Appointment of insurance and risk services brokers – ekurhuleni tender (gauteng)

Closing date: 31 August 2026 at 10:00.

Information session (not stated as compulsory): 12 August 2026 at 11:00 at Ekurhuleni Finance Head Office, Budget Office, 8th Floor, Boardroom, East Wing, Corner Victoria and F H Odendaal Streets, Germiston. Bid documentation will not be available at the session.

Advertisement date: 31 July 2026 (in Sowetan).

An information session will be held at 11:00 am on 12 AUGUST 2026 at EKURHULENI FINANCE HEAD OFFICE, BUDGET OFFICE, 8th FLOOR, BOARDROOM, EAST WING, CORNER VICTORIA AND F H ODENDAAL STREETS, GERMISTON. Bid documentation will not be available at the information session.

Bidding procedure enquiries: Tebogo Kgwedi, email [email protected].

Technical information: Sduduzo Sikhakhane, email [email protected].

Submission address: Bid Box Number THREE (03), Ground Floor, Golden Heights, 141 Victoria Street (corner Victoria and F H Odendaal Streets), Germiston 1400. Use entrance at 65 FH Odendaal Street.

Bids must be deposited in Bid Box Number THREE (03) at Golden Heights, 141 Victoria Street, Germiston, before 10:00 on 31 August 2026. Bids will be opened in public immediately after closing. Bids must be valid for 120 days from closing date. Late bids, telefax or e-mail bids, and bids completed in pencil will be invalid. Bidders must check the CoE website daily for amendments, addenda, and extensions of validity. No communication is allowed after closing.

Returnable forms (all must be completed, signed, and submitted as a complete set):

• Form of Bid (General Declaration)
• Form A (Procurement Form of Bid)
• Form B (Declaration of Interest)
• Form C (Declaration for Procurement above R10 Million, if applicable)
• Form D (Declaration of Bidder's Past SCM Practices)
• Form E (Certificate of Independent Bid Determination)
• Form G (Declaration for municipal accounts)
• Form H (Declaration for municipal accounts where bids exceed R10 million)
• Form I (Specification)
• Form J (Variations and Omissions)
• Form K (Schedule of Prices)
• Form L (General Conditions of Contract)
• Form M (Special Conditions and Undertakings)
• Form N (Contract form - Rendering of services, Parts 1 and 2)

Disqualification risks:

• Non-compliance with CSD registration and applicable legislative requirements.
• Failure to complete and sign the schedule of quantities in full.
• Use of correction fluid, erasable ink, or pencil on sections affecting evaluation.
• Bid not signed by a person with authority to do so.
• Attempting to influence evaluation or award.
• Misrepresentation affecting evaluation or specific goals.
• Submission in the wrong bid box or after closing date/time.
• Non-submission of municipal account (not older than 3 months), lease agreement, or affidavit.
• Municipal rates or service charges in arrears for more than 3 months (or 30 days if transaction exceeds R10 million) unless proof of payment arrangement is attached.
• Unsatisfactory performance on a previous contract with any organ of state in the last 5 years.
• Bidder or directors in service of the state, or listed on the Register of Bid Defaulters.
• Non-submission of three annual financial statements if transaction value exceeds R10 million.
• Failure to submit all required documents.
• Incomplete or unsigned declarations (Forms of Bid, B, C, D, E, G, H).

Only information filled in the spaces provided in the bid document will be considered for evaluation. Attaching unsolicited information (e.g., company profiles, CVs) is discouraged and may delay award.

The following documents must be completed and signed and submitted as a complete set: Form of Bid (Declaration), Form A (Procurement Form of Bid), Form B (Declaration of Interest), Form C (Declaration for Procurement above R10 Million), Form D (Declaration of Bidder's Past SCM Practices), Form E (Certificate of Independent Bid Determination), Form G (Declaration for municipal accounts), Form H (Declaration for municipal accounts where bids exceed R10 million), Form I (Specification), Form J (Variations and Omissions), Form K (Schedule of Prices), Form L (General Conditions of Contract), Form M (Special Conditions and Undertakings), Form N (Contract form - Rendering of services Part 1 and Part 2).

Evaluation uses the 90/10 preference point system: 90 points for price and a maximum of 10 points for specific goals. The bid value is estimated to exceed R50 million, so the 90/10 system applies.

Adjudication follows the COE Supply Chain Management Policy and considers:

• Compliance with bid conditions and technical specifications (non-compliance leads to rejection).
• Infrastructure and resources available (plant and equipment owned or leased).
• Size of enterprise (previous and expected annual turnover).
• Staffing profile (staff available, qualifications and experience of key staff).
• Previous experience and capability (experience in relevant technical field, contracts of similar size; references may be contacted).
• Financial ability to execute the contract (proof of access to credit, bank statements, or funding commitments from DFIs).
• Central Supplier Database (CSD) compliance.

Functionality will be evaluated if specified in the invitation, with criteria, weights, values, and a minimum qualifying score. Bids that do not achieve the minimum functionality score are eliminated from further evaluation.

Tie-breaking: if two or more bids score equal total points, the bid with the highest specific goal points wins; if still equal, the bid with the highest functionality score; if still equal, the award is decided by drawing of lots.

False information regarding specific goals may lead to disqualification, contract termination, damages, and restriction from doing business with any organ of state for up to 10 years.

The scope is the appointment of brokers related to insurance and risk services for the period from date of award until 30 June 2029. The contract may be awarded to more than one bidder.

Bidders must provide details of their physical facilities, plant and equipment (owned or leased), staffing profile, and previous experience. Key staff qualifications and experience will be evaluated.

Joint ventures/consortia must provide details of each partner, including share of the partnership, and the lead partner is authorised to act on behalf of the consortium. Each partner must attach original or certified copies of dated and signed resolutions confirming authority to sign.

Evaluation of the bid's position in terms of previous experience, with emphasis on experience in the relevant technical field, experience of contracts of similar size, and references may be contacted. Also evaluation of staffing profile: qualifications and experience of key staff to be utilised on this contract. Bidders must provide details of physical facilities, plant and equipment (owned or leased), and staffing. Joint ventures/consortia must provide details of each partner, including share of the partnership, and the lead partner is authorised to act on behalf of the consortium. Each partner must attach original or certified copies of dated and signed resolutions confirming authority to sign.

The price used for evaluation is inclusive of all applicable taxes, including VAT. Bidders must complete the Schedule of Prices (Form K) in full and sign it. Prices must be placed in the column on the form provided. The total bid price must be indicated.

The price used for evaluation is inclusive of all applicable taxes, including VAT. Bidders must complete and sign Form K (Schedule of Prices) in full, placing prices in the column provided, and indicate the total bid price.

Bidders must demonstrate adequate financial capacity to execute the contract. Proof may be one of the following, issued by a registered financial institution (commercial bank, DFI, cooperative bank, or registered credit provider): proof of access to credit or financing, bank statements, or funding commitments from development finance institutions. The City may request updated financial information and re-verify financial ability prior to award.

If the transaction value is expected to exceed R10 million (VAT included), bidders must submit three annual financial statements: audited or independently reviewed statements for the most recent financial year (prepared within 6 months of year-end) and the two preceding years, unless the bidder was established within the past three years, in which case all statements since commencement must be submitted. Close corporations must submit statements prepared within 9 months of year-end. If not required by law to be audited or independently reviewed, non-audited statements must be submitted. Failure to attach the required statements leads to rejection.

Bidders must be registered on the Central Supplier Database (CSD) and be compliant with all applicable legislative requirements. Tax compliance is dealt with in terms of MFMA Circular No. 90; bidders must provide a TCS PIN or CSD number. Foreign suppliers must complete the pre-award questionnaire in Part B:3.

Bidders must not be in the service of the state, nor have directors, managers, principal shareholders, or stakeholders in state service. Bidders must not be listed on the Register of Bid Defaulters (Prevention and Combating of Corrupt Activities Act, 2004). Bidders must not have outstanding municipal rates or service charges in arrears for more than 3 months (or 30 days if transaction exceeds R10 million) unless proof of payment arrangement is attached. Bidders must not have failed to perform satisfactorily on a previous contract with any organ of state in the last 5 years after written notice.

B-BBEE: Bidders must submit a B-BBEE status level verification certificate, original sworn affidavit (for EMEs and QSEs), or a certificate from CIPC to qualify for preference points. The bid is subject to the Preferential Procurement Regulations, 2022.

Returnable declarations: Form B (Declaration of Interest), Form C (Declaration for Procurement above R10 Million, if applicable), Form D (Declaration of Bidder's Past SCM Practices), Form E (Certificate of Independent Bid Determination), Form G (Declaration for municipal accounts), Form H (Declaration for municipal accounts where bids exceed R10 million).

Preference points for specific goals: 5 points for enterprise situated within Ekurhuleni demarcation (proof: municipal account or lease agreement or affidavit not older than 3 months); 5 points for enterprise at least 50% owned by Historically Disadvantaged Individuals (proof: identity document, share certificate, medical certificate for persons with disabilities). Total specific goal points: 10. Bidders must submit proof of specific goals claimed; failure to submit proof means no preference points awarded. Sub-contracting limited to 30% of contract value.

The successful bidder will be required to fill in and sign a written contract form (MBD7). The bid is subject to the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC), and any other special conditions of contract. The contract will be formed upon acceptance by the COE by way of a duly authorised Letter of Acceptance. The contract period is from date of award until 30 June 2029.

Bids must be deposited in Bid Box Number THREE (03) at Golden Heights, 141 Victoria Street, Germiston, before closing date and time. Bids will be opened in public. The lowest or any bid will not necessarily be accepted. The COE reserves the right to accept a bid in whole or part. Bids must be valid for 120 days from closing date. Late bids will not be considered. Telefax or e-mail bids are not acceptable. Bids completed in pencil will be invalid. Bidders must check the CoE website daily for amendments/addenda and extensions of validity. No communication allowed after closing of bid.

Bidders must be compliant with all applicable legislative requirements as per Central Supplier Database (CSD). Non-compliance with Municipal Supply Chain Management Regulations, 2005 will lead to rejection. Bidders must complete and sign all required forms and schedules. Bids must be submitted on official forms, not re-typed. Bidders must not be in service of the state. Bidders must not be listed on Register of Bid Defaulters. Bidders must submit three annual financial statements if transaction value exceeds R10 million. Bidders must not have outstanding municipal rates and taxes for more than three months (or 30 days if over R10 million) unless payment arrangement attached. Bidders must not have failed to perform satisfactorily on previous contracts. Bidders must submit proof of financial capacity: one of proof of access to credit, bank statements, or funding commitments from DFIs. Bidders must be registered on CSD and provide TCS PIN or CSD number.

Acceptable bids will be evaluated using a system that awards points on the basis of 90 points for bid price and a maximum of 10 points for Specific Goal/s. The value of this bid is estimated to exceed R50 million, therefore the 90/10 system shall be applicable. Bids will be adjudicated in terms of COE Supply Chain Management Policy, including technical adjudication, infrastructure and resources, size of enterprise, staffing profile, previous experience, financial ability, and Central Supplier Database compliance. Functionality will be evaluated if specified, with criteria, weights, values, and minimum qualifying score. The bidder obtaining the highest number of total points may be awarded the contract. In case of equal points, the bidder with highest specific goal points wins; if still equal, highest functionality; if still equal, drawing of lots.