Appointment of insurance broker for comprehensive insurance cover – freedom park tender (gauteng)

Closing date: 20 November 2026 at 11:00

Compulsory briefing: none indicated

No site visit is scheduled.

No compulsory briefing session is indicated for this tender. The closing date is 20 November 2026 at 11:00.

Technical enquiries:

• Contact: Ms Daphney Theaker
• Telephone: 012 336 4049 / 4057
• Email: [email protected]

Supply Chain enquiries:

• Contact: Mr Edward Buthelezi
• Telephone: 012 336 4003
• Email: [email protected]

Submission address:

Freedom Park Administration Building

Cnr Koch & 7th Avenue

Salvokop

Pretoria, 0001

Submission method: sealed envelope placed in the tender box at the Freedom Park Administration Building, Cnr Koch & 7th Avenue, Salvokop, Pretoria, 0001. Envelope must bear the correct tender identification details. Bids received after the closing date and time will not be considered. Bids must be submitted on the official forms provided (not re-typed) and completed in black ink only. The bid must remain valid for 120 days after the closing date.

Returnable documents (neatly bound with annexures):

• SBD 1 (Invitation to Bid): signed as the offer cover page with bidder details.
• SBD 2 (Tax Clearance Certificate): original, valid tax clearance certificate or SARS TCS PIN; certified copies not accepted.
• SBD 3.3 (Pricing Schedule): completed broker fee schedule.
• SBD 4 (Declaration of Interest): declares whether any director or shareholder is employed by the state or connected to the procuring institution; failure to disclose all CSD-registered active companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 or 90/10 system.
• Company registration certificate (CIPC).
• CSD report.
• Comprehensive proposal responding to functionality.
• Government Procurement General Conditions of Contract.
• Certificate of Authority for Signatory: proof of authority to sign the bid, appropriate to the entity type (company, partnership, one-person business, close corporation, or joint venture).

Disqualification risks:

• Any pages removed from the bid document, or submission of a copy instead of the original bid document.
• Bid completed in pencil (only black ink accepted).
• Attempting to influence the evaluation or award.
• Submission after the closing date and time.
• Unsatisfactory performance on a previous contract with Freedom Park or any organ of state within the last five years, after written notice.
• Bidder or any director being in the service of the state.
• Bidder or any director listed on the Register of Bid Defaulters under the Prevention and Combating of Corrupt Activities Act 2004.
• Abuse of the Freedom Park Supply Chain Management System.
• Failure to complete and sign the Certificate of Independent Determination, or providing wrong information.

Evaluation is in three phases:

Phase 1 – Mandatory evaluation: Bidders must confirm compliance with all mandatory requirements and substantiate each with supporting evidence cross-referenced to the requirement. Failure results in disqualification without further evaluation. Mandatory items: FSCA registration as a Financial Service Provider (proof required); Team Leader's FAIS Regulatory Examination certificates (RE1 and RE5); CSD report; tax clearance/Tax PIN; B-BBEE certificate; financial statements; CIPC registration documents.

Phase 2 – Technical/Functional evaluation: Bidders must achieve at least 75% of the total functional points (minimum qualifying score of 75/100) to proceed to Phase 3. Functional criteria:

• Bidder experience (20 points): 0 for no experience; 2 for less than 3 years; 4 for less than 4 years; 5 for 5 years and above (company profile required to substantiate).
• Bidder references (20 points): contactable reference letters within the past ten years for short-term insurance brokerage; letters must be on client letterhead, indicate asset value insured, and start and end dates. Scoring: 0 below R100 million; 2 between R100M and R300M; 3 between R300M and R500M; 4 between R500M and R800M; 5 above R800M.
• Claims management process (30 points): 0 for none; 3 for generic; 5 for comprehensive (must cover online claim logging, agreement of loss, turnaround times, report extraction).
• Key personnel resources (10 points each for Director/Regional Manager, Key Account Manager, Claims Manager): 0 for no CV and qualification; 3 for CV with qualification but less than 15 years' experience; 5 for CV with qualification and more than 15 years' experience. Director/Regional Manager and Key Account Manager require minimum 15 years' industry experience; Claims Manager requires minimum 10 years.

Phase 3 – Pricing and preference calculation: Price points under the applicable preference system (80/20 or 90/10) plus specific goals points. Pricing is firm for the contract period.

Freedom Park requires the appointment of an experienced insurance broker for three (3) years to manage its comprehensive short-term insurance portfolio.

Core responsibilities:

• Risk assessment and evaluation/recommendation of insurance cover.
• Negotiation of insurance premiums.
• Management and administration of all risk cover.
• Administration of all insurance claims.
• Development of detailed customised claim processes.
• Compile a claims procedural manual.
• Handle day-to-day correspondence and queries.
• Keep Freedom Park updated on legislative insurance amendments via engagements, reports or workshops.
• Maintain an electronic claims management system.
• Attend site meetings for large or potentially large claims (costs for the broker's account; Freedom Park may provide accommodation at its cost subject to availability).

Classes of insurance to be covered (current insured values, VAT inclusive):

• Fixed assets (total R 847 175 957): buildings and contents R 618 299 466; furniture and fittings R 41 591 444; machinery and equipment R 15 057 417; artwork R 10 853 899; library material R 1 509 777; motor vehicles R 1 190 767; computer equipment R 21 717 951; infrastructure R 136 955 236. Cover at gross replacement value; see Annexure A for asset list.
• Business interruption (loss of income, fixed/operating/working expenses).
• Employment Practices Liability: R 1 000 000.
• Directors and Officers liability.
• Fidelity Guarantee/Commercial Crime (employee dishonesty, computer fraud, fraudulent transfers).
• Group Personal Accident (employees, volunteers, authorised participants).
• Cyber liability (data breaches, cyber-attacks, unauthorised access).
• Heritage assets: R 8 017 203 (artefacts, fossils, artworks, irreplaceable objects).
• Riot & Strike (SASRIA) cover.
• Events liability: R 30 million.
• Motor Fleet: 3 vehicles with current retail value R 1 190 767; all comprehensively insured; discounted vehicle rental on claims.

Claims history is provided as indicative only in Annexure B.

Bidders must propose a reputable insurance provider as part of their submission.

Mandatory personnel qualifications:

• Team Leader must hold FSCA FAIS Regulatory Examination certificates RE1 and RE5.
• Director/Regional Manager: minimum 15 years' industry experience.
• Key Account Manager: minimum 15 years' industry experience.
• Claims Manager: minimum 10 years' industry experience.

Each key person must submit a comprehensive CV with relevant qualifications; CVs may include professional body membership names and numbers where applicable.

Functional scoring for personnel:

• 0 points: no CV and no qualification.
• 3 points: CV and qualification but less than 15 years' experience (for the two roles requiring 15 years).
• 5 points: CV and qualification with more than 15 years' experience.

The same scoring applies to the Claims Manager but based on the 10-year minimum.

Pricing is submitted on SBD 3.3 (Professional Services) with firm prices. The only item is the Broker Fee (VAT inclusive). Bidders must also include a detailed quotation on their company letterhead. The broker fee escalates annually in line with CPI.

Pricing corrections: any change must be made by drawing a line through the incorrect entry, writing the correct entry above in black ink, and signing next to the correction. Erasures or painted-out entries render the bid unacceptable.

All amounts are in South African Rand including all applicable taxes.

Pricing format: firm prices (SBD 3.1). The price schedule is a single broker fee item, VAT inclusive. Bidders must also submit a detailed quotation on their company letterhead. Annual escalation of the broker fee is in line with CPI.

No bid security, performance bond, or retention is specified.

Financial statements are a mandatory submission requirement.

Mandatory compliance requirements (must be submitted as proof):

• CSD registration (only bidders registered on the Central Supplier Database with a CSD number will be considered).
• Valid tax clearance certificate or SARS TCS PIN. Original required; certified copies not accepted. For joint ventures/consortia/sub-contractors, each party must submit separate tax clearance/CSD.
• FSCA registration as a Financial Service Provider (submit proof).
• Team Leader's FAIS Regulatory Examination certificates (RE1 and RE5).
• B-BBEE certificate.
• Financial statements.
• CIPC registration documents.
• Company registration certificate.

Disqualification and eligibility conditions:

• Bidders with directors, managers, principal shareholders or stakeholders in the service of the state are not eligible.
• Bidders or directors listed on the Register of Bid Defaulters or the List of Restricted Suppliers are disqualified.
• Bidders who have abused the Freedom Park Supply Chain Management System are disqualified.
• Failure to disclose all CSD-registered active companies linked to any director leads to disqualification.
• The bid must be signed by a person with authority; proof of authority (e.g. company resolution) must be submitted.

Standard forms:

• SBD 6.1 Preference Points Claim: claims B-BBEE specific goal points; false claims may lead to disqualification, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

B-BBEE preference points under PPPFA:

• 100% Black owned: 8 points.
• 51% – 99% Black owned: 6 points.
• 100% women owned: 8 points.
• 51% – 99% women owned: 6 points.
• 100% youth owned: 3 points.
• 51% – 99% youth owned: 2 points.
• 2% owned by Persons with Disabilities: 1 point.

The applicable preference point system (80/20 or 90/10) is to be confirmed by the organ of state; bidders must indicate how they claim each goal. Supporting proof must be submitted with the bid; failure to do so means points are not claimed. False claims may lead to disqualification, contract cancellation, restriction from state business for up to 10 years, and criminal prosecution.

Contract period: three (3) years for the provision of comprehensive insurance brokerage services. The broker fee is firm for the period with annual escalation in line with CPI. The contract is subject to the Preferential Procurement Policy Framework Act, the General Conditions of Contract (GCC), and any applicable special conditions. The successful bidder will be required to sign a written contract form (SBD 7).

Costs for attending site meetings for large claims are for the broker's account and must be included in the service fee; Freedom Park may provide accommodation at its cost subject to availability.

Bids must remain valid for 120 days after the closing date.

Mandatory requirements (must be met or the bid is disqualified):

• Registration on the Central Supplier Database (CSD) with a valid CSD number.
• Proof of FSCA registration as a Financial Service Provider.
• Team Leader's FAIS RE1 and RE5 certificates.
• Valid tax clearance certificate or SARS TCS PIN.
• B-BBEE certificate.
• Financial statements.
• CIPC registration documents.

Eligibility exclusions:

• Persons in the service of the state, or companies/close corporations with directors/members in the service of the state, are not considered.
• Bidders or directors listed on the Register of Bid Defaulters or the List of Restricted Suppliers are disqualified.
• Bidders who have abused Freedom Park's Supply Chain Management System are disqualified.

Evaluation proceeds in three phases: mandatory compliance, technical/functional scoring (minimum 75% required), and pricing/preference points. Functional scoring details are as per the standard evaluationCriteria section. Price points are calculated using the PPPFA formula (80/20 or 90/10). Preference points for specific goals are added to price points for the final score.