Khc provision of insurance services – comprehensive cover, 80/20 preference points, closing 29 september 2026

Closing date: 30 September 2026 at 12:00

Bid documents available from 10 September 2026

No compulsory briefing or site visit (marked N/A)

SCM enquiries:

• Contact: Ms. N. Maseme
• Email: [email protected]
• Telephone: 047 401 6400 / 6437

Technical enquiries:

• Contact: Ms. L. Madalane
• Email: [email protected]
• Telephone: 047 401 6400 / 6435

Submission address:

King Hintsa TVET College, Administration Centre

218 Mthatha Road, N2

Butterworth, 4960

Submission method: sealed tender box only.

• Tender box location: King Hintsa TVET College, Administration Centre, 218 Mthatha Road, Butterworth, 4960.
• Deposits accepted Monday to Thursday 08:00–16:30 and Friday 08:00–14:00.
• No faxed, posted, emailed or late bids accepted. Courier deliveries must be placed in the tender box, not left with reception. Bids in the wrong tender box are rejected.
• Use the official bid forms; do not retype. Complete in black ink; no correction fluid/tape.
• Each page of the bid document must be initialled/signed where appropriate.
• Returnable forms (all must be completed and signed):
• SBD 1 (Invitation to Bid): bidder and contact details, signed as cover page.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the procuring institution; false disclosure disqualifies.
• SBD 8 (Past SCM Practices): declares any prior abuse, fraud, or contract termination.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• SBD 6.1 (Preference Points Claim): claims specific-goal points; incomplete form scores 0.
• Authority to sign / company resolution: proof of signatory authority.
• Mandatory supporting documents: original SARS tax clearance or tax PIN; certified CIPC registration; shareholder/ownership proof; CSD registration proof; IISA, IRMSA, FSCA, FIA membership proof; underwriter agreement letter; company profile with references; certified ID copies of directors.
• POPIA consent: submitting a bid consents to processing of personal information for evaluation and audit; withdrawal must be in writing to SCM.

Three-stage evaluation:

• Stage 1 – Mandatory compliance: all listed documents must be submitted; failure leads to immediate disqualification.
• Stage 2 – Functionality (minimum qualifying score: 70/100):
• Company Experience (40 points): reference and appointment letters for similar projects worth at least R500,000 each, completed in South Africa in the past 5 years. 5 letters = 40, 4 = 30, 3 = 20, 2 = 10, 0–1 = 0.
• Technical Expertise (40 points): Project Leader with risk management experience and relevant qualifications. More than 10 years = 40, 6–10 = 30, 3–5 = 20, 0–2 = 0. CV and certified qualifications/ID required; minimum 3 years leading similar projects.
• Methodology (20 points): proposal and implementation plan aligned with objectives, including after-hours service and exception resolution = 10; organogram aligned with methodology = 10.
• Financial Access (10 points): valid bank rating letter = 10; none = 0.
• Stage 3 – Preference points (80/20 system): 80 points for price, 20 for specific goals.
• Price in South African Rand, inclusive of VAT. No hidden costs accepted.
• Specific goals: Black ownership (10), woman ownership (4), youth ownership (4), disability (2).
• SBD 6.1 must be fully and accurately completed; otherwise 0 points for specific goals.

The college requires a service provider to arrange, negotiate and administer short-term insurance covers for all college assets and students for 36 months. The scope includes:

• Assets insurance: fire and allied perils, electronic breakdown, electronic equipment, stock, stock in transit (SA, offshore, African countries), motor fleet (comprehensive, third-party, road assistance, panel beating, mechanical breakdown), money, movable assets.
• Management and officers' liability: fidelity guarantee, management liability, public liability.
• Group personal accident: for board, committee members and officials.
• Corporate travel: local and international business travel.
• Events liability: for college events, including hired equipment.
• Business interruption: linked to property damage perils.
• Professional indemnity: for officials' negligence.
• Project specification: grant programmes, technical training, beneficiaries in transit.
• Structural building repairs and maintenance: plumbing, roofing, electrical, HVAC, fire systems, backup power.

Deliverables include arranging cover, negotiating premiums, issuing invoices, monitoring payments, claims administration, monthly reports, risk advice, and policy documentation.

Bidders must demonstrate understanding of project objectives through a detailed proposal and implementation plan, including after-hours service and exception resolution. Provide team organogram and roles. Scored under functionality (10 points each).

Company experience: reference letters and appointment letters for similar projects worth at least R500,000 each, within past 5 years in South Africa. Project Leader: risk management experience, relevant qualifications, CV, certified qualifications and ID, minimum 3 years leading similar projects.

Pricing schedule with insured values as listed. Monthly premiums to be quoted per portfolio. Total monthly cost excl. VAT, add 15% VAT, multiply by 36 months for total bid price. Prices valid 120 days. Complete in non-erasable ink.

Pricing schedule with insured values per portfolio:

• Furniture and fittings: R12,399,876
• Other equipment: R12,951,713
• IT equipment: R29,279,928
• Motor/fleet: R10,930,938.93
• Infrastructure assets: R22,036,032
• Buildings: R62,201,194
• Biological assets: R50,000
• Students: death R30,000, injury R10,000, disability R50,000, emergency R20,000 (2,630 students)
• Total monthly premium (excl. VAT) to be quoted; add 15% VAT; total bid price = monthly incl. VAT × 36 months.
• Prices valid for 120 days.
• Complete in non-erasable ink; no correction fluid.
• No bid security, bond, or retention specified.

Mandatory compliance (failure disqualifies):

• Original SARS tax clearance certificate or valid tax PIN (each JV partner individually).
• Certified CIPC registration (certification not older than 6 months).
• Proof of shareholder certificate / ownership (each JV partner individually).
• Proof of CSD registration.
• Proof of membership with IISA, IRMSA, FSCA, and FIA.
• Letter/agreement from underwriter confirming coverage.
• Company profile with relevant experience and contactable references.
• Certified ID copies of directors (not older than 6 months).
• Bidders must not be persons in the service of the state.
• Tax compliance: submit SARS TCS PIN or CSD number; each JV/consortium party must submit separately.

No specific OHS requirements stated beyond insurance covers for structural repairs and maintenance (e.g., fire systems, electrical, HVAC).

Contract period: 36 months (the specification text mentions an 8-month period from 1 May 2026 to 31 May 2026, but the bid title and pricing schedule state 36 months; the 36-month period governs the bid price).

• General Conditions of Contract (GCC) apply.
• Successful bidder must sign a written contract form (SBD 7).
• The bid is subject to the Preferential Procurement Policy Framework Act and its regulations.
• No specific termination or penalty clauses stated in the extracted text.

POPIA: submitting a bid consents to processing of personal information for procurement, evaluation, and audit. Bidder warrants consent for any third-party personal information. KHTVETC may verify information via CSD and other regulatory bodies. Consent withdrawal must be in writing to SCM. Information retained per KHTVETC Records Retention Policy.

Mandatory compliance documents: original SARS tax clearance or tax PIN; certified CIPC registration; shareholder/ownership proof; CSD registration; fully completed bid document (each page initialled); IISA, IRMSA, FSCA, FIA membership proof; underwriter agreement letter. Other requirements: company profile with references; certified ID copies of directors (not older than 6 months).

Three-stage evaluation: Stage 1 compliance; Stage 2 functionality (minimum 70/100); Stage 3 price and specific goals (80/20). Functionality scoring: company experience (40), technical expertise (40), methodology (20), financial access (10). Specific goals: black ownership (10), woman ownership (4), youth ownership (4), disability (2).