Short-term insurance services for rtmc (motor fleet, property, public liability) – 3 years + 2-Year option

The tender is subject to the Preferential Procurement Regulations 2022. The applicable preference point system is the 80/20 system for requirements up to R50 000 000, and the 90/10 system for requirements above R50 000 000. Preference points are awarded for price and specific goals as stated in the tender.

Returnable documents include the completed SBD 6.1 preference points claim form, which must form part of the tender. The applicable preference point system is the 80/20 system. Bidders must indicate how they claim preference points for specific goals. Failure to submit proof or documentation required to claim points will be interpreted as not claiming those points. The organ of state may require substantiation of any preference claims at any time.

The 80/20 preference point system applies, with a Rand value up to R50 000 000 (all applicable taxes included). Points will be awarded for price and specific goals. The 90/10 system applies for requirements above R50 000 000. Bidders must complete the preference points claim form to claim points for specific goals.

The 80/20 preference point system applies. Points are allocated for price and specific goals. The 90/10 system applies for tenders above R50 000 000. Bidders must indicate how they claim points for each preference point system.

{"closingDate":"19 April 2024"}

{"name":null,"email":"[email protected]","phone":null,"department":null,"address":"biza Trading (PTY) LTD was appointed by the XYZ company for"}

Bidders must submit a reference letter that confirms prior engagement for similar services, signed by an authorised client representative. The reference must be contactable and include the specified details. No other eligibility criteria are stated in the provided document.

the following services. Name and Description of Service This needs to address similar goods and or services

Confirmation of Service Engagement and Completion for Nombiza Trading (PTY) LTD: appointed by XYZ company for services similar in scope. Services rendered at Denel Technical Academy, 8b Atlas Road, Bonaero Park, Kempton Park, 1622. Contract period: once off or 3 years. Project completion date: 18–19 April 2024. Contract value: R1 million. Contactable reference provided.

No specific requirements found

Provision of short-term insurance services to the RTMC, covering a wide range of assets and operations including electronic equipment, business all risk, property damages, motor vehicles (comprehensive and self-insurance), office equipment, armoury, communication equipment, and other items. Also includes RTMC Law Enforcement Operations (firearm cover), Road Safety Operations, Traffic Training and Colleges, and general RTMC operations. Indemnity for R50,000,000.

Bidders must submit the pricing schedule on a separate sealed envelope using the provided template. Prices must be firm/fixed for the first 12 months. All prices must be inclusive of VAT and all charges. Bidders must analyse the scope of work thoroughly to identify all variables with financial implications. No other eligibility criteria (e.g., CSD registration, B-BBEE level, tax clearance) are stated in the provided document.

Appointment of a service provider for provision of short-term insurance services

No specific experience or qualification requirements stated in the provided text.

Motor fleet: comprehensive

▪Motor vehicle

▪Buses

▪Trucks

▪ Weighbridges and testing stations

▪Trailers

▪Tractors

▪Seat belt Simulators

▪Motor bikes

▪Evidentiary breath alcohol test

vehicles (65 / 35 seaters converted)

Total Motor Fleet: Comprehensive

Pricing schedule for short-term insurance services, including sections for electronic equipment, business all risk, property damages, motor vehicles (comprehensive and self-insurance), office equipment, armoury, communication devices, theft/loss, business interruption, public liability, commission rate, broker service fee, SASRIA, VAT, and total 12 months premium. Prices must be firm/fixed for first 12 months, inclusive of VAT and all charges. Outer years reviewed on anniversary aligned with CPIX and other cost drivers.

• Bidders may add to the table depicted above by including other items that may have been ommitted on the pricing schedule/guide.

Pricing schedule

Nb: pricing schedule must be submitted on a separate sealed envelope, utilising the template below as a guideline

Leasehold Improvement

Contract duration: 3 years (12 months initial, with outer years). Prices firm/fixed for first 12 months, then reviewed on anniversary aligned with CPIX and other cost drivers (e.g., claims experience, changes in asset values and fleet). Prices must be inclusive of VAT and all charges. Future potential disposal or transfer or acquisition of assets at any RTMC sites must be considered.

No specific eligibility criteria are stated in the extract, but bidders must comply with the standard requirements of a South African public-sector tender, including completing the NIH forms. The bidding process is subject to the PPPFA. Bidders must be registered service providers for short-term insurance services.

Broker service fee (if

Applicable)

Total 12 months premium

(Year 1)

NB: The outer years (year 2 and 3) estimates on price escalations will be reviewed on the anniversary of the contract with the appointed bidder, aligned with the CPIX (and other related cost drivers e.g claims experience, changes in asset values and fleet, etc).

RTMC will retain the first R3 000 000 of aggregate motor claims during each policy year through its self-insurance fund. Once the annual aggregate retention has been exhausted, the

insurer shall provide stop-loss cover for qualifying claims in excess thereof. The bidder shall separately price:

The annual stop-loss premium;

Administration services;

Motor fleet: self-insurance

• R3 million for 12 months period with a

stop loss of R200 000 over and above

that its comprehensive cover

▪Motor vehicle

▪Buses

▪Trucks

▪ Weighbridges and testing stations

▪Trailers

▪Tractors

▪Seat belt Simulators

▪Motor bikes

▪Evidentiary breath alcohol test

vehicles (65 / 35 seaters converted)

Total Motor Fleet: Self-Insurance

(This amount to be transferred to all

assets sheet)

Evaluation criteria are not detailed in the available source. The tender type is an open request for bid, but the specific evaluation split (e.g., 80/20 or 90/10) and minimum qualifying scores are not stated.

Basis of valuation (replacement value, market value, agreed value).

Returnable documents: the completed and signed SBD 4 (Declaration of Interest) form, as revised, must be submitted with the bid. Bidders must disclose all CSD-registered active companies linked to all directors; failure to do so leads to disqualification. Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified. The bidder must not have been involved in drafting the specifications or terms of reference for this bid.

Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified. Bidders must disclose all CSD-registered active companies linked to all directors; failure to do so leads to disqualification. The bidder must not have been involved in drafting the specifications or terms of reference for this bid.

Bidding enquiries — Bid Admin at [email protected].

Submission channel — place the bid in the designated bid box by the closing time; late bids will not be considered.

Format — use the official forms as issued, without retyping them, or follow the prescribed bid format.

Returnables — SBD 1 (Invitation to Bid), signed with bidder details; proof of authority to sign, such as a company resolution; the SARS tax PIN, with a printed TCS certificate optionally accompanying the bid; B-BBEE evidence where preference points are claimed; foreign-supplier evidence where applicable; and separate tax-status and CSD details for each consortium, joint-venture or subcontracting party.

Post-award form — the successful bidder must complete and sign SBD 7.

Preference points — a B-BBEE status verification certificate, or a sworn affidavit for an EME or QSE, is required to qualify for B-BBEE preference points.

Scope — the corporation's short-term insurance requirements.

Duration — three years initially, with an optional two-year extension.

Tax — bidders must comply with their tax obligations and provide a SARS-issued PIN. A printed TCS certificate may accompany the bid.

CSD — if no tax PIN is available, a bidder registered on the CSD must provide its CSD number.

Joint arrangements — each consortium, joint-venture or subcontracting party must provide a separate TCS certificate or PIN and CSD number.

State service — bids will not be considered from a person in state service, a company with such a director, or a close corporation with such a member.

B-BBEE — a status verification certificate, or a sworn affidavit for an EME or QSE, is required to claim preference points.

Foreign suppliers — foreign-based bidders must complete the foreign-supplier questionnaire, and an accredited South African representative must provide proof of accreditation. A foreign entity with no RSA residence, branch, permanent establishment, income or tax liability need not register for a SARS TCS PIN.

Authority — the signatory must have authority to bind the bidder, supported for example by a company resolution.

Appointment of a service provider for provision of short-term insurance services

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Compulsory briefing session: Online/Virtual. Bidders must register by submitting company name, CSD registration number, and representative name to [email protected] by 15 September 2026 at 14:00 pm. The session will be held on 17 September 2026 at 10:00 am. Bidders must log in 30 minutes before start. A signed briefing certificate will be emailed to attendees and must be attached to the bid documents upon submission.

{"name":null,"email":"[email protected]","phone":null,"department":"supply chain management","address":"o this bid should be"}

Returnable documents include: one original and one hard copy of bid documents; PDF soft copy on a memory stick; proof of CSD registration; compulsory briefing session certificate; SBD 1 (Invitation to bid and company information); SBD 4 (Declaration of interest); SBD 6.1 (Preference points claim form); pricing schedule (Annexure B) in the financial proposal envelope. For Joint Ventures, each entity must submit SBD 1 (consolidated), SBD 4, and SBD 6.1, accompanied by a signed agreement. All returnable bid documents must be signed by authorized person(s) with proof of authority.

The evaluation has four stages. Stage 1 (Compliance): Bidders must submit all required documents, including SBD 1, SBD 4, SBD 6.1, proof of CSD registration, and the compulsory briefing session certificate. Stage 2 (Mandatory): Insurers must provide a valid Prudential Authority license, a valid FSCA registration, and a Key Account Manager with a certified RE 5 certificate. Brokers must provide a valid FSCA registration, professional indemnity insurance cover of a minimum of R50 million, and a Key Account Manager with a certified RE 5 certificate. Stage 3 (Functionality): Bidders must score at least 70 out of 100 points, evaluated on references for similar work (assets with value ≥ R30 million), qualifications and experience of the proposed team, and the quality of the transition plan. Stage 4 (Price and Specific Goals): Bidders are evaluated on price and specific goals under the 80/20 preference point system. Bidders must be registered on the National Treasury Centralised Supplier Database (CSD). The RTMC will disqualify bidders for collusive bidding, fraud, or any other improper conduct.

1.1 The purpose of this bid is to appoint a suitably licensed insurance service provider capable

of providing comprehensive short-term insurance services to the RTMC for a period of

three (03) years with an option to extend for two (02) years. The successful bidder may

either be:

• a licensed short-term insurer authorised in terms of the Insurance Act; or
• a licensed Financial Services Provider acting as an insurance intermediary or broker

with authority to arrange the required insurance cover through licensed insurers.

2.1 The RTMC intends to utilise a self-funded deductible arrangement for the motor fleet.

Under this model:

• RTMC will fund motor losses up to an agreed threshold per claim through its own

self-insurance fund.

• The insurer will provide catastrophic and excess loss cover above the agreed

threshold.

• The threshold shall be agreed during contract negotiations and reviewed annually.
• The insurer shall administer claims, monitor the fund, and provide annual actuarial or

claims experience recommendations regarding the threshold and premium

2.2 The Corporation intends to acquire incorporated insurance covering both motor and non-

motor assets on the basis that the motor cover terms should serve as self-insurance and

standard comprehensive business all-risk insurance for the assets of the Corporation.

2.3 The premiums should be renegotiated on an annual basis. Annual premium reviews shall

be based on objective underwriting considerations, including claims experience;

• changes in insured values;
• additions and disposals;
• loss ratios;
• market conditions;
• underwriting capacity;
• inflation

2.4 It is against this background that the RTMC would like to appoint suitably qualified

insurance service providers to render insurance services to the Road Traffic Management

Corporation (RTMC) for a period of three (03) years with an option to extend for two (02)

years.

3. Scope of work and detailed specifications

3.1 Risk areas to be covered

Accidental and violent damage (protests) including sudden and

Unforeseen mechanical or electrical failure, fire, loss or theft.

Description value

1. Electronic equipment/computers

1.1. Scanners, printers, servers & switches Asset register to be

1.2. Computer equipment provided with values.

1.3. Laptops, notepads, iPads

1.4. Other related electronic equipment

NB: Kindly note that assets are movable between regions (Take note of the location on the

asset register)

Accidental and violent damage (protests) including sudden and

Unforeseen mechanical or electrical failure, fire, loss or theft.

Description value

2. Generators Asset register to be

Driving Simulators provided with values.

Accidental and violent damage (protests) including sudden and

Unforeseen mechanical or electrical failure, fire, loss or theft.

Description value

3. PROPERTY DAMAGES Asset register to be provided

• Traffic College Land & building with values
• Park homes
• Leasehold Improvements
• Security Fencing
• Borehole Pump station
• Sewerage pump station

Comprehensive cover (self insurance)

Description value

4. FLEET BREAKDOWN Asset register to be

4.1. Motor vehicle provided with values.

4.2. Buses

4.3. Trucks

4.4. Weighbridges and testing stations

4.5. Trailers

4.6. Tractors

4.7. Seat belt Simulators

4.8. Motor bikes

4.9. Evidentiary breath alcohol test vehicles (65 / 35 seaters

converted)

Accidental and violent damage (protests) including sudden and

Unforeseen mechanical or electrical failure, fire, loss or theft.

Description value

5. OFFICE EQUIPMENT AND FURNITURE FITTINGS Asset register to be

5.1. Office furniture provided with values.

5.2. Office equipment

Theft or loss, accidental damage and other related risks

Description value

6. Armoury – Glocks and Rifles Asset register to be

provided with values.

All business risk

Description value

7. COMMUNICATION DEVICES Asset

7.1. Cellular phones (iPhones or Samsungs) register

7.2. iPads and tablets to be

7.3. Push-to-talks (PTTs) / Two-Way Radios provided

with

values.

Theft or loss, accidental damage and other related risks

Description value

8. Goods in transit
9. All other related risks

All risk cover

Description value

10. Business interruption

10.1. Increase in cost of working Public Utilities

All risk cover

Description value

11. PUBLIC LIABILITY – Indemnity for R50 000 000. On an ad hoc basis as and

11.1. RTMC Law Enforcement Operations in general (any official when required

issued/authorised to handle and use the firearm)

11.2. RTMC Road Safety Operations in general

11.3. RTMC Traffic Training and Colleges related activities in

general

11.4. Board Members, Board Committees and Prescribed

Officers (Directors and Officers’ liability)

11.5. 3 Years Post Tenure of Office Liability Cover: Board

Members, Board Committees and Prescribed Officers

11.6. Legal defence

11.7. Employers’ liability including employee to employee

11.8. Employers’ liability including employees against harm

resulting from external parties

11.9. Cover on rented vehicles and equipment (not owned by the

Corporation)

The following normal insurance services will be required on an ad-hoc basis:

12. Ad-hoc services

Description value

12.1Risk surveys On an ad-hoc basis as and

12.2 Valuation advice when required

12.3 Risk engineering

12.4 Loss prevention

12.5 Catastrophe modelling where applicable

12.6 Annual insurance programme review

12.7 Policy wording review

12.8 Advice regarding uninsured exposures

Nb1: future potential disposal or transfer or acquisition of assets at any

Rtmc sites.

Nb2: rtmc insurance claims history will be provided.

3.2 Requirement

3.2.1 RTMC requires the successful bidder to provide a suitable replacement of electronic-

related equipment, such as laptops, on loan at no additional cost to the RTMC until the

claim is finalised.

3.3 Popia act

3.3.1 By participating in this bid, the bidder undertakes to comply with the Protection of

Personal Information Act, 2013 (Act No. ) (POPIA), and agrees to implement

appropriate technical and organisational measures to safeguard all personal and

confidential information against any unauthorised disclosure, misuse, or compromise.

3.4 Additional information to be supplied by the rtmc

3.4.1 To allow bidders to respond adequately to the bid, a schedule listing all assets and

claims history will be provided.

3.4.2 The above exercise is aimed at ensuring uniformity in the response received from each

prospective bidder and obtaining a structured framework for the evaluation of proposals.

3.4.3 The public liability proposal form will be shared with bidders who attended the

compulsory briefing session as a guide.

3.5 Reporting

3.5.1 The following reporting must be provided at intervals to be determined by RTMC.

o Weekly claims progress reports.

o Reconciliation of all claims data.

o Monitoring of data movements in respect of the activities on the short-term

insurance portfolio and claims register.

o Performance Report recording any failures to achieve service levels, the cause of

the failures and a summary of steps taken to resolve the failures and avoid them in

the future.

o Ongoing evaluation of uninsured risks and possible options for addressing them.

o Updating the RTMC on the current state of the insurance market in terms of

general economic realities, solvencies, capacity, profitability, rates and market

activity and the possible impact of such matters on the RTMC’s renewal strategy

and insurance portfolio.

o Updating the RTMC on legal developments within the short-term insurance

industry and informing the RTMC on insurance product developments in the South

African market; and

o Reviewing the RTMC’s short-term insurance portfolio with RTMC.

o Online claims tracking system.

3.6 Advice to the rtmc

3.6.1 The service provider must provide appropriate advice on the short-term insurance

portfolio in the event of the RTMC requesting such advice and assisting the RTMC with

the interpretation of the insurance policy documents and matters incidental thereto,

including the interpretation of the insurance rules and regulations.

3.6.2 The service provider should further be able to review and advise on the short-term

insurance requirements of the RTMC, and have the necessary expertise and

infrastructure to respond to insurance enquiries and needs of the entity efficiently.

3.6.3 The service provider will be required to advise and consult with the RTMC on a renewal

strategy, from time to time.

3.7 Administer claims

3.7.1 The service provider will be required to assist in the claims management process from

submission to finalisation and reporting. The service provider must ensure that the

contractual rights of the RTMC in terms of the insurance policy are protected and

enforced.

3.7.2 The claims management process includes:

o Registering Claims

o Appointment of assessors

o Ongoing management of all outstanding claims;

o Receiving claims from the RTMC and processing them timeously;

o Updating on the progress of claims;

o Informing the RTMC of outstanding documents on claims, if applicable;

o Informing the RTMC when payments are made;

o Ensuring correct calculation and payment of benefits; and

o Online claims administration and tracking

o Recovery of third-party claims

o Monitor litigation

3.8 Claims logging and tracking

3.8.1 The service provider must be able to provide a system to the RTMC which will enable it

to log and submit claims and to track the status of said claims. An automated system

for logging claims, as well as the tracking of progress.

3.9 Performance measures

3.9.1 The performance measures for the insurance service will be closely monitored by

Rtmc:

o Quarterly progress meetings or as and when required

o Monthly claims history/analysis or as and when required

o 30-day turnaround time on the outcome of claims

o Weekly claims reports

o Recommend preventative measures.

3.10 Communication to the rtmc

3.10.1 The service provider shall be responsible for the following on an ongoing quarterly or

annual basis, as appropriate:

o Update the RTMC on legal developments within the short-term insurance industry and

inform the RTMC on short-term insurance product developments and the risk mitigation

developments in the South African market.

3.11 Transition

The service provider must:

3.11.1 Deliver a transition plan to the RTMC, which sets out how it will take over the services

from the previous service providers and how it will set up its service delivery capability

to deliver the services, as per their agreement, and

3.11.2 Assist with the handover to a new service provider at the expiration or earlier termination

of the Agreement.

3.12 Support

The service provider must provide:

3.12.1 Training programmes, materials, processes, and guidelines

3.12.2 One-on-one dedicated Claims Consultant

3.13 Value-add services

The service provider is encouraged to propose value-added services available to RTMC on an

ongoing basis, share new trends in the industry through appropriate educational awareness

campaigns and recommend any improvements thereto.

Section: 3

The scope of work includes covering risk areas such as electronic equipment, generators, driving simulators, property damages, fleet breakdown, office equipment and furniture, armoury, communication devices, goods in transit, business interruption, and public liability. The service provider must provide a suitable replacement of electronic-related equipment on loan at no additional cost until the claim is finalised. The service provider must comply with POPIA. Additional information to be supplied by RTMC includes a schedule listing all assets and claims history. Reporting requirements include weekly claims progress reports, reconciliation of all claims data, monitoring of data movements, performance reports, ongoing evaluation of uninsured risks, updating RTMC on the insurance market and legal developments, and online claims tracking system. The service provider must provide advice on the short-term insurance portfolio, assist with claims management from submission to finalisation, provide a system for logging and tracking claims, and meet performance measures such as quarterly progress meetings, monthly claims history/analysis, 30-day turnaround time on claims, weekly claims reports, and recommend preventative measures. The service provider must also deliver a transition plan, provide training programmes and a dedicated claims consultant, and propose value-added services.

B. Qualifications, skills, experience of proposed project team 30

The bidder’s proposed personnel must have relevant insurance skills, qualifications, and

minimum experience in line with Financial Sector Conduct Authority (FSCA)

requirements. Bidder must provide abridged CVs and relevant qualification(s) for the

following team members:

1. Team Leader/Account Manager = 15 Points

Experience = 10 Points

The Team Leader/Account Manager must have at least five (5) years of experience as a

team leader/accounts manager within the Insurance Industry

➢ 10 years and above = 10 Points

➢ 8 – 9 years = 6 Points

➢ 5 – 7 years = 4 Points

Section 2: technical requirements/ specification

B-BBEE Minimum Level: 6

Points Allocation: 80 points

B-BBEE Details: National Treasury Centralised Supplier Database

(CSD) – CSD report or CSD MAAA Reference Number.

viii. Compulsory briefing session certificate must be completed and enclosed with the tender

documents.

(b) Stage 2 – Mandatory Requirements

Bidders who fail to meet the mandatory requirements will be disqualified from further

evaluation.

(c) Stage 3 - Functionality Evaluation

This process comprises of written responses/ proposals, which consists of 100 points.

NB: Bidders will be required to score a minimum of 70 points in order to qualify for a

stage 4.

(d) Stage 4 – Price and Specific Goals Evaluation

i. Bidders will be evaluated on 80/20 Preference Point System (i.e., 80 points for price

and 20 points for specific goals).

1.1 Stage 1 – standard compliance requirements

Standard compliance requirements comply

(Yes / NO)

Envelope one (1)

Total number of copies submitted – Two (2) (1 original and one copy)

All the documentation under the bid proposal is to be converted and

submitted in a PDF on a memory stick

Proof of CSD Registration. (CSD number or report)

Registration on CSD (available on www.csd.gov.za)

Compulsory Briefing Session Certificate

SBD 1: Invitation to bid and company information

SBD 4: Declaration of interest

SBD 6.1: Preference points claim form

Envelope two (2) – financial proposal

Total number of copies submitted – (Two (2) one original and one

copy)

All the documentation under the financial proposal is to be converted and

submitted as a PDF on a memory stick

Pricing Schedule (Annexure B)

NB. Bidders are required to complete the attached pricing schedule

(either as issued or on the company letterhead)

NB: Failure to comply with the above requirements will lead to a disqualification of the bid

6.1 The Bidder accepts that all costs incurred in preparation, presentation, and any demonstration

in relation to this bid shall be for the Bidder's account.

6.2 The Bidder hereby offers to render all or any of the services described in the attached

documents to the RTMC on the terms and conditions and in accordance with the specifications

stipulated in this bid documents (and which shall be taken as part of and incorporated into, this

proposal at the prices inserted therein).

6.3 The Bidder shall prepare for a possible presentation should RTMC require such, and the Bidder

shall be notified by 4 (four) days before the presentation date. Such presentation may include

a demonstration of products or services as called for by the RTMC in relation to this bid.

6.4 The successful Bidder hereby accepts full responsibility for the proper execution and fulfilment

of all obligations and conditions devolving on him/her under this agreement as the principal(s)

liable for the due fulfilment of this contract.

6.5 Note that should the bid be accepted, and the Bidder be unwilling or unable to commence the

services on the commencement date and / or during the execution of the contract due to

circumstances that are within its control, the RTMC shall be entitled, without prejudice to any

other rights it may have –

6.5.1 to terminate the contract or

6.5.2 claim specific performance from the successful bidder and

6.5.3 claim damages from the successful bidder.

6.6 The Bidder furthermore confirms that he/she has satisfied himself/herself as to the correctness

and validity of his/her bid response that the price (s) and rate(s) quoted cover all the

work/item(s) specified in the bid response documents and that the price (s) and rate(s) cover

all his/her obligations under a resulting contract and that he/she accepts that any mistakes

regarding price (s) and calculations will be at his/her risk.

RTMC’s Rights

6.7 The RTMC reserves the right not to accept the lowest bid or any bid in part or whole. RTMC

typically awards the contract to the Bidder, who proves to be fully capable of handling the

contract and whose bid is technically acceptable and financially advantageous to RTMC.

6.8 The RTMC also reserves the right to award this bid as a whole or in part without furnishing

reasons.

6.9 The RTMC reserves the right to conduct a site visit at the premises of the offices or any client

sites if required.

6.10 The RTMC reserves a right to amend any bid conditions, validity period, or specifications or

extend the closing date of the bid before the initially stated closing date. Bidders will be advised

in writing of such amendments in good time.

6.11 The RTMC reserves the right to request all relevant information, agreements, and other

documents to verify information supplied in the bid response. The bidder hereby consents to

the RTMC to conduct background checks on the bidding entity and any of its

directors/trustees/shareholders/members.

6.12 RTMC reserves the right to verify the authenticity of all the submitted documentation.

6.13 The RTMC acknowledges and agrees that all data and Personal Information provided by the

5.1 Bids should be submitted as follows:

5.1.1 Technical envelopes

i. Two (2) copies for technical responses/functional evaluation (one original and one copy)

ii. PDF soft copy in a memory stick of the technical responses/functional (to be enclosed in

the envelope that contains the original document)

5.1.2 Financial envelopes

i. The pricing schedule should be submitted separately. Two (2) copies (one original and

one copy)

ii. PDF soft copy of the pricing schedule on a memory stick (to be enclosed in the envelope

that contains the original document)

5.2 All envelopes to be sealed and endorsed, RTMC BID 05/2026/27: Appointment of a service

provider for provision of insurance services to the RTMC for a period of three (03) years

with an option to extend for two (02) years.

5.3 The sealed envelope must be placed in the bid box at the Main Reception area of the RTMC

Centurion Gate Business Park, Block D, 146 Akkerboom Street, Zwartkop Centurion, no

later than 11:00 am on 30 September 2026.

5.4 Compulsory Briefing Session: Online/Virtual

5.4.1 Bidders must register for a compulsory briefing session by submitting the necessary

information to [email protected] by 15 September 2026 at 14:00 pm to be eligible

to participate in the compulsory briefing and the bid process.

5.4.2 The following information is required to register for a briefing session:

• Company Name
• CSD Registration number
• Name and Surname of the Representative

5.4.3 Upon registration, a link will be shared with the bidders to enable them to participate in

the stated virtual meeting.

5.4.4 Bidders will be required to log in using their company name thirty (30) minutes before the

start of the briefing session to allow for virtual registration. For example, if the session

starts at 10:00, bidders can log in at 09:30, and the session will begin promptly at 10:00

am.

5.4.5 After the briefing session, a signed briefing certificate will be emailed to all the bidders

who were part of the online/virtual briefing session.

NB: The mentioned briefing certificate must be attached to the bid documents upon

submission on the closing date of the bid. (Failing which will invalidate the bid)

5.5 Compulsory Briefing Session: Online/Virtual

5.5.1 The online/Virtual compulsory briefing session will be held on 17 September 2026 at

10:00 am.

5.6 The envelope must also endorse the Bidder's company name, closing date, and return address.

5.7 All bids submitted must be signed by a person or persons duly authorized thereto.

5.8 Suppose a courier service company is being used to deliver the bid document. In that case, the

bid description must be endorsed on the delivery note/courier packaging to ensure that

documents are delivered into the bid box. The RTMC will not be held responsible for any delays

where documents are not placed in the bid box before the closing date and time.

5.9 Bid received by email, facsimile, or similar medium will not be considered.

5.10 Where a bid document is not placed in the bid box at the time of the bid closing, such a bid

document will be regarded as a late bid. Late bids will not be considered.

5.11 Amended bids may be sent in an envelope marked “Amendment to Bid” and should be placed

in the bid box before the closing time.

5.12 Bidders should check the number of the pages to satisfy themselves that all are included and

not duplicated. RTMC will accept no liability regarding anything arising from the fact that pages

are missing or duplicated.

Requirements

Section 2: technical requirements/ specification

1. Purpose

1.1 The purpose of this bid is to appoint a suitably licensed insurance service provider capable

of providing comprehensive short-term insurance services to the RTMC for a period of

three (03) years with an option to extend for two (02) years. The successful bidder may

either be:

• a licensed short-term insurer authorised in terms of the Insurance Act; or
• a licensed Financial Services Provider acting as an insurance intermediary or broker

with authority to arrange the required insurance cover through licensed insurers.

2. Background

2.1 The RTMC intends to utilise a self-funded deductible arrangement for the motor fleet.

• RTMC will fund motor losses up to an agreed threshold per claim through its own

self-insurance fund.

• The insurer will provide catastrophic and excess loss cover above the agreed

threshold.

• The threshold shall be agreed during contract negotiations and reviewed annually.
• The insurer shall administer claims, monitor the fund, and provide annual actuarial or

claims experience recommendations regarding the threshold and premium

2.2 The Corporation intends to acquire incorporated insurance covering both motor and non-

motor assets on the basis that the motor cover terms should serve as self-insurance and

standard comprehensive business all-risk insurance for the assets of the Corporation.

2.3 The premiums should be renegotiated on an annual basis. Annual premium reviews shall

be based on objective underwriting considerations, including claims experience;

• changes in insured values;
• additions and disposals;
• loss ratios;
• market conditions;
• underwriting capacity;
• inflation

2.4 It is against this background that the RTMC would like to appoint suitably qualified

insurance service providers to render insurance services to the Road Traffic Management

Corporation (RTMC) for a period of three (03) years with an option to extend for two (02)

years.

• Traffic College Land & building with values
• Park homes
• Leasehold Improvements
• Security Fencing
• Borehole Pump station
• Sewerage pump station

Comprehensive cover (self insurance)

11. PUBLIC LIABILITY – Indemnity for R50 000 000. On an ad hoc basis as and

11.1. RTMC Law Enforcement Operations in general (any official when required

issued/authorised to handle and use the firearm)

11.2. RTMC Road Safety Operations in general

11.3. RTMC Traffic Training and Colleges related activities in

general

11.4. Board Members, Board Committees and Prescribed

Officers (Directors and Officers’ liability)

11.5. 3 Years Post Tenure of Office Liability Cover: Board

11.6. Legal defence

11.7. Employers’ liability including employee to employee

11.8. Employers’ liability including employees against harm

resulting from external parties

11.9. Cover on rented vehicles and equipment (not owned by the

Corporation)

12.1Risk surveys On an ad-hoc basis as and

12.2 Valuation advice when required

12.3 Risk engineering

12.4 Loss prevention

12.5 Catastrophe modelling where applicable

12.6 Annual insurance programme review

12.7 Policy wording review

12.8 Advice regarding uninsured exposures

Nb1: future potential disposal or transfer or acquisition of assets at any

Nb2: rtmc insurance claims history will be provided.

3.2 Requirement

3.2.1 RTMC requires the successful bidder to provide a suitable replacement of electronic-

related equipment, such as laptops, on loan at no additional cost to the RTMC until the

claim is finalised.

3.3 Popia act

3.3.1 By participating in this bid, the bidder undertakes to comply with the Protection of

Personal Information Act, 2013 (Act No. ) (POPIA), and agrees to implement

appropriate technical and organisational measures to safeguard all personal and

confidential information against any unauthorised disclosure, misuse, or compromise.

3.4 Additional information to be supplied by the rtmc

3.4.1 To allow bidders to respond adequately to the bid, a schedule listing all assets and

claims history will be provided.

3.4.2 The above exercise is aimed at ensuring uniformity in the response received from each

prospective bidder and obtaining a structured framework for the evaluation of proposals.

3.4.3 The public liability proposal form will be shared with bidders who attended the

compulsory briefing session as a guide.

3.5 Reporting

3.5.1 The following reporting must be provided at intervals to be determined by RTMC.

o Weekly claims progress reports.

o Reconciliation of all claims data.

o Monitoring of data movements in respect of the activities on the short-term

insurance portfolio and claims register.

o Performance Report recording any failures to achieve service levels, the cause of

the failures and a summary of steps taken to resolve the failures and avoid them in

the future.

o Ongoing evaluation of uninsured risks and possible options for addressing them.

o Updating the RTMC on the current state of the insurance market in terms of

general economic realities, solvencies, capacity, profitability, rates and market

activity and the possible impact of such matters on the RTMC’s renewal strategy

and insurance portfolio.

o Updating the RTMC on legal developments within the short-term insurance

industry and informing the RTMC on insurance product developments in the South

African market; and

o Reviewing the RTMC’s short-term insurance portfolio with RTMC.

o Online claims tracking system.

3.6 Advice to the rtmc

3.6.1 The service provider must provide appropriate advice on the short-term insurance

portfolio in the event of the RTMC requesting such advice and assisting the RTMC with

the interpretation of the insurance policy documents and matters incidental thereto,

including the interpretation of the insurance rules and regulations.

3.6.2 The service provider should further be able to review and advise on the short-term

insurance requirements of the RTMC, and have the necessary expertise and

infrastructure to respond to insurance enquiries and needs of the entity efficiently.

3.6.3 The service provider will be required to advise and consult with the RTMC on a renewal

strategy, from time to time.

3.7 Administer claims

3.7.1 The service provider will be required to assist in the claims management process from

submission to finalisation and reporting. The service provider must ensure that the

contractual rights of the RTMC in terms of the insurance policy are protected and

enforced.

3.7.2 The claims management process includes:

o Registering Claims

o Appointment of assessors

o Ongoing management of all outstanding claims;

o Receiving claims from the RTMC and processing them timeously;

o Updating on the progress of claims;

o Informing the RTMC of outstanding documents on claims, if applicable;

o Informing the RTMC when payments are made;

o Ensuring correct calculation and payment of benefits; and

o Online claims administration and tracking

o Recovery of third-party claims

o Monitor litigation

3.8 Claims logging and tracking

3.8.1 The service provider must be able to provide a system to the RTMC which will enable it

to log and submit claims and to track the status of said claims. An automated system

for logging claims, as well as the tracking of progress.

3.9 Performance measures

3.9.1 The performance measures for the insurance service will be closely monitored by

Rtmc:

o Quarterly progress meetings or as and when required

o Monthly claims history/analysis or as and when required

o 30-day turnaround time on the outcome of claims

o Weekly claims reports

o Recommend preventative measures.

3.10 Communication to the rtmc

3.10.1 The service provider shall be responsible for the following on an ongoing quarterly or

annual basis, as appropriate:

o Update the RTMC on legal developments within the short-term insurance industry and

inform the RTMC on short-term insurance product developments and the risk mitigation

developments in the South African market.

3.11 Transition

3.11.1 Deliver a transition plan to the RTMC, which sets out how it will take over the services

from the previous service providers and how it will set up its service delivery capability

to deliver the services, as per their agreement, and

3.11.2 Assist with the handover to a new service provider at the expiration or earlier termination

of the Agreement.

3.12 Support

A certified RE 5 certificate must be provided for evaluation

Table 2 INSURANCE BROKERS

where similar services are currently and previously rendered. The following details must

at least be reflected in the content of the reference letter/s: -

• Name and short description of similar service rendered,

• Addresses where the services are rendered,

• Period of service,

• Value of insurance cover,

• Contactable References. (Letter of references in letterhead of the clients signed

by authorized persons. Signature date on the reference letter must be from 2018

to date/ onwards) AND attach a copy of the purchase order/ proof of

appointment/ a copy of Service Level Agreement (SLA) or contract to the

reference letter as supporting document.

the insurance industry. Where a Team Leader/Accounts Manager has been with various

organisations, the CV must clearly indicate the organisation’s and related period for each

organisation to enable the Corporation to calculate the number of years accurately. E.g.

✓ Name of Organisation

Period 01 January 2021 to 31 December 2025 (Total Years – 5yrs)

✓ Name of Organisation

Period 01 January 2021 to 30 June 2025 (Total Years – 4 yrs 6 months)

Qualification = 5 Points

Level 6 and above will be accepted.

2. Claims Consultant/Administrator = 15 Points

Experience (10)

The Claims Consultant/Administrator must have at least three (3) years of experience as

a claims consultant/administrator within the Insurance Industry

• 6 years and above = 10 Points
• 3 – 5 years = 5 Points

the insurance industry. Where a Claims Consultant/Administrator has been with various

organisations, the CV must clearly indicate the organisation’s and related period for each

organisation to enable the Corporation to calculate the number of years accurately. E.g.

✓ Name of Organisation

Period 01 January 2021 to 31 December 2025 (Total Years – 5yrs)

✓ Name of Organisation

Period 01 January 2021 to 30 June 2025 (Total Years – 4 yrs 6 months)

Qualification (5)

Bidders shall provide complete and accurate answers to the questions posed in this document. Bidders must substantiate their response to all questions, including details on how their proposal/solution will address specific functional/technical requirements. RTMC reserves the right to include any additional related items on the contract that are not part of the bid document. RTMC will not be held responsible for any costs incurred in preparing and submitting bid documents. RTMC reserves the right to verify the information bidders provide; any misrepresentation will lead to the bidder's disqualification. The bidder is expected to provide a dedicated Service or Account Manager for the duration of the tender/project. To prevent the abuse of SCM system, RTMC will under no circumstances allow or promote bid rigging (or collusion bidding) from any bidder. For instance, bidders who submit bid documents on their own, and enter into Joint Venture Agreement or any other Agreement with another company using the same company, irrespective of either declared on SBD 4 or not. Both bidders will be disqualified should such be identified. It is the responsibility of the bidder to formally inform or communicate with the RTMC on any administrative changes or amendments after their appointment into the panel which may have negative impact on execution of the contract, where necessary, the RTMC reserves the right to conduct due diligence.

Mandatory requirements for insurers: must be licensed in terms of the Insurance Act with a valid certificate of licensing issued by the Prudential Authority; must be licensed as a Financial Services provider in terms of FAISA with a valid certificate of registration with FSCA; must provide a Key Account Manager with a certified RE 5 certificate. For brokers: must be licensed as a Financial Service provider in terms of FAISA with a valid certificate of registration with FSCA; must have professional indemnity insurance cover with a minimum cover of R50 million; must provide a Key Account Manager with a certified RE 5 certificate.

All communication and attempts to solicit information of any kind relative to this bid should be channelled to the email below, however the cut-off date will be on the 22 September 2026. Name: RTMC, Email Address: [email protected].

the following services. Name and Description of Service This needs to address similar goods and or services