Request for Proposal:EPPF Integrated Communication

ServicesBriefing Session

26 June 2020

AGENDA

• Introduction

• Scope of Work

• RFP Response

• Timelines

• Key Considerations

• Q & A

INTRODUCTION

• Defined Benefit (DB) fund with defined employer and employee contributions. The Fundprovides retirement, withdrawal, death, and ill-health benefits to members, pensionersand their dependants.

• The Fund’s core business activities are pension fund administration (Retirement FundOperations Department) and Investment Management (Investment Management Unit). The core functions are supported by the Finance, Legal and Corporate Secretariat, Riskand Compliance, Human Resources (HR), and Information Technology (IT) departments.

• EPPF’s financial reporting period begins on 1 July of each year and ends on 30 June ofthe following year, that period constitutes the reporting period for each year’s annualreport.

INTRODUCTION CONT.

• The EPPF’s vision is to become the most admired pension fund by its peers and members, and its mission is to be a member-centric pension fund that can enter newmarkets by 2024.

• The Fund’s strategic objectives, which would enable it to fulfil its mission, are definedunder five (5) pillars, representing critical strategic focus areas as noted below.

SCOPE OF WORK

The following is a list of some of the deliverables expected from the agency:

BRAND AND REPUTATION• Strategic counsel to EPPF leadership on communication matters• Proactive public relations and positioning of EPPF brand and leadership• Media monitoring (tool and reporting)• Media relations and response handling• Crisis communications• Strategic communications• Stakeholder relations

MEMBER COMMUNICATIONS• Member education• Member operational communication• Member sentiment analysis

5

DIGITAL STRATEGY• Website content management (including Search Engine Optimisation management)• Social media management (LinkedIn and YouTube accounts)

INTERNAL COMMUNICATIONS• Internal campaigns• Event management support

SCOPE OF WORK CONT.

GENERAL• Integrated Communications strategy development (review of current strategy and

enhancement) including: Member communication channel and engagement strategy Website strategy and revamp Social media strategy Internal communications channel strategy and management Content development

• Design and Desk Top Publishing• Campaign management• Publication management• Media training of EPPF leadership team• Video and photography support

SCOPE OF WORK CONT.

RFP RESPONSE

• Electronic submissions sent to ProcurementOffice@eppf.co.za• Proposals must be electronically generated and signed by the individual(s) legally

authorised to bind the respondent

• Legibility, clarity and completeness are essential• Submission and/or examples of work must be provided in Adobe Reader Portable

Document Format (PDF), free of any viruses or malicious ware• We will accept additional large files via WeTransfer – please include the link• Vendors to make sure that their response must be submitted by 12:00 midday on 10 July

2020. Do NOT wait until the last hour to submit as we will not accept any latesubmissions.

• Compulsory to provide at least three (3) references

Respondents will be disqualified from the tender process if the abovementionedrequirements are not met.

RFP RESPONSE CONT.

Supporting Documentation• Signed EPPF Terms of Business contained on the last page of the RFP document.• A detailed statement of the company’s B-BBEE credentials as required in the above,

supported by a rating certificate from a SANAS accredited rating institution or a B-BBEEaffidavit.

• Proof of Companies and Intellectual Property Commission (CIPC) company registration documentation or in the case of non-South African residents an equivalent registration document.

• Audited financial statements for the most recent fiscal year (i.e. 2018 or 2019 depending onfinancial year-end), with one-year comparatives, accompanied by a signed audit report.Respondents who are not required by law to have audited financial statements must include a letter signed by an authorised official confirming that the respondent is not required by law to have audited financial statements and accordingly, is unable to provide same.

RFP RESPONSE CONT.Supporting Documentation• A valid Tax Clearance Certificate and/or PIN indicating good standing with the

South African Revenue Services (SARS).

In the case of a Joint Venture the above-mentioned documentation, with the exception of theB-BBEE credentials, need only be supplied for the primary entity.

Respondents will be disqualified from the tender process if the abovementioneddocuments are not submitted.

The Fund reserves the right to withdraw, at any stage of this process, amend or cancel this RFP, reject or not accept any or all proposals.

TIMELINES

21 June 2020

26 June 2020

2 July 2020

3 July 2020

Open

10 July 2020– 12 Midday

CompulsoryBriefingSession

Deadline forclarificationquestions

Final response to

vendor questions

Close

EVALUATION CRITERIAo BEE: 20% (minimum Level 4)

o Pricing: 20%

o Functional ability: 60% (50 % for submission and 10% for presentation)✓ A minimum of five (5) years years demonstrated experience✓ The capacity and experience of the proposed team, with CVs including

relevant experience and qualifications of team members✓ The proposed approach to strategic Integrated Communications✓ This section will also include the presentations made by shortlisted

respondents, scheduled for 23– 24 July 2020. Shortlisted respondents will becontacted by 17 July 2020.

Q & A

THANK YOU