Broker for insurance and risk services – three-month appointment (RFQ EHCINS/08/2026)

Issued: 19 August 2026

Compulsory briefing session: 21 August 2026 at 11:00 am, Corner Victoria Street and Linton Jones Street, Germiston (next to Fire Station). Attendance is mandatory; non-attendance results in automatic disqualification.

Closing date: 26 August 2026

Closing time: 11:00 am

No clarification deadline stated.

Compulsory briefing session: 21 August 2026 at 11:00 am, Corner Victoria Street and Linton Jones Street, Germiston (next to Fire Station). Attendance is mandatory; failure to attend results in automatic disqualification.

Technical queries: Ndzalama Hobyani, [email protected]

SCM enquiries: [email protected]; [email protected]; [email protected]; [email protected]

Submission address: EHC head office, Corner Victoria Street and Linton Jones Street, Germiston (next to Fire Station) — red tender box by reception.

Submission method: Hand-delivered only to EHC head office, Corner Victoria Street and Linton Jones Street, Germiston (next to Fire Station). Place in the red tender box by reception.

Submission format: Sealed envelope clearly marked with RFQ NO: EHCINS/08/2026.

Bidders must sign the submission register using the correct RFQ description and RFQ number; failure to do so results in automatic disqualification.

Returnable documents (all must be completed, signed and submitted):

• Completed and signed MBD forms (all attached forms).
• Completed pricing schedule (Month 1, Month 2, Month 3 fees, VAT inclusive).
• Certified Director's ID copy (not older than three months from closing date).
• Proof of CIPC registration with directors' full names and ID numbers.
• Up-to-date municipal account/statement for the company (not in arrears >90 days) or valid lease agreement if lessee.
• Company pricing on letterhead.
• Valid B-BBEE certificate or sworn affidavit (failure forfeits specific-goal points).
• Bank letter not older than three months.
• Valid SARS tax compliance PIN.
• CSD registration report.
• Signed undertaking confirming availability of sufficient financial resources or access to short-term financing.
• CVs and supporting qualifications/accreditation for nominated key personnel.
• Reference letters demonstrating municipal/municipal entity insurance brokerage and claims management experience.
• Proof of valid FSCA registration.
• Proof of operational electronic insurance/risk management system and claims management system.
• Methodology and project plan covering account management, claims, queries, settlement, turnaround times, reporting and underwriting.

Disqualification risks: Late submission; missing or unsigned returnable documents; incomplete pricing schedule; non-attendance at compulsory briefing; incorrect submission register entry.

Three-stage evaluation:

Stage 1 — Mandatory disqualifying criteria (pass/fail):

• Minimum 15 years' experience in short-term insurance brokerage services.
• Nominated key personnel: Director (≥5 years' relevant experience), Key Account Manager/Liaison Officer (≥5 years), Claims Manager (≥5 years).
• CVs and qualifications/accreditation for all nominated personnel submitted.
• Demonstrated experience providing insurance brokerage and claims management services to municipalities/municipal entities, supported by reference letters.
• Operational electronic insurance/risk management system capable of maintaining/producing insurance/risk information and risk profiling/projections (proof required).
• Records management and data backup for insurance/risk records.
• Operational claims management system (proof required).
• Valid FSCA registration (proof required).
• Professional Indemnity Insurance maintained and proof provided upon appointment.
• Methodology and project plan submitted covering account management, claims, queries, settlement, turnaround times, reporting and underwriting.
• Attendance at compulsory briefing session.
• Completed pricing schedule submitted.
• Submission register correctly signed.
• All MBD forms completed and signed.

Stage 2 — Administrative compulsory compliance documents (pass/fail): Certified Director's ID, CIPC registration, municipal account/lease, pricing on letterhead, B-BBEE certificate/affidavit, bank letter, tax PIN, CSD report, financial resources undertaking.

Stage 3 — PPPFA 80/20 preference point system: Price 80 points; Specific Goals 20 points (HDI 5, Women 3, Disability 2, Youth 2, Within Ekurhuleni 8). Bidders must complete B-BBEE affidavit/certificate to claim specific-goal points; failure forfeits those points.

No minimum functionality/qualifying score stated beyond Stage 1 and 2 pass/fail.

Scope: Appointment of a broker for insurance and risk services for a three-month period.

Deliverables:

• Compile a risk profile for EHC in consultation with management and recommend suitable insurance coverage.
• Propose a strategy and action plan to secure best insurance coverage with value for money and prevent losses based on the risk profile.
• Facilitate and evaluate insurance and underwriting detail, outlining exclusions.
• Provide financial advice on the short-term insurance portfolio when requested, within agreed timelines.
• Assist with interpretation of insurance policy documents, rules and regulations.

Key personnel required (nominated at bid stage): Director (≥5 years' relevant experience), Key Account Manager/Liaison Officer (≥5 years), Claims Manager (≥5 years).

Systems required: Electronic insurance/risk management system (risk profiling/projections), records management and data backup, operational claims management system.

Regulatory: Valid FSCA registration mandatory.

Insurance: Professional Indemnity Insurance must be maintained; proof required upon appointment.

Experience: Minimum 15 years in short-term insurance brokerage; demonstrated municipal/municipal entity brokerage and claims management experience with reference letters.

Methodology and project plan must cover account management, claims, queries, settlement, turnaround times, reporting and underwriting.

Geographical area: City of Ekurhuleni.

Company: Minimum 15 years' experience in short-term insurance brokerage services.

Key personnel (nominated at bid stage):

• Director: ≥5 years' relevant experience.
• Key Account Manager/Liaison Officer: ≥5 years' relevant experience.
• Claims Manager: ≥5 years' relevant experience.

CVs and supporting qualifications/accreditation for all three must be submitted.

Institutional experience: Demonstrated experience providing insurance brokerage and claims management services to municipalities and/or municipal entities, supported by reference letters.

Regulatory: Valid FSCA registration (proof required).

Systems: Electronic insurance/risk management system (risk profiling/projections), records management/data backup, operational claims management system (proof required).

Quality requirements embedded in mandatory criteria:

• Methodology and project plan must cover account management, claims, queries, settlement, turnaround times, reporting and underwriting.
• Electronic insurance/risk management system capable of maintaining/producing insurance/risk information and risk profiling/projections.
• Records management and data backup for insurance/risk records.
• Operational claims management system with proof.
• Professional Indemnity Insurance maintained.
• FSCA registration valid.
• Minimum 15 years' brokerage experience and municipal entity experience with reference letters.
• Key personnel with ≥5 years' relevant experience each.

Pricing schedule format: Monthly broker fee for Month 1, Month 2, Month 3; total VAT-inclusive fee. All prices must be VAT inclusive and include all related costs. Schedule must be completed in full and submitted; incomplete schedule results in automatic disqualification. EHC not responsible for underpricing due to misinterpretation of specification.

Pricing format: Fixed monthly broker fee for Month 1, Month 2, Month 3; total VAT-inclusive fee required. All prices must be VAT inclusive and include all related costs.

Pricing schedule must be completed in full and submitted; incomplete schedule leads to automatic disqualification.

No bond, guarantee or retention percentage stated.

Financial capacity: Bidder must submit a signed undertaking confirming availability of sufficient financial resources or access to short-term financing to ensure successful project delivery prior to appointment.

Bank letter not older than three months required.

Professional Indemnity Insurance must be maintained (amount not specified); proof required upon appointment.

Mandatory registrations and certifications:

• CSD registration (report required).
• Valid SARS tax compliance PIN.
• CIPC registration with directors' full names and ID numbers.
• FSCA registration (valid proof required).
• B-BBEE certificate or sworn affidavit (failure forfeits specific-goal points under 80/20 system).
• Professional Indemnity Insurance (proof upon appointment).

Mandatory returnable forms:

• All attached MBD forms (completed and signed).
• Completed pricing schedule.
• Submission register (signed with correct RFQ description and number).

Other compliance documents:

• Certified Director's ID copy (≤3 months old).
• Municipal account/statement (≤90 days arrears) or valid lease agreement.
• Company pricing on letterhead.
• Bank letter (≤3 months old).
• Signed undertaking confirming financial resources/access to short-term financing.
• CVs and qualifications for nominated key personnel.
• Reference letters for municipal/municipal entity experience.
• Proof of electronic insurance/risk management system and claims management system.
• Methodology and project plan.

Attendance at compulsory briefing session is mandatory.

Contract duration: Three months from appointment.

Entity rights: Award in part or in full; not to make any award; request further technical information post-closing; verify bidder information/documentation; withdraw/amend bid conditions by written notice before closing and post-award; negotiate with shortlisted bidder pre-award and successful bidder post-award; conduct due diligence (including announced/unannounced site visits) at any stage — misrepresentation may disqualify bid.

Termination: Employer may give notice of intention to terminate if contractor fails to proceed with work, comply timeously with a contract instruction, or remedy a specified default within the period allowed.

Governing framework: Standard Conditions of Tender and EHC Supply Chain Management Policy apply.

POPIA: By submitting, bidders acknowledge EHC may process personal information under the Protection of Personal Information Act.

Mandatory disqualifying criteria (Stage 1):

• 15 years' short-term insurance brokerage experience.
• Nominated Director, Key Account Manager/Liaison Officer, Claims Manager each with ≥5 years' relevant experience.
• CVs and qualifications for nominated personnel.
• Municipal/municipal entity brokerage and claims management experience with reference letters.
• Electronic insurance/risk management system (risk profiling/projections).
• Records management and data backup.
• Operational claims management system (proof).
• Valid FSCA registration (proof).
• Professional Indemnity Insurance (proof upon appointment).
• Methodology and project plan (account management, claims, queries, settlement, turnaround times, reporting, underwriting).
• Compulsory briefing attendance.
• Completed pricing schedule.
• Correctly signed submission register.
• All MBD forms completed and signed.

Administrative compulsory compliance (Stage 2): Certified Director's ID (≤3 months), CIPC registration with director details, municipal account/statement (≤90 days arrears) or lease, pricing on letterhead, B-BBEE certificate/affidavit, bank letter (≤3 months), tax PIN, CSD report, financial resources undertaking.

Stage 3 — PPPFA 80/20 preference point system:

Price: 80 points.

Specific Goals: 20 points allocated as follows — HDI 5 points, Women 3 points, Disability 2 points, Youth 2 points, Within Ekurhuleni 8 points.

Bidders must complete B-BBEE certificate/affidavit to claim specific-goal points; failure forfeits those points.

No minimum qualifying score stated for Stage 3; Stages 1 and 2 are pass/fail gateways.