3-Year insurance services contract for agrément south africa – brokerage, claims & risk management

Department: SUPPLY CHAIN MANAGEMENT. No specific contact name, email, phone, or address provided in the document.

Submit the following returnable documents: A completed and signed SBD4 Bidder’s Disclosure form. Ensure all declarations (Sections 2 and 3) are fully and accurately completed. Failure to submit a true and complete disclosure will result in automatic disqualification.

Required: Signed SBD4 Bidder’s Disclosure form with all declarations (Sections 2 and 3) completed. The bidder must certify that all information is true and complete. The state may reject the bid or take action under PFMA SCM Instruction /22 if the declaration is false.

Any person or juristic entity may bid. However, persons listed on the Register for Tender Defaulters and/or List of Restricted Suppliers will automatically be disqualified. Bidders with state-employed directors/trustees/shareholders may still be eligible but must disclose such relationships. Bidders must not have collusive arrangements with competitors.

Disqualification risks: Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be automatically disqualified. Ethical and legal compliance: Bidders must certify no collusion, independent bid preparation, and no prior involvement in drafting specifications. Bidders must disclose any state employment, relationships with procuring institution employees, or interests in related enterprises. Non-compliance may result in: Bid rejection, reporting to the Competition Commission or NPA, and restriction from public sector business for up to 10 years under the Prevention and Combating of Corrupt Activities Act.

Consequences of non-compliance: Suspicious bids may be reported to the Competition Commission (possible administrative penalties under Section 59 of the Competition Act) or the National Prosecuting Authority (NPA) for criminal investigation. Bidders may be restricted from public sector business for up to 10 years under the Prevention and Combating of Corrupt Activities Act.

Pricing must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is the total estimated value at the time of bid invitation, including all applicable taxes.

Compliance requirements for preference points:

• Submit proof of SMME status to claim 10 points.
• Submit proof of >50% Black female ownership to claim 5 points.
• Submit proof of >50% Black youth ownership to claim 5 points.
• Fraudulent claims or non-fulfillment of contract conditions may result in:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.

Bidder must certify that all information is true and correct and that preference points are claimed in accordance with the General Conditions.

Specific goals and points for this tender:

• SMMEs: 10 points
• >50% Black female ownership: 5 points
• >50% Black youth ownership: 5 points

Bidders must indicate how they claim points for each system (80/20 or 90/10).

Bidder must:

• Certify that all information furnished is true and correct.
• Acknowledge that preference points are claimed in accordance with the General Conditions.
• Be prepared to furnish documentary proof if awarded the contract.

Consequences of fraudulent claims or non-fulfillment:

• Disqualification from the tendering process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claims.
• Restriction from obtaining business from any organ of state for up to 10 years.
• Criminal prosecution.

If unclear whether 80/20 or 90/10 applies, the organ of state must stipulate the system and how it will be determined (highest or lowest acceptable tender).

Service Level Agreement (SLA) requirements:

• Upon award, ASA and the successful bidder will negotiate and conclude an SLA based on the draft service level indicators provided in the tender pack.
• ASA reserves the right to reject any bidder-proposed amendments or additions to the SLA if deemed unacceptable or risky.
• The SLA must include:
• Resources allocated to ASA.
• Details of inclusions and exclusions.
• Standard turnaround times.

Bidder declarations in technical response:

• Confirm commitment to act honestly, fairly, and with due skill, care, and diligence in ASA’s interests.
• Confirm effective use of resources, procedures, and technological systems for service performance.
• Confirm fair treatment of ASA in situations of conflicting interests.
• Confirm compliance with all applicable statutory or common law requirements.
• Confirm adequate disclosure of material information, including actual or potential conflicts of interest.
• Confirm avoidance of fraudulent or misleading advertising, canvassing, or marketing.
• Confirm transparency in business activities, prioritising ASA’s interests.
• Confirm that ASA’s information will not be used or disclosed without written consent.

Mandatory compliance checks:

• Tax compliance: No award will be made to non-tax-compliant bidders. ASA reserves the right to withdraw an award or cancel a contract if:
• The bidder was not tax compliant at the time of award.
• A fraudulent tax clearance certificate was submitted.
• Verification against the Central Supplier Database (CSD) proves non-compliant.
• The bidder fails to remain tax compliant for the contract duration.

• Tender Defaulters and Restricted Suppliers: No award will be made to bidders (or their members, directors, partners, or trustees) listed on:
• National Treasury’s Register of Tender Defaulters.
• National Treasury’s List of Restricted Suppliers.
• ASA reserves the right to withdraw an award or cancel a contract if a bidder is blacklisted by another government institution at any time.

• Sub-contractors and personnel: Bidders are responsible for ensuring their personnel, agents, and sub-contractors comply with all bid terms and conditions. ASA will not be liable for losses or damages caused by sub-contractors.

Escape clause:

• ASA may terminate or suspend the agreement if funds are no longer available or if services do not meet specifications. The bidder will be paid in full for services delivered up to the date of cancellation or suspension.

Proprietary information:

• Bidders must declare in their cover letter that they did not access or use Agrément South Africa’s proprietary information to gain an unfair advantage.

Evaluation process and rights reserved by Agrément South Africa:

• May award the tender to a bidder that did not score the highest points, in accordance with PPPFA Act Section 2(1)(f).
• May negotiate terms (including price) with one or more preferred bidders without extending the same opportunity to others.
• May conduct site inspections, product evaluations, or explanatory meetings to verify service quality, before or after adjudication.
• May correct mistakes in bid documents or process at any stage.
• May cancel or terminate the tender process at any stage, including after closing date, presentations, or evaluation.