Provision of compensation for occupational injuries and diseases (coid) claims administration and related services for a period of three (3) years, with the possibility of extension of a further two (2) years based on budget and performance.

Closing: 22 October 2026 at 11:00

Briefing session: 15 October 2026 at 11:00 — not compulsory, virtual

Clarification questions deadline: 16 October 2026 at 23:59

Acquisition issue date: 07 October 2026

Bid validity: 90 days from the closing date

Briefing session

• Date and time: 15 October 2026 at 11:00
• Compulsory: no
• Format: virtual
• Link: https://teams.microsoft.com/meet/396995726751280?p=cvUwaeGEfNDUWYxpxD
• Bidders must join on time; the representative must be sufficiently qualified to relay and communicate briefing discussions accurately.
• Bidders must have their CSD supplier number available to register for the session.
• Clarification questions are submitted through the SAMRC Supplier Portal; deadline 16 October 2026 at 23:59.

Enquiries

• Department: Supply Chain Management
• Telephone: 0219380396
• Email: [email protected]

SAMRC head office

Francie van Zijl Drive

Parow Valley

Tygerberg

7505

Telephone: 0219380911

Email: [email protected]

POPIA complaints

• SAMRC Information Officer: [email protected]
• Information Regulator: [email protected]

Submission channels

• Online through the SAMRC Supplier Portal: https://scmportal.samrc.ac.za
• Or electronically/in writing by email to [email protected]
• Closing: 22 October 2026 at 11:00
• Bidders must quote acquisition number 00100225245OR when submitting.
• Portal registration requires the bidder's CSD supplier number and CSD unique registration reference number.
• All pages of the submission must be initialled.

Returnable documents (all must be completed, signed and attached)

• Acceptance of the terms and conditions of bidding.
• Bidder's Disclosure.
• SBD 6.1 Preference Points Claim Form.
• Form of Offer.
• General Conditions of Contract.
• POPIA compliance consent.
• B-BBEE status level verification certificate or sworn affidavit.
• Valid original or certified COIDA Letter of Good Standing, or a letter if none is held.
• Proof of authority from the OEM and from the OSM to sell, distribute, implement and support their products.
• At least three written, contactable references.
• Joint venture legal agreement, where applicable.
• CIDB certificate, where applicable.

Disqualification risks

• Late or incomplete submissions are not accepted.
• Proposals above R1 000 000 including VAT are not accepted, regardless of VAT registration.
• A bidder who has subsequently registered for VAT without submitting updated VAT details will not be accepted.
• Failure to provide or comply with any of the stated particulars may render the bid invalid.

Mandatory returnable documents (must be completed, signed and attached)

• Signed acceptance of the terms and conditions of the RFP.
• Bidder's Disclosure.
• SBD 6.1 Preference Points Claim Form.
• B-BBEE certificate or affidavit, where applicable.
• CIDB certificate, where applicable.
• COIDA certificate, or a letter if no COIDA certificate is held.
• Signed POPIA compliance consent.

Submission

• Online through the SAMRC Supplier Portal (https://scmportal.samrc.ac.za), or electronically/in writing by email to [email protected], by 22 October 2026 at 11:00.
• Bidding documents are available under bid number 00100225245OR on the SAMRC Supplier Portal.
• Bidders must sign up on the Supplier Portal with their CSD supplier number and unique registration reference number to access the acquisition, submit clarification questions, register for a briefing session and submit a response.
• Documents included in the bid pack: Bid Notice and Invitation to Bid, Bid Data, Bidder's Disclosure, SBD 6.1 Preference Points Claim Form, Detailed Terms of Reference, and POPIA compliance.

System: 80/20 preference point system (PPR 2022), two-stage bidding.

• Price: 80 points
• Preference (specific goals): 20 points
• Total: 100 points

Preference points (20)

• Black shareholding: 0% = 0; up to 50% = 5; above 50% = 10
• Black female shareholding: 0% = 0; up to 50% = 3.5; above 50% = 7
• 51% or more black-owned EME: 3 points
• A B-BBEE certificate or affidavit must accompany the proposal to claim preference points; without it, preference points are not claimed.

Functionality (100 points)

• Company profile and relevant experience: 20 — core business, 5 to 10 years' experience and a demonstrable track record in COID claims administration, occupational injury and disease claims, annual assessments, compensation insurance or related risk-based services.
• Key personnel, account management and technical capacity: 20 — a suitably experienced account manager and dedicated key technical staff for COID claims, annual assessments, system support, technologies, reporting, training and advisory services.
• Methodology, implementation plan and service delivery approach: 30 — onboarding, data migration, claim administration, monthly reporting, annual assessments, escalation of outstanding matters, communication with SAMRC, continuity of service over the contract period, and provision of compensation and ad hoc risk technology services.
• Electronic claims system and reporting capability: 15 — electronic claim submission, tracking, status updates, reporting, statistics, secure access for authorised users, and management of historical and current claim records.
• References for similar services: 15 — at least three contactable references for comparable COID claims administration, occupational injury and disease claims, annual assessment, compensation insurance or related risk-based services.

Scope

• Provision of Compensation for Occupational Injuries and Diseases (COID) claims administration and related services for the SAMRC.
• Contract period: three years, with a possible extension of a further two years subject to budget and performance.
• Item 10593: COID Link Risk Services, quantity 1 EA, vatable.

Services required

• COID claims administration and handling of occupational injury and disease claims.
• Annual assessments.
• Compensation insurance and related risk-based services.
• Compensation and ad hoc risk technology services.
• Electronic claims system covering claim submission, tracking, status updates, reporting, statistics, secure access for authorised users, and management of historical and current claim records.
• Onboarding and data migration.
• Monthly reporting and escalation of outstanding matters.
• Training and related advisory services.
• Continuity of service across the contract period.

Delivery

• Delivery to the SAMRC delivery address.
• No goods may be delivered or services rendered before an official order is received.
• Successful bidders must provide proof of delivery (signed delivery note or job card) with invoices for payment.

Methodology, implementation plan and service delivery approach (30 points)

• Onboarding and data migration.
• Claim administration.
• Monthly reporting.
• Annual assessments.
• Escalation of outstanding matters.
• Communication with SAMRC.
• Continuity of service over the contract period.
• Provision of compensation and ad hoc risk technology services.
• Dedicated account manager and key technical staff for COID claims, annual assessments, system support, technologies, reporting, training and advisory services.

Company profile and relevant experience (20 points)

• Company profile and core business.
• 5 to 10 years' experience and a demonstrable track record in COID claims administration, occupational injury and disease claims, annual assessments, compensation insurance or related risk-based services.

Key personnel, account management and technical capacity (20 points)

• A suitably experienced account manager and dedicated key technical staff to manage COID claims, annual assessments, system support, execute technologies, reporting, training and related advisory services.

Pricing

• All-inclusive prices per item, fixed and firm, rounded to two decimal places.
• VAT-registered bidders show unit prices excluding VAT and totals inclusive and exclusive of VAT; non-VAT-registered bidders quote excluding VAT.
• Proposals above R1 000 000 including VAT are not accepted.
• Price validity: 90 days from the closing date.
• Exchange rates quoted in the declaration certificate will be verified.
• Bidders must state acquisition number 00100225245OR when submitting by email to [email protected].
• Non-delivery at purchase order stage results in the company being flagged for performance and reported to National Treasury.

Pricing

• All-inclusive prices per item; fixed and firm, rounded to two decimal places.
• VAT-registered bidders must show unit prices excluding VAT and the total both inclusive and exclusive of VAT.
• Non-VAT-registered bidders must quote excluding VAT.
• Price validity: 90 days from the closing date.
• Proposals above R1 000 000 including VAT will not be accepted, regardless of VAT registration.
• Exchange rates quoted in the declaration certificate will be verified.

Payment

• 30 days from date of statement.
• No prepayment is allowed for orders placed.

Contract risk

• If a bidder withdraws at purchase order stage or fails to fulfil the contract, SAMRC may cancel and recover any additional expense incurred, including by set-off against money due or any performance guarantee or deposit furnished.
• Non-delivery at purchase order stage results in the company being flagged for performance and reported to National Treasury.

Eligibility

• Registered on National Treasury's Central Supplier Database, with a CSD summary report submitted as proof.
• Tax compliant at time of award; tax compliance status is checked on the CSD at award.
• Consortium, joint venture or subcontractor parties must each submit a separate CSD number.
• Bidders, their directors or members must not be persons in the service of the state, unless proof of authority to undertake remunerative work outside public-sector employment is provided.
• Valid original or certified COIDA Letter of Good Standing.
• Proof of authority from the OEM to sell, distribute and support its products.
• Proof of authority from the OSM to sell, distribute, implement and support its products.
• At least three written, contactable references.
• Joint venture legal agreement where the proposal is a joint venture.
• Valid B-BBEE status level verification certificate or sworn affidavit.
• CIDB grading 1 or 2 for all classes of construction works; proposals from constructors not registered on CIDB, or without active CIDB status, will be rejected.
• Signed POPIA compliance consent.

Disqualification

• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers results in automatic disqualification.
• Failure to disclose all CSD-registered active companies linked to all directors leads to disqualification.
• Bidders who consistently do not respond to acquisition invitations may be excluded from future invitations.
• A bidder who believes the specification is based on a specific brand must inform SAMRC before the closing date.

Preference points (80/20 system, 20 points)

• Black shareholding: 0% = 0; up to 50% = 5; above 50% = 10
• Black female shareholding: 0% = 0; up to 50% = 3.5; above 50% = 7
• 51% or more black-owned EME: 3 points

Evidence

• A valid B-BBEE status level verification certificate or a sworn affidavit must be submitted with the proposal to claim preference points.
• EMEs claiming the 51% or more black-owned goal must provide a valid B-BBEE scorecard or sworn affidavit verifying EME status and black ownership.
• Failure to submit the required proof means preference points are not claimed.
• SAMRC may require a bidder to substantiate any preference claim before or after adjudication.

Contract period: three years, with a possible extension of a further two years subject to budget and performance.

• Payment terms: 30 days from date of statement; no prepayment for orders placed.
• Purchases are made through an official order form; no delivery or service may take place before an official order is received.
• SAMRC is not obliged to accept the lowest or any alternative proposal, may accept part or whole of any proposal, cancel the bid, or accept multiple bids for the same product.
• If a bidder withdraws at purchase order stage or fails to fulfil the contract, SAMRC may cancel and recover additional expense incurred, including by set-off against money due or any performance guarantee or deposit furnished.
• Non-delivery at purchase order stage results in the company being flagged for performance and reported to National Treasury.
• Bidders who consistently do not respond to acquisition invitations may be excluded from future invitations.

Eligibility criteria

• Registered on National Treasury's Central Supplier Database, with a CSD summary report submitted.
• Tax compliant at time of award.
• Signed acceptance of the terms and conditions of bidding.
• Bidder's Disclosure completed and signed.
• SBD 6.1 Preference Points Claim Form completed and signed.
• Form of Offer completed and signed.
• General Conditions of Contract completed and signed.
• Valid original or certified COIDA Letter of Good Standing.
• Proof of authority from the OEM to sell, distribute and support its products.
• Proof of authority from the OSM to sell, distribute, implement and support its products.
• At least three written, contactable references.
• Joint venture legal agreement where the proposal is a joint venture.
• Valid B-BBEE status level verification certificate or sworn affidavit.

Functionality criteria (100 points)

• Company profile and relevant experience: 20 — company profile, core business, 5 to 10 years' experience and a demonstrable track record in COID claims administration, occupational injury and disease claims, annual assessments, compensation insurance or related risk-based services.
• Key personnel, account management and technical capacity: 20 — a suitably experienced account manager and dedicated key technical staff to manage COID claims, annual assessments, system support, execute technologies, reporting, training and related advisory services.
• Methodology, implementation plan and service delivery approach: 30 — clear approach to onboarding, data migration, claim administration, monthly reporting, annual assessments, escalation of outstanding matters, communication with SAMRC and continuity of service over the contract period; provision of compensation and ad hoc risk technology services.
• Electronic claims system and reporting capability: 15 — ability to provide an electronic system for claim submission, tracking, status updates, reporting, statistics, secure access for authorised users and management of historical and current claim records.
• References for similar services: 15 — at least three contactable references for similar COID claims administration, occupational injury and disease claims, annual assessment, compensation insurance or related risk-based services.