Directors and officers liability insurance for gauteng enterprise propeller board and executives

Procurement of a Directors and Officers (D&O) Liability Insurance policy for Gauteng Enterprise Propeller covering 12 Board Members and 6 Executive Officers (past, present and Executive Management) for a 36-month term from 1 October 2026 to 30 September 2029. Cover must include: excess R50 000–R100 000; no exclusion for irregular, fruitless and wasteful expenditure (wilful misconduct excluded); directors and prescribed officers; retired directors; spousal liability for directors married in community of property; cyber loss, infectious epidemics, pandemics, communicable diseases; indemnity limit R25 million; annual premium VAT inclusive.

Closing date: 15 September 2026. Closing time: 11:00 am. RFQ validity period: 90 days from closing date. Contract term: 36 months from 1 October 2026 to 30 September 2029. No compulsory briefing session or site visit stated.

Submission and SCM enquiries: [email protected]. Technical enquiries: [email protected]. Head Office: 6th Floor, 124 Main Street, Johannesburg, 2107. Tel: 011 085 2001. Fax: 011 388 4010. Website: www.gep.co.za. Regional offices: Johannesburg (7th Floor, 124 Main Street, Johannesburg, 2107, Tel: 011 085 2002, Fax: 011 834 6702); Ekurhuleni (Ground Floor, 36 Merriman Avenue, Germiston, 1400, Tel: 011 776 9079, Fax: 011 827 2886); Sedibeng (23 Eloff Street, Vereeniging, 1930, Tel: 016 910 1200, Fax: 016 910 1216); West Rand (1st Floor, Block G, 333 Grosvenor Street, Krugersdorp, 1739, Tel: 011 950 9870, Fax: 011 950 9886); Tshwane (Hatfield Gardens, Hatfield, 333 Grosvenor Street, Tel: 012 430 2359, Fax: 012 323 4205).

Submission method: email to [email protected]. Closing date and time: 15 September 2026 at 11:00 am. Late or incomplete submissions will not be accepted. Bidders must complete and sign the RFQ cover page with name of bidder, CSD MA number, signature and submission date. All supporting SBD documents and a valid B-BBEE certificate or sworn affidavit (signed by a Commissioner of Oaths) must be submitted with the response. Bidders must complete all annexures. Only bidders registered on the Central Supplier Database (CSD) will be considered. No bids will be accepted from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

Completed and signed RFQ cover page (bidder name, CSD MA number, signature, submission date). SBD 1 (Invitation to Bid). SBD 3 (Pricing Schedule). SBD 4 (Declaration of Interest). SBD 6.1 (Preference Points Claim). Board Resolution authorising signatory. Valid B-BBEE certificate or sworn affidavit (Commissioner of Oaths). Proof of CSD registration. SARS Tax Compliance Status PIN or certificate. Minimum 3 reference letters (≤5 years, company letterhead, dated, signed, contactable references) for similar D&O liability insurance services. Proposal, methodology, approach and project plan. CVs for Project Manager and all key personnel with qualifications and experience proof.

Evaluation uses the 80/20 preference point system (Preferential Procurement Regulations, 2022). Price: 80 points. Specific goals: 20 points. Administrative mandatory compliance (pass/fail): SBD 1 (Invitation to Quote/Bid and T&Cs), SBD 3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), minimum 3 reference letters not older than 5 years on company letterhead, dated, signed, with contactable references, for similar D&O liability insurance services. Functionality/quality criteria (scored): Proposal, methodology, approach and project plan with clear timelines; detailed process plan for account management (claims, queries); quality criteria for valid claims and risk management advice; methodology for service delivery between client, broker and insured party. Key deliverables required: compensation for injury/death in line of duty, funeral cover, medical incapacity cover, disability pension, compulsory life insurance cover. Team requirements: Project Manager with degree in Business Administration, Finance or Risk Management (or equivalent) and ≥5 years' experience in claims processing, policy coverages and settlement procedures (CV required); all key team members with ≥5 years' experience and relevant qualifications in Short-Term Insurance Brokerage (CVs required). Specific goals for preference points: township-based enterprise, woman ownership, military veteran ownership, youth ownership, people with disabilities (51%+ ownership = 10 points each for disability and youth). Proof: certified copy of B-BBEE certificate or valid sworn affidavit.

Scope: Source and/or underwrite a Directors and Officers (D&O) Insurance policy covering 12 Board Members and 6 Executive Officers (past, present and Executive Management) for claims arising from service on the Board or employment with Gauteng Enterprise Propeller. Cover requirements: 1) Excess between R50 000 and R100 000; 2) Cover must not exclude irregular, fruitless and wasteful expenditure (wilful misconduct excluded); 3) Cover for directors and prescribed officers; 4) Cover for retired directors; 5) Spousal liability cover for directors married in community of property under South African law; 6) Cover inclusive of cyber loss, infectious epidemics, pandemics, communicable diseases; 7) Indemnity limit maximum R25 million; 8) Annual premium VAT inclusive. Contract period: 36 months from 1 October 2026 to 30 September 2029.

Bidder must provide a detailed methodology including: project plan with clear timelines; detailed process plan for account management (claims processing, queries); quality criteria for valid claims up to maximum risk and risk management advice; service delivery process between client, broker and insured party.

Project Manager required: Degree in Business Administration, Finance and/or Risk Management (or equivalent). Minimum 5 years' experience in claims processing, policy coverages and settlement procedures (CV required). All key team members: minimum 5 years' experience and relevant qualifications in Short-Term Insurance Brokerage (CVs required). Minimum 3 reference letters not older than 5 years for similar D&O liability insurance services (on letterhead, dated, signed, contactable references).

Goods/services must conform to standards in bidding documents/specifications. Supplier must not disclose contract information without GEP's prior written consent. Supplier must permit GEP to inspect records and have them audited by appointed auditors. Pre-bidding testing at bidder's account. If bid condition requires inspection during production/execution, premises must be open at reasonable hours. Inspection costs borne by GEP if supplies comply; by supplier if non-compliant. Non-compliant supplies/services may be rejected. Rejected supplies held at supplier's cost and risk; supplier must remove and replace at own cost.

Annual premium VAT inclusive. Fixed price in South African Rands inclusive of VAT. Payment within 15 days of approved invoice per agreed schedule against key deliverables. Professional quality standards required; disputes referred to agreed arbitration provider.

Pricing: fixed annual premium inclusive of VAT. Payment: within 15 days of receipt of approved invoice according to agreed payment schedule, against key deliverables, provided professional quality standards are met. Disputes on quality standards referred to agreed arbitration provider. No bond, guarantee or insurance requirements stated beyond the D&O policy itself.

Mandatory: CSD registration (MAAA number). Valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; if no PIN, CSD number accepted. Each party in a consortium/JV/sub-contract must submit separate TCS PIN/certificate/CSD number. Valid B-BBEE certificate or sworn affidavit (EMEs/QSEs) required to claim preference points; bidder responsible for ensuring GEP holds a valid certificate at all times. Returnable forms: SBD 1 (Invitation to Bid), SBD 3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Board Resolution authorising signatory. Minimum 3 reference letters (≤5 years old, on letterhead, signed, contactable references) for similar D&O liability insurance services. Project Manager and key personnel CVs with qualifications and experience proof. No bids from persons in service of the state, companies with directors in service of the state, or close corporations with members in service of the state.

Valid B-BBEE certificate or sworn affidavit (EMEs/QSEs) must be submitted to qualify for preference points. Bidder responsible for ensuring GEP holds a valid certificate at all times. Specific goals for preference points: township-based enterprise (certified B-BBEE certificate/affidavit with address matching CIPC); woman ownership (certified B-BBEE certificate/affidavit); military veteran ownership (certified B-BBEE certificate/affidavit); youth ownership (certified B-BBEE certificate/affidavit); people with disabilities – Black persons with disabilities per Employment Equity Act Code of Good Practice (certified B-BBEE certificate/affidavit). Points: people with disabilities (51%+ ownership) = 10 points; youth (51%+ ownership) = 10 points.

General Conditions of Contract (GCC) apply. GEP reserves the right to negotiate with service providers, not to procure, accept bids in whole or in part, award to multiple respondents, request further information post-closing, verify documentation, withdraw/amend conditions by written notice, and remedy incorrect awards. Successful bidder must sign SBD 7 contract form. No services/goods before official GEP Purchase Order (except emergencies). Price negotiation permitted pre- and post-award with shortlisted respondents (terms communicated prior). GEP does not support fronting. Payment in ZAR, fixed price inclusive of VAT. Payment within 15 days of approved invoice per agreed schedule against deliverables. Disputes on quality standards to agreed arbitration. Contract amendments only by written agreement. Supplier may not assign obligations without GEP's prior written consent. Subcontracts must be notified in writing. Delays subject to penalties at prime interest rate per day; GEP may terminate for default (failure to deliver, perform obligations, or corrupt/fraudulent practices). Force majeure recognised. Warranty provisions (12 months after delivery/acceptance or 18 months after shipment) and inspection/audit rights per GCC.

CSD registration mandatory. Valid B-BBEE certificate or sworn affidavit required for preference points. Tax compliance: SARS TCS PIN or certificate (or CSD number). No bids from persons in service of the state, companies with directors in service of the state, or close corporations with members in service of the state. Minimum 3 reference letters (≤5 years, letterhead, signed, contactable) for similar D&O liability insurance services. Complete all annexures. Submit SBD 1, SBD 3, SBD 4, SBD 6.1, Board Resolution. Project Manager and key personnel CVs with qualifications/experience proof. Bidders must inform GEP before closing if specification appears brand-specific.

80/20 preference point system (PPPFA Regulations 2022). Price 80 points, Specific Goals 20 points. Administrative mandatory compliance (pass/fail): SBD 1, SBD 3, SBD 4, 3 reference letters (≤5 years, similar service). Functionality evaluation: proposal/methodology/project plan with timelines; account management process plan (claims, queries); quality criteria for claims and risk management; service delivery methodology (client/broker/insured). Key deliverables: injury/death compensation, funeral cover, medical incapacity, disability pension, life insurance. Team: Project Manager (degree + ≥5 years claims/policy/settlement experience); key personnel (≥5 years Short-Term Insurance Brokerage). Specific goals: township enterprise, woman ownership, military veteran ownership, youth ownership (51%+ = 10 points), people with disabilities (51%+ = 10 points). Proof: certified B-BBEE certificate or sworn affidavit.