Provision of loss adjuster services for eskom’s captive insurance company (escap soc ltd) – 5-Year contract

Provision of loss adjuster services for ESCAP SOC Ltd (Eskom’s captive insurance company) over a 5-year period. Services must align with Eskom’s General Conditions of Purchase and any approved specifications or schedules.

Closing date for submissions: 24 June 2026 at 10:00 AM (SAST).

Fraud/corruption reporting: [email protected] or 0800 11 2722. Submission address: As specified in the delivery advice note.

Submit the following returnable documents as part of your bid:

• Clearly mark all consignments/packages with your company name, full destination details, and include a packing note listing contents.
• Send an advice note to Eskom’s delivery address specifying: transport means, weight/number/volume, dispatch point, and date.
• Provide a detailed Tax invoice after delivery or completion of works/services, including Eskom’s VAT registration number (4740101508).
• Reference the agreement number on all communications.
• Explicitly state in your tender whether delivery costs are included in the price (default assumption: included).

Disqualification risks:

• Late or non-delivery of goods/services/works as per agreement terms.
• Failure to provide required documentation (e.g., CPA (IG) form, correct Tax invoice).
• Non-compliance with delivery marking, packing note, or communication requirements.

Evaluation will consider the following criteria:

• Legal: Supplier must be a legally registered entity in South Africa, capable of entering into a binding contract.
• Financial: Demonstrate financial stability to fulfill the five-year contract without risk of bankruptcy or default.
• Technical: Proven expertise in loss adjusting services, particularly for captive insurance companies, and ability to meet Eskom’s quality, timeline, and compliance standards.
• Ethical: Commitment to Eskom’s ethical standards, including anti-fraud and anti-corruption measures.
• Operational: Capacity to deliver services across Eskom’s specified locations (e.g., Gauteng) and handle subcontracting only with Eskom’s written approval.

Scope: Provision of loss adjuster services for ESCAP SOC Ltd (Eskom’s captive insurance company) over a 5-year period.

Requirements:

• Supply services as described in the agreement, complying with Eskom’s specifications, schedules, and approved drawings.
• Eskom reserves the right to inspect/test services at any stage. Acceptance is subject to Eskom’s approval.
• Non-conformances or defects must be corrected as directed by Eskom. Failure to rectify may result in third-party correction at the Supplier’s cost.
• Supplier must use reasonable skill and care to meet all contract specifications.

Quality control:

• Eskom may inspect/test services at any stage. Acceptance is subject to Eskom’s approval.
• Non-conformances or defects must be corrected as directed by Eskom. Failure to rectify may result in:
• Third-party corrections at the Supplier’s cost.
• Supplier must use reasonable skill and care to meet all contract specifications.

Pricing structure:

• Prices/rates for services are as stated in the agreement, with possible price adjustments calculated per the agreed formula.
• Payment can be in any currency, but non-ZAR payments are capped at agreed amounts and converted using a single exchange rate.
• Supplier must complete Eskom’s CPA (IG) form.
• Payment terms: 30 days after receipt of a correct Tax invoice, which must include Eskom’s VAT number (4740101508).

Pricing and payment:

• Prices/rates may include a price adjustment calculated per the agreement’s formula.
• Payment can be in any currency (including non-ZAR), but non-ZAR payments are capped at agreed amounts and converted using a single exchange rate.
• Supplier must complete Eskom’s CPA (IG) form.
• Payment terms: Within 30 days of receipt of a correct Tax invoice, which must include Eskom’s VAT number (4740101508).
• No payment for services not delivered as per agreement. Late deliveries may incur penalties.
• No payment for containers/packing materials unless otherwise specified in the agreement.

Statutory and legal compliance:

• Supplier must adhere to all relevant South African statutory requirements. Agreement is governed by South African law, with jurisdiction in SA courts.
• Supplier must indemnify Eskom against claims arising from negligence, breach of statutory duty, or defective workmanship/materials.
• Supplier warrants services are fit for purpose and free from defects for 1 year (unless otherwise stated). Defects must be rectified at no cost to Eskom within an agreed timeframe.

Ethics:

• Supplier must uphold Eskom’s standards of ethical behavior.

Subcontracting:

• Supplier may not subcontract or delegate rights/obligations without Eskom’s written consent.

Termination:

• Eskom may terminate the agreement if the Supplier defaults, becomes bankrupt, or is financially unstable. Either party may terminate if the other breaches the agreement and fails to rectify after written notice.

Contract basis:

• Agreement includes order documents, General Conditions of Purchase, specifications, schedules, and approved drawings.
• Conditions are deemed accepted unless explicitly rejected in writing by the Supplier. Eskom’s conditions override Supplier’s terms unless otherwise agreed in writing.

Key terms:

• Risk transfers to Eskom upon proof of delivery and acceptance of services.
• Ownership transfers to Eskom upon payment or as otherwise stated in the agreement.
• No oral variations are valid; all changes must be in writing and signed by both parties.

Breach and termination:

• Either party may terminate if the other breaches the agreement and fails to rectify after written notice.
• Eskom may terminate immediately if the Supplier defaults, becomes bankrupt, or is financially unstable.

Indemnity and warranty:

• Supplier indemnifies Eskom against claims from negligence, statutory breaches, or defective workmanship/materials.
• Supplier warrants services are fit for purpose and defect-free for 1 year (unless otherwise specified). Defects must be rectified at no cost to Eskom within an agreed timeframe.

Subcontracting and assignment:

• Supplier may not subcontract or assign rights/obligations without Eskom’s written consent.
• Eskom may assign rights/obligations to its subsidiaries or restructured entities without Supplier’s consent.

Rejection:

• Eskom may reject non-compliant services via written notice, specifying required corrective actions. Supplier must cover costs of replacement or third-party corrections.

Ethics:

• Supplier must adhere to Eskom’s ethical standards.

Closing date and time: 24 June 2026 at 10h00. Non-compulsory clarification meeting: 12 June 2026 at 10h00 via MS Teams (link: https://teams.microsoft.com/meet/312777772879546?p=4oOzFAPB5i8OA23xkR). Clarification queries deadline: 3 working days before tender submission deadline (21 June 2026). Tender validity period: 180 calendar days from closing date.

Eskom Representative: Shadd Hayman. Email: [email protected]. Address: Eskom Megawatt Park, 1 Maxwell Drive, Sunninghill, Sandton, 2157. Fraud/corruption reporting: 0800 11 2722 or [email protected]. All queries must be addressed in writing to the Eskom Representative only.

Submit electronically via Eskom E-tendering site (https://eTendering.eskom.co.za) by 24 June 2026 at 10h00. No hard copies or zip files accepted. Upload documents in PDF format (max 500MB per file, total submission max 4GB). Organise files under folders: Technical, Commercial, Financial, and Other. Ensure submission status is marked as 'complete'. Latest submission overrides previous versions. Mandatory disqualifiable returnables at closing: Authorisation Form (Annexure A), Acknowledgement Form (Annexure B), Tenderer’s Particulars (Annexure C), Integrity Declaration Form (Annexure D), CPA for Local Goods/Services (Annexure E, if applicable), SBD 1 (Annexure H), SBD 6.1 Preference Points Claim Form (Annexure I), SBD 4 Bidders Disclosure (Annexure J), E-tendering Help Manual acknowledgement (Annexure L). Non-submission of these by deadline results in disqualification. Non-disqualifiable returnables may be requested within 5 working days if missing/incomplete. Tender validity period: 180 calendar days from closing date.

Eligibility criteria: No restrictions to do business with Eskom or state-owned entities. Not on any international sanctions list or Eskom/National Treasury defaulters list. No conflict of interest (e.g., shared majority shareholders, access to rival bids). Tenderers must not submit multiple bids (individually or via JV/consortium). Joint ventures must explicitly state joint/several liability and profit-sharing ratios. Authorized signatories must submit tenders; non-authorized submissions are disqualified. Functionality evaluation is mandatory; failure to meet the threshold results in disqualification. Refer to 'Functionality Evaluation Criteria (E3014CXMWP)_Loss Adjuster Services' for scoring details. Price evaluation: VAT-inclusive pricing, arithmetic corrections, exclusion of contingencies, and Net Present Value comparison. Unconditional discounts are considered; conditional discounts applied at payment. Specific Goals (B-BBEE) scored out of 10 (80/20) or 20 (90/10) points. Submit B-BBEE certificate, ownership proof, shareholder IDs, and disability proof (if applicable) to claim points. Non-submission scores 0 but does not disqualify. Panel providers evaluated on experience/expertise (Functionality) and PPPFA scoring (80/20 or 90/10). Rotation principle ensures equal opportunity among panel members.

Scope: Provision of Loss Adjuster Services for ESCAP SOC LTD (a captive insurance company for Eskom Holdings) for a period of 5 years. Services include loss adjustment for insurance claims as detailed in Annexure N (Scope of Work). Contract terms governed by NEC3 Professional Services Contract (PSC3) as per Annexure O. Mandatory requirement: Proof of membership for the Managing/Supervising Executive responsible for the account as a registered member of the Institute of Loss Adjusters (ILSA). Tenderers must submit a fully completed pricing schedule. Functionality evaluation criteria are detailed in a separate document titled 'Functionality Evaluation Criteria (E3014CXMWP)_Loss Adjuster Services'.

Bidders must demonstrate experience and expertise in loss adjuster services. Key personnel (Managing/Supervising Executive) must be registered members of the Institute of Loss Adjusters (ILSA). Proof of membership is mandatory. Functionality evaluation will assess technical capability, experience, and expertise in the scope of services.

Submit a fully completed pricing schedule as part of the tender. Pricing must be inclusive of VAT, exclude contingencies, and account for arithmetical errors. Unconditional discounts are considered for evaluation purposes; conditional discounts are applied at payment stage.

Submit a fully completed pricing schedule. Pricing must be inclusive of VAT, exclude contingencies, and account for arithmetical errors. Unconditional discounts are considered for evaluation; conditional discounts applied at payment. Payment terms: For contracts below R50,000,000 (incl. VAT), payment within 30 days of receipt of undisputed invoices. For contracts above R50,000,000 (incl. VAT), payment within 60 days of receipt of undisputed invoices. Financial statements (latest approved annual statements, including director’s report, auditor’s report, and notes) are mandatory for due diligence. For unincorporated JVs or SPVs, each partner must submit financial statements. Public Interest Score and ITA34C (for non-audited SA entities) required.

Mandatory: Central Supplier Database (CSD) registration (CSD number required). Additional contractual requirements: SHEQ compliance (refer to SHE Requirements document), financial viability (submission of financial statements), and SDL&I compliance (refer to SDL&I Bidders Template). B-BBEE: Submit valid B-BBEE certificate, proof of ownership/shareholding, certified ID copies of shareholders, and disability proof (if applicable) to claim preference points. Employment Equity: SA tenderers classified as 'designated employers' must provide proof of compliance with the Employment Equity Act, including submission of the Employment Equity report to the Department of Labour. CIDB grading (if applicable) must be submitted at tender closing or within 21 working days. Tax compliance: Certified tax clearance certificate required for foreign tenderers with a SA footprint (without CSD/SARS PIN) and local tenderers (without SARS e-filing PIN). Foreign suppliers with no SA footprint must complete SBD1 but require no tax compliance proof. Integrity: Submit Integrity Declaration Form (Annexure D) and Supplier Integrity Pact. Joint ventures must provide a valid JV agreement confirming joint and several liability, single business entity operation, and designated bank account details.

SHEQ requirements are mandatory. Refer to the SHE Requirements document accompanying the tender for detailed compliance obligations. Submission must include SHEQ information as part of the commercial, technical, and financial tender documents.

Contract duration: 5 years. Contract type: NEC3 Professional Services Contract (PSC3). Tender validity period: 180 calendar days from closing date. Payment terms: 30 days for contracts ≤ R50M (incl. VAT); 60 days for contracts > R50M (incl. VAT). Eskom reserves the right to negotiate with preferred bidders if prices are not market-related. Subcontracting with subsidiary companies is discouraged and must be declared. Main contractors must avoid conflicts of interest; joint ventures must confirm joint and several liability.

The tender is for the provision of Loss Adjuster Services for ESCAP SOC LTD, a captive insurance company to Eskom Holdings, for a period of five (5) years. Tenderers must comply with the Invitation to Tender documents, including annexures and additional requirements in the Tender Data. Standard Conditions of Tender and Tender Data do not form part of the contract.

Closing date and time: 24 June 2026 at 10:00 SAST. Compulsory site visit and/or clarification meeting details are stated in the Tender Data; failure to attend results in disqualification. Tenderers must regularly check the Eskom Tender Bulletin and NT e-Tender Portal for addenda, updates, or changes to the closing date and time. All times refer to South African Standard Time (SAST, GMT+2).

All communication must be directed to the Eskom Representative only, in writing, and in English. The Eskom Representative's details are specified in the Tender Data. No other Eskom official may be contacted for tender-related queries. Eskom publishes all clarifications and responses on the Eskom Tender Bulletin and NT e-Tender Portal. Requests for clarification must be submitted in writing to the Eskom Representative and allow reasonable time for response and adjustments before the closing date.

Submit the complete original tender and one (1) complete hard copy by the closing date and time to the address or tender box specified in the Tender Data. For e-tendering: upload and finalize the tender via the Eskom Tender Bulletin site on the Eskom E-tendering page by the closing date and time. No late tenders will be accepted. Ensure all documents (PDF/Excel) are accessible, uncorrupted, and readable. Tenders must be in English. For paper submissions: mark packages as 'ORIGINAL' and 'COPY', seal them in an outer package labeled 'Confidential', and include the Eskom address, tender number, tenderer's name, physical address, email, and contact telephone number. For e-tendering, update documents in the Technical, Commercial, and Financial folders as indicated. Sign the original or electronic tender; the signatory is liable. Do not sub-contract 100% of the scope of work. Eskom employees cannot submit tenders on behalf of tenderers. Proof of posting or courier delivery does not equate to proof of delivery. Eskom takes no responsibility for network issues, delays, or incorrect references.

Evaluation follows the PPPFA 90/10 or 80/20 preference point system. Pricing is evaluated per Tender Data criteria, including CPA, FOREX, commodity exposure, unconditional discounts, technical adjustments, PV, and forecasted invoicing rates. Functionality criteria (if applicable) require meeting the minimum threshold to proceed. Financial risk assessment may exclude high-risk tenderers. B-BBEE level is scored per CSD report or certificate; failure to submit valid proof by closing date results in disqualification if it is a pre-qualification criterion. For PPPFA points, missing or invalid B-BBEE documents score zero. Specific Goals are scored based on supporting documentation; failure to meet these or submit proof scores zero. Arithmetical errors are corrected; tenderers must confirm or accept changes. Reverse e-auction may apply. Objective criteria must be stipulated in the Invitation to Tender. No 'double dipping' of criteria. Tenderers must not be under any restriction to do business with Eskom or State-Owned Companies and must comply with all eligibility criteria in the Tender Data.

The scope is the provision of Loss Adjuster Services for ESCAP SOC LTD (a captive insurance company to Eskom Holdings) for a period of five (5) years. Tenderers must comply with the Invitation to Tender documents, including any annexures and additional requirements stated in the Tender Data. Standard Conditions of Tender and Tender Data do not form part of the contract. Tenderers must familiarize themselves with standardized specifications and other incorporated documents. Alternative tenders are only permitted if a main tender is also submitted and if allowed by the Invitation to Tender. Tenderers must demonstrate capability to perform loss adjuster services for a captive insurance company and handle Eskom’s requirements over the 5-year period.

Tenderers must ensure all submitted documents are complete, accurate, and meet the evaluation criteria. The Acknowledgement Form must be completed and submitted with the tender, clearly stating if the tender covers the whole or part of the scope. Tenderers are responsible for checking Invitation to Tender documents for discrepancies or omissions upon receipt.

Rates and prices must include all duties, taxes (including VAT), and levies applicable 14 days prior to the closing date. Prices must be fixed for the contract duration unless otherwise provided. Submit prices in South African Rand, unless instructed otherwise. Exchange rates and base dates are specified in the Invitation to Tender. Alternative tenders are only permitted if a main tender is submitted and if allowed. Corrections to pricing must be initialed by all signatories; do not use correction fluid or tape. Eskom will check for arithmetical errors and request confirmation or correction. Errors in line-item totals, decimal points, or additions will be corrected per Eskom’s rules. Designated materials and thresholds information must be submitted by contract award.

Include all duties, taxes (including VAT), and other levies in the rates, prices, and tendered total, using rates applicable 14 days prior to the closing date. Rates and prices must be fixed for the contract duration unless otherwise provided. Submit rates and prices in South African Rand, unless instructed otherwise; exchange rates and base dates are stipulated in the Invitation to Tender. Provide clarification on pricing if requested by Eskom during evaluation. Arithmetical errors may be corrected; tenderers must confirm or accept corrected prices. Insurance: Eskom’s cover may not be sufficient; tenderers must seek qualified advice. Security for performance: Indicate names of at least two financial institutions for obtaining required security; Eskom reserves the right to reject unsuitable institutions. Corrections to pricing must be initialed by all signatories; do not use correction fluid or tape. Designated materials and thresholds information must be submitted by contract award.

Comply with all relevant legislation and regulatory instruments, including National Treasury Instruction Notes, CIDB Regulations, PPPFA Regulations, Amended B-BBEE Codes, COIDA, and OHS Act. Provide proof of SHEQ (Safety, Health, Environment, and Quality) systems, policies, and capabilities by the closing date and time. CIDB registration: If stipulated in the Tender Data, tenderers must be registered with the CIDB at the closing date or capable of registration within 21 working days. Proof of CIDB registration (or application) is mandatory at submission; actual registration must be submitted by contract award. B-BBEE: Submit valid B-BBEE certificate/affidavit or CSD report by the closing date if it is a pre-qualification criterion. Failure to submit or fraudulent/expired documents result in disqualification. For PPPFA points, missing or invalid B-BBEE documents result in zero points. Sub-contractors’ B-BBEE status must also comply if sub-contracting is used. Submit SDL&I Undertaking by contract award. Misrepresentation or falsification of documents may lead to disqualification, suspension from state-owned company business for up to 10 years, or legal consequences. Contract Skills Development Goals (CSDG) and Contract Participation Goals (CPG) apply if the contract meets duration, value, or CIDB grading thresholds.

Tenderers must comply with the OHS Act and Eskom’s SHEQ (Safety, Health, Environment, and Quality) requirements. Proof of SHEQ systems, policies, and capabilities must be provided by the closing date and time. All SHEQ costs and personnel must be included in the tender. Misrepresentation or falsification of documents may lead to disqualification and legal consequences.

Eskom reserves the right to accept or reject any tender, cancel the tender process, or negotiate with selected tenderers. Tender validity must be maintained for the specified period and may be extended if requested; refusal to extend results in exclusion. Confidentiality must be maintained for all procurement-related matters. Tender documents may not be reproduced without Eskom’s consent. Eskom is not liable for any losses, claims, or damages arising from tender participation or process amendments. Contracts are prepared based on addenda, returnables, and negotiated changes. Both parties must sign the Form of Agreement.