Insurance Tenders South Africa: How To Find, Bid, And Win

If you’re a broker, insurer, UMA, or advisory firm aiming to grow, insurance tenders South Africa can be a powerful pipeline, steady revenue, multi‑year contracts, and brand credibility. But the tender game has its own rules: strict compliance, technical scoring, preference points, and price pressure. This guide breaks down where to find opportunities, how to qualify, what evaluators look for, and how to build a bid that wins, with practical examples for SMEs and suppliers across the country.

The Insurance Tender Landscape In South Africa

Who Buys Insurance Through Tenders

Across the public sector, most organs of state procure insurance or insurance-related services via tenders or RFQs:

National and provincial departments (PFMA entities), e.g., property, liability, travel, and fleet.
Municipalities and municipal entities (MFMA entities), often motor fleets, assets, and short‑term lines.
State‑owned enterprises (SOEs), complex, high‑value programs (aviation, marine, engineering, D&O, cyber).
Universities, TVET colleges, and hospitals, assets, professional liability, group schemes.

In the private sector, large corporates issue RFPs for broker services, captive management, or specialty cover placement. Banks, retailers, mining houses, logistics companies, and health groups regularly review broker panels and claims administration partners.

Services Typically Tendered (Cover And Advisory)

Expect tenders for one or more of the following:

Short‑term (non‑life): property, motor, liabilities, engineering, marine, cyber, crime, professional indemnity.
Employee benefits: group life, disability, funeral, and medical gap administration (usually via RFPs).
Advisory and placement: brokerage/intermediary services, risk surveys, risk financing, and reinsurance support.
Claims administration and TPAs: end‑to‑end claims handling, first notice of loss (FNOL), call centers.
Value‑adds: telematics for fleets, driver behavior programs, wellness programs, training, and risk technology.

Practical example: A Category B municipality may tender for broker services to place motor, property, and liability cover, including claims handling and quarterly risk reviews. A university may issue a separate RFP for cyber insurance with incident response retainers.

Contract Structures, Term Lengths, And Renewals

Term: Commonly 36 months for broker/advisory appointments, with annual policy renewals. Some entities opt for 12–24 months with extension options.
Structure: Either a broker appointment (fees/commission) to place cover with one or multiple insurers, or direct insurer appointment via panel/lead insurer model.
Extensions/renewals: Public entities require formal approval to extend: performance and compliance history matter. Private RFPs often run on 2–3 year cycles with renewal reviews.
SLAs: Expect measurable KPIs, claims turnaround times (e.g., 80% of simple claims settled within 30 working days), reporting cadence, and service credits for non‑performance.

Trend watch: Post‑2021 unrest and KZN flood events, entities are demanding stronger catastrophe modeling, SASRIA alignment, and clearer business interruption (BI) triggers. Cyber and power-related risk (load‑shedding impacts on BI/exclusions) feature heavily in 2024/25 scopes.

Compliance And Eligibility Requirements

Regulatory Licenses And Fit And Proper (FSCA, FAIS, FSP, KIs)

Intermediaries must be licensed by the FSCA as FSPs for the relevant product categories, with Key Individuals and Representatives meeting FAIS Fit and Proper requirements.
Provide FSCA license number, KI details, and proof of CPD where requested.
If you’re a UMA or binder holder, include binder agreements and evidence of regulatory approvals.
Insurers must provide prudential standing and credit ratings where requested.

Tip: Include a one‑page regulatory profile in your bid: FSP number, classes of business, KI/Rep matrix, CPD status, and compliance officer details.

Mandatory Registrations: CSD, Tax Compliance, COIDA, UIF

CSD: Register on the National Treasury Central Supplier Database (CSD) and include your MA number. Ensure banking, directors, and commodity codes are accurate and up‑to‑date.
SARS TCS: Provide a valid Tax Compliance Status PIN, bids are often disqualified for expired or non‑compliant TCS.
COIDA: Letter of Good Standing if you employ staff performing services on site or handling claims/inspections.
UIF: Proof of registration and compliance for staff‑related services.

B-BBEE, POPIA/PAIA, And Professional Indemnity Cover

B‑BBEE: Include a current SANAS‑accredited certificate (or sworn affidavit for EME/QSE where applicable). Many entities allocate preference points and/or set minimum levels for insurance tenders South Africa.
POPIA/PAIA: Demonstrate lawful processing of personal information, secure data handling, and breach response. Include PAIA manual access link and POPIA policies.
Professional Indemnity: PI cover is typically mandatory for brokers and advisors. Check the required limits (often R5m–R50m, higher for complex programs) and add proof of cover and retroactive dates.

Bid Security, Declarations, And Mandatory Forms

Some public tenders require bid security or bid bonds (less common for services-only, but check).
Complete all SBD forms (or entity‑specific equivalents), conflict of interest disclosures, and local content declarations if relevant.
Non‑negotiables: Signed forms, initialed pages, correct number of copies, and compliance with returnable schedules. One missing signature can sink an otherwise great bid.

Where To Find Insurance Tenders

National Treasury eTender Portal And Tender Bulletin

eTender Portal: https://www.etenders.gov.za lists open tenders for PFMA/MFMA entities. Use keywords like “insurance,” “broker,” “short-term,” “group life,” and “claims administration.”
Tender Bulletin: Weekly notices for updates, cancellations, and awards, useful for tracking competitor wins and renewal cycles.

Pro tip: Build a calendar from the last 24 months of awards. If a municipality awarded a 36‑month broker contract in June 2023, set a reminder for Q1 2026 to start pre‑engagement.

Municipal And SOE Portals (MFMA/PFMA Entities)

Municipal portals: Many cities (e.g., City of Cape Town, eThekwini, Tshwane) and districts publish separately. Also check Provincial Treasury portals.
SOEs: Transnet, Eskom, PRASA, SANRAL, ACSA, and others run their own systems. Create supplier accounts and watchlists.

Private-Sector RFPs And Insurer Supply Chains

Corporates often issue RFPs directly or through procurement platforms (Ariba/Coupa). Follow company supplier pages and LinkedIn alerts.
Insurer networks: Partner with insurers and UMAs who rotate broker panels and specialist service providers (risk surveys, telematics, salvage, adjusters).
Associations: IISA, FIA, SAIA events and newsletters often flag upcoming reviews and partnership opportunities.

Using eTender SA To Track, Filter, And Shortlist Opportunities

Manually checking dozens of portals daily is a grind. With eTender SA, you can:

Filter by category (insurance, brokerage, advisory), location, and entity type.
Get alerts for new tenders, site meetings, addenda, and deadline changes.
See verified opportunities with closing dates, mandatory criteria, and document packs in one place.
Build shortlists by renewal cycle and contract size, helping you prioritize the bids you can realistically win.

How To Read And Scope An Insurance RFP

Mandatory Versus Functional Criteria And Thresholds

Mandatory criteria are binary: CSD registration, FSCA license, B‑BBEE document, attendance at a compulsory briefing, minimum PI cover. Miss one and you’re out.
Functional/technical criteria are scored: methodology, experience, claims process, risk management, and team credentials. Some tenders apply a minimum threshold (e.g., 70%) to qualify for price/preference evaluation.

Action: Create a two‑column tracker, “Mandatory” and “Functional.” Tick off evidence for each mandatory item, then map your content to each functional criterion with page references.

Interpreting Schedules Of Insurance, Assets, And Loss Histories

Schedules of insurance list current limits and deductibles across lines, note gaps and misalignments with risk profile.
Asset registers: Clean them. Duplicate assets, missing VINs, or outdated values will distort pricing. Propose a validation plan with sampling.
Loss histories: Look for frequency vs severity, reserving quality, and large‑loss drivers. Build a narrative on what you’ll do to bend the loss curve (e.g., driver behavior program, fire protection audits).

Example: If a municipality shows high glass claims on light vehicles, propose a glass network with negotiated rates and on‑site fitment windows to reduce downtime and leakage.

Compulsory Briefings, Site Visits, And Due Diligence

Attendance is often mandatory for public sector bids. Sign the register. Get the list of attendees.
Ask operational questions: claims volumes, incident locations, after‑hours protocols, current pain points.
Site visits: For high‑risk assets (depots, substations, data centers), take notes and photos (if allowed). Feed insights into your risk improvement plan.

Clarification Questions, Addenda, And Assumption Logs

Use the clarification window: request missing loss data, updated schedules, or confirmation of KPI definitions.
Track addenda, many bids are disqualified for using outdated forms or ignoring revised deadlines.
Maintain an assumption log in your proposal, clearly state what you’ve assumed (e.g., asset value accuracy, data freeze date, claims bordereaux format). It protects you in SLA negotiations.

Building A Competitive Bid

Team Credentials, Track Record, And References

Show the A‑team you’ll actually deploy, not your executive hall of fame. Include CVs with FAIS status, years per line of business, and sector‑specific experience (e.g., MFMA municipal placements).
Case studies: Before/after metrics, reduced loss ratio, improved claim cycle time, premium savings through risk improvements, not just discounting.
References: At least three, ideally recent and comparable in size and sector. Include contact details and permission to contact.

Technical Approach: Placement, Risk Management, And Claims Handling

Placement strategy: Outline market mapping (local insurers, UMAs, and reinsurance support), timelines, and negotiating levers. Address SASRIA explicitly for special risks.
Risk management: Provide a 12‑month plan, surveys, thermal imaging, driver training, cyber hygiene, and BI continuity workshops. Tie actions to expected impact.
Claims: Describe FNOL channels, triage rules, repair networks, loss adjuster panels, fraud controls, and recovery/subrogation. Offer a sample claims playbook.

Service Levels, KPIs, Escalations, And Reporting Cadence

Propose concrete KPIs: e.g., acknowledge claims within 1 business day, appoint adjuster within 48 hours, settle vetted simple claims within 30 working days.
Escalation map: Account manager, service manager, executive sponsor, with response time commitments.
Reporting: Monthly bordereaux, quarterly risk reviews, annual stewardship. Include dashboards showing loss ratio, average claim life, and reserve adequacy.

Value-Adds: Telematics, Wellness, Risk Surveys, And Training

Telematics: Driver scorecards, harsh‑braking alerts, fuel and route analytics, tie to reduced accidents and theft.
Wellness: For group benefits, include EAPs and absenteeism analytics. For fleets, add fatigue management.
Risk surveys: Baseline plus follow‑ups with remedial action tracking.
Training: POPIA awareness for claims handlers, incident reporting for line managers, and fraud red flags for stores/depots.

Trend: Many entities now expect digital self‑service portals, API‑ready claims data, and incident geo‑tagging. If you have these, showcase screenshots.

Pricing And Risk Modeling

Premium Rating, Brokerage/Fees, And Commission Structures

Be transparent: disclose commission or fee basis, any binder/outsourcing fees, and how you avoid conflicts of interest.
Rating inputs: exposure bases (sums insured, payroll, headcount, fleet size), territory, loss experience, and risk improvements schedule.
For broker appointments, propose either commission within regulatory limits or a fixed/retainer fee with performance incentives tied to KPIs.

Example: Offer a blended fee model, fixed monthly service fee plus a shared‑savings mechanism when loss ratio improves below a stated baseline.

Deductibles, Self-Insurance, Aggregates, And Retentions

Present options: higher deductibles for high‑frequency lines with risk control measures: aggregate deductibles to cap the client’s annual out‑of‑pocket spend.
For municipalities, consider risk financing structures compliant with MFMA, clear governance, claims authority limits, and monthly reconciliations.
Model scenarios showing total cost of risk (TCOR): premium + expected losses + fees + deductibles + administration. Numbers win arguments.

SASRIA, VAT, Policy Wordings, And Exclusions Assumptions

SASRIA: Mandatory for special risks (riot, strike, public disorder). Confirm whether current sums insured align with asset values and BI exposure.
VAT: Quote clearly whether premiums/fees are VAT inclusive or exclusive (15%). Public entities may need split invoicing guidance.
Wordings: Identify the base policy wordings and key endorsements. Flag exclusions that may affect BI during load‑shedding or cyber incidents, and propose extensions where feasible.
Assumptions: State assumptions about asset valuation methods (e.g., replacement cost new, indexation), security standards, and data accuracy.

Balancing Price And Preference Points (80/20, 90/10)

Many organs of state evaluate on functionality first, then apply price/preference points (commonly 80/20 under certain thresholds and 90/10 for higher values, per their approved policies).
Strategy: Don’t race to the bottom. Use risk improvements and deductible options to lower total cost over the contract term, keeping price competitive without under‑scoping cover.
Preference: Max out B‑BBEE points where possible and support specific goals (e.g., subcontracting to EMEs/QSEs) to secure the non‑price edge.

B-BBEE, Local Participation, And Partnerships

Preference Points, Specific Goals, And Targeted Procurement

Understand the entity’s preference system: points for B‑BBEE level, women/youth/people with disabilities ownership, or local participation goals aligned to their policy.
Build a credible plan for supplier development: mentorship for township repairers, assessor training for local SMEs, and data/reporting access.

Joint Ventures, Consortiums, And Subcontracting Compliance

JVs/consortiums can help you meet scale or credentials. Draft a clear JV agreement: roles, revenue split, and who holds the FSP license for each activity.
If subcontracting is allowed/required, disclose it fully. Provide subcontractor FSP details, POPIA compliance, and PI cover.
Keep control: The prime bidder remains responsible for service and compliance.

Verification, Affidavits, And Common B-BBEE Pitfalls

Make sure your B‑BBEE certificate/affidavit is current at bid closing. Affidavits must reflect the correct financial year and be signed by an authorized deponent.
Align share registers, CIPC info, and CSD records with your B‑BBEE disclosures, misalignment raises red flags.
Avoid fronting risks: Ensure active participation of black owners in management and operations if claimed. Provide organizational charts and minutes of governance forums as evidence.

Submission, Evaluation, And Action Plan

Packaging, Checklists, And On-Time Submission (Physical vs Online)

Physical: Use indexed files, color‑coded dividers, and a signed original plus required copies. Bind securely. Label the envelope per instructions. Aim to submit 24–48 hours early to manage traffic or load‑shedding surprises.
Online: Upload well before deadline: big PDFs can fail at 16:55. Combine documents logically and verify virus‑scan requirements.
Checklist: Mandatory docs, SBD forms, licenses, B‑BBEE, PI, pricing schedules, technical proposal, CVs, and signed addenda.

Functionality Scoring, Presentations, And Clarifications

Anticipate a functionality threshold. Map every point in your proposal to the scoring rubric: use headings that mirror the RFP.
Shortlisted? Prepare a crisp presentation: 10–12 slides with team intros, approach, KPIs, data security, and a mini case study. Bring your service manager, not just sales.
Clarifications: Respond within deadlines with concise, evidence‑backed answers.

Due Diligence, SLA Negotiation, Mobilization, And Transition

Be due‑diligence ready: governance policies, POPIA/PAIA, IT security, disaster recovery, and references.
SLA: Nail down definitions, what counts as “settled” claim, turnaround clock start/stop, force majeure, and service credits.
Mobilization: 30–60 day plan, account setup, policy transfer, bordereaux format, adjuster panel onboarding, and communication to end‑users.

30-60-90 Day Bid And Delivery Timeline

Days 0–30: Clarifications, presentation, and award. Prepare transition and data templates.
Days 31–60: SLA signing, onboarding, asset register validation, claims process dry‑runs, staff training, and go‑live.
Days 61–90: First monthly performance report, loss review workshop, and risk improvement projects kick‑off. Agree on quarterly review dates and scorecard.

Conclusion

Insurance tenders South Africa aren’t a lottery, they reward disciplined compliance, sharp technical work, and consistent delivery. If you focus on clean data, transparent pricing, strong B‑BBEE participation, and a service model that actually reduces losses, you’ll compete with the big names and win your share.

Ready to move from hunting to winning? Visit eTender SA to find verified tenders, set smart alerts, and build a focused pipeline of opportunities that fit your strengths.

Frequently Asked Questions

What are insurance tenders in South Africa and who issues them?

Insurance tenders in South Africa are formal procurements for cover and advisory services. Public buyers include national/provincial departments, municipalities, SOEs, universities, and hospitals. In the private sector, large corporates issue RFPs for broker services, captive management, specialty placement, and claims administration partners.

Where can I find insurance tenders South Africa and track renewal cycles?

Use the National Treasury eTender Portal and Tender Bulletin, plus municipal and SOE portals (e.g., Eskom, Transnet, ACSA). Monitor corporate supplier pages and platforms like Ariba/Coupa. Build a renewal calendar from past awards, or use eTender SA to filter, get alerts, and shortlist opportunities by size and timing.

What are the key compliance requirements to qualify for insurance tenders South Africa?

Typical must-haves include FSCA FSP licensing with FAIS Fit and Proper status, valid SARS Tax Compliance Status (PIN), CSD registration, COIDA Letter of Good Standing, UIF compliance, current B‑BBEE certificate/affidavit, POPIA/PAIA policies, and proof of Professional Indemnity cover at specified limits, plus completed SBD and entity forms.

How are bids evaluated and how can I improve my score?

Most entities screen mandatory criteria, then score functionality (methodology, experience, claims process, team) before applying price/preference points (often 80/20 or 90/10). Mirror the rubric, present comparable case studies, define KPIs and SLAs, address SASRIA and BI triggers, and propose data‑driven risk improvements to lower total cost of risk.

Can foreign insurers or brokers bid on South African insurance tenders?

Yes, but local compliance is critical. Intermediaries must hold an FSCA FSP license and meet FAIS requirements; insurers need appropriate authorization and prudential standing. Public tenders typically require CSD and tax compliance, and B‑BBEE affects scoring. Many foreign firms partner with locally licensed entities to meet eligibility.

What’s the best way to price competitively for insurance tenders without under‑scoping cover?

Model total cost of risk: premiums, deductibles, expected losses, fees, and administration. Offer deductible and aggregate options, tie savings to risk improvements (e.g., telematics, surveys), disclose fees/commissions transparently, and address SASRIA and key exclusions. Scenario analyses and performance‑linked fees help stay competitive without stripping essential cover.