Insurance broker services for overberg water – 36-Month contract (RFQ ow 004 2026/2027) with detailed insurance schedules

Closing date for submissions: 23 July 2026 at 12h00. Deadline for written enquiries: 14 July 2026 at 17h00. Tender prices must remain valid for 120 days from the closing date.

All enquiries must be directed in writing to: Ms. Andisiwe Sigaba (Financial Accountant/Technical Queries) at 021 851 2155 or [email protected], or Mr. Ayabulela Booi (SCM Official) at 021 851 2155 or [email protected]. No other contact methods or personnel are permitted for queries. Submission address: Overberg Water Board’s Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town.

Submit one original completed bid document in a sealed envelope clearly marked: 'RFP OW 004/2026/2027 – Appointment of an insurance broker in accordance with the given scope for a period of 36 months'. Deliver to: Overberg Water Board’s Corporate Office, Trident Park 3, Ground Floor, 1 Niblick Way, Somerset West, Cape Town by 23 July 2026 at 12h00. Late submissions will not be accepted. Register submissions in the Lodging Sheet at Reception, including name, number of copies, time, date, and signature. Telegraphic, telexed, faxed, or emailed submissions are not accepted. All submissions become the property of Overberg Water and will not be returned. Complete and return all returnable schedules: SBD 1 (Invitation to Bid), SBD 3.2 (Pricing Schedule), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Points Claim Form). Failure to complete all supplementary information or mandatory forms will result in disqualification. Tender prices must remain valid for 120 days from the closing date.

Complete and return all returnable schedules with your bid: SBD 1 (Invitation to Bid), SBD 3.2 (Pricing Schedule), SBD 4 (Declaration of Interest), and SBD 6.1 (Preference Points Claim Form). Ensure all forms are fully completed, signed, and dated within the bid period. Information must align with CSD reports and other submitted documents. Joint ventures must submit a Joint Venture Agreement and individual documents for each party.

The successful bidder must provide insurance brokerage services for 36 months, including: Comprehensive insurance cover for losses due to: Property Theft and Vandalism, Accidental Damages, Natural Causes, Operational Risks, Public Liability, Fire, Comprehensive Vehicle Cover (including roadside assistance), Business All Risks, and other applicable risks. Detailed procedures for claim submission and administration, with a minimum turnaround time of 7 days for claims. Facilitation of insurance for all existing and new assets/portfolios. Attendance to all Overberg Water Board claims. Handling of insurance-related queries. Ad-hoc adjustments and endorsements on sums insured and declarations to insurers/reinsurers. Monitoring of premium payments and refunds. Quarterly reports on claims (processed, paid, finalized, closed, rejected, and in progress).

Bidders must provide detailed procedures for claim submission and administration, including a user-friendly process with a minimum 7-day turnaround time for claims. Methodology should cover: Facilitation of insurance for all assets/portfolios, including new ones. Management of all claims and insurance-related queries. Ad-hoc adjustments and endorsements on sums insured. Monitoring of premium payments and refunds. Quarterly reporting on claims status.

Bidders must demonstrate: Client experience in short-term insurance brokage within the last 5 years (reference letters required, scored 1-5 based on number of references). Team capability: Provide an organogram and CVs for the proposed team. The Accounts Manager must have at least 5 years’ experience in short-term insurance (scored 1-5 based on years of experience). Claims experience: Submit a list of claims handled in the past 5 years, including client details, claim description, and settlement amounts. Must have handled at least one claim over R5,000,000 (scored 1-5 based on claim value).

Complete Pricing Schedule (SBD 3.2) with all items quoted. Prices must be exclusive of VAT; VAT must be shown separately. Ensure all rates and prices cover the full scope of work and obligations under the contract. Errors or omissions are the bidder’s responsibility. Prices must remain valid for 120 days from the closing date. Failure to quote on all items will result in disqualification.

Submit a completed Pricing Schedule (SBD 3.2) with all items quoted. Prices must be exclusive of VAT; VAT must be shown separately. All costs must include travel and accommodation if applicable. Bidders must ensure pricing covers all obligations under the contract, including disbursements. Errors or omissions in pricing are at the bidder’s risk. Validity period for tender prices: 120 days from the closing date. No advance payments will be made by Overberg Water Board.

Mandatory compliance requirements: Valid Tax Compliance Status (TCS) or Tax PIN from SARS. CSD Registration and printout must be submitted. Valid B-BBEE Verification Certificate from a SANAS-accredited agency (EMEs may submit a sworn affidavit). Proof of accreditation with the Financial Sector Conduct Authority (FSCA) for short-term insurance (commercial and personal lines). Annual financial statements for the past 3 years, signed by a registered auditor. Certificate of authority for signatory. Copy of ID for authorized individual. Joint ventures must submit a Joint Venture Agreement and individual compliance documents for each party. Failure to meet any mandatory requirement will result in disqualification.

Bidders must submit a valid B-BBEE Verification Certificate from a SANAS-accredited agency. Exempted Micro Enterprises (EMEs) may submit a sworn affidavit from the Commissioner of Oath confirming turnover and black shareholding. Preference points for B-BBEE: Level 1-2 EMEs/QSEs receive 3 points. Specific Goals for empowerment include Women Ownership (5 points), Disability Ownership (5 points), and Youth Ownership (5 points). Points are calculated pro-rata based on ownership percentages meeting the criteria.

The contract duration is 36 months, commencing upon receipt of the purchase order. No advance payments will be made. The successful bidder must sign a written contract form (SBD 7). Overberg Water is not liable for claims, damages, or accidents arising from the contract. Joint ventures must accept joint and several liability. The contract may be terminated if conditions are breached, with remedies including blacklisting or legal action. Bidders must comply with Regulation 13(c) of the Public Service Regulations, 2016, prohibiting public servants from conducting business with the state unless in an official capacity.

All submissions must be received by 23 July 2026 at 12h00. No late submissions accepted. Submissions become Overberg Water’s property and will not be returned. Only sealed, hard-copy submissions are accepted; no electronic submissions. Register submissions in the Lodging Sheet at Reception. Direct all enquiries to Ms. Andisiwe Sigaba or Mr. Ayabulela Booi in writing by 14 July 2026 at 17h00. No communication with Overberg Water staff during the procurement process is permitted. Misrepresentation or conflict of interest results in immediate disqualification. Overberg Water reserves the right to reject any submission. Tender prices are valid for 120 days. No costs incurred by bidders will be reimbursed.

Preference will be given to respondents complying with Overberg Water’s Supply Chain Management Policy. The Preferential Procurement Policy Framework Act (PPPFA) and its Regulations apply, with evaluation under the Public Finance Management Act (PFMA). Bidders must submit all mandatory documents, including Tax Compliance, CSD Registration, and B-BBEE credentials. Misrepresentation of information leads to disqualification. Overberg Water reserves the right to conduct due diligence on bidders’ legal status, technical ability, creditworthiness, and empowerment credentials.

The 80/20 preference points system applies. Price accounts for 80 points (lowest acceptable bid scores highest), and Specific Goals account for 20 points. Specific Goals include: Women Ownership (5 points), Disability Ownership (5 points), Youth Ownership (5 points), Location of Enterprise (2 points for Western Cape), and B-BBEE Status Level (3 points for Level 1-2 EMEs/QSEs). Bids are evaluated in three phases: Administrative Requirements (mandatory forms), Mandatory Requirements (FSCA accreditation, financials, insurers), and Functionality Compliance (minimum 75/100 required). Functionality criteria: Client Experience (40 points), Team Capability (30 points), Insurers/Underwriters (20 points), and Claims Experience (10 points).