Provision of medical aid scheme brokerage services for ezemvelo KZN wildlife (5-Year contract)

• Bidding Procedure Enquiries: Mrs. Tessa Khumalo, Email: [email protected].
• Technical Enquiries: Ms. Zakithi Vilakazi, Email: [email protected].
• Submission Email: [email protected].

• Submit your proposal via email ONLY to: [email protected]. Submissions to any other address will be disqualified.
• Closing date: 08 June 2026 at 11:00am. Late submissions are disqualified.
• Subject line: Must include the RFQ number MB-RFP-2026.2027.
• Format: Single PDF file only. If large, compress into one ZIP file. Multiple emails or non-PDF formats invalidate your bid.
• Bid forms: Must be accurately completed. No blank spaces; use 'N/A' where applicable. Retyping or redrafting forms is prohibited.
• Returnable documents: Proof of legal entity registration (e.g., Certificate of Incorporation), valid Tax Compliance Certificate, and a resolution authorizing the signatory.
• Validity period: 90 calendar days from the closing date.

Evaluation is a two-stage process (200 points total):

STAGE 1: Functionality (100 points, minimum 75 required to advance)

• Company Experience (45 points): Submit 3 reference letters from current/previous medical aid brokerage clients. Points scale: 0 (none), 15 (1 client), 30 (2 clients), 45 (3 clients). Letters must include client name, contact details, contract duration, and service description on official letterhead.
• Client Size (20 points): Based on reference letters. Points scale: 0 (<1,000 employees), 10 (1,000–1,999), 15 (2,000–2,999), 20 (3,000+).
• Personnel Experience (35 points):

• Senior Broker Consultant (20 points): RE1 certification (10 points) + experience (10 years=10 points, 8–9=7, 5–7=3, <5=0).

• Broker Consultant (15 points): RE5 certification (5 points) + experience (7+ years=10, 5–6=7, 3–4=3, <3=0).

STAGE 2: Presentation (100 points)

• Understanding of Ezemvelo’s requirements (20 points): Demonstrate comprehension of operational environment, workforce dispersion, and strategic alignment with health/wellness objectives.
• Methodology & Wellness Integration (40 points): Proven, structured approach tailored to Ezemvelo’s needs, including urban/rural support, wellness programme integration, and data-driven reporting.
• Staff Education Plan (40 points): Comprehensive plan for year-end revisions, covering all sites, employee headcounts, geographic locations, shift workers, and executive consultations.

Mandatory Requirements (Disqualification if not met):

• FSCA registration (valid certificate required).
• Council for Medical Schemes (CMS) registration (valid certificate required).
• All required documents (reference letters, CVs, RE1/RE5 certificates) must be submitted.

Scope: Provide medical aid scheme brokerage services to Ezemvelo KZN Wildlife for ~1,661 employees (skilled: 1,231; unskilled: 430) across urban and rural KwaZulu-Natal for five years.

Core Services:

• Administrative, Consulting, Advisory & Communication:

• Provide unbiased advice on medical schemes and GAP cover to help employees choose suitable options.

• Perform comparative benefit analyses and market analysis for medical aid providers.

• Align services with Ezemvelo’s Health and Wellness Strategy and employee benefits strategy.

• Monitor and advise on regulatory changes (Medical Schemes Act, National Health Insurance).

• Identify global trends affecting medical scheme service delivery.

• Assign a dedicated, RE5-qualified consultant fluent in English and isiZulu.

• Conduct site visits in both urban and rural areas.

• Submit quarterly reports (market analysis, claims, queries, disease demographics).

• Communicate with medical aids to provide Disease Demographic reports for wellness interventions.

• Administration & Consulting:

• Client retention management system.

• Quarterly progress reports on claims and queries.

• Advice on underwriting, guidelines, market trends, and new legislation.

• Schedule information sessions during open window periods (new products, regulatory changes, premium increases).

• Individual Member Services:

• Assist employees with queries in English and isiZulu.

• Help complete and submit application/amendment forms accurately and on time.

• Conduct induction sessions for new employees.

• Assist non-allocated members per Council for Medical Schemes Circular 20.

• Educate members during year-end revisions on new benefits/contributions.

• Advise on suitable medical aid options based on affordability, health condition, and benefit levels.

• Annual Employee Wellness Services:

• Submit quarterly statistical reports (membership changes, hospital queries, disease demographics, geographic data).

• Participate in at least 16 wellness days/year and one HIV/AIDS day, providing promotional materials (e.g., T-shirts with company logo).

• Provide risk assessment officers on wellness days.

• Legal Registration: Submit proof of legal entity registration (Certificate of Incorporation or consortium members' registration).
• Tax Compliance: Valid Tax Compliance Certificate required.
• FSCA Registration: Must be registered with the Financial Sector Conduct Authority (FSCA). Submit valid FSCA registration certificate.
• CMS Registration: Must be registered with the Council for Medical Schemes (CMS). Submit valid CMS registration certificate.
• Authorized Signatory: Resolution or authorization empowering the signatory to submit the bid.
• RE Certification: Key personnel must hold valid RE1 (Senior Broker Consultant) or RE5 (Broker Consultant) certificates issued by an FSCA-approved body (e.g., Moonstone). Certificates must show full name, ID/passport number, exam name, pass status, and completion date.
• Exclusivity: Key personnel must not be listed with or participating in other bids for this tender. Submit signed letters of exclusivity from each key personnel member.