Risk financing advisory and short-term insurance brokerage services for south african post office

Bidders must complete and sign Annexure BC (Confirmation Bidder) on company letterhead, including company contact details, signature, name and title of signatory, contract number, and contact email address. The annexure must be returned with the proposal.

Bidders must confirm compliance with the provisioning of Insurance Brokerage Services as per SAPO specifications by indicating YES or NO in Annexure BC. No further evaluation criteria are stated.

Provision of Risk Financing Advisory and Short-term Insurance Brokerage Services for the South African Post Office for a 3-year term. Bidders must confirm compliance with the SAPO specifications outlined in the bid document.

Bidders must complete and sign Annexure BC confirming compliance with the SAPO specifications for Insurance Brokerage Services.

The bidder's client must provide a confirmation letter on their letterhead, including contact details, date, and RFQ number, confirming the bidder's minimum five years of completed experience in brokerage insurance placements for public institutions listed in PFMA schedule 2 with asset values exceeding R2 billion.

Bidders must have a minimum of five years of completed experience in the required services, including brokerage insurance placements for PFMA schedule 2 public institutions with assets exceeding R2 billion.

The bidder’s client to insert their company letterhead and contact details here

The bidder's client must insert their company letterhead and contact details on Annexure CC.

Bidders must have a minimum of five (5) years of completed experience in the specified services.

Bidders must provide a client reference confirming the nature of their institution/entity/company, specifically whether it is a Public Institution listed in PFMA schedule 2 (Major Public Entities) or any other.

Bidders must complete and sign Annexure CC.

The bidder's client must insert their company letterhead and contact details on Annexure CC.

The client reference must confirm the bidder's experience in provisioning of brokerage insurance placements and managing:

• First-party and Third-party Cell Captive Insurance
• Contingency Insurance Cover, including contingent business interruption and contractual contingency
• Exceeding the value of R 150 million.

SAPO operates a layered risk financing strategy to mitigate potential losses and strengthen financial resilience. SAPO retains all losses below the defined deductible threshold in-house, while the catastrophic layer, placed with external insurers, covers losses above this threshold. The objective of this bid is to appoint a suitably qualified service provider to act as SAPO's Insurance Broker for a period of three (3) years, with the option to renew annually. Typical short term insurance relevant for SAPO includes Motor Fleet, SASRIA, Assets All-Risk, Public Liability, Travel Insurance, Stated Benefits, Aviation Non-Ownership Liability, Directors and Officers Liability, Employment Practices Liability, Parcel Insurance, Commercial Crime Protection, Professional Indemnity, Cyber Crime Insurance, Cash-In-Transit, Goods-In-Transit, and Parcel Insurance.

Closing date and time: 2026/08/19 at 11:00. Clarification questions must be submitted in writing by 2026/08/17 at 09:00. SAPO will respond in writing and distribute to all bidders who attended the briefing session. Oral communication has no standing unless confirmed in writing.

Contact person: Bernadette van Zyl, Procurement Specialist, South African Post Office Limited, Supply Chain Management, Cnr. James Dr & Moreleta St, Silverton, Pretoria. Telephone: 012-845-2452. Email: [email protected]. Proposals to be emailed to [email protected].

Proposals must be emailed to [email protected] by 2026/08/19 at 11:00. Late submissions will not be accepted. All documents and correspondence must be in English; failure to comply means the proposal will not be evaluated. Pricing schedule must be completed in South African Rand (ZAR); failure results in non-responsiveness. Bids must be submitted on official forms provided (not re-typed). The successful bidder will be required to sign a written contract form (SBD7). Returnable documents include: SBD1 (Invitation to Bid), SBD4 (Bidder's Disclosure), Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance with Bid Documents, Annexure A (Pricing Schedule), Annexure BC (Conformance to Specification), Annexure BB (Client reference for brokerage experience), Annexure CC (Client reference for cell captive/contingency experience), Annexure CR (Claims management reference), proof of FSP license, proof of Professional Indemnity cover, proof of D&O placement, proof of marine/aviation placement, CVs and FSCA/AS-SA registrations for proposed team, and valid BBBEE certificate or sworn affidavit. Bids that are late, non-compliant, or contain incorrect or misleading information may be rejected. SAPO reserves the right to split the award, negotiate with preferred bidders, and conduct due diligence or presentations.

Returnable documents include: completed SBD1 and SBD4; Annexure A (Pricing Schedule); Annexure BC (conformance to specification); Annexure BB (client reference for brokerage experience); Annexure CC (client reference for cell captive/contingency experience); Annexure CR (claims management reference); proof of FSP license, PI cover, D&O placement, marine/aviation placement; CVs and FSCA/AS-SA registrations for proposed team; valid BBBEE certificate or sworn affidavit; consolidated BBBEE certificate for JV/consortium.

Evaluation is in four phases: Phase 1 Gatekeeping (pricing schedule completed), Phase 2 Bid Conditions (mandatory documents), Phase 3 Commercial – Price 80 points and Specific Goals 20 points (80/20 system), Phase 4 Due Diligence/Presentation. Specific goals: ≥51% Black owned (10 points), ≥51% Youth owned (5 points), ≥51% Women owned (3 points), ≥1% disabled owned (2 points). Bidders not submitting specific goal documents score zero for that portion but are not disqualified. Bidders must be registered on the Central Supplier Database (CSD); be tax compliant (SARS TCS PIN or CSD number); not be restricted suppliers on National Treasury platforms; not have directors/employees in the service of the state; hold a valid FSP licence under FAIS Act (status 'Authorised' at closing date); provide proof of Broker Professional Indemnity cover exceeding R250 million; provide client reference letters confirming at least 5 years' experience in brokerage placements for entities with assets ≥ R2 billion; provide proof of placement experience in cell captive and contingency insurance (≥ R150 million), D&O cover (≥ R600 million), marine and aviation cover; provide proof of claims management experience (claims > R50 million); submit CVs and FSCA registration (RE 1/RE 5) for proposed team members (except actuary); submit proof of actuary's registration with the Actuarial Society of South Africa (AS-SA) and 5 years' experience; complete and submit SBD1 and SBD4 forms; complete Annexure BC (conformance to specification) and pricing schedule (Annexure A).

The service is to act as SAPO's Insurance Broker for a period of three (3) years, with the option to renew annually. The initial contract term is 36 months, renewable annually subject to achieving a minimum performance score of 90% against agreed SLA deliverables. Pricing fixed for year 1; annual escalation aligned with CPI as published by StatsSA. Scope of work includes: conducting consultations to develop renewal strategy; full review of insurance programme with gap analysis; advisory on self-insurance strategy; market exercise for competitive terms; sourcing at least 3 quotes from A-rated insurers; presenting renewal terms; confirming binding cover for 100% of risk; delivering risk financing proposal by 31 August 2026; providing detailed premium allocation and service fee disclosure; compiling insurance manual; reviewing policies for compliance; day-to-day correspondence; monitoring premium payments; information sharing sessions; annual risk engineering surveys on at least 3 properties; actuarial evaluation; claims management above thresholds. Typical short term insurance relevant for SAPO includes Motor Fleet, SASRIA, Assets All-Risk, Public Liability, Travel Insurance, Stated Benefits, Aviation Non-Ownership Liability, Directors and Officers Liability, Employment Practices Liability, Parcel Insurance, Commercial Crime Protection, Professional Indemnity, Cyber Crime Insurance, Cash-In-Transit, Goods-In-Transit, and Parcel Insurance.

Bidder must provide proof of experience: at least 5 years' brokerage placements for entities with asset value ≥ R2 billion; at least 5 years' experience in placing/managing Cell Captive and Contingency Insurance Cover ≥ R150 million; successful placement of D&O cover ≥ R600 million; marine and aviation placement experience; claims management/settlement experience > R50 million. Proposed team must have 5 years' experience and be FSCA registered; actuary must be AS-SA registered.

SAPO may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the services bidded for, whether before or after adjudication. The bidder will be disqualified if information submitted is not verifiable or found non-compliant with the scope of work.

The Pricing Schedule (Annexure A) must be completed in full and in the format provided. Pricing must be in South African Rand (ZAR). The contract price is inclusive of VAT and payable 30 days upon statement date. Pricing shall remain fixed for year 1 of the 3-year term; annual escalation must align with CPI as published by StatsSA. Bidders must provide proof of Broker Professional Indemnity Insurance Cover exceeding R250 million, active and valid at bid closing date.

Bidders must be registered on the National Treasury Central Supplier Database (CSD). If not registered, they can register online at www.csd.gov.za. Bidders must be tax compliant; a CSD MAAA number on SBD1 enables verification. Seven working days for tax compliance apply from the date of request. Bidders must not be on the National Treasury list of restricted suppliers. Bidders must not have directors or employees in the service of the state. Bidders must hold a valid FSP License under the FAIS Act, with status 'Authorised' at bid closing date. Bidders must provide proof of Broker Professional Indemnity Cover exceeding R250 million, active and valid at bid closing date. Bidders must provide proof of placement experience in D&O cover ≥ R600 million, marine and aviation cover, and claims management experience > R50 million. Proposed team members (except actuary) must be registered with FSCA (RE 1/RE 5) and have 5 years' experience. Proposed actuary must be registered with AS-SA and have 5 years' experience. Bidders must complete and submit SBD1 and SBD4 forms. Bidders must submit a valid BBBEE certificate (SANAS accredited) or sworn affidavit for EMEs/QSEs. For JV/consortium, a consolidated BBBEE certificate is required; if not submitted, zero points for specific goals.

Specific goals: ≥51% Black owned (10 points), ≥51% Youth owned (5 points), ≥51% Women owned (3 points), ≥1% disabled owned (2 points). Bidders must submit valid BBBEE certificate (SANAS accredited) or sworn affidavit for EMEs/QSEs. For JV/consortium, consolidated BBBEE certificate required; if not submitted, zero points for specific goals.

The contract term is 36 months (3 years) from the date of appointment, renewable annually. Continuation into years 2 and 3 is subject to achieving a minimum performance score of 90% against agreed SLA deliverables. Pricing fixed for year 1; annual escalation aligned with CPI. The Confidentiality and Non-Disclosure Agreement defines confidential information, obligations of non-disclosure, standard of care, return/destruction of information, breach remedies (including interdict and costs), and duration of obligations. SAPO reserves the right to split the award, negotiate with preferred bidders, and conduct due diligence/presentations.

The award is for a period of 36 months (3 years) subject to conditions: initial term 36 months, renewable annually; annual service level performance review with minimum 90% score for continuation; pricing fixed for year 1; annual escalation aligned with CPI. SAPO reserves the right to split the award, negotiate with preferred bidders, and conduct due diligence/presentations.

Mandatory bid conditions include: proof of FSP License under FAIS Act (status 'Authorised' at closing); proof of Broker Professional Indemnity Cover exceeding R250 million (active at closing); at least one signed client reference confirming 5 years' experience in brokerage placements for entities with asset value ≥ R2 billion; at least two signed client references confirming 5 years' experience in placing/managing Cell Captive and Contingency Insurance Cover ≥ R150 million (one from a PFMA Schedule 2 public entity); proof from an insurer of successful placement of D&O cover ≥ R600 million; proof of Marine and Aviation placement experience; two references confirming claims management/settlement experience > R50 million; proposed team (except actuary) must have 5 years' experience and be FSCA registered (RE 1/RE 5); proposed actuary must have 5 years' experience and be registered with AS-SA; CSD registration; completed SBD1 and SBD4; tax compliance; not a restricted supplier.

The bidder's client must complete Annexure CR, inserting their company letterhead and contact details, and confirm the bidder's experience in managing and settling large claims in excess of R50 million.

Bidders must demonstrate verifiable experience in managing and settling large claims in excess of R50 million. The client reference letter (Annexure CR) must be completed, signed, and submitted.

The client reference letter (Annexure CR) must be completed by the bidder's client, who must insert their company letterhead and contact details. The letter must confirm the bidder's experience in managing and settling large claims in excess of R50 million, and include the client's signature, name and title of signatory, contract number, and contact email address.

The RFQ relates to broker fees only for Risk Financing Advisory and Short-term Insurance Brokerage Services for the South African Post Office Limited.

The closing date for submissions is 30 July 2026 at 11:00 AM. Bidders must ensure that their proposals are received by this date and time to be considered.

Bidders can direct their enquiries to the email address: [email protected]. No other contact information is provided.

Bidders must submit their proposals to the specified email address: [email protected]. The submission must include all required documents, including the pricing schedule and proof of placement experience from an insurance company.

The returnable documents include the pricing schedule, proof of placement experience, and the completed tariff cost for handling claims.

Bidders will be evaluated based on their ability to provide broker fees only, as well as their experience in placing Marine and Aviation Insurance Cover. The evaluation will also consider the bidder's ability to provide actuarial evaluations and advise on Cell Captive structures.

Bidders must have knowledge of 3rd party Cell Captive and be able to advise SAPO on available options for parcel insurance. They must also be able to provide term calculations from the underwriting captive prediction and have a structure with different aggregate layers and a suitable deductible arrangement.

The pricing schedule includes the tariff cost for handling Motor and Non-motor claims, which must be provided in full but will not be used for preference point scoring.

Bidders must submit a premium-based quotation or a broker's fee only, as specified in the pricing schedule. The tariff cost for handling Motor and Non-motor claims must be provided in full, but will not be used for preference point scoring.

Bidders must provide proof of placement experience from an insurance company, as well as complete the pricing schedule and tariff cost for handling claims. They must also comply with all applicable insurance covers and policies in place.

The contractual terms include the requirement for bidders to provide proof of placement experience, complete the pricing schedule, and comply with all applicable insurance covers and policies in place.

All other claims below the insurance excess levels will be managed in-house, as they fall within the self-insured layer.

The evaluation criteria also include the bidder's ability to provide term calculations from the underwriting captive prediction and their structure with different aggregate layers and a suitable deductible arrangement.