Appointment of insurance brokers for ppecb – RFP in western cape

PPECB seeks to appoint a South African insurance broker to provide insurance services across all aspects of PPECB's operations, including professional insurance advice, assistance with corporate insurance portfolio requirements, placement of risks in local or international insurance markets, coverage for goods in transit and emerging liability risks, and management of insurance policies, cover limits, terms, conditions, warranties, endorsements, exclusions, and renewals. The broker must also provide annual insurance portfolio reviews and additional insurance-related services as necessary, and extend cover to members of the Board, executive management, and officers of PPECB, including independent expert members on Board Committees, in accordance with minimum cover requirements.

{"closingDate":"08 September 2026","closingTime":"11h00"}

{"name":null,"email":"[email protected]","phone":"+27 21 930 1134","department":null,"address":null}

Returnable Documents: Failure to submit the following mandatory documentation will result in the disqualification of your

Mandatory returnable documents include: SBD 1 – Invitation to Submit Proposal, SBD 4 – Bidder Declaration, SBD 6.1 – Preference Point Claim Form, valid B-BBEE Certificate, Joint Venture Agreement (if applicable) including split of work and rand value signed by both parties, SBD 3.3 – Pricing Schedule, and proof of authority to sign the bid. Technical and pricing proposals must be submitted in two separate sealed envelopes, with the technical proposal including a compliance schedule and the pricing proposal including the pricing schedule in MS-Excel format. Both hard copy and electronic submissions via Microsoft OneDrive are required.

Bidders must be registered on the Central Supplier Database (CSD) and provide their Master Registration Number (Supplier MAAA Number) in SBD1. They must hold a valid FSP licence under the FAIS Act and provide written confirmation from underwriters authorising them to market, arrange, place, and service their products. Bidders must submit a valid B-BBEE certificate (or consolidated certificate for joint ventures/consortia). Tax compliance must be demonstrated (Tax Compliance Pin Certificate). Bidders must submit SBD1, SBD4, SBD6.1, and a Non-Disclosure Agreement (Annexure A). Joint ventures, consortia, trusts, partnerships, agency or distribution arrangements must provide signed agreements with details of the lead partner, roles, and percentage division of work. Failure to submit mandatory documentation (including the compliance schedule) will result in disqualification. Bidders must also submit audited annual financial statements for the last four years.

4.1 Scope of Service

The insurance broker shall perform insurance distribution activities on behalf of PPECB and shall exercise the

requisite skill, care, diligence, and good faith in the execution of its duties. The broker shall ensure that PPECB

is provided with insurance solutions that are appropriate to its risk profile and financial requirements and shall

facilitate the disclosure of all material facts necessary for insurers to assess the risks to be insured and

determine the extent of liability they are prepared to assume.

To mitigate its insurance-related risks, PPECB seeks to appoint a South African insurance broker with the

requisite experience, capacity, and expertise to act as an intermediary between PPECB and the insurance

market. The appointed broker must be a reputable, capable, and effective service provider that is duly

registered with the Financial Sector Conduct Authority (FSCA).

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The successful bidder will be required to provide comprehensive insurance broking and claims management

services across all aspects of PPECB's operations. The broker shall support and advise PPECB on all matters

relating to its corporate insurance portfolio, including the provision of professional insurance advice, assistance

with the design and implementation of insurance and risk-financing strategies, placement of insurance cover

as determined by PPECB, and ensuring compliance with all applicable insurance legislation and market

requirements, whether risks are placed in local or international insurance markets.

The objective is to ensure that PPECB maintains adequate and appropriate insurance cover to protect its

assets, operations, and liabilities while minimising financial exposure to insurable risks. The insurance

programme must provide cover for all current and non-current assets owned, leased, or otherwise under the

control of PPECB.

This includes, but is not limited to, business equipment such as computer monitors, laptops, tablets, licensed

software, servers, and other information technology assets, where applicable. The broker shall have the

capability to arrange and manage insurance cover for a broad range of risks, including public liability,

professional indemnity, buildings and property insurance, business interruption, motor and rental vehicle

insurance, goods in transit, and any emerging liability risks that may arise during the contract period.

Given that PPECB utilises sophisticated laboratory and technical equipment in the inspection and certification

of cold-chain and perishable products for export markets, the appointed broker must demonstrate the

necessary expertise and capability to assess, value, and appropriately insure specialised technical and

scientific equipment.

PPECB may relocate its offices during the term of the contract. Should such relocation occur, details of the

new premises will be communicated to the appointed broker. The broker must therefore be capable of

reviewing and updating the insurance programme accordingly, including arranging suitable goods-in-transit

and related cover required for the relocation of assets and equipment.

aspects:

• Claims Handling Process - Set out how claims are

lodged, processed, etc.= 10 points

• Turnaround time on reportable claims as reflected in

proposal = 5 points

• Define Support provided by the Bidder = 10 points
• If your policy is subject to declarations, advise how it

would affect the premium = 5 Points

• Methodology not included or addressing the above =

0 points

of the methodology submitted.

4. PERSONNEL Bidders must submit a comprehensive Curriculum Vitae (CV)

• Brokage experience with more than 8 years of

experience = 15 points

• Brokage experience with more than 5-8 years of 25

experience = 10 points

• Brokage experience with more than 3-5 years’

experience = 5 points

• 0-3 years = 0 points

Professional membership

The nominated Key Personnel must provide proof of

membership in a recognised professional insurance body.

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• Name of professional body and membership number

submitted e.g. SAIA or IISA (Confirmation of

membership and/or membership certificate) = 10

points

• Information not submitted = 0 points

Acceptable proof may include a valid and current membership

certificate, confirmation letter, membership card, or other

official documentation issued by the relevant professional

body.

PPECB reserves the right to verify the qualifications,

professional memberships, and experience of the nominated

Key Personnel. Should the nominated individual become

unavailable during the contract period, the successful bidder

shall provide a replacement of equal or superior qualifications

and experience, subject to PPECB's approval.

Total Points 100

Functional Threshold

The minimum functional threshold is 80 Points. Bidders who score less than this threshold will be disqualified

and not be considered for any further evaluation. In addition to the overall score, the bidders must also score

higher than the individual sub-minimum points per criteria, where appliable.

Very important:

• Technical documents must be arranged in sequence of the above criteria in a pack with clearly

marked sections according to the headings listed above.

• Complete the “Bidder page reference and page number” in the table above to ensure that your

responses to the technical evaluation can be located.

6.4 Stage 4 - Price and Preference Evaluation

All bidders that pass all previous stage of evaluation (acceptable bidders) will qualify to be further

evaluated on Price and Preference/Specific Goals (B-BBEE).

The bid will be evaluated using the 80/20 preference point system as per the current Preferential Procurement

Regulations.

Bidders that passed the previous evaluation stage(s) will be evaluated on one of the following two options:

Points awarded for specific goals

3.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of this

tender the tenderer will be allocated points based on the goals stated in table 1 below as may be

supported by proof/ documentation stated in the conditions of this tender:

3.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it

is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the

tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

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80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where the 80/20 preference point system is applicable, corresponding points

must also be indicated as such.

(Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

No Specific Goal Supporting Evidence Preference Points Number of points

claimed (80/20 system)

(To be completed by

the bidder)

1 Small business Proof of B-BBEE status level of Total Points: 10

including EMEs contributor, specifically in line with the EME = 10

or QSEs; respective Sector Codes which the QSE = 10

company operates - SANAS Generic = 5

Approved certificate or

Commissioned affidavit or Annual

Financial Statements

2 Black woman Proof of B-BBEE status level of Total Points: 10

ownership contributor, specifically in line with % Shareholding and

the respective Sector Codes Points allocation out

which the company operates - of

SANAS Approved certificate or total of 10 points.

Commissioned affidavit 70% to 100% = 10

51% to 69.99% = 5

30% to 50.99% = 3

Below 30% = 0

Total Specific Goals 20

6.5 Stage 5 – Due Diligence (Financial Health Assessment)

The bidder shall submit its latest audited annual financial statements, or independently reviewed financial

statements where applicable, to demonstrate its financial stability and ability to perform the contract for the full

contract period. PPECB reserves the right to conduct a financial due diligence assessment on bidders and

the assessment may include an evaluation of the bidder's financial position, liquidity, solvency, profitability,

creditworthiness, and overall capacity to fulfil its contractual obligations. PPECB may request additional

financial information or supporting documentation where necessary to complete the assessment.

Failure to provide the requested information within the stipulated timeframe may result in the bidder being

disqualified.

6.6 Stage 6 - Objective Criteria

In terms of Preferential Procurement Regulation 11 and section 2(1)(f) of the Preferential Procurement Policy

Framework Act, the PPECB may consider the following objective criteria in the bid award:

1. The risk of fruitless and wasteful expenditure to the PPECB;
2. The risk of an abnormally low bid;
3. The risk of a material irregularity;
4. The PPECB reserve the right not to consider bids from Bidders who are currently in litigation with the

PPECB; and

5. The PPECB further reserve the right not to award this tender to any Bidder based on the proven poor

record of accomplishment of the Bidder in previous projects within the PPECB and the referee

submitted by the Bidder.

7 Financial Proposal

Points awarded for price

Note: The Bidder’s Proposal must set out all pricing assumptions.

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All prices must be inclusive of VAT.

7.1 Notes on Quantities and Pricing

a) To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing

schedule (Pricing Annexure) and not utilise a different format. Deviation without motivation from this

pricing schedule will result in a bid being declared non-responsive.

b) Please note that should you have offered a discounted price(s), PPECB will only consider such price

discount(s) in the final evaluation stage if offered on an unconditional basis.

c) Suppliers must submit a price schedule in which they set out the total cost breakdown of the prices

they have quoted in their proposals.

d) Please take note that the specified volumes are estimates and subject to change due to the seasonal

resourcing fluctuations of the PPECB.

e) Errors and omissions will not be accepted and only the total price submitted in your bid will be

considered.

f) The Tender must be quoted in its entirety in the pricing schedule. No portion may be left blank – failure

to quote on all components will disqualify you from the tender process.

g) Please ensure that a detailed description accompanies the pricing schedule that describes how the

pricing has been derived.

h) The price submitted will be used for evaluation purposes only.

8 General Conditions of Contract and Special Conditions of Contract

8.1 The National Treasury’s General Conditions of Contract (GCC) will apply and is enforceable on this

tender (Refer Annexure B).

8.1.1 PPECB may not amend the GCC but may supplement this with its own Special Conditions of Contract

(SCC), which commence at Paragraph 8.2.

8.1.2 Where there is a conflict between the GCC and the SCC the provisions of the SCC shall prevail.

8.2 Special Conditions of Contract

8.2.1 The PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the

Terms of Reference.

8.2.2 The PPECB needs to be formally informed of any change/replacement of approved resources.

8.2.3 Non-Disclosure of Information

8.2.4 The successful Bidder will be required to sign a formal agreement with the PPECB.

8.2.5 The Bidder may not intend to assign, in whole or in part, any of its obligations to perform in terms of

the contract to any third party, unless prior consent is obtained in writing.

8.2.6 A Bidder may not intend to cede his right to payment in terms of a contact to a third party without prior

written consent.

8.3 Insurance

8.3.1 The successful bidder will be responsible for its work and every part thereof, and for all materials,

tools, equipment, appliances, and property of any and all descriptions issued in connection with this

Tender.

8.3.2 Upon award of contract and prior to beginning work, the successful bidder must provide proof of

insurance. Insurance must be maintained for the duration of the contract.

8.3.3 Bidders are required to provide a sample certificate of insurance that indicates your company’s

limitations of liability as part of your tender response.

8.3.4 The bidder is to submit a copy of their public liability insurance

8.4 Assignment and Cession

8.4.1 A Bidder may not assign, in whole or in part, any of its obligations to perform in terms of the contract

to any third party.

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8.4.2 A Bidder may not intend to cede his right to payment in terms of a contact to a third party without prior

written consent.

8.5 News and press releases

Bidders or their agents shall not make any news releases concerning this Tender or the awarding of the

same or any resulting agreement(s) without the consent of, and then only in co-ordination with the PPECB.

8.6 Quality

8.6.1 The quality of the products/services delivered shall not differ from that specified in Point 7 of this

document.

8.7 Payment

8.7.1 The PPECB shall pay the price to the appointed Bidder in accordance with the contract signed

pursuant to the award of this tender, which payment shall be subject to:

8.7.1.1 the price being in accordance with the agreed quotes and as per the contract;

8.7.1.2 the products/services being received and accepted by the PPECB in terms of the contract;

8.7.1.3 Goods and services VAT being included in the price.

8.7.1.4 A correct purchase order number being quoted on the tax invoice.

8.7.2 The payments terms shall be 30 days from invoice date.

8.8 Subcontracting after Award

8.8.1 Should a bidder wish to change or appoint a new subcontractor after award the following conditions

will apply.

8.8.1.1 Any changes to subcontracting arrangements must be done with the prior written approval of PPECB.

8.9 Duration of Contract

8.9.1 This contract and/or Service Level Agreement shall commence on the commencement date and

terminate as per the agreement terms signed by both parties,

8.9.2 The duration of the agreement shall be subject to an annual performance review by the PPECB, which

shall entitle the PPECB to cancel this agreement if the performance of the services do not meet the

required agreed performance standards.

8.9.3 The PPECB reserves the right to terminate without penalty if the successful tenderer is not able to

honour the terms and conditions specified by the contract. Further to this, should there be any risk in

terms of reputational damage by association the PPECB reserves the right to cancel the contract.

8.10 Legal Jurisdiction

The laws of the Republic of South Africa shall govern this Tender and any subsequent agreement entered

into. Bidders accept hereby that the courts of the Republic of South Africa shall have jurisdiction.

Declaration by the bidder

Only Bidders who have completed the declaration below will be considered for evaluation.

Tender No: RFP/FIN/INSURE/2026/06

I hereby undertake to render services described in the attached Tender documents to PPECB in accordance

with the requirements and task directives / proposal specifications stipulated in the Tender mentioned above

at the price/s quoted. My offer/s remains binding upon me and open for acceptance by the PPECB during the

validity period indicated and calculated from the closing date of the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s) and rate(s) quoted

cover all the services specified in the proposal documents; that the price(s) and rate(s) cover all my obligations

and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on

me under this proposal as the principal liable for the due fulfilment of this proposal.

I declare that I have no participation in any collusive practices with any bidder or any other person regarding

this or any other proposal.

I accept that the PPECB may take appropriate action should there be a conflict of interest or if this declaration

proves to be false.

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The bidder herewith consents to the processing of it’s Personal Information, as defined in the Protection of

Personal Information Act and any other applicable data protection legislation, for the purposes of the

evaluation, adjudication, and appointment of a successful bidder. Where applicable, the bidder warrants that

it has obtained the necessary consent to process any personal information of its employees and/or any third

parties whose personal information is provided for this bid. The bidder consents that the PPECB may verify

personal information, where necessary, with the National Treasury CSD website and any other regulatory/

industry or any accredited/certification bodies. Should the bidder wish to withdraw its consent as discussed

above at any time, it must do so in writing and address such notification to the Procurement Manager of the

PPECB. The personal information collected for the purpose of this bid will be retained for a period of three

years after the bid has been awarded. The bidder further consents to retention of its information including

personal information pursuant to this Agreement and agrees that such information may be stored on a

private/public cloud hosted in Western Europe/European Union for the relevant retention periods as may be

provided for in the PPECB’s retention policy.

I confirm that I am duly authorised to sign this proposal.

NAME (PRINT) .......................................... Signature ........................................

Designation ....................................................

Witnesses:

1 .........................................................

2 ........................................................

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Sbd1

Part a

Invitation to bid

You are hereby invited to bid for requirements of the (name of department/ public entity)

10 15 Annexure C(Clients) together with supporting

evidence of their experience (Company profile)

professional memberships, and experience of the nominated

unavailable during the contract period, the successful bidder

shall provide a replacement of equal or superior qualifications

and experience, subject to PPECB's approval.

Total Points 100

perishable products destined for export since 1991. Inspectors stationed across the country; deliver inspection

services on 200 product types at more than 1500 locations.

obligations and may be subject to corrective action in accordance with the contract terms.

10 x Moisture Analyser R 25,000 R 100,000

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Analytical Balance Scale R 20,000

Grain equipment @ 5 inspection terminals

(Durban) (moisture analysers, slot divider,

sieve, grain probes & scales) R 60,000 R 300,000

5 x Grain Moisture Meters (Gauteng) R 30,000 R 150,000

4 x Popcorn Machines R 30,000

Total r 600,000

(Professional Services)

Name of bidder: .......................................................................................................BID NO.: RFP/FIN/INSURE/2026/06...

CLOSING TIME 11:00 CLOSING DATE...05 October 2026..........................

Offer to be valid for ............DAYS From the closing date of bid.

Item description bid price in RSA currency

NO **(all applicable taxes included)

1. The accompanying information must be used for the formulation

of proposals.

2. Bidders are required to indicate a ceiling price based on the total

estimated time for completion of all phases and including all

expenses inclusive of all applicable taxes for the project. R.......................................................................

3. Persons who will be involved in the project and

Rates applicable (certified invoices must be

Rendered in terms hereof)

4. Person and position hourly rate daily rate

-------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

-------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

-------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

-------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

-------------------------------------------------------------------------------------- R------------------------------ ---------------------------------

5. Phases according to which the project will be

Completed, cost per phase and man-days to be

Spent

------------------------------------------------------------------------------- R------------------------------ -------------------------- days

------------------------------------------------------------------------------- R------------------------------ -------------------------- days

------------------------------------------------------------------------------- R------------------------------ -------------------------- days

------------------------------------------------------------------------------- R------------------------------ -------------------------- days

5.1 Travel expenses (specify, for example rate/km and total km, class

of airtravel, etc). Only actual costs are recoverable. Proof of the

expenses incurred must accompany certified invoices.

Description of expense to be incurred rate quantity amount

-------------------------------------------------------------------------------- ................... ................. R....................

-------------------------------------------------------------------------------- ................... ................. R....................

-------------------------------------------------------------------------------- ................... ................. R....................

-------------------------------------------------------------------------------- ................... ................. R....................

Total: r..........................................................

** ”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund

contributions and skills development levies.

-2-

Bid No.: ..........................................

Name of Bidder: .....................................................................................................................................

5.2 Other expenses, for example accommodation (specify, eg. Three

star hotel, bed and breakfast, telephone cost, reproduction cost,

etc.). On basis of these particulars, certified invoices will be checked

for correctness. Proof of the expenses must accompany invoices.

Description of expense to be incurred rate quantity amount

---------------------------------------------------------------------------------- ................... ................. R....................

---------------------------------------------------------------------------------- ................... ................. R....................

---------------------------------------------------------------------------------- ................... ................. R....................

---------------------------------------------------------------------------------- ................... ................. R....................

Total: r..........................................................

6. Period required for commencement with project after

acceptance of bid .........................................................................

7. Estimated man-days for completion of project .........................................................................

8. Are the rates quoted firm for the full period of contract? *YES/NO

9. If not firm for the full period, provide details of the basis on which

adjustments will be applied for, for example consumer price index. .........................................................................

.........................................................................

.........................................................................

.........................................................................

*[Delete if not applicable]

Any enquiries regarding bidding procedures may be directed to the –

(Insert name and address of department/entity)

Tel:

Or for technical information –

(Insert name of contact person)

Tel:

Sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this

invitation to bid. In line with the principles of transparency, accountability,

impartiality, and ethics as enshrined in the Constitution of the Republic of

South Africa and further expressed in various pieces of legislation, it is

required for the bidder to make this declaration in respect of the details

required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the

List of Restricted Suppliers, that person will automatically be disqualified from

the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if

applicable, state employee numbers of sole proprietor/ directors / trustees /

shareholders / members/ partners or any person having a controlling interest

in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any

person who is employed by the procuring institution? YES/NO

1 the power, by one person or a group of persons holding the majority of

the equity of an enterprise, alternatively, the person/s having the

deciding vote or power to influence or to direct the course and decisions

of the enterprise.

Sbd4

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members /

partners or any person having a controlling interest in the enterprise have any

interest in any other related enterprise whether or not they are bidding for this

contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

the information submitted. Bidders should be confident that the pricing submitted is sufficient for the company

to meet all its obligations in terms of this Tender document and any contract that may result from this Tender

process. Failure to do so may lead to disqualification.

3.21 Tender submissions

Bidders must submit one (1) signed, completed original Price Proposal (pricing schedule/schedule of

rates as applicable), together with one (1) electronic copy (in MS-Excel format) via One Drive

(unencrypted). No technical information must be included in Envelope Two.

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5.2 Structure of the Proposal

Envelope 1: Technical Proposal

1. Bidder’s Cover letter on Company Letterhead

claimed (80/20 system)

(To be completed by

the bidder)

1 Small business Proof of B-BBEE status level of Total Points: 10

including EMEs contributor, specifically in line with the EME = 10

or QSEs; respective Sector Codes which the QSE = 10

company operates - SANAS Generic = 5

2 Black woman Proof of B-BBEE status level of Total Points: 10

ownership contributor, specifically in line with % Shareholding and

the respective Sector Codes Points allocation out

which the company operates - of

SANAS Approved certificate or total of 10 points.

Commissioned affidavit 70% to 100% = 10

51% to 69.99% = 5

30% to 50.99% = 3

Below 30% = 0

Total Specific Goals 20

6.5 Stage 5 – Due Diligence (Financial Health Assessment)

Note: The Bidder’s Proposal must set out all pricing assumptions.

of 23

7.1 Notes on Quantities and Pricing

a) To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing

schedule (Pricing Annexure) and not utilise a different format. Deviation without motivation from this

pricing schedule will result in a bid being declared non-responsive.

b) Please note that should you have offered a discounted price(s), PPECB will only consider such price

discount(s) in the final evaluation stage if offered on an unconditional basis.

c) Suppliers must submit a price schedule in which they set out the total cost breakdown of the prices

they have quoted in their proposals.

d) Please take note that the specified volumes are estimates and subject to change due to the seasonal

resourcing fluctuations of the PPECB.

e) Errors and omissions will not be accepted and only the total price submitted in your bid will be

considered.

f) The Tender must be quoted in its entirety in the pricing schedule. No portion may be left blank – failure

to quote on all components will disqualify you from the tender process.

g) Please ensure that a detailed description accompanies the pricing schedule that describes how the

pricing has been derived.

h) The price submitted will be used for evaluation purposes only.

State.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

Sbd 3.3

Pricing schedule

(Professional Services)

Name of bidder: .......................................................................................................BID NO.: RFP/FIN/INSURE/2026/06...

CLOSING TIME 11:00 CLOSING DATE...05 October 2026..........................

Rates applicable (certified invoices must be

Rendered in terms hereof)

8. Are the rates quoted firm for the full period of contract? *YES/NO

The appointed insurance broker shall provide comprehensive insurance broking, advisory, and claims management services to PPECB. As a minimum, the successful bidder will be required to undertake and incorporate the following activities

Assume responsibility for the seamless transition and takeover of PPECB's insurance portfolio from the incumbent service provider.

Conduct a comprehensive assessment of PPECB's risk profile to identify uninsured and underinsured risks and evaluate the organisation's internal risk-financing and insurance capacity.

Provide professional advice and recommendations on appropriate corporate insurance structures, risk-financing mechanisms, and insurance solutions relevant to PPECB's operational environment.

Identify, assess, and monitor market risks affecting all classes of insurance business, both within South Africa and internationally.

Engage with PPECB prior to policy renewals to review existing insurance arrangements and discuss available renewal options.

Facilitate and conduct annual renewal meetings with PPECB to review insurance structures, policy performance, market developments, and alternative risk-transfer solutions.

Compile and maintain a comprehensive insurance manual and portfolio summary detailing all insurance policies, cover limits, terms, conditions, warranties, endorsements, exclusions, and renewal dates.

Monitor insurance premium payments, adjustments, recoveries, and refunds, and reconcile accounts and insurer statements where required.

Conduct post-loss assessments and surveys following significant incidents and provide recommendations aimed at mitigating future risks and improving risk management practices.

Administer, manage, and monitor all insurance claims from notification through to final settlement, including liaison with insurers, assessors, loss adjusters, and other relevant stakeholders.

Negotiate with insurers and the insurance market to secure the most appropriate and advantageous insurance cover, terms, conditions, and pricing for PPECB.

Provide ongoing risk management support and proactive recommendations to ensure that PPECB's insurance programme remains effective, relevant, and aligned with its evolving operational and strategic requirements. The activities listed above are not intended to be exhaustive and shall not limit the scope of services required under this appointment. The successful bidder will be expected to identify, advise on, and perform any additional insurance-related services, activities, or requirements that may be necessary to ensure the effective management of PPECB's insurance portfolio and associated risks throughout the duration of the contract. of 23 Directors and Officers Liability The appointed broker shall place and maintain Directors' and Officers' (D&O) Liability Insurance cover for all members of the Board, executive management and officers of PPECB, extending to independent expert members serving on Board Committees and Sub-Committees, in accordance with the minimum cover requirements set out in the Schedule and the sums insured set out in the Policy Schedule. Fidelity Guarantee The appointed broker shall place and maintain Fidelity Guarantee Insurance cover protecting PPECB against financial losses arising from dishonest, fraudulent, criminal or malicious acts committed by its employees, in accordance with the minimum cover requirements set out in the Schedule and the sums insured set out in the Policy Schedule. Annual review (applicable to all classes) The appointed broker shall review the adequacy of each class of cover at least annually and shall recommend to PPECB any changes to policy limits, extensions, terms or structure warranted by emerging risks, governance-related exposures or market developments affecting PPECB's risk profile. Compliance statement (mandatory returnable, pass/fail) Bidders must submit, as a mandatory returnable in the technical envelope, a clause-by-clause compliance schedule against the Schedule of Minimum Cover Requirements annexed to the draft contract/SLA, confirming for each requirement either full compliance or a disclosed deviation with reasons and supporting evidence (for example insurer or market confirmations where availability is qualified). The Bid Evaluation Committee assesses disclosed deviations for materiality; a material deviation from the minimum cover requirements renders the bid non-responsive. Failure to submit the compliance schedule, or an undisclosed deviation discovered before award, renders the bid non-responsive; an undisclosed deviation discovered after award constitutes a breach of the resulting contract. Reporting Requirements The broker shall provide regular management information and reporting to enable effective oversight, monitoring, and management of the insurance portfolio throughout the contract period. The broker shall submit the following reports and information

Monthly Claims Reports, detailing claims submitted, claims settled, outstanding claims, repudiated claims, claim values, trends, and claims turnaround times.

Quarterly Service Reports, outlining service performance, key activities undertaken, service level compliance, issues encountered, corrective actions implemented, and recommendations for improvement.

Annual Insurance Portfolio Reviews, including an assessment of insurance coverage, claims experience, risk exposures, market developments, policy performance, and recommendations for optimizing the insurance programme.

Premium and Policy Schedules, providing an up-to-date record of all policies, policy amendments, renewal dates, insured values, premiums, excesses, and policy limits.

Risk Management Reports, identifying emerging risks, loss trends, mitigation measures, risk improvement recommendations, and opportunities to reduce exposure and insurance costs.

Compliance Reports, submitted upon request, demonstrating compliance with contractual obligations, applicable legislation, regulatory requirements, and industry standards. of 23 All reports shall be accurate, complete, and submitted within the agreed reporting timeframes. The broker shall attend review meetings as reasonably required and provide additional information, explanations, or presentations relating to the reports submitted. Failure to submit required reports within the prescribed timeframes may be considered a breach of contractual obligations and may be subject to corrective action in accordance with the contract terms. General Service Conditions The broker must ensure that any information acquired from PPECB will not be used or disclosed without the written consent of PPECB. Bidders must gather all relevant material information from PPECB regarding the assessment and acceptance of any risks by an insurance underwriter and relay this information to the underwriter. Have and employ effective resources, procedures and appropriate technological systems for the proper performance of professional activities. Seek appropriate and available information from PPECB regarding their financial situations, financial product experience, and objectives related to the required financial service. Make adequate disclosures of relevant material information including disclosures of actual or potential own interests, in relation to dealings with PPECB. The successful bidder must possess the knowledge and expertise required to comprehend the dynamics of the insurance market, including strategies to minimize business exposure to risk, thereby helping to reduce insurance costs. Bidders must adhere to all legislative frameworks governing insurance services, including but not limited to; Financial Advisory & Intermediary Services Act, 2002 (Act No. ) and Short-term Insurance Act, 1998 (Act No. ). The successful bidder will place the insurance in market with a reputable underwriter. Insurance brokers must obtain appropriate and available facts from PPECB regarding their insurance situations, insurance products, experiences and objectives in connection with the insurance service required. PPECB may not be familiar with insurance issues, therefore, it is important to first examine the expectations and needs, then carry out an appropriate analysis and finally present a proper recommendation. The insurance broker should be guided by the PPECB’s legitimate interests and prevent conflicts of interest. The broker must treat PPECB fairly in the situation of conflict of interest and comply with the requirements of all applicable laws. The broker must ensure that all claims lodged with the insurers and/or underwriters are supported by all the relevant documentation to ensure efficient settlement. Update PPECB on the current state of the insurance market in terms of general economic realities, solvencies, capacity, profitability, rates and market activity (such as mergers and take-over and joint ventures) and the possible impact of such matters on the PPECB’s renewal strategy and insurance portfolio. Assist PPECB with the interpretation of insurance policy documents and matters related to it, including the interpretation of insurance rules and regulations. Do monthly monitoring of data movements in respect of the activities on the insurance portfolio and claims register. Conduct monthly reconciliation of all claims data and contributions paid pertaining to the risk schemes and submit monthly, quarterly and annual reports. PPECB reserves the right to add, remove, or amend insured assets, items, or values during the term of the contract. Where such changes affect the insurance cover or premium, PPECB will notify the appointed broker, who shall facilitate the necessary amendments to the insurance policy. Furthermore, PPECB reserves the right, at any time during the contract period, to engage with the appointed broker to negotiate more favourable premiums, enhanced cover, or additional value-added services. Where appropriate and in accordance with applicable procurement and contractual requirements, PPECB also reserves the right to explore alternative insurance solutions that provide improved value for money. of 23 The following are a list and addresses of PPECB offices: Office Location Address Head Office Plattekloof 45 Silverboom Avenue, Plattekloof, Cape Town, 7500 Coastal Region Cape Town Regional Office Montague Gardens Arden Grove Business Park Unit A5, Racecourse Road, Montague Gardens, 7441. Cape Town Airport DSV Skyservices Building, Tower Road, Cape Town International Airport, 7525. Eastern Cape Regional Office Port Elizabeth 63 Newton Street, Newton Park, Gqeberha 6055. Kirkwood (SRV) Main Street, Kirkwood. Patensie Patensie Citrus Limited, Fred Ferreira Road,6335. Langkloof House no 1, Summer Place, Louterwater,6435. Kwa – Zulu Natal Regional Office Durban 2 Old Mission Road, Bluff, Durban, 4052. Durban Operations Office 26 Station Drive Durban, 4001. (JT Ross Office Park Umgeni) North Region Gauteng Regional Office Gauteng 119 Gerhard Street, Centurion Close,0157. Groblersdal 17 Gemsbok Street, Groblersdal,

Bothaville: 13 van Riebeeck Street, Bothaville, 9660. Nelspruit Regional Office Nelspruit 5 Emkhe Street, Nelspruit, 1200. Hoedspruit: 167 Moose Road, Hoedspruit,

Malelane Corner 27 Impala & Buffel Street, Malelane, 1320. Burgersfort L51C R37, Wildebeeshoek, Watersvalsriveir, Burgersfort,

Tzaneen Regional Office Tzaneen 2 Thiem Street, Tzaneen, 0850. Musina Helule Office Park, Office 2, No 5 Frost Street, Musina, 0900. South Region Ceres Regional Office Ceres 37 Voortrekker Street, Van Eeden Gebou, Ceres, 6835. Tulbagh 34B Van Der Stel Street Tulbagh

Citrusdal Regional Office Citrusdal 65 Voortrekker Road, Citrusdal,

Augrabies office Augpad Koelkamers, Augrabies. Clanwilliam Capitec Building, Hoofstraat, Clanwilliam. Kakamas office Groot Gariep Koelkamers, 1st Avenue, Kakamas. Upington Zycadek Building, 60 Mark Street, Upington. Piketberg 97 Lang Street, Piketberg, 7320. Grabouw Office Grabouw 7 Bosbou Avenue, Grabouw,

of 23 Paarl Office Paarl Zomerlust Estate, Bergrivier Bouleward, Paarl, 7646. Robertson Regional Office Robertson 12 Paul Kruger Street, Robertson,

De Doorns 6 Voortrekker Avenue, De Doorns,6875 The following are the required sums insured and/or indemnity limits: SHORT TERM INSURANCE SERVICES FIRE Limit per Item Sum Insured/Limit of Indemnity Laboratory Equipment for Chemical Analysis, Stock & All Other Contents 119 Gerhard Street, Centurion Close, Centurion R 44,405,164 2 Old Mission Road, Bluff, Durban R 2,000,000 All other premises R 250,000 R 2,250,000 Total R 48,655,164 R 6000/ R27 Tablets and iPads 800 R 5 035 344 Laptops R 70,000 R 11 286 000 Laptops – eCert Hillcrest Office R 40,000 R 951 487 Staff Clothing & Personal Effects & Tools R 6,500 R 178 750 Total R 17,451,581 TOTAL R 66,106,745 BUILDING COMBINED 45 Silwerboom Ave, Plattekloof R 36,300,000 2 Old Mission Road, Bluff, Durban R 6 930 000 Furniture and Fittings R 6 759 998 TOTAL R 49,989,998 OFFICE CONTENTS Sum Insured/Limit of Indemnity Entire Office Contents excluding Electronic Equipment & anything insured under the Fire Section 45 Silwerboom Ave, Plattekloof R 1 536 986 Theft or any attempt thereat R 330 000 eCert - Hillcrest Office R 679 800 4 x other premises (Centurion, Durban, PE & Montague Gardens) (per premises) R 1 100 000 Other premises (per premises) R 600 000 R 1 100 000 Theft - All other premises R 250 000 R 1 100,000 TOTAL R 5,846,786 THEFT (MATERIAL DAMAGE) 45 Silwerboom Ave, Plattekloof R 500,000 119 Gerhard Street, Centurion Close, Centurion R 1 000,000 2 Old Mission Road, Bluff, Durban R 500,000 All other premises R 200 000 TOTAL R 2,200,000 BUSINESS ALL RISKS Sum Insured/Limit of Indemnity 10 x Moisture Analyser R 25,000 R 100,000 of 23 Analytical Balance Scale R 20,000 Grain equipment @ 5 inspection terminals (Durban) (moisture analysers, slot divider, sieve, grain probes & scales) R 60,000 R 300,000 5 x Grain Moisture Meters (Gauteng) R 30,000 R 150,000 4 x Popcorn Machines R 30,000 TOTAL R 600,000 PUBLIC LIABILITY Sum Insured/Limit of Indemnity General R 10,000,000 Wrongful Arrest & Defamation R 250,000 Legal Defence Costs R 500,000 Employers’ Liability R 250,000 GROUP PERSONAL ACCIDENT Sum Insured/Limit of Indemnity Death & Permanent Total Disablement R 150,000 Medical Accident R 100,000 Temporary total disablement R 2,500 Medical Expenses R 100,000 Additional Death Cover R 10,000 Relocation R 50,000 Repatriation R 50,000 Mobility R 10,000 TOTAL R 11,122,500 ELECTRONIC EQUIPMENT Sum Insured/Limit of Indemnity Printers R 100,000 R 1,000,000 Camera surveillance system -2 premises R 100,000 R 200,000 Biometric system R 100,000 R 100,000 Hardware (excluding laptops & tablets) – eCert R 315 741 TOTAL R 1 615 741 MACHINERY BREAKDOWN Sum Insured/Limit of Indemnity Generator R 600,000 TOTAL R 600,000 SASRIA INCREASED LIABILTIY R 20,000,000 FEE APPLIED ELECTRONICS POLICY Sum Insured/Limit of Indemnity Computer Hardware & ancillaries R 4 481 204 (Non-Portable) Additional Increased Cost of Working R 400,000 SASRIA FEE TOTAL R 4 881 204 DIRECTORS & OFFICERS LIABILITY Sum Insured/Limit of Indemnity SECTION Directors and Officers R 20,000,000 COMMERCIAL PROFESSIONAL Sum Insured/Limit of Indemnity INDEMNITY SECTION Directors and Officers R 2,000,000 Public Liability R 1,000,000 of 23 Defence Costs R 5,000,000 Claims Preparation Cists R 5,000,000 Court Attendance Costs R2,500/day, R25,000/per person Criminal &Statutory Defence Costs R 1,000,000 Defence Costs to Appear before Regulatory |Statutory body R 1,000,000 Loss of Documents R 500,000 Employee Fraud | Dishonesty R 5,000,000 Cost of Fee Recovery R 500,000 Defamation R 500,000 Joint-Ventures R 5,000,000 Sub-Consultants R 5,000,000 Wrongful Arrest R 1,000,000 TOTAL 5 Instructions for Submitting Tender Response 5.1 General Submission Instructions 5.1.1 The tender must be submitted in dual format: 5.1.1.1 A hard copy submission, that must be delivered to the designated PPECB Tender Box (refer section 5.3 for physical submission instructions); and 5.1.1.2 An electronic submission, that must be stored via Microsoft OneDrive and shared with the email address specified in section 5.4 (refer to section 5.4 for further instructions on the electronic submission). 5.1.2 The hardcopy submission (in the tender box) and the electronic submission (via email) must be delivered to the designated addresses before the tender closing date and time. 5.1.3 No late bid responses will be considered. 5.1.4 The tender must be submitted on the Forms of Tender incorporated herein. The forms must be duly signed by each Bidder and submitted in the sequence listed in paragraph 5.2 5.1.5 Envelope submission: Two Envelopes 5.1.6 Proposals must consist of two parts, each of which is submitted in a separate package clearly marked: Envelop 1 – Technical Proposal: RFP/FIN/INSURE/2026/06- Provision of Provision of an Insurance Broker (No Pricing in this envelope) Bidders must submit one (1) signed, completed original of the Technical Proposal, together with one (1) electronic copy (in PDF format) via Microsoft One Drive (unencrypted). The envelope must contain all information and documentation relating to the tender. Refer to Structure of the Proposal below. 5.1.6.1 No pricing information must be included in Envelope One (Non-compliance will result in automatic disqualification). Envelope 2 – Pricing Proposal: RFP/FIN/INSURE/2026/06– Provision of Provision of an Insurance Broker Bidders must submit one (1) signed, completed original Price Proposal (pricing schedule/schedule of rates as applicable), together with one (1) electronic copy (in MS-Excel format) via One Drive (unencrypted). No technical information must be included in Envelope Two. of 23 5.2 Structure of the Proposal Envelope 1: Technical Proposal

Bidder’s Cover letter on Company Letterhead

Table of Contents . Bidders written technical proposal, providing evidence/support for technical evaluation

Specification document, with the declaration section on , completed and signed by the bidder

SBD 1 – Invitation to Submit Proposal

B-BBEE Details: written permission.

3.10 Bidder’s Authorised Signatory

Proposals submitted by companies must be signed by a person or persons duly authorised thereto. The Bidder

must provide proof of authority to sign this bid (e.g. resolution of board of directors, etc).

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3.11 Joint Ventures, Consortium, Trusts, Partnership, Agency and/or Distribution Agreements

Bidders must submit proof of the existence of joint ventures, consortiums, trusts, partnership, agency and/or

distribution arrangements. PPECB will accept signed agreements as acceptable proof of the existence of these

agreements. In the B-BBEE Codes, joint ventures, consortiums or trusts are referred to as incorporated joint

ventures or unincorporated joint ventures (such as a consortium).

The joint venture, consortium, partnership, agency and/or distribution agreements must clearly set out the

names and roles and responsibilities of the Lead Partner in the agreement. The agreement must also clearly

identify the Lead Partner, with the power of attorney to bind the other party/parties in respect of matters

pertaining to the joint venture, consortium, partnership, agency and/or distribution agreement/arrangement. In

addition, provide the following information:

• Entity(is) that will be guaranteeing contract performance.
• Date of the agreement formation, if applicable; and
• Details regarding the nature of the agreement between the parties including the proposed

percentage division of work between the constituent members. Each party to the Tender, if

that party is a subsidiary company, is required to give details of the extent to which the holding

company and related subsidiaries and associates are prepared to provide guarantees.

Failure to submit the listed will result in your bid deemed non-responsive

E-mail: [email protected]

Tel: +27 21 930 1134

PPECB business hours 08:15 – 16:45

1 Invitation to Tender ...................................................................................................................... 3

2 PPECB Background ..................................................................................................................... 3

3 Conditions of Tender and Tender Instructions ......................................................................... 3

4 Terms of Reference ...................................................................................................................... 7

5 Instructions for Submitting Tender Response ........................................................................ 14

6 Evaluation Process and Criteria. .............................................................................................. 16

7 Financial Proposal ...................................................................................................................... 20

8 General Conditions of Contract and Special Conditions of Contract ................................... 21

Unauthorized use of the PPECB’s Logo and/or branding in any proposal document is strictly prohibited. No

explicit permission of the PPECB’s Marketing and Communication Department.

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may lead to a tender not being considered by the PPECB.

The PPECB is a Schedule 3A national public entity that is constituted and mandated in terms of the PPEC Act,

No. 9, of 1983 to perform cold chain services. The PPECB also delivers inspection and food safety services

as mandated by the Department of Agriculture under the APS Act, No..

The PPECB’s Executive Authority is the Minister of the Department of Agriculture who appoints the board

members. The board comprises of representatives from the perishable product industries.

The PPECB employs ± 1 200 people, who deal with more than 200 products and 500 varieties. There are

more than 50 service types, over 30 offices in 13 production regions, at more than 1,500 locations. A large

percentage of staff are inspectors and therefore not office bound. In addition to these offices the PPECB also

has several sub offices that operate on a seasonal or ad-hoc basis.

handled, stored and transported at specific temperatures and optimum conditions.

Please visit the PPECB’s website on www.ppecb.com for more information on the PPECB.

3.1 Central Supplier Database

Bidders are required to register on the Central Supplier Database (Welcome - Central Supplier Database

Application (csd.gov.za)) and to include their Master Registration Number (Supplier MAAA Number) in SBD1

in order to enable the PPECB to verify the supplier’s tax status, company registration, bank details, directors

and shareholders.

3.2 Cost of proposal preparation

including post submission tender activities, such as responding to clarification questions, preparing for, and

conducting presentations and demonstration, responding to the PPECB due diligence requirements, etc.

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3.3 Questions from bidders & additional tender information

that will apply if the Tender is accepted by the PPECB.

revisions will be published on the E-Tenders and the PPECB website.

is in writing, signed by a PPECB authorized signatory and added to this Tender as an addendum.

3.5 Clarification from bidders following tender submission

aspect of this Bidder’s tender submission. The Bidder must supply the requested information in writing within

the time frames stipulated by the PPECB, otherwise the proposal may be disqualified.

3.6 Declarations of Interest

contract. In the event that a conflict of interest exists between the most advantageous Bidder and the PPECB,

and this was not disclosed, the said Bidder’s bid will not be accepted. The next most advantageous Bidder will

be awarded the contract.

3.7 Tender Award

response to this Tender. The document is not to be duplicated and distributed, nor is its information to be

disclosed to any third party without PPECB's written permission.

3.10 Bidder’s Authorised Signatory

distribution arrangements. PPECB will accept signed agreements as acceptable proof of the existence of these

agreements. In the B-BBEE Codes, joint ventures, consortiums or trusts are referred to as incorporated joint

ventures or unincorporated joint ventures (such as a consortium).

right to recover any additional expense incurred by PPECB having to accept any less favourable proposal or

the additional expenditure incurred by PPECB in the preparation of a new Tender and by the subsequent

acceptance of any less favourable proposal.

3.13 Extension of Proposal Validity Period

a Bidder fail to respond or respond after the specified deadline, the Bidder’s proposal will no longer be

considered for further evaluation.

3.16 Rejection of proposal

3.16.1 The PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the

3.16.2 PPECB may reject a bid if it doesn’t comply with the instruction of submission of the proposal referred

to above.

3.16.3 No tender will be awarded if the proposed solution does not meet the technical compliance criterion

as set out in the tender documents.

3.17 Data Protection

disclose, directly or indirectly, the confidential information of the PPECB (even if received before the date of

this process) to any person whether in the employment of the receiving party or not, who does not take part in

the performance of this process.

The receiving party shall take all such steps as may be reasonably necessary to prevent the PPECB’s

confidential information coming into the possession of unauthorized third parties. In protecting the receiving

party’s confidential information, the PPECB shall use the same degree of care, but no less than a reasonable

degree of care, to prevent the unauthorized use or disclosure of the confidential information as the receiving

party uses to protect its own confidential information.

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the possession of the receiving party during the period of validity of this process or at any time thereafter or

which has so come into its possession before the period of validity of this process:

• shall be deemed to form part of the confidential information of the PPECB,
• shall be deemed to be the property of the PPECB.
• shall not be copied, reproduced, published or circulated by the receiving party unless and to the extent

that such copying is necessary for the performance of this process and all other processes as

contemplated in; and shall be surrendered to the PPECB on demand, and in any event on the

termination of the investigations and negotiations, and the receiving party shall not retain any extracts

thereof.

3.20 General legal conditions

The preparation of response will be made without obligation to acquire any of the items included in any Bidder’s

proposal or to select any proposal, or to discuss the reasons why such Bidder’s or any other proposal was

accepted or rejected.

deliver on this Tender. A detailed specification of the services required by the PPECB is contained herein.

For further tender instructions, refer to Tender submission instructions, refer to Section 5.

4 terms of reference

4.1 Scope of Service

Background

management services to PPECB. As a minimum, the successful bidder will be required to undertake and

incorporate the following activities:

to PPECB any changes to policy limits, extensions, terms or structure warranted by emerging risks,

governance-related exposures or market developments affecting PPECB's risk profile.

Compliance statement (mandatory returnable, pass/fail)

be submitted:

• Joint Venture Agreement including split of work and rand value signed by both parties;
• The Tax Clearance Certificate / Proof Tax Compliance of each joint venture member;
• Proof of ownership/shareholder certificates/copies of Identity document; and
• Company registration certificates

12. The latest audited annual financial statements – Four (4) year financial statements

Envelope 2: Pricing Proposal

1. SBD 3.3 – Pricing Schedule

5.3 Physical Submission - Tender Packaging and Delivery

5.3.1 The Technical and Pricing Proposal must be split into two separate envelopes, both sealed, which

must then be placed together in an outer envelope or parcel, which must also be sealed.

5.3.2 The outer envelope or packaging must be sealed and marked with the following information:

Tender: RFP/FIN/INSURE/2026/06

Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB)

Cape Town, 7500

5.3.3 The sealed Tender submission documents must be placed in the Tender Box in the main reception

area at the PPECB Head Office no later than the closing date and time stipulated in the Tender

Summary Information (refer cover page).

5.3.4 Failure to comply with these instructions may result in the tender being considered ineligible.

5.4 Electronic Submission

5.4.1 An electronic copy must be submitted online via Microsoft OneDrive and shared with email address

[email protected] and [email protected].

5.4.2 The electronic submission must be structured in the same sequence as the physical submission

(Individually filed in folders and named accordingly)

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5.4.3 The electronic copy must be in PDF format with all the relevant documents signed as per hard copy

original, but the electronic version must also have the completed pricing matrix in EXCEL format,

unencrypted.

(including, the Public Finance Management Act of 1999, Preferential Procurement Policy Framework Act of

2000, etc.), its associated Regulations, and PPECB’s Procurement and Preferential Procurement Policies.

to the scope of services required by PPECB.

responsible for managing and servicing the PPECB account.

statements where applicable, to demonstrate its financial stability and ability to perform the contract for the full

contract period. PPECB reserves the right to conduct a financial due diligence assessment on bidders and

the assessment may include an evaluation of the bidder's financial position, liquidity, solvency, profitability,

creditworthiness, and overall capacity to fulfil its contractual obligations. PPECB may request additional

financial information or supporting documentation where necessary to complete the assessment.

1. The risk of fruitless and wasteful expenditure to the PPECB;
2. The risk of an abnormally low bid;
3. The risk of a material irregularity;
4. The PPECB reserve the right not to consider bids from Bidders who are currently in litigation with the

PPECB; and

5. The PPECB further reserve the right not to award this tender to any Bidder based on the proven poor

record of accomplishment of the Bidder in previous projects within the PPECB and the referee

submitted by the Bidder.

8.1 The National Treasury’s General Conditions of Contract (GCC) will apply and is enforceable on this

tender (Refer Annexure B).

8.1.1 PPECB may not amend the GCC but may supplement this with its own Special Conditions of Contract

(SCC), which commence at Paragraph 8.2.

8.1.2 Where there is a conflict between the GCC and the SCC the provisions of the SCC shall prevail.

8.2 Special Conditions of Contract

8.2.1 The PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the

same or any resulting agreement(s) without the consent of, and then only in co-ordination with the PPECB.

8.6 Quality

8.6.1 The quality of the products/services delivered shall not differ from that specified in Point 7 of this

document.

8.7 Payment

8.7.1 The PPECB shall pay the price to the appointed Bidder in accordance with the contract signed

pursuant to the award of this tender, which payment shall be subject to:

8.7.1.1 the price being in accordance with the agreed quotes and as per the contract;

8.7.1.2 the products/services being received and accepted by the PPECB in terms of the contract;

8.7.1.3 Goods and services VAT being included in the price.

8.7.1.4 A correct purchase order number being quoted on the tax invoice.

8.7.2 The payments terms shall be 30 days from invoice date.

8.8 Subcontracting after Award

8.8.1 Should a bidder wish to change or appoint a new subcontractor after award the following conditions

will apply.

8.8.1.1 Any changes to subcontracting arrangements must be done with the prior written approval of PPECB.

8.9 Duration of Contract

8.9.1 This contract and/or Service Level Agreement shall commence on the commencement date and

terminate as per the agreement terms signed by both parties,

8.9.2 The duration of the agreement shall be subject to an annual performance review by the PPECB, which

shall entitle the PPECB to cancel this agreement if the performance of the services do not meet the

required agreed performance standards.

8.9.3 The PPECB reserves the right to terminate without penalty if the successful tenderer is not able to

honour the terms and conditions specified by the contract. Further to this, should there be any risk in

terms of reputational damage by association the PPECB reserves the right to cancel the contract.

8.10 Legal Jurisdiction

with the requirements and task directives / proposal specifications stipulated in the Tender mentioned above

at the price/s quoted. My offer/s remains binding upon me and open for acceptance by the PPECB during the

validity period indicated and calculated from the closing date of the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s) and rate(s) quoted

cover all the services specified in the proposal documents; that the price(s) and rate(s) cover all my obligations

and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

evaluation, adjudication, and appointment of a successful bidder. Where applicable, the bidder warrants that

it has obtained the necessary consent to process any personal information of its employees and/or any third

parties whose personal information is provided for this bid. The bidder consents that the PPECB may verify

personal information, where necessary, with the National Treasury CSD website and any other regulatory/

industry or any accredited/certification bodies. Should the bidder wish to withdraw its consent as discussed

above at any time, it must do so in writing and address such notification to the Procurement Manager of the

years after the bid has been awarded. The bidder further consents to retention of its information including

personal information pursuant to this Agreement and agrees that such information may be stored on a

private/public cloud hosted in Western Europe/European Union for the relevant retention periods as may be

provided for in the PPECB’s retention policy.

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected],

I certify that the information furnished in paragraphs 1, 2

and 3 ABOVE IS CORRECT.

The successful bidder will be required to fill in and sign a written contract form (SBD7). The bidder must meet all its obligations in terms of the tender document and any resulting contract. The bid validity period is 120 days from the date of closure, and bidders must extend validity upon request under the same terms and conditions.

Bidders must comply with all instructions in the Invitation to Tender. Queries relating to tender documents must be sent no later than ten (10) days before the closing date. Bidders must make full disclosure of any interests as per Declaration of Interest requirements. The PPECB reserves the right to obtain additional information from bidders after the closing date, and to reject any proposal found to be inadequate or non-compliant with the Scope of Terms of Reference. No tender will be awarded if the proposed solution does not meet the technical compliance criterion.

Mandatory functional/technical evaluation criteria include: the bidder must submit a valid and current licence authorising it to conduct insurance brokerage activities, valid at the closing date and for the duration of the contract; the bidder must submit written confirmation from the relevant authority; and the bidder must submit a clause-by-clause compliance schedule against the Schedule of Minimum Cover Requirements annexed to the draft contract/SLA, confirming compliance (mandatory returnable, pass/fail).

Mandatory: valid insurance brokerage licence (valid at closing date and for contract duration).

References: only from clients for services rendered within 5 years prior to closing date. Scoring: 4+ letters = 15 points, 3 = 10, 2 = 5, fewer than 3 = 0.

Technical evaluation includes claims handling process (10 points) and turnaround time on reportable aspects.

Price evaluation: total cost breakdown required; rates must be firm for the full contract period.

Preference point system (80/20 or 90/10) will apply as stipulated in the tender.

Returnable documents: the completed pricing schedule (Pricing Structure sheet) with all sections and limits filled in, plus the standard PPECB tender forms. All returnable forms must be signed and submitted before the closing time; unsigned or omitted forms disqualify the bid. Quotations received after the closing time are disqualified.

The tender does not state a scoring split, minimum qualifying thresholds, or a preference point system (80/20 or 90/10) in the available text. Bidders must comply with standard PPECB tender requirements, including submission of the pricing schedule and any mandatory forms.

The tender is for the appointment of brokers to provide insurance services to the PPECB. The pricing structure covers the following sections and limits: Fire (119 Gerhard Street, Centurion) — sum insured not fully stated; Business All Risks total — 600,000; Public Liability (General) — 10,000,000; Public Liability (Wrongful Arrest) — limit not stated; Commercial Professional Indemnity section — Directors and Officers 20,000,000; Professional Indemnity (Directors and Officers) 2,000,000; Public Liability 1,000,000; Defence Costs 5,000,000; Claims Preparation Costs 5,000,000; Court Attendance Costs 2,500/day up to 25,000 per person; Criminal & Statutory Defence 1,000,000; Regulatory Defence 1,000,000; Loss of Documents 500,000; Employee Fraud 5,000,000; Fee Recovery 500,000; Defamation 500,000; Joint Ventures 5,000,000; Sub-Consultants 5,000,000; Wrongful Arrest 1,000,000. Additional items include 4 x Popcorn Machines with a limit of 30,000.

Pricing must be submitted on the provided Pricing Structure sheet, with a premium for Year 1 for each item. The document lists limits of indemnity and sums insured but does not state a bond, guarantee, or payment terms.

The document does not specify CSD registration, tax clearance, B-BBEE level, CIDB grading, CIPC registration, or professional-body registrations. Bidders must comply with standard PPECB tender requirements, including any mandatory forms as per the tender documentation.