Short-term insurance brokerage services for the ccma (36 months, re-advertised)

Compulsory briefing session: 12 November 2026 at 10:00 AM, virtual via Microsoft Teams (Meeting ID: 383 917 684 386 749; Passcode: 8Nz2Bx3z). Attendance is compulsory; failure to attend leads to disqualification of the bid.

Closing date for enquiries: 17 November 2026 at 16:00.

Bid closing: 26 November 2026 at 11:00 AM (Telkom time), CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg (tender box).

Enquiries contact:

• Name: Mr. Phathutshedzo Mulandana
• Email: [email protected]
• Telephone: +27 11 377 6717

Submission address:

CCMA National Office

28 Harrison Street

JCI Building, 12th Floor

Johannesburg, 2001

Bid box location: Main Reception area, 12th Floor.

Submission method: hard copy only. Bidders must submit two hard copies (original and copy) and one electronic copy on USB in PDF format, all bound in a sealed envelope.

Envelope endorsement: CCMA/2026/04/IA (A): PROVISION OF SHORT-TERM INSURANCE BROKERAGE SERVICES FOR THE CCMA FOR A PERIOD OF THIRTY-SIX (36) MONTHS (RE-ADVERTISEMENT). The envelope must also show the bid closing date, bidder name and return address.

Submission address: bid box at Main Reception area, CCMA National Office, 28 Harrison Street, JCI Building, 12th Floor, Johannesburg, 2001.

Closing: no later than 11:00 AM (Telkom time) on 26 November 2026.

No bid response by telegram, telex, email, facsimile or similar medium will be considered. Late bids are not considered.

Courier deliveries: endorse the bid description on the delivery note or courier packaging; the courier must place documents into the bid box on the 12th floor Reception area. CCMA is not responsible for delays where documents are handed to the receptionist or officials.

Returnable forms - all must be completed, signed and submitted with the bid:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.3 (Pricing Schedule - professional services): completed and signed pricing schedule.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at CCMA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 system.
• SBD 7.2 (Contract Form - rendering of services): completed and signed contract form.

Other mandatory documents: valid tax clearance certificate with tax compliance status PIN; company registration documents; identity documents of owners; latest CSD report; financial statements for the latest financial year signed by an independent registered accountant; B-BBEE certificate; POPIA consent form; CCMA standard conditions of bid and general condition of contract (signed); joint venture, consortium or subcontracting agreement if applicable; proof of medical certificate confirming disability of owners if applicable.

For a consortium, joint venture or prime contractor with subcontractors, the mandatory documents must be submitted for each member.

Disqualification risks: unsigned or omitted returnable forms; late bids; failure to attend the compulsory briefing session; incomplete information or documentation; fraudulent, factually untrue or inaccurate information; non-compliance with any mandatory requirement.

Evaluation takes place in four stages:

• Stage 1 - Mandatory Compliance: all mandatory documents must be submitted; failure to submit proof for any mandatory requirement results in automatic disqualification.
• Stage 2 - Functionality: Phase 1 Technical Evaluation requires a minimum of 45 out of 60 points to proceed to Phase 2. Phase 2 Live Demonstration/Presentation requires a minimum of 30 out of 40 points; bidders below 30 are not considered further.
• Stage 3 - Non-Disclosure Agreement: bidders who fail to sign and submit the NDA will not proceed to the next stage.
• Stage 4 - Price and Specific Goals: 80/20 evaluation principle; 80 points for price and 20 points for specific goals on ownership.

Functionality Phase 1 criteria (60 points total):

• Company Profile, Methodology and Contactable References: 30 points. Experience: 8-10 years = 10 points; 4-7 years = 5 points; 1-3 years = 1 point; 0 years = 0 points. Methodology: all five components = 10 points; four = 8; three = 6; two = 4; one = 2; none = 0. Contactable references: 5 clients = 10 points; 4 = 8; 3 = 6; 2 = 4; 1 = 2; none = 0.
• Qualifications and Industry experience of the bidder's team: 30 points, covering Director/Regional Manager, Key Account Manager and Claims Administrator (experience and qualifications for each).

Phase 2 Live Demonstration (40 points):

• Automated electronic claims management system aligned to the criteria = 35 points.
• Limited evidence of an electronic claims system = 15 points.
• Limited evidence or mainly manual system = 5 points.
• Ability to answer questions satisfactorily = 5 points.

Scope: appointment of an authorised Financial Services Provider (FSP) registered as a Short-Term Insurance Broker to provide short-term insurance brokerage services to the CCMA.

Contract period: three years, commencing 1 May 2027 and ending 30 April 2030.

Core services: brokerage, advisory, intermediary services, insurance placement, claims administration, annual insurance renewal management, insurer engagement, and representation of the CCMA with insurers, underwriters and reinsurers.

Annual renewal cycle: review insurance requirements, obtain quotations from insurers and underwriters, negotiate competitive terms and premiums, recommend the most suitable insurance programme, and facilitate placement and ongoing portfolio management.

Service Plan: drawn annually at inception of each new insurance period, detailing the Annual Placement Programme and Annual Maintenance Programme for claims administration.

Meetings: insurance meetings monthly or as required.

Portfolio management: review cover, limits and sums insured; re-negotiate and conduct market exercise for renewal terms; compile detailed insurance manual and underwriting claims procedural manual; handle ad hoc adjustments and endorsements; monitor premium payments and refunds.

Training and advisory: provide training on insurance policies and procedures upon written request; provide advisory services as reasonably required; manage run-off claims; assist with bi-annual CCMA insurance presentation; engage with the CCMA Risk Management Unit upon written request.

Claims handling: acknowledge receipt of claims and confirm all claims in writing within 48 hours of incident notification; generate Agreement of Loss within 7 days of receiving required documentation; furnish repudiation report within 7 days of communication to CCMA; administer all claims in-house (not outsourced); provide claims statistics within 5 working days of the following month to the Risk Management Unit; assign an individual claims administrator for daily claims, monthly reports and meetings.

Claims management system: provide and maintain an automated electronic system capable of registering, tracking, monitoring, reporting, escalation management and audit trail; provide screenshots and written description; shortlisted bidders must conduct a live demonstration; system must protect CCMA information in line with POPIA.

Third parties: appoint loss adjusters; facilitate and manage claim-related activities with repairers, assessors and report providers; pay associated costs including excess fees (reimbursed by CCMA).

Underwriting: maintain valid underwriting arrangements throughout the contract; immediately notify CCMA of termination, expiry or change; provide replacement arrangements to ensure uninterrupted cover.

Company profile: date business started and years of insurance industry experience; organisational structure; public sector trade references; market access capability confirmed by letter or certificate; key personnel details with CVs.

Memberships: FSCA authorised FSP and FIA member; proof attached to proposal.

Insurance cover: Professional Indemnity minimum R85 000 000.00; Fidelity Guarantee minimum R20 000 000.00; proof of cover commitment indicating excesses; maintain cover for full contract duration and provide proof of renewal on request.

Assessors: mandate with insurer to appoint an assessor immediately; submit proof; provide damage report for assets per event at no additional charge.

Phase 1 Technical Functionality Evaluation - Company Profile, Methodology and Contactable References (30 points):

The methodology must demonstrate how services will be delivered in line with the scope of work and CCMA operational requirements, covering: insurance renewal and placement approach; claims administration and reporting processes; insurer and underwriter engagement approach; claims escalation and turnaround processes; and support services to the CCMA.

Scoring: all five components comprehensively addressed = 10 points; four components = 8 points; three = 6 points; two = 4 points; one = 2 points; no responsive methodology = 0 points.

Company profile must indicate:

• Date business started and number of years of experience within the insurance industry
• Business registration (CK number) documents and CSD information must correspond
• Detailed organisational structure
• Trade references within public sector insurance brokerage services
• Access to insurers and underwriting markets, local and international, demonstrated through a confirmation letter or certificate for market access capability
• Details of key personnel and team members, including detailed CVs, allocated to the CCMA account, with professional capacity to manage a public sector insurance portfolio

Team evaluation (Phase 1, 30 points for Qualifications and Industry experience of the bidder's team):

• Director/Regional Manager: experience (5 points) and qualifications (5 points); NQF 7 in a relevant field = 5 points, NQF 6 = 3 points, NQF 5 = 1 point
• Key Account Manager: experience (5 points) and qualifications (5 points); NQF 7 with FAIS compliance = 5 points, NQF 6 = 3 points, NQF 5 = 1 point
• Claims Administrator: experience (5 points) and qualification (5 points); NQF 4 (Matric) = 5 points, below NQF 4 = 0 points

Multiple roles are not allowed; years of experience means continuous years in insurance management.

CVs must show continuous years of relevant insurance brokerage experience and contactable references; qualifications must be supported by certificates or proof of completion.

Replacement of assigned personnel after appointment requires CCMA approval in writing, including the CV of the proposed replacement.

Bid validity: 120 days counted from the day after the bid closing date.

Bid costs: the bidder bears all costs of preparing, presenting and demonstrating the bid.

Insurance cover: Professional Indemnity Insurance minimum R85 000 000.00; Fidelity Guarantee insurance minimum R20 000 000.00.

Financial statements: latest financial year statements signed by an independent registered accountant.

Claims costs: the broker pays associated costs including excess fees and third-party service provider costs; these are reimbursed by the CCMA in accordance with agreed processes.

No bid security, bond, guarantee or retention amount is stated in the document.

CSD registration: register on the Central Supplier Database before submitting bids; include a copy of the Master Registration Number (Supplier Number) and the latest CSD report.

Tax compliance: valid Tax Clearance Certificate with tax compliance status PIN.

Company documents: company registration documents and copies of identity documents of owners.

Disability: proof of medical certificate confirming disability of owners if applicable.

Document naming: all mandatory documents must be issued in the legal name of the bidding entity; certified copies must be dated, signed and not older than six months as at the bid closing date.

FSCA: registration as an authorised Financial Services Provider; valid and active FSP licence at closing date and throughout the contracting period.

FIA: membership of the Financial Intermediaries Association of Southern Africa; valid and active at closing date.

Insurance: Professional Indemnity minimum R85 000 000.00; Fidelity Guarantee minimum R20 000 000.00.

Attorney's letter: confirmation of material claims, litigation or investigations in the past five years, or written confirmation of none.

POPIA: signed compliance letter on company letterhead.

Underwriting: valid service provider agreements or confirmation letters from proposed underwriters.

B-BBEE: B-BBEE certificate.

Standard forms: SBD 1, SBD 3.3, SBD 4, SBD 6.1 and SBD 7.2, each duly completed and signed.

Contract documents: CCMA standard conditions of bid and general condition of contract (signed); POPIA consent form (completed and signed).

Joint ventures: for a consortium, joint venture or prime contractor with subcontractors, the mandatory documents must be submitted for each member.

All bid documentation must be in English.

The bidder bears all costs of preparing and submitting the bid.

Company bids must be signed by a person duly authorised by a board resolution; a certified copy of the resolution must accompany the bid.

Bid validity: 120 days from the day after the bid closing date.

The successful bidder must conclude a Service Level Agreement (SLA) with the CCMA upon award; the SLA forms part of the supply agreement.

The CCMA may amend bid conditions, validity, specifications or extend the closing date before closing; changes are posted on the CCMA website.

The CCMA may reject the lowest priced bid or any bid in part or in whole, and may award the bid as a whole or in part.

The CCMA may verify submitted documents and request clarification; unverifiable documents are not considered and no points are allocated.

The CCMA may conduct background checks on the bidding entity and its directors, trustees, shareholders or members.

Fraudulent, false or misleading information may lead to disqualification, reporting to National Treasury and possible criminal investigation.

The successful bidder accepts full responsibility for obligations under the supply agreement and SLA.

All preparation, presentation and demonstration costs are for the bidder's account; supporting documentation and manuals become CCMA property unless otherwise stated.