Insurance broker services for ratlou local municipality’s short-term insurance portfolio (36-Month contract)

• General description: Appointment of an insurance broker to underwrite and manage the municipality's short-term insurance portfolio for 36 months.
• Key elements: The successful bidder must fill and sign a written contract form (MBD7). Bids must be submitted on official forms, delivered on time, and are subject to preferential procurement regulations.
• Tax compliance requirements detailed, including TCS PIN submission and foreign supplier questionnaire.
• The municipality requires a professional registered insurance company to provide and administer insurance for movable and immovable assets and councillor assets.
• Annexure/Assets Register and claim history will be provided via the e-tender portal.

• Supply Chain Management Enquiries: Contact Ipakeng Lekoto, Department: Budget and Treasury, Supply Chain Management Unit. Tel: 018 330 7000. Fax: 018 330 7047.
• Technical Enquiries: Contact Ester Mokoena. Tel: 018 330 7000. Fax: 018 330 7047.
• Submission Address: Not explicitly stated in extracted text; refer to tender documents for bid box location.

• Submit bids by the stipulated time to the correct address; late bids will not be accepted.
• Use official forms provided (not retyped) or submit online.
• Include all required returnable documents: Proof of CSD registration, valid Tax Compliance Status (TCS PIN or CSD number), certified copies of business registration, IDs of directors, registration with statutory bodies, proof of residence for directors and business premises (not older than three months), lease agreements if renting, municipal service payment statements, affidavits if business operates at directors' address, original/certified BBBEE certificate, company profile.
• Complete and include all mandatory SBD forms: MBD1 (Invitation to Bid), MBD2 (Tax Compliance PIN), MBD3.1 (Pricing Schedule), MBD4 (Declaration of Interest), MBD5 (Declaration for Procurement Above R10 million if applicable), MBD6.1 (Preference Points Claim Form), MBD7.1 (Contract Form), MBD8 (Declaration of Bidder’s Past SCM Practices), MBD9 (Certificate of Independent Bid Determination).
• Ensure all copies are certified.
• Bids must be valid for 90 days from the closing date.
• Failure to provide required particulars may render the bid invalid.

administrative compliance. The bidder is to indicate that the document is complete and included in the bid document by completing the table below. National Treasury Central Supplier Database? the bid document? Not applicable if downloaded on etender portal 3. Did you read and understand all pages of the bid document? 4. Did you complete the bid document in black ink? 5. Did you provide a certified copy of your business registration? industry e.g. (Electrical Contract Board) if applicable 8. Did you provide a covering letter? 9. Did you provide an original and valid tax compliance pin? (MBD2) Director/Members/Partners completed and singed? (Section 4) a Consortium or Joint Venture completed and Signed? 12. Is invitation to Bid completed and signed? (MBD 1) 13. Is the Declaration of interest completed and signed? (MBD 4) 14. Is the Declaration of Bidder's Past Supply Management Practices completed and signed? (MBD 8)

• Scope: Appointment of an insurance broker to underwrite and manage the short-term insurance portfolio of Ratlou Local Municipality for 36 months.
• Services include: Providing and administering insurance for movable assets, immovable assets, and special risk cover for councillors' assets.
• Key deliverables:
• Monthly reports on all claims paid and outstanding.
• Handling all aspects of claims; municipality will not communicate directly with insurers or legal advisors.
• Evaluating rejected claims based on policy wording and legal grounds.
• Ensuring insurance cover as instructed and advising on risks.
• Acting as representative with underwriters.
• Policy requirements: Improved policy wording on all classes, uniform deductible structure, Assets All Risks and Broad Form Liability policy wordings.
• Coverage must include: Special risks (historical thatch buildings, chlorine stations, fuel tanks, dams, electrical stations, wastewater works, plantations, fleet parking).
• Broad Form Third Party Liability coverage required, including environmental pollution.
• Motor fleet on annual adjustment basis.
• Event coverage for public events (motorcades, air shows, etc.) including Broad Form Public Liability, Emergency Medical Expenses, Employers Liability, Food & Drink, Spread of Fire, Statutory Legal Defence Costs, Temporary Structures, Wrongful Arrest & Defamation.
• Claims handling: Claim number within 24 hours of logging; feedback within 5 working days; 30 calendar days turnaround for claim outcome.
• Risk profile and sum insured details are provided in the document (e.g., buildings, office contents, business all risk, electronic equipment, public liability, employers liability, state benefits, motor sections).
• Specific inclusions: Roadside assistance for all vehicles, car hire for protocol/private vehicles, third-party liability up to R2.6 million for motor, SASRIA cover for 27 councillors.

• Bidders must provide proof of similar work experience via confirmation letters on letterhead from previous clients (purchase orders not accepted).
• Must be registered as a Financial Service Provider (FSP) and Financial Service Board (FSB).
• Company profile, registration with statutory bodies, and proof of directors' residence required.
• All documentation must be certified.

• Detailed sum insured values provided for various sections: Fire section (e.g., High Mast lights R65,340,000), Buildings Combined (e.g., Sports Facilities R57,782,500), Office Contents, Business All Risk, Electronic Equipment, Public Liability (limit R50 million), Employers Liability (limit R6 million), State Benefits (3x annual salary for all employees and councillors), Motor sections (vehicle counts and values).
• Specific inclusions: Roadside assistance, car hire, third-party liability up to R2.6 million, SASRIA cover for 27 councillors.
• Pricing schedule (MBD3.1) must be completed with firm prices, including VAT, delivery costs, and validity period.

• Pricing must be firm; non-firm prices or prices subject to exchange rate variations will not be considered.
• Submit detailed price schedule (premium) for the insured values for the 2026/2027 financial year (first 12 months).
• Premiums and excess payments must be shown separately; failure to do so renders the tender non-responsive.
• All premiums must be VAT inclusive.
• Broker’s fees and any administrative fees must be shown separately from insurance premiums.
• Pricing schedule must allow for premium per annum, including escalation if any, for extending the contract.
• Bid price must include all delivery costs.
• Offer must be valid for 90 days from the closing date.
• For procurements above R10 million (VAT included), bidders may need to submit audited annual financial statements for the past three years (as per MBD5).

• Mandatory registration on the National Treasury Central Supplier Database (CSD).
• Tax Compliance: Submit valid Tax Compliance Status (TCS PIN) or CSD number. Foreign suppliers must complete a pre-award questionnaire.
• B-BBEE: Submit original or certified BBBEE certificate from SANAS-accredited agencies or registered auditors (or for EMEs). Required to claim preferential points.
• Company registration: Certified copy of business registration certificate.
• Statutory registrations: Registration as an authorised financial service provider (FSP) and confirmation of compliance with the Financial Advisory and Intermediary Services Act (FAIS); certified copy of certificate must be attached.
• Directors’ documentation: Certified copies of IDs, proof of residence (not older than three months), lease agreements if renting, municipal service payment statements.
• Declaration of Interest (MBD4): No bids from persons in the service of the state; must disclose any relationships.
• Other declarations: MBD5 (if procurement above R10 million), MBD8 (past SCM practices), MBD9 (independent bid determination).
• All copies must be certified.

• B-BBEE requirements: Submit original or certified BBBEE certificate to claim preferential points.
• Specific goals points allocated in MBD6.1 for black-owned businesses (5 points), 50% or more disability-owned (3 points), 50% or more youth-owned (4 points), 50% or more women-owned (6 points).
• Verification via CSD reports or certified copies.

• Contract duration: 36 months (three years).
• Special conditions: Any deviations or limitations must be clearly stipulated per policy type. Normal excess as prevailing at time of quote applies to all policies.
• Broker responsibilities: Monthly claims reports, handling all claims aspects, evaluating rejected claims, providing technical advice, acting as representative with underwriters.
• Municipality reserves right to reconsider opinions and refer back to broker.
• Payment terms: Municipality undertakes payment within 30 days after receipt of invoice.
• Contract forms (MBD7.1 and MBD7.2) must be completed in duplicate and signed in original by both parties.
• General Conditions of Contract and any special conditions apply.

2.1 Bidders must ensure compliance with their tax obligations. 2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to enable the organ of state to view the taxpayer's profile and tax status. 2.3 Application for the tax compliance status (tcs) certificate or pin may also be made via e-filing. In order to use this provision, taxpayers will need to register with SARS as e-filers through the website www.SARS.GOV.ZA. 2.4 Foreign suppliers must complete the pre-award questionnaire in part b:3. 2.5 Bidders may also submit a printed tcs certificate together with the bid. 2.6 In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate tcs certificate / pin / csd number. 2.7 Where NO tcs is available but the bidder is registered on the central supplier database (csd), a csd number must be provided.

• Additional evaluation details: 80/20 preference point system applies. Functionality scoring as specified (similar work confirmation letters, FSP and FSB registration). Minimum 70% functionality score required to proceed. Price points awarded based on comparative formula.