How will bids be evaluated?

{ "mandatory": [ "Accredited partner or OEM of the proposed solution (proof required).", "Tax compliance (CSD report).", "Valid B-BBEE certification or affidavit (depending on entity size/ownership).", "Completion of all Standard Bidding Documents (SBD 1, SBD 4, SBD 6.1).", "Submission of technical and financial proposals as per RFP specifications." ], "preferencePoints": { "price": 80, "specificGoals": 20, "breakdown": { "EME/QSE (51% black-owned)": 15, "Generic Enterprise": 10, "Subcontracting (20% to EME/QSE)": 15, "51% Black Ownership (additional)": 5 } }, "disqualification": [ "Incomplete or non-compliant documentation.", "Fraudulent or misleading information.", "Non-compliance with ethical standards or mandatory requirements.", "Appearance on National Treasury’s restricted/debarred list." ] }

Actuarial Reserving Solution RFP2026/15 Gauteng

Actuarial reserving solution

Actuarial Reserving Solution for a period of 36 months.

{"closingDate":"03 July 2026","closingTime":"12:00PM","briefingSession":"{\"date\":\"23 June 2026\",\"time\":null,\"venue\":null,\"is_compulsory\":false}"}

Non - Compulsory Briefing Session Details: Date: 22 June 2026 Time: 13:00pm – 14:00pm

Join:

https://teams.microsoft.com/meet/399002

825078592?p=JT519V7sirTMUjDKth

Meeting ID: 399 002 825 078 592

Passcode: oV3XP6tJ

Returnable Documents: Mandatory requirements Please confirm if you Please attached the

2.5 Submission of Bids

The closing date and time for the submission of bids is 03 July 2026 at 12h00 pm. Bidders

should click on this link https://procurement.sasria.co.za/ to be able to register on the Sasria’

able to register, they should send the email to [email protected] for assistance. It is

the bidders’ responsibility to familiarise themselves with our Online Tender Portal well before

the tender close.

It is the bidder’s responsibility to ensure that the bid is submitted as directed above and that

the submission is received by Sasria before the closing date and time. Therefore, bidders are

advised to allow adequate time for submission of bids through Sasria Online Tender Portal to

mitigate against any possible technical challenges, which may result in delays in submission

of bid responses.

Page | 6

maximum size of 4MB per file and each Schedule is limited to 30MB. The bidder will not be

able to submit a bid unless all four (4) Schedules are completed.

through the Sasria Online Tender Portal. Sasria will take no responsibility for failure by the

bidder to submit their bid response on time due to technical challenges of any sort.

NB: Hand delivered, posted, emailed, or faxed proposals will NOT be accepted

or considered for evaluation.

provision of short-

term insurance for riots, strikes, terrorism, civil commotion and public disorder to businesses,

government entities and individuals.

The Government of the Republic of South Africa, and specifically the National Treasury

through the Minister of Finance, is the sole shareholder of Sasria. As such, the company has

to comply with a nu

Ladder, Bornhuetter‐Ferguson, Expected Loss Ratio, Cape Cod approaches. It must allow for

tail-fitting / tail-factor estimation and the combination of multiple reserving methods through

transparent, configurable weighting and a clear trail of how final estimates are derived. The

solution must also support stochastic reserving techniques, including Mack and Bootstrap;

and a view of the full distribution of reserve uncertainty outcomes. Support for ACPC

(frequency-severity) methodology and machine‐learning capabilities would be considered

advantageous.

the submission format specified below:

Page | 5

2.4.1 Schedule 1:

Executive Summary (explaining how you understand the requirements of this RFP,

summary of your proposed solution and the summary of your experience relevant to

the requirements of this RFP)

Annexure B of this RFP document (See Part 6) (duly completed and signed)

2.4.2 Schedule 2

All documents (except Annexure B) listed on Part 6 of this RFP Document (duly completed

and signed);

CSD report to verify tax compliance;

The bidder must specify how the proposed solution will meet Sasria’s

business requirements as specified in Annexure E. The proposal

must also include the full details of the proposed solution capabilities.

2 60 Requirements met by 90-100% = 60 points (100%)

Requirements met by 80-90% = 48 points (80%)

Requirements met by 70-80% = 42 points (70%)

Requirements below 70% = 18 points (30%)

Requirements not met (0%) = 0 points (0%)

Bidder’s team

The bidder’s support team must include appropriately skilled and

experienced resources to support with business integration, system

configuration, and ongoing service delivery. At a minimum, the

support team must comprise the following roles:

Lead Functional Product Specialist 3 10

Page | 16

Combined team CVs demonstrate extensive (20+ years) highly

relevant combined experience including strong delivery and

support: = 10 points (100%)

Combined team CVs demonstrate solid, relevant combined

experience across all technical aspects (15-20 years): = 8 points

(80%)

Combined team CVs reflect relevant experience, but limited number

of implementations or evidence of end-to-end support (10-15 years)

= 7 points (70%)

Combined team CVs demonstrate 5–10 years of limited or partially

relevant experience, with gaps in domain knowledge and unclear

role alignment = 3 points (30%)

Combined team CVs show insufficient (<3 years) or irrelevant

experience, or lack clear evidence to support capability claims: = 0

points (0%)

Total 100.00

Note: Only Bidders who score a minimum score of 70 points out of 100 points in Phase

2 will be required to demonstrate their proposal for further evaluation purposes.

Phase 3 – Solution Demonstration

robust methods capable of handling losses that arise from various aspects (high and low

volumes), scenario testing, and responsiveness to emerging events including catastrophes.

5.1 Software Costs

Number of Total Cost (VAT

Description Type of user Unit price

users Excl.)

Year 1 Licensed user 2

Software Year 2 Licensed user 2

License

Year 3 Licensed user 2

Once-off Costs (if applicable)

Sub-Total (5.1) (VAT Excl.)

Note: The price proposal must inclusive of all software related costs. The bidder must provide a

detailed breakdown of all elements which make up the cost of the proposed software e.g. software

license structure, services included in the license, number of licenses etc.

Page | 12

5.2 Hosting Costs (if applicable)

Hosting Total Costs

(VAT Excl.)

Year 1

Year 2

Year 3

Sub-Total (5.2) (VAT Excl.)

5.3 Configuration

Configuration Total Costs

(VAT Excl.)

Sub-Total (5.3) (VAT Excl.)

5.4 Training

Training Total Costs

(VAT Excl.)

Sub-Total (5.4) (VAT Excl.)

5.5 Total Bid Price

Please capture your total cost proposal beneath.

Activity/ Deliverable Amount

Sub-Total (5.1) (VAT Excl.)

Sub-Total (5.2) (VAT Excl.)

Sub-Total (5.3) (VAT Excl.)

Sub-Total (5.4) (VAT Excl.)

Total Bid Price (VAT Excl.)

Page | 13

Price Declaration Form

Dear Sir,

Having read through and examined the requirements of this RFP No. 2026/15, and its related

conditions, we offer to provide Actuarial Reserving Solution as outlined in the scope of work, for the

following total amount:

R......................................................................................................................... (Excluding VAT)

In words

R........................................................................................................................ (Excluding VAT)

We confirm that this price covers all activities associated with the scope of work, as called for in the

RFP document. We confirm that Sasria will incur no additional costs whatsoever, over and above

this amount in connection with the delivery of the required services.

We undertake to hold this offer open for acceptance for a period of 150 days from the date of

submission of offers. We further undertake that upon final acceptance of our offer, we will commence

the scope of work when required to do so by the Sasria.

We understand that you are not bound to accept the lowest or any offer, and that we must bear all

costs which we have incurred in connection with preparing and submitting this bid.

We hereby undertake for the period during which this bid remains open for acceptance, not to

divulge to any persons, other than the persons to whom the bid is submitted, any information relating

to the submission of this bid or the details therein except where such is necessary for the submission

of this bid.

Signed date

(Print name of signatory)

Designation

For and on behalf company

Of: name

Tel No

Fax No

Cell No

Page | 14

5. Part 5: Qualification and Evaluation Criteria

5.1 Evaluation of proposals

The purpose of the RFP is to obtain a complete set of salient information pertaining to the

bidding parties. The proposals will accordingly be used to evaluate whether, at Sasria’s

discretion, an interested party qualifies to proceed to the next stage of this procurement

process. All bidding parties will be advised in writing of Sasria’s decision, which will be final.

No correspondence will be entered into pertaining to the evaluation process, the decisions

taken and reasons thereof.

5.2 Evaluation Criteria

5.2.1 Level 1- Governance Verification

The evaluation during this stage is to review bid responses for purposes of assessing

compliance with RFP requirements, which requirements include the following:

Proof of registration with CSD confirming tax compliance status as referenced

in Part 2 above.

Valid B-BBEE certificate or Valid Sworn Affidavit or Valid Specialised Entity

Sworn Affidavit as referenced in Part 2 above.

Duly completed Standard Bidding Document(s) and other requirements, in line

with Part 6 of this RFP.

Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of this

RFP document

Financial/ Price Proposal in line with Part 4 of this RFP document

Note: Failure to comply with the requirements assessed in Level 1 (governance), may lead to

disqualification of bids.

5.2.2 Level 2- Technical Evaluation

The evaluation during this level is based on technical criteria (functionality). The technical

evaluation will be conducted in 2 phases, as follows:

Phase 1 – Mandatory requirements

Bidders are required to meet the following mandatory requirements and provide sufficient

proof as stated below to validate their compliance. If a bidder does not meet one or more of

the requirements stated, such bidder will be disqualified from the tender process.

Mandatory requirements Please confirm if you Please attached the

to be complied with comply by responding following proof to show

“YES” below, or respond you will meet the

“NO” if you do not comply mandatory requirements

A bidder must be an

accredited partner or OEM

of the solution. Proof of

ownership or partnership

confirmation from the OEM

must be attached.

Page | 15

Note: Your bid will be disqualified without notice if you do not fill the above table in

full or supply the required proof.

Phase 2 –Technical Evaluation Criteria

The bidder’s proposal should respond comprehensively to the technical evaluation criteria.

The technical evaluation criteria is set out below:

Item Criteria Points

Bidder’s experience

The bidder must have demonstrable experience in

providing/licensing the Actuarial Reserving Tool

The bidder must provide relevant reference letters from clients where the

bidder provided/licensed the system.

Letters must be on the client’s letterhead, signed and include a contactable 1 30

telephone number. Reference letters should not be older than 5 years.

Sasria reserves a right to validate the reference letters received.

Scoring will be allocated as follows:

4 or more reference letters = 30 points (100%)
3 reference letters = 21 points (70%)
1-2 reference letters = 9 points (30%)
No reference letters = 0 points (0%)

Solution capability

The bidder must specify how the proposed solution will meet Sasria’s

business requirements as specified in Annexure E. The proposal

must also include the full details of the proposed solution capabilities.

2 60 Requirements met by 90-100% = 60 points (100%)

Requirements met by 80-90% = 48 points (80%)

Requirements met by 70-80% = 42 points (70%)

Requirements below 70% = 18 points (30%)

Requirements not met (0%) = 0 points (0%)

Bidder’s team

The bidder’s support team must include appropriately skilled and

experienced resources to support with business integration, system

configuration, and ongoing service delivery. At a minimum, the

support team must comprise the following roles:

Lead Functional Product Specialist 3 10

Actuarial Reserving Expert

Service Delivery & Support Manager

Dedicated Application Support Capability (including data and

integration support)

Scoring will be allocated as follows:

Page | 16

Combined team CVs demonstrate extensive (20+ years) highly

relevant combined experience including strong delivery and

support: = 10 points (100%)

Combined team CVs demonstrate solid, relevant combined

experience across all technical aspects (15-20 years): = 8 points

(80%)

Combined team CVs reflect relevant experience, but limited number

of implementations or evidence of end-to-end support (10-15 years)

= 7 points (70%)

Combined team CVs demonstrate 5–10 years of limited or partially

relevant experience, with gaps in domain knowledge and unclear

role alignment = 3 points (30%)

Combined team CVs show insufficient (<3 years) or irrelevant

experience, or lack clear evidence to support capability claims: = 0

points (0%)

Total 100.00

Note: Only Bidders who score a minimum score of 70 points out of 100 points in Phase

2 will be required to demonstrate their proposal for further evaluation purposes.

Phase 3 – Solution Demonstration

The shortlisted bidders will be required to demonstrate their proposed solution to Sasria

SOC Ltd. Bidders will be given a maximum of 5-day notice for the demonstrations.

Item Criteria Points

Solution Demonstration Requirements

The bidder must demonstrate the following capability of their tools:

General Reserving Process using a provided dataset

Generalised Cape Cod method functionality

Bootstrapping method (s) functionality

Scoring will be allocated as follows:

1. General Reserving Process (Provided Dataset) – 40 points

0–3: Incomplete or unclear process and functionality =0points (0%) 100
4–6: Basic functionality with limited usability = 12points (30%)
7–9: Clear end-to-end process, strong visualisation capability,

producing credible results =28points (70%)

10–12: Seamless process and functionality, intuitive, auditable, best

practice aligned =40points (100%)

2. Generalised Cape Cod Method – 30 points

0–2: Capability not demonstrated / inadequate= 0 points (0%)
3–5: Partial capability with limited flexibility=9 points (30%)
6–7: Well-demonstrated capability with credible outputs= 21 points

(70%)

Page | 17

8–9: Robust, flexible, transparent assumptions= 30 points (100%)

3. Bootstrapping Methods – 30points

0–2: Capability not demonstrated= 0 points (0%)
3–5: Basic capability= 9 points (30%)
6–7: Solid functionality, usable outputs= 21 points (70%)
8-9: Advanced, clear distributions and scenario insight= 30 points

(100%)

Total 100.00

Note: Bidders must achieve a minimum score of 70 points out of 100 points in Phase 3,

to be considered for the next level of the evaluation process; Price and Specific goals.

5.2.3 Level 3- Preference Point System

The following preference points system will be used for this tender:

Criteria points

Price 80

Specific goals 20

TOTAL 100 points

Criteria for Specific Goals

Below is the specific goal(s) allocated for this RFP. Bidders are required to provide valid and

sufficient proof as indicated in the table below to claim the preference points indicated.

Specific Goal to be measured Points allocated Proof required to allocate points

out of a

maximum 20.00

points

1. The tenderer is: 15.00 Valid Sworn Affidavit

a) An Exempted Micro

Enterprise (EME) or

15.00 Valid B-BBEE certificate or Sworn b) A Qualifying Small

Affidavit for QSE that are at least 51% Enterprise (QSE) or

black owned

10.00 Valid B-BBEE certificate c) A Generic enterprise

15.00 1. Valid B-BBEE certificate and d) A Generic enterprise (Prime

2. A signed subcontracting agreement Contractor) subcontracting

(between the Prime Contractor and at least 20% of the contract

Subcontracting parties) to either a EME or QSE.

3. Sworn Affidavit for EME or QSE that

are at least 51% black owned

2. Additional points if the 5.00 Valid B-BBEE certificate or Valid

tenderer is at least 51% black Sworn Affidavit

Owned

Page | 18

(a Prime contractors B-BBEE

certificate or Affidavit will be

used in the case of

subcontracting arrangements)

Please note the following:

Failure on the part of a tenderer to submit proof or documentation required in terms of this

RFP to claim points for specific goals, may result to preference points for specific goals

are not claimed or allocated.

Sasria reserves the right to require of a tenderer, either before the RFP is adjudicated

or at any time subsequently, to substantiate any claim regarding preferences points,

in any manner required by Sasria.

Page | 19

6 Part 6 – Required Documents

Standard bidding documents

In addition to the Annexures listed below, the following documents must be completed, signed

and submitted together with the bid response:

Invitation to Bid (SBD 1)

Disclosure and Declarations Form (SBD 4)

Preferential Points Claim Form (SBD 6.1);

Note: Failure to submit these documents may lead to disqualification of the bid or preference

points not being awarded to the tenderer.

Page | 20

Annexure a: confidentiality and non-disclosure

Agreement

Memorandum of agreement

Entered into between:

Sasria SOC Ltd

A company duly incorporated under the laws of Republic of South Africa, having its main

place of business at 36 Fricker Road, Illovo, Sandton Johannesburg, with registration

number: 1979/000287/30

(Hereinafter referred to as “the Discloser”)

And

..........................................................

A company duly incorporated under the laws of Republic of South Africa, having its main

place of business

at................................................................................................, with

registration number:.......................................................................

(Hereinafter referred to as “the Recipient”)

Page | 21

Preamble

Whereas the Discloser will disclose certain confidential information to the Recipient, for

purposes

of________________________________________________________________________

____;

And whereas the Recipient wishes to receive confidential information on the condition that

the Recipient will not disclose the same to any third party or make use thereof in any manner

except as set out below.

The Discloser and the Recipient hereby agree to the following:

1. Definitions

Unless the contrary is clearly indicated, the following words and/or phrases, when used

in this Agreement, shall have the following meaning:

1.1 “Agreement” shall mean this written document together with all written

appendices, annexures, exhibits or amendments attached to it from time to

time;

1.2 “Commencement Date” shall mean the date of last signature of this

agreement;

1.3 “Confidential Information” shall mean all information which:

1.3.1 pertains to the Disclosing Purpose, disclosed, revealed or exchanged

by the Discloser to the Recipient, and which pertains to, but is not

limited to all intellectual property rights, all trade secrets, all agreements

(whether in writing or not) which exist at the time of revealing the content

thereof to the Recipient, the content of all possible future agreements

which the Discloser intends to enter into with any other party, all

knowledge obtained by way of research and development, irrespective

of whether the aforementioned information that is revealed is applicable

to technical, business or financial aspects of the Discloser; and/or

1.3.2 any information of whatever nature, which has been or may be

submitted by the Discloser to the Recipient, whether in writing or in

electronic form or pursuant to discussions between the Parties, or which

can be obtained by

Page | 22

examination, testing, visual inspection or analysis, including, without

limitation, business or financial data, know-how, formulae, processes,

specifications, sample reports, models, customer lists, computer

software, inventions or ideas; and/or

1.3.3 Any dispute between the Parties resulting from this Agreement; and/or

1.3.4 Any fault or defect in any aspect of the business of the Discloser,

irrespective of whether the Discloser knows about such a fault or defect;

1.4 “Notice” shall mean a written document;

1.5 “Parties” shall mean both the Discloser (Sasria SOC Ltd) and the Recipient.

1.6 “Board” shall mean Board of Directors of the Discloser.

1.7 “Tender for Income-Generating Contracts” means a written offer in the form

determined by an organ of state in response to an invitation for the origination

of income-generating contracts through any method envisaged in legislation

that will result in a legal agreement between the organ of state and a third

party that produces revenue for the organ of state, and includes, but is not

limited to, leasing and disposal of assets and concession contracts, excluding

direct sales and disposal of assets through public auctions;

1.8 “Specific Goals” means specific goals as contemplated in section 2(1)(d) of

the Act which may include contracting with persons, or categories of persons,

historically disadvantaged by unfair discrimination on the basis of race, gender

and disability including the implementation of programmes of the Reconstruction

and Development Programme as published in Government Gazette No. 16085

dated 23 November 1994;

2. Obligations of the Recipient

The Recipient shall:

2.1 use the confidential information disclosed to it solely for the purposes of

......................................................................................................

................................................................................and for no other

purpose whatsoever (“Disclosing Purpose”);

2.2 treat and safeguard the Confidential Information as private and confidential;

2.3 ensure proper and secure storage of all Confidential Information;

2.4 not at any time without the prior written consent of the Discloser or another

Page | 23

employee of the disclosure from which he received the information,

2.4.1 disclose or reveal to any person or party either the fact that discussions

or negotiations are taking, or have taken place between the Board,

employee and another employee or the content of any such discussions

or other facts relating to the Disclosing Purpose, except where required

by law or any governmental, or regulatory body;

2.5 not create the impression with or lead any third party to interpret or construe

any

e) condition contained in this Agreement, that this Agreement is an Agency Agreement and/or

Partnership Agreement and/or a Joint Venture and/or any other similar arrangement;

2.6 not allege that this Agreement grants it, either directly, or by implication, or by

estoppel or otherwise a license under any patent or patent application, or that

it is entitled to utilize the Confidential Information in any way contrary to the

stipulations contained in this Agreement;

2.7 on termination of this Agreement act with the Confidential Information in

accordance with a Notice delivered to it by the Discloser and if no such Notice

was delivered, the Recipient shall destroy the Confidential Information in a

similar manner to which it would destroy information that it would consider to

be its own Confidential Information.

3. Obligations of the Discloser

Subject to clause 2, the Discloser shall:

3.1 disclose to the Recipient, in writing any relevant information in their possession

or under their care; and

3.2 furnish the Recipient at least 7 (seven) calendar days prior to this Agreement

being terminated, for whatever reason, with a Notice instructing the Recipient

about what it should do with the Confidential Information once the Agreement

has been terminated.

4. Exclusions

The provisions of Clause 3 above will not apply to any Confidential Information which:

4.1 is at the time of disclosure to the Recipient, within the public domain and could

be obtained by any person with no more than reasonable diligence;

4.2 come into the public domain and could be obtained after such disclosure,

otherwise than by reason of a breach of any of the undertakings contained in

Page | 24

this Agreement;

4.3 is subsequently provided to the Recipient by a person who has not obtained

such

information from the Discloser, provided that, in any such case, such

information was not obtained illegally or disclosed by any person in breach of

any undertaking or duty as to confidentiality whether expressed or implied;

4.4 is disclosed with the written approval of the Discloser;

4.5 is or becomes available to a third party from the Discloser on an unrestricted

basis;

4.6 is obliged to be reproduced under an order of court or government agency of

competent jurisdiction.

5. Commencement

This Agreement shall commence on the Commencement Date.

6. Cancellation

6.1 The Agreement shall not terminate automatically. Either party must be able to

terminate on written notice to the other party once the Disclosing Purpose is

completed. The obligations of confidentiality under this Agreement shall

continue to apply after assignment or termination of this Agreement.

6.2 The Parties further agree that either Party shall have the right at any time to

give notice in writing to terminate this Agreement forthwith in the event of a

material breach of any of the terms and conditions of the Agreement. If the

breach in question is one which can effectively be remedied, the Parties shall

endeavour to jointly try to remedy such breach, failing which, the Agreement

shall be terminated.

7. Interpretation

7.1 The clause headings in this Agreement have been inserted for convenience

only and will not be taken into consideration in the interpretation of this

Agreement;

7.2 Any reference in this Agreement to the singular includes the plural and vice

versa;

7.3 Any reference in this Agreement to natural persons includes legal persons and

Page | 25

references to any gender include references to the other genders and vice

versa.

5 pricing model

5.1 Software Costs

Number of Total Cost (VAT

Minimum functionality/qualifying score: 70

minimum score of 70

tax compliance

tax compliance status as referenced

CSD report to verify tax compliance

Joint Venture agreement

Proof of ownership or partnership

Mandatory requirements Please confirm if you Please attached the

B-BBEE Minimum Level: 1

Points Allocation: 00 points

B-BBEE Details: les)

Bidders are required to submit a comprehensively detailed bid responses in accordance with

the submission format specified below:

Page | 5

2.4.1 Schedule 1:

Executive Summary (explaining how you understand the requirements of this RFP,

summary of your proposed solution and the summary of your experience relevant to

the requirements of this RFP)

Annexure B of this RFP document (See Part 6) (duly completed and signed)

2.4.2 Schedule 2

All documents (except Annexure B) listed on Part 6 of this RFP Document (duly completed

and signed);

CSD report to verify tax compliance;

Valid B-BBEE verification certificate or Valid Sworn Affidavit or Valid Specialised Entity

Sworn Affidavit. An Exempted Micro Enterprises (EME) with an annual turnover less

than R10 million, is only required to obtain a sworn affidavit confirming the annual total

revenue and level of black ownership. A Qualifying Small Enterprise (QSE) that has

51% or more black beneficiaries may obtain a sworn affidavit confirming the annual

total revenue and level of black ownership.

Submission Requirements to Claim Points Related to Specific Goals:

Consortium or Joint Venture – to submit a valid consolidated B-BBEE certificate or Affidavit

and a signed Consortium or Joint Venture agreement.

Prime Contractor with Subcontractor(s)- Prime Contractor and Subcontractor(s) B-BBEE

certificates or Valid Sworn Affidavits are required and a signed subcontracting

agreement

Individual bidder – must submit a valid B-BBEE certificate or Sworn Affidavit

2.4.3 Schedule 3:

Technical Proposal in line with the Technical Evaluation Criteria in Part 5 of this RFP

document.

2.4.4 Schedule 4:

Financial/ Price Proposal in line with Part 4 of this RFP document.

2.5 Submission of Bids

The closing date and

2.13 Transformation

economy and as such, bidders are encouraged to partner with majority black owned entities

(51% black owned and controlled) and businesses that are small to medium sized. Such

partnerships may include the formation of a Joint Venture and/ or subcontracting agreement

etc., where a portion of the work under this tender would be undertaken by black owned

entities. To give effect to this requirement, bidders are required to submit a partnership /

subcontracting proposal detailing the portion of work to be outsourced, level of involvement of

the black owned partner and where relevant, submit a consolidated B-BBEE scorecard.

following reasons, and such disqualification may occur without prior notice to the offending

bidder:

failed to provide proof that they are tax compliant with SARS;
submitted incomplete information and documentation according to the requirements of

this RFP document;

submitted information which contains fraudulent, factually untrue or inaccurate

information;

received information not available to other potential bidders through fraudulent means;
failed to comply with mandatory requirements if stipulated in the RFP document;
misrepresented or altered material information in whatever way or manner;
promised, offered or made gifts, benefits to any Sasria employee;
canvassed, colluded or lobbied in order to gain unfair advantage;
committed fraudulent acts;
will cause perceived or actual reputational, financial or operational risk to Sasria;
appears in National Treasury’s list of restricted / defaulters register;
the bidder is prohibited to do business with state organs;
the bidder is prohibited to do business with the State; and
acted dishonestly and/or in bad faith etc.

2.8 Ethical Dealings

8.1 A dispute concerning or arising out of this Agreement exists once a party

notifies the others in writing of the nature of the dispute and requires it to be

resolved under this clause. The parties must refer any dispute to be resolved

by -

negotiation; failing which

mediation; failing which

arbitration

8.2 Within ten (10) Business Days of notification, the parties must seek an amicable

resolution to the dispute by referring it to designated and authorized

representatives of each of the parties to negotiate and resolve it by the parties

signing an agreement resolving it within fifteen (15) Business Days

8.3 If negotiation fails, the parties must refer the dispute for resolution by mediation

under the rules of the Arbitration Foundation of Southern Africa (or its successor or

body nominated in writing by it in its stead)(”AFSA“).

8.4 If mediation fails, the parties must refer the dispute within fifteen (15) Business

Days for resolution by arbitration (including any appeal against the arbitrator’s

decision) by one arbitrator (appointed by agreement between the parties) as an

expedited arbitration in Sandton under the then current rules for expedited

arbitration of AFSA.

8.5 If the parties cannot agree on any arbitrator within a period of ten Business Days

after the referral, the arbitrator will be appointed by the Secretariat of AFSA.

8.6 The periods for negotiation or mediation may be shortened or lengthened by written

agreement between the parties.

8.7 This clause will not preclude any party from access to an appropriate court of law

for interim relief in respect of urgent matters by way of an interdict, or

mandamus pending finalisation of this dispute resolution process, for which

purpose the parties irrevocably submit to the jurisdiction of a division of the High

Court of the Republic of South Africa.

8.8 This clause is a separate, divisible agreement from the rest of this Agreement and

must remain in effect even if the Agreement terminates, is nullified, or cancelled for

any reason or cause.

9. Domicilium and Notices

Page | 26

The Parties elect the following addresses as their respective domicilium citandi et

executandi, at which all notices and other communications must be delivered for the

purposes of this Agreement:

9.1 Discloser:

9.1.1 by hand at 36 Fricker Road, Illovo, Sandton, Johannesburg

Marked for the attention of: ........................................

9.1.2 by post at: P.O. Box 653367, Benmore, 2010

Marked for the attention of ...........................................

9.1.3 by telefax at (011) 447 8624

Marked for the attention of ........................................

9.2 Recipient:

9.2.1 by hand at ...........................................................

Marked for the attention of.....................................

9.2.2 by post to: ________________________________________________

Marked for the attention of: ................................................

9.2.3 by telefax at .....................Marked for the attention of:

.................................

9.3 Any notice or communication required or permitted to be given in terms of this

agreement shall only be valid and effective if it is in writing.

9.4 Any notice addressed to either of the Parties and contained in a correctly

addressed envelope and sent by registered post to it at its chosen address or

delivered by hand at its chosen address to a responsible person on any day of

the week between 09h00 and 16h00, excluding Saturdays, Sundays and South

African public holidays, shall be deemed to have been received, unless the

contrary is proved, if sent by registered post, on the 14th (fourteenth) calendar

day after posting and, in the case of hand delivery, on the day of delivery.

9.5 Any notice sent by telefax to either of the Parties at its telefax number shall be

deemed, unless the contrary is proved, to have been received:

9.5.1 if it is transmitted on any day of the week between 09h00 and 16h00, excluding

Saturdays, Sundays and South African public holidays, within 2 (two) hours of

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transmission;

9.5.2 if it is transmitted outside of these times, within 2 (two) hours of the

commencement any day of the week between 09h00 and 16h00, excluding

Saturdays, Sundays and South African public holidays, after it has been

transmitted.

10. Entire Agreement and Variations

10.1 This Agreement constitutes the whole agreement between the Parties and

supersedes all prior verbal or written agreements or understandings or

representations by or between the Parties regarding the subject matter of this

Agreement, and the Parties will not be entitled to rely, in any dispute regarding

this Agreement, on any terms, conditions or representations not expressly

contained in this Agreement.

10.2 No variation of or addition to this Agreement will be of any force or effect unless

reduced to writing and signed by or on behalf of the Parties.

10.3 Neither party to this Agreement has given any warranty or made any

representation to the other party, other than any warranty or representation

which may be expressly set out in this Agreement.

11. Data Security

11.1. The Recipient shall, at all times, ensure compliance with any local and international

laws, regulations, policies or codes that may be enacted from time to time and put in

place and maintain sufficient measures, policies and systems to manage and secure

against all forms of risk to any information that may be shared or accessed through a

computer or any other form of electronic communication pursuant to the Agreement.

For purposes of this clause 0,

“Information” shall mean, but not be limited to:

11.1.1. all cyber related information, including data; a computer program; output of a computer

program; a computer system; article; data message; a computer data storage medium;

output of a computer program and output of data;

11.1.2. Personal Information as defined in section 1 of the Protection of Personal Information

Act No. (“POPIA”) read with Section 1 of the Promotion of Access to

Information Act No. ; and

11.1.3. Any other information that may be shared or accessed pursuant to the Agreement.

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11.2. The Recipient shall notify the Discloser in writing of any cybercrimes or any suspected

cybercrimes in its knowledge and to report such crimes or suspected crimes to the

relevant authorities in accordance with applicable laws, within 10 days of becoming

aware of such crime or suspected crime.

12. Protection Of Personal Information

12.1. For purposes of this clause 112 -

12.1.1. the following terms shall bear meanings contemplated in Section 1 of the POPIA:

consent; data subject; electronic communication; information officer; operator;

person; personal information; processing; record; Regulator; responsible party;

special information; as well as any terms derived from these terms.

12.1.2. “binding corporate rules” means personal information processing policies, within a

group of undertakings, which are adhered to by a responsible party or operator within

that group of undertakings when transferring personal information to a responsible

party or operator within that same group of undertakings in a foreign country; and

“group of undertakings” means a controlling undertaking and its controlled

undertakings.

12.2. The Parties acknowledge and agree that, in relation to personal information that may

be processed pursuant to the Agreement, the Discloser is the responsible party and

the

Recipient is the operator.

12.3. The Recipient must process such personal information only with the knowledge or

authorisation of the Discloser and treat personal information which comes to its

knowledge as confidential and must not disclose it, unless so required by law.

12.4. The Recipient must secure the integrity and confidentiality of personal information in

its possession or under its control by taking appropriate, reasonable technical and

organisational measures to prevent loss of, damage to or unauthorised destruction of

personal information and unlawful access to or processing of personal information.

12.5. In order to give effect to the obligations set out in this clause 112, the Recipient must

take reasonable measures to-

12.5.1. identify all reasonably foreseeable internal and external risks to personal information

in its possession or under its control;

12.5.2. establish and maintain appropriate safeguards against the risks identified;

12.5.3. regularly verify that the safeguards are effectively implemented; and

12.5.4. ensure that the safeguards are continually updated in response to new risks or

deficiencies in previously implemented safeguards.

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12.6. The Recipient shall have due regard to generally accepted information security

practices and procedures which may apply to it generally or be required in terms of

specific industry or professional rules and regulations.

12.7. The Recipient shall notify the Discloser immediately where there are reasonable

grounds to believe that the personal information of a data subject has been accessed

or acquired by any unauthorised person.

12.8. The Recipient shall appoint an information officer and an appropriate number of deputy

information officers as may be required by the POPIA, and must provide the Discloser

with the details of such officers, whose responsibilities shall include-

12.8.1. the encouragement of compliance, by the Recipient, with the conditions for the lawful

processing of personal information;

12.8.2. dealing with requests made to the Recipient pursuant to the POPIA;

12.8.3. working with the Regulator in relation to investigations conducted under the POPIA;

12.8.4. otherwise ensuring compliance by the Recipient with the provisions of the POPIA; and

12.8.5. as may be prescribed by the POPIA.

12.9. The Recipient shall not transfer personal information about a data subject to a third

party who is in a foreign country without Prior written consent of the Discloser. The

Discloser will not grant such consent unless-

12.9.1. the third party who is the recipient of the information is subject to a law, binding

corporate rules or binding agreement which provide an adequate level of protection

that-

12.9.1.1. effectively upholds principles for reasonable processing of the information that are

substantially similar to the conditions for the lawful processing of personal

information relating to a data subject who is a natural person and, where

applicable, a juristic person; and

12.9.1.2. includes provisions, that are substantially similar to this section, relating to the

further transfer of personal information from the recipient to third parties who are

in a foreign country;

12.9.2. the data subject consents to the transfer;

12.9.3. the transfer is necessary for the performance of a contract between the data subject

and the responsible party, or for the implementation of pre-contractual measures taken

in response to the data subject’s request;

12.9.4. the transfer is necessary for the conclusion or performance of a contract concluded in

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1. Part 1 - Letter of Invitation .............................................................................................. 4

Part 1 – Letter of Invitation ...................................................................................... 4
Part 2 – Instructions ................................................................................................ 4
Part 3 – RFP Requirements .................................................................................... 4
Part 4 – Financial Proposal ..................................................................................... 4
Part 5 – Pre-Qualification and Evaluation Criteria ................................................... 4
Part 6 - Required Documents .................................................................................. 4

2. Part 2 - Instructions ........................................................................................................ 5

2.1 Sasria ..................................................................................................................... 5

2.2 Contractual commitment ......................................................................................... 5

2.3 Confidentiality ......................................................................................................... 5

2.4 Submission Format (Returnable Schedules) ........................................................... 5

2.5 Submission of Bids ................................................................................................. 6

2.6 Queries and clarifications ........................................................................................ 7

2.7 Reasons for Disqualification or Non- Award ............................................................ 7

2.8 Ethical Dealings ...................................................................................................... 7

2.9 Sasria’s Rights ........................................................................................................ 7

2.10 Proposal costs ........................................................................................................ 8

2.11 Validity period ......................................................................................................... 8

2.12 Important dates ....................................................................................................... 8

2.13 Transformation ........................................................................................................ 9

3. Part 3 - RFP Requirements .......................................................................................... 10

3.1 Special Instructions ................................................................................................. 10

3.2 Background Information ........................................................................................... 10

3.3 Scope of Work ......................................................................................................... 11

3.4 Contract Duration .................................................................................................... 11

4. Part 4 - Financial Proposal ........................................................................................... 12

5. Part 5: Qualification and Evaluation Criteria ................................................................. 15

5.1 Evaluation of proposals ............................................................................................ 15

5.2 Evaluation Criteria................................................................................................. 15

5.2.1 Level 1- Governance Verification ................................................................... 15

5.2.2 Level 2- Technical Evaluation ........................................................................ 15

5.2.3 Level 3- Preference Point System .................................................................. 18

6 Part 6 – Required Documents ...................................................................................... 20

Annexure a: confidentiality and non-disclosure agreement ................... 21

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Annexure b: acceptance of bid conditions and bidder’s details ............. 33

Annexure c: shareholder information .............................................................. 36

Annexure d: bidder’s experience and proposed project team ................. 37

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1. Part 1 - Letter of Invitation

Part 1 – Letter of Invitation
Part 2 – Instructions
Part 3 – RFP Requirements
Part 4 – Financial Proposal
Part 5 – Pre-Qualification and Evaluation Criteria
Part 6 - Required Documents

o Annexure A: Confidentiality and Non-disclosure Agreement;

o Annexure B: Acceptance of Bid Conditions;

o Annexure C: Shareholder Information

o Annexure D: Bidder’s Experience and proposed project team

o Invitation to Bid (SBD 1): SBD1 is the entire RFP document filled and signed.

o Disclosure and Declaration (SBD 4);

o Specific Goal Declaration Form (SBD 6.1)

Note: Failure to provide any one of the documents required may lead to an immediate

disqualification of the service provider from the tender process.

contained therein, as contemplated in the Protection of Personal Information Act, No. and Regulations promulgated thereunder (“POPI Act”). Further, you declare that you

have obtained all consents required by the POPI Act or any other law applicable. Thus,

you hereby indemnify Sasria against any civil or criminal action, administrative fine or

other penalty or loss that may arise as a result of the processing of any personal

information that you submit.

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2. Part 2 - Instructions

2.1 Sasria

Sasria SOC Ltd (Sasria) is the only short-term insurer that provides special risk cover to

individuals and businesses that own assets in South Africa, as well as government entities.

terrorism, making South Africa one of the few countries in the world that provide this insurance,

particularly at affordable premiums.

operations and a broader strategic mandate to make a positive contribution to transformation

within the Insurance industry in South Africa. Sasria’s core business is the provision of short-

term insurance for riots, strikes, terrorism, civil commotion and public disorder to businesses,

government entities and individuals.

postpone, discontinue or terminate the transaction/procurement process without incurring any

liability whatsoever to any other party.

bidder, as it needs to align its procurement practices to governance practices that are in line

with its own growth path. These may include but are not limited to: driving socio-economic

development objectives that are enshrined in various government policies. Sasria is under no

obligation to award the tender in full and may decide to award it in part to one or various

tenderers.

2.3 Confidentiality

and submitted together with the bid response:

Invitation to Bid (SBD 1)

Disclosure and Declarations Form (SBD 4)

Preferential Points Claim Form (SBD 6.1);