Commercial fleet insurance for the electoral commission national office

Closing date: 7 December 2026 at 11:00

Briefing session: 19 November 2026 at 11:00 at Election House, Riverside Office Park, 1303 Huewel Avenue, Centurion (compulsory attendance may be required - not explicitly stated).

Enquiries:

• Contact: SCM (Supply Chain Management)
• Email: [email protected]
• Telephone: 012 622 5700

Submission address:

Election House

Riverside Office Park

1303 Huewel Avenue

Centurion

Submission method: sealed envelope or suitable container, deposited in the tender box or designated room at Election House, marked with the company name and tender reference number IEC/SS-03/2026.

Submission address: Election House, Riverside Office Park, 1303 Huewel Avenue, Centurion.

Closing time: 11:00 on 7 December 2026.

Bids must be completed in original ink; forms with photocopied signatures will be rejected.

Tender forms must not be retyped or substituted; photocopies are allowed but must be signed in ink.

No correction fluid, tape, or similar products may be used.

Bids received after closing or in the wrong box/room are late and set aside.

Bids by fax, email, post or telegraph will not be accepted.

Returnable forms (all must be completed, signed, and returned):

• Tender Questionnaire (pages 13-25 for subcontractors >25%) - company details, CSD number, B-BBEE status, and declarations.
• Financial information, deliveries and guarantees - financial standing and delivery terms.
• Bidder's Disclosure and Declaration - declares interests and confirms no collusion.
• POPIA Consent - consent to process personal information.
• Political Party Affiliation Declaration - discloses any affiliation with political parties, candidates, or contestants.
• B-BBEE certificate/affidavit and supporting documents if claiming preference points.

Disqualification risks:

• Non-compliance with tender rules.
• Failure to attend a compulsory briefing session (if applicable).
• Failure to return all applicable pages signed/initialled.
• Completing forms in pencil or failing to complete in original ink.
• Unsigned alterations or use of correction fluid on prices.
• Failure to complete all pricing schedules.
• Failure to register on the CSD.
• Non-compliant tax status.

Preference point system: 80/20 (estimated value not exceeding R50,000,000).

Scoring split:

• Price: maximum 80 points.
• Specific goals (B-BBEE status level): maximum 20 points, allocated per the statutory table (e.g. Level 1 = 20 points, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, non-compliant = 0).

Award: lowest acceptable bid, market-related, subject to compliance with all requirements and due diligence on capacity and capability.

Points rounded to 2 decimal places; ties broken by highest specific-goal score, then by drawing of lots.

Mandatory evaluation criteria (non-scored): bidders must not fill in evaluation criteria; compliance with specifications and conditions is assessed.

The Electoral Commission requires commercial fleet insurance for its national office fleet.

The insurer must cover the Electoral Commission's fleet of vehicles used in its operations across approximately 270 municipal electoral offices, 9 provincial offices, and 10 warehouses at national and provincial level.

All tools and equipment needed must be supplied by the successful bidder.

The bid must be for firm prices and delivery periods.

The successful bidder must enter into a service level agreement (SLA) with the Electoral Commission.

Pricing schedules must be completed in full; incomplete schedules lead to disqualification.

Prices must be all-inclusive of VAT (if VAT-registered) and firm unless stated otherwise.

Unconditional discounts may be considered in evaluation; other discounts apply for payment.

Where pricing is not charged, mark N/A.

Rates and prices must be entered correctly; alterations must be signed/initialled.

Pricing:

• Prices must be all-inclusive, including VAT for VAT-registered vendors; non-VAT vendors cannot charge VAT.
• Firm prices required; adjustments only for statutory tax/duty changes.
• Incorrect or incomplete pricing schedules lead to disqualification.

Payment:

• Payment within 30 days of receiving a valid invoice and statement.
• Banking details must be correct on the CSD.

No bid security or guarantees are specified in the available text.

CSD registration: Mandatory; bidders must be registered on the National Treasury Central Supplier Database before submitting; failure invalidates the tender.

Tax compliance: Must be tax compliant at time of award; status verified via CSD (SARS TCS).

B-bbee:

• EMEs (revenue up to R10m): must submit CIPC B-BBEE certificate or sworn affidavit (unless sector code applies).
• QSEs (revenue up to R50m): if at least 51% black-owned, submit B-BBEE QSE sworn affidavit; if ≤50% black-owned, submit SANAS-accredited B-BBEE status level certificate.
• Other entities: submit SANAS-accredited B-BBEE status level certificate.
• Supporting ownership documents (share certificates, IDs, EEA1 for people with disabilities, financial year-end disclosure) required.
• Failure to submit B-BBEE evidence results in zero specific-goal points.

Political party affiliation: Bidders affiliated with registered political parties, candidates, or contestants may be excluded.

Foreign bidders: must answer questionnaire on South African residency, branch, taxation; if not resident, not required to register for SARS TCS PIN.

Employment Equity: Bidders must comply with EEA chapters II and III (if designated employer) and attach relevant certificate.

No specific health and safety requirements are stated in the tender document.

Payment terms: within 30 days of receipt of valid invoice and statement.

Subcontractors doing more than 25% of work must complete forms 13-25 (questionnaire, financial, guarantees, disclosure, POPIA, political party affiliation).

Bids must be firm prices; price adjustments only for statutory tax/duty changes.

Guarantees may be required as per bid specification (not explicitly stated).

The Commission may cancel for non-performance and recover costs.

Invoices must match CSD registration details.

Force majeure applies only if proven and reported.

80/20 scoring system applies (price 80, specific goals 20).

Specific goals points per B-BBEE level as per regulation.

Award to lowest acceptable market-related bid after due diligence.

Ties broken by higher specific goal points, then by lot.