………

2.3Position occupied in the Company (director, trustee, shareholder²): ……………………………

2.4Company Registration Number: ………………………………………………………………………

2.5Tax Reference Number: ………………………………………………………………………………

2.6VAT Registration Number: ……………………………………………………………………………

2.6.1The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below.

¹“State” means –

(a)any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);

(b)any municipality or municipal entity;

(c)provincial legislature;

(d)national Assembly or the national Council of provinces; or

(e)Parliament.

²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

2.7Are you or any person connected with the bidder YES / NO

presentlyemployed by the state?

2.7.1If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....………………………

Name of state institution at which you or the person

connected to the bidder is employed : ………………………………………

Position occupied in the state institution: ……………………………

Any other particulars:

………………………………………………………………

2.7.2If you are presently employed by the state, did you obtainYES / NO

the appropriate authority to undertake remunerative

work outside employment in the public sector?

2.7.2.1If yes, did you attach proof of such authority to the bidYES / NO

document?

(Note: Failure to submit proof of such authority, where

applicable, may result in the disqualification of the bid.

2.7.2.2If no, furnish reasons for non-submission of such proof:

…………………………………………………………………….

2.8Did you or your spouse, or any of the company’s directors/ YES / NO

trustees / shareholders/ members or their spouses conduct

businesswith the state in the previous twelve months?

2.8.1If so, furnish particulars:

…………………………………………………………………..

…………………………………………………………………...

2.9Do you, or any person connected with the bidder, haveYES / NO

any relationship (family, friend, other) with a person

employedby thestate and who may be involved with

the evaluation and or adjudication of this bid?

2.9.1 If so, furnish particulars.

……………………………………………………………...

…………………………………………………………..….

………………………………………………………………

2.10 Are you, or any person connected with the bidder,YES/NO

aware of any relationship (family, friend, other) between

any other bidder and any person employed by the state

who may be involved with the evaluation and or adjudication

of this bid?

2.10.1 If so, furnish particulars.

………………………………………………………………

2.11Do you or any of the directors / trustees /shareholders / members YES/NO

of the company have any interest in any other related companies

whether or not they are bidding for this contract?

2.11.1If so, furnish particulars:

…………………………………………………………………………….

3.Full details of directors / trustees / members / shareholders.

Full Name / Identity Number / Personal Tax Reference Number / State Employee Number / Persal Number

4DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.

I ACCEPT THAT THE STATEMAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. ..……………………………………………

Signature Date

………………………………….………………………………………………

Position Name of bidder

SBD 6.1

PREFERENCE POINTS CLAIM FORM

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution

NB:BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE

GENERAL CONDITIONS

1.1The following preference point systems are applicable to all bids:

-the 70/30 system for all requirements irrespective of Rand value (all applicable taxes included); and

1.2Preference points for this bid shall be awarded for:

(a)Price; and

(b)B-BBEE Status Level of Contribution.

1.3.1The maximum points for this bid are allocated as follows:

POINTS

1.3.1.1PRICE…70………..

1.3.1.2B-BBEE STATUS LEVEL OF CONTRIBUTION…30………...

Total points for Price and B-BBEE must not exceed100

1.4Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5.The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2.DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;

2.2“B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;