Risk financing advisory and short-term insurance brokerage services for south african post office (3-Year term)

The service required is brokerage insurance services for a period up to three years. Bidders must provide an all-inclusive cost covering services, materials, escalations, and consumables as per the scope of work/specification.

Submission of this pricing schedule (Annexure A) is mandatory. Complete all line items for Years 1–3 (inclusive of VAT). Incomplete pricing will render the bid non-responsive and it will not be evaluated. Ensure the declaration is signed and the bidder's name is provided in capitals. Submission method, deadline, and other returnable documents are specified in the main RFQ document.

The document excerpt does not specify detailed eligibility criteria beyond the requirement to provide complete pricing. Typically for insurance broker services, bidders would need to be registered with the Financial Sector Conduct Authority (FSCA), have professional indemnity insurance, and demonstrate relevant experience. However, these are not explicitly stated in the provided content.

• Provide brokerage insurance services for a three-year contract term.
• Quote an all-inclusive cost covering services, materials, escalations, and consumables required to execute the scope of work/specification.
• Pricing for Year 1 is fixed; Years 2 and 3 may be subject to escalation (not detailed in this annexure).

• All pricing in South African Rand (ZAR), inclusive of VAT.
• Year 1 pricing remains fixed for the first year of the three-year term.
• Bidder warrants quoted pricing is free of errors/omissions and that they can deliver the scope at those prices.
• Must quote for all items in the pricing schedule; incomplete pricing leads to non-responsive bid.
• No price corrections allowed after bid closing.
• Complete the declaration confirming accuracy of information and sign.

This annexure does not specify compliance requirements (CSD, tax, B-BBEE, CIDB, etc.). Bidders must comply with all requirements stated in the main RFQ document.

• This document is Annexure BB: Client Confirmation for Brokerage Service - Asset Value.
• It is a template to be completed by the bidder's client on the client's letterhead.
• It confirms the bidder's minimum 5 years experience and the client's institutional category (PFMA Schedule 2 public entity or other).
• It verifies that the brokerage insurance placements handled exceed R2 billion in asset value.
• The annexure requires signature and contact details of the client's authorised signatory.

• This annexure (Annexure BB) is a returnable document that must be completed by the bidder's client.
• The client must provide their company letterhead and contact details.
• The client must confirm the bidding company has a minimum of five (5) years completed experience in brokerage insurance placements.
• The client must indicate the nature of their institution: either a Public Institution listed in PFMA Schedule 2 (Major Public Entities) or Any Other.
• The service description: Provisioning of brokerage insurance placements with an asset value exceeding R2 billion.
• The completed annexure must be signed by an authorised signatory with name, title, contract number, and contact email.
• Submit this annexure as part of the bid returnables.

Eligible bidders must be insurance broker firms with at least 5 years of completed experience in the industry. They must have successfully executed brokerage insurance placements for clients with asset values exceeding R2 billion. Experience with public institutions listed in PFMA Schedule 2 (Major Public Entities) is specifically highlighted. The bidder must provide a verifiable client reference on official letterhead with authorized signatory details.

• Scope: Insurance brokerage services for asset portfolios exceeding R2 billion.
• Target clients: Public institutions listed in PFMA Schedule 2 (Major Public Entities) or other entities.
• Bidder must demonstrate a minimum of five (5) years completed experience in brokerage insurance placements.
• The client confirmation (Annexure BB) serves as evidence of experience and asset value capacity.
• No detailed technical specifications, service levels, or deliverables are provided in this annexure.

• No specific compliance requirements (e.g., CSD registration, tax clearance, B-BBEE, CIDB, CIPC, professional registrations, local content) are mentioned in this annexure.

• The South African Post Office (SAPO) requires Risk Financing Advisory and Short-term Insurance Brokerage Services.
• SAPO uses a layered risk financing strategy, retaining losses below a deductible and insuring catastrophic losses externally.
• The objective is to appoint an Insurance Broker for a 3-year term, renewable annually, subject to performance (min. 90% SLA score).
• The broker will structure and place SAPO's conventional insurance cover, developing a comprehensive programme for SAPO and its subsidiaries.
• Typical insurance lines include Motor Fleet, SASRIA, Assets All-Risk, Public Liability, Travel, D&O, Professional Indemnity, Cyber Crime, Cash-in-Transit, and Goods-in-Transit, among others.

• Closing Date and Time: 20 July 2026 at 11:00.
• Deadline for Clarification Questions: 17 July 2026 at 09:00. No questions entertained after this time.
• Validity Period of Proposal: 120 days from the closing date.

• For bidding procedure and technical enquiries:
• Contact Person: Bernadette van Zyl
• Telephone: 012-845-2452
• Email: [email protected]
• Submission email for proposals: [email protected]
• Physical delivery point for services: Risk department, Head Office NPC, Cnr Jeff Masemola and Sophie de Bruyn streets, Pretoria.

• Submit your proposal via email only to [email protected].
• The closing date and time is 20 July 2026 at 11:00. Late submissions will not be accepted.
• You must use the official forms provided (do not retype them).
• All documents and correspondence must be in English.
• The bid validity period is 120 days from the closing date.
• Key returnable documents include: Completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance, Pricing Schedule (Annexure A), and all specified Annexures (BC, BB, CC, CR).
• Disqualification risks: Late submission, non-compliance with instructions, incomplete data, incorrect or misleading information, and failure to submit required documents.

Scope: Appointment of an Insurance Broker for Risk Financing Advisory and Short-term Insurance Brokerage Services for a 3-year term, renewable annually.

Key Deliverables:

• Provide a holistic, cost-effective insurance renewal placement proposal by 31 August 2026.
• Manage and advocate for catastrophic claims above agreed thresholds.
• Deliver an optimal actuarial-calculated insurance structure annually.
• Conduct annual risk engineering surveys on at least three SAPO properties.
• Develop an information manual and provide training/awareness sessions for SAPO staff on insurance and risk management.
• Present a minimum of three quotations from insurers for benchmarking.
• Manage and settle claims above the deductible/excess level.

Service Requirements:

• Full review of SAPO's insurance programme, gap analysis, and costed recommendations.
• Expert advisory on self-insurance strategy.
• Market exercise to obtain competitive renewal terms.
• Detailed insurance manual and policy review for compliance.
• Ongoing advisory on market trends and risk improvement.

Confidentiality: Bidders must sign a confidentiality agreement protecting SAPO's commercial, financial, and strategic information.

• Team Experience: Proposed team members (excluding the actuary) must have a minimum of 5 years' completed experience in providing brokerage insurance services and must be registered with the FSCA ('Authorised' status).
• Actuary: The proposed actuarial resource must have a minimum of 5 years' completed experience in providing actuarial services and be registered with the Actuarial Society of South Africa.
• Proof of registration and CVs for all proposed resources must be submitted.
• Central Supplier Database (CSD) registration is mandatory.
• SBD1 and SBD4 forms must be completed and submitted.
• Tax compliance is required; a CSD MAAA number must be provided for verification.

• SAPO reserves the right to carry out site inspections, product evaluations, or explanatory meetings to verify the nature and quality of services bid.
• The organisation may request audited financial statements or other documentation for due diligence.
• Contracts may be cancelled and suppliers placed on the Restricted Suppliers database for up to 10 years if awarded based on incorrect information.

• The Pricing Schedule (Annexure A) must be completed in full and in the prescribed format.
• All pricing must be in South African Rand (ZAR).
• Tariff costs for handling Motor and Non-motor claims must be provided. These are for benchmarking purposes only, not for preference point scoring.

• Pricing must be submitted in South African Rand (ZAR). Bids in other currencies will be non-responsive.
• The Pricing Schedule (Annexure A) must be completed in full and in the prescribed format.
• Tariff costs for handling Motor and Non-motor claims must be provided (for benchmarking, not for scoring).
• The contract price is inclusive of VAT.
• Payment terms: Payable 30 days from the statement date.
• Pricing remains fixed for the first year of the 3-year contract.
• Any annual escalation must align with the Consumer Price Index (CPI) published by Stats SA.

Mandatory Registrations and Certificates:

• Central Supplier Database (CSD): Bidders must be registered. Registration can be done at www.csd.gov.za. Government employees listed on CSD will be disqualified.
• Tax Compliance: A CSD MAAA number must be provided on the SBD1 form for verification. SAPO will not do business with non-compliant suppliers.
• B-BBEE: A valid BBBEE Certificate (SANAS accredited, Sworn Affidavit for EMEs/QSEs, or DTI certificate) must be submitted. For joint ventures/consortia, a consolidated certificate is required.
• Financial Services Provider (FSP) License: Proof of FSP license issued by the FSCA, with an 'Authorised' status on the closing date.
• Professional Indemnity Cover: Proof of Broker Professional Indemnity Insurance cover exceeding R250 million, valid and 'Active' on the closing date.
• Experience Proof: Client reference letters confirming minimum 5 years' experience in:
• Brokerage insurance placements for entities with asset value ≥ R2 billion (Annexure BB).
• Placing and managing Cell Captive and Contingency Insurance cover ≥ R150 million (Annexure CC).
• Management and settlement of large claims ≥ R50 million (Annexure CR).
• Additional proof for placing D&O cover ≥ R600 million, and Marine and Aviation insurance covers.
• Team Qualifications: Proposed team (except actuary) must have min. 5 years' brokerage experience and be FSCA registered ('Authorised' status). Actuary must have min. 5 years' experience and be registered with the Actuarial Society of SA.
• SBD Forms: Completed SBD1 and SBD4 must be submitted.
• Restricted Suppliers: Bidders on the National Treasury list of restricted suppliers will be disqualified.

• Contract Duration: Initial term of 36 months (3 years), renewable annually.
• Performance Review: Annual service level review. Continuation into years 2 and 3 requires a minimum performance score of 90% against agreed SLAs.
• Pricing: Fixed for year 1. Annual escalation must align with the Consumer Price Index (CPI).
• Confidentiality: Bidders must adhere to a strict confidentiality agreement covering SAPO's commercial, financial, customer, and strategic information.
• Ownership: All confidential information disclosed remains the property of SAPO.
• Breach: Material breach of confidentiality may result in legal action and liability for costs on an attorney-client scale.

• Specific Goals for Preference Points:
• 10 points for ≥51% Black ownership.
• 5 points for ≥51% Youth ownership.
• 3 points for ≥51% Women ownership.
• 2 points for ≥1% ownership by disabled persons.
• Required Proof: Valid BBBEE Certificate (SANAS accredited), Sworn Affidavit by Commissioner of Oaths (for EMEs/QSEs), or DTI BBBEE Certificate.
• Administrative Returnable Documents: Bidders must confirm submission of Completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, and Certificate of Acquaintance.

• This annexure serves as a client reference confirmation for the bidder’s experience in insurance brokerage services.
• It requires a client (public institution listed in PFMA Schedule 2) to confirm on their letterhead that the bidder has at least five years’ completed experience in:

– Brokerage insurance placements and management of first‑party and third‑party cell captive insurance.

– Contingency insurance cover including contingent business interruption and contractual contingency.

• The referenced services must exceed a value of R150 million.
• The client must provide signature, signatory name and title, contract number, and contact email.
• Practical guidance: Use this form to secure a compliant reference from a qualifying public entity. Ensure all fields are completed accurately.

• This annexure (Annexure CC) is a returnable document that must be completed and submitted with your bid.
• It must be completed on the client’s company letterhead with their contact details.
• The client must confirm the bidder has a minimum of five (5) years’ completed experience in the specified insurance brokerage services.
• The form requires the client’s signature, name of signatory, title, contract number, and contact email address.
• Practical guidance: Identify a suitable client that is a public institution listed in PFMA Schedule 2 (Major Public Entities) and can verify your experience. Ensure they complete the form fully on their letterhead and provide all requested details. Include this completed annexure in your returnable documents package.

Minimum 5 years completed experience as an insurance broker providing brokerage insurance placements and managing: (1) First-party and Third-party Cell Captive Insurance, and (2) Contingency Insurance Cover including contingent business interruption and contractual contingency, with placements exceeding R150 million in value. Experience must be with Public Institutions listed in PFMA Schedule 2 (Major Public Entities) or other qualifying entities.

• Scope: Insurance brokerage services for cell captive and contingency insurance.
• Required experience (minimum five years completed):

– Provisioning of brokerage insurance placements and managing first‑party and third‑party cell captive insurance.

– Contingency insurance cover that includes contingent business interruption and contractual contingency.

• Value threshold: Services exceeding R150 million.
• Client type: Public institution listed in PFMA Schedule 2 (Major Public Entities).
• Practical guidance: Verify your track record matches these exact specifications. The reference must come from a qualifying public entity. Ensure you can demonstrate the specific insurance categories and the R150 million threshold.

• The reference form specifies a minimum contract value of R150 million for the referenced experience in cell captive and contingency insurance.
• Practical guidance: Ensure you can demonstrate contracts exceeding R150 million in the specified insurance categories. No other financial requirements (bonds, guarantees, payment terms) are detailed in this annexure.

• The client providing the reference must be a public institution listed in PFMA Schedule 2 (Major Public Entities).
• The form requires the client’s letterhead, signature, and contact details.
• Practical guidance: Confirm your reference client meets the PFMA Schedule 2 requirement. Standard compliance documents (CSD registration, tax clearance, B‑BBEE certificate, CIPC registration, etc.) are likely required per the main tender but are not detailed in this annexure.

• This annexure serves as a client reference letter template for the insurance brokerage services RFQ (RFQ/26/27/53).
• It requires the bidder's client to confirm on their letterhead the bidder's experience in managing and settling large claims exceeding R50 million.
• The client must complete all fields: date, RFQ number, bidding company name, service description confirmation (YES/NO), signature, signatory name and title, contract number, and contact email.

• This annexure (Client Reference Letter) is a returnable document that must be submitted with the bid.
• It must be completed by the bidder's client on the client's company letterhead with contact details.
• The client must confirm the bidder's experience in "Management and settlement of large claims in excess of R 50 million" by indicating "YES/NO".
• The letter must be signed by an authorized signatory, including name, title, contract number, and contact email.
• Ensure the RFQ number (RFQ/26/27/53) is referenced.

Bidders must have documented experience in management and settlement of insurance claims exceeding R50 million, as verified through client references or contract documentation.

• The bidder must demonstrate experience in the management and settlement of large claims exceeding R50 million.
• A client reference letter (this annexure) must be provided, confirming such experience.
• The client must explicitly indicate "YES" or "NO" for the described service.
• The reference letter must include the client's company letterhead, contact details, signatory details, contract number, and email.

No specific compliance requirements are stated in this annexure. Standard RFQ compliance requirements (e.g., CSD registration, tax clearance, B-BBEE certification) would apply per the main tender document.