Sime Darby eProcurement Portal
Vendor Application Guidelines
IMPORTANT NOTICE:
Applicants are advised to read and understand the contents of this
Guideline before making the application online. It is important to ensure
that the Supplier Application Form submitted is complete so that due
consideration can be given by Sime Darby in processing and approving
your application. Sime Darby reserves the right to make any changes to
this Guideline without any notice and without assigning any reasons
whatsoever.
“Vendor” and “Supplier” are used interchangeably within this document and
refer to any person or business that supplies goods and/or services to the
Sime Darby Group, including Consultants and Contractors.
1
Document Map
GENERAL
INFORMATION
1.0
1.1
Supplier
Application
1.2
General
Requirements for
Vendor Application
1.3
Processing of
Applications
1.4
Ethical
Conduct
1.5
Contact
Details
1.6
Notice to
Applicants
PREAPPLICATION
PREPATION
(OFFLINE)
3.0
2.0
2.1
General PreApplication
Preparation Steps
2.2
Make
Payment for
Registration Fee
2.3
Gather and
Prepare
Documentation
2.4
Document
Certification
Guidelines
2.5
Scanned
Document Naming
Convention
APPLICATI
ON
PROCEDURES
3.1
General
Application Steps
3.2
System PreRequisite Steps
3.3
Create
Account
3.4
Log-on to
System & Manage
Account
3.5
Step by Step
Guide: Vendor
Application Form
3.6
Application
POSTAPPLICATION
ACTION
4.0
4.1
Changes of
Information
4.2
Renewal of
Registration
4.3
Rejection of
Application /
Termination of
Registration
4.4
Appeal on
Rejected
Application
Submission
3.7
Request for
Information
3.8
Find out more about
SePP in general &
some Sime Darby
group vendor
registration prerequisites
Application
Status Check
Ensure you are fully
prepared to avoid
issues when you are
online.
Follow a step by step
guide with field and
document
descriptions etc.
Find out more on
what to do next,
once you have
submitted your
application
2
Table of Contents
1.0
GENERAL INFORMATION ................................................................................ 5
1.1
Supplier Application ...................................................................................... 5
1.2
General Requirements for Vendor Application ................................... 5
1.2.1
General Requirements ...................................................................... 5
1.2.2
Minimum Evaluation Criteria .......................................................... 6
1.3
Processing of Applications .......................................................................... 6
1.4
Ethical Conduct ............................................................................................... 7
1.5
Contact Details ............................................................................................... 7
1.6
Notice to Applicants ...................................................................................... 7
2.0
PRE-APPLICATION PREPATION (OFFLINE) .............................................. 8
2.1
General Pre-Application Preparation Steps ......................................... 8
2.2
Make Payment for Registration Fee ....................................................... 8
2.3
Gather and Prepare Documentation ...................................................... 8
2.3.1
Document Matrix ................................................................................ 9
2.3.2
Document Description .................................................................... 13
2.4
Document Certification Guidelines........................................................ 17
2.5
Scanned Document Naming Convention ............................................ 18
3.0
APPLICATION PROCEDURES (ONLINE) .................................................. 19
3.1
General Application Steps ........................................................................ 19
3.2
System Pre-Requisite Steps .................................................................... 19
3.3
Create Account ............................................................................................. 20
3.4
Log-on to System & Manage Account ................................................. 21
3.4.1 Receiving Password after Account Creation (First Time) ........... 21
3.4.2
General Password Criteria ............................................................. 22
3.4.3
Changing of Password (First Time Log In) ............................. 23
3.4.4
Changing of Password (During Application)........................... 24
3.4.5
Forgot Password................................................................................ 24
3.4.6
Account Locked ................................................................................. 25
3.5
Step by Step Guide: Vendor Application Form ................................ 26
3
3.5.1
Step 1: Company Information .................................................... 27
3.5.2
Step 2: Contact Information ........................................................ 30
3.5.3
Step 3: Company Category .......................................................... 31
3.5.4
Step 4: Company Business Coverage ...................................... 33
3.5.5
Step 5: Company Address ............................................................ 35
3.5.6
Step 6: Financial Information ...................................................... 37
3.5.7
Step 7: Bank Information ............................................................. 40
3.5.8
Step 8: Credit Facilities .................................................................. 41
3.5.9
Step 9: Credit Lines ......................................................................... 42
3.5.10
Step 10: Track Record and Work Experience........................ 44
3.5.11
Step 11: Certificate ......................................................................... 46
3.5.12
Step 12: Company Documentation ........................................... 47
3.6
Application Submission ............................................................................. 48
3.7
Request for Information............................................................................ 49
3.8
Application Status Check .......................................................................... 50
4.0
POST-APPLICATION ACTION ...................................................................... 52
4.1
Changes of Information ............................................................................ 52
4.2
Renewal of Registration ............................................................................ 52
4.3
Rejection of Application / Termination of Registration ................. 52
4.4
Appeal on Rejected Application.............................................................. 53
APPENDIX A: REQUEST TO CHANGE VENDOR DETAILS ............................ 54
4
1.0 GENERAL INFORMATION
1.1
Supplier Application
All vendors who wish to be a potential vendor to any company within the Sime Darby
Group (Sime Darby) and be eligible to conduct business with Sime Darby must firstly
submit their application online through the Sime Darby eProcurement Portal. The
steps are as follows:
a. All applications must be submitted via the online Supplier Application Form
available
in
the
Sime
Darby
eProcurement
Portal
(SePP),
at
https://procure.simedarby.com. Please refer to Section 3.5for information
required to be submitted in the online Supplier Application Form and for step
by step guide to complete the application.
b. Applicants are advised to read and prepare all the information required prior
to the online submission. Please refer Section 2.0 for all pre-application
preparation to be done offline. All documents to be uploaded to the
application must be certified true copy as per outlined in Section 2.3.3.
c. The application shall not be considered if the required information is not
provided. In the event of missing information, you will be notified accordingly.
d. A non-refundable RM100 processing fee will be imposed on each application.
Please refer Section 2.2 for payment details.
e. The supplier registration is valid for a period of two (2) years (effective upon
receipt of system-generated e-mail once registration has been approved) and
is to be renewed prior to the expiry date (exactly 2 years from the effective
date) to enable the Supplier to be able to continue to transact with Sime
Darby.
1.2
General Requirements for Vendor Application
Applicants of Sime Darby eProcurement Portal must fulfil the following requirements:
1.2.1 General Requirements
a. Applicants must be registered with the Companies Commission of Malaysia
(Suruhanjaya Syarikat Malaysia), or any related professional bodies (only
applicable for professionals).
b. Applicants must have a source of supply for each category of product
supplied. Appointment as an exclusive agent must be obtained directly
from the manufacturer and coverage includes at least all of Malaysia.
Applicants must have the technical expertise with respect to management
staff, skilled employees, system & system expertise and equipment for
each service category applied.
c. Applicants should preferably be registered with statutory/professional
bodies or government departments related to the relevant category
applied.
5
1.2.2 Minimum Evaluation Criteria
a. Applicants must have shareholder’s fund of not less than RM 50,000 (for
private and public limited companies) and RM 10,000 (for sole proprietor
and partnership companies)
b. Company must be profitable in the last 3 years.
c. Applicants must have a current ratio (current asset / current liability) of
≥1.0.
d. Company must be incorporated and with a minimum of 3 years in
operations.
1.3
Processing of Applications
All applications submitted online will undergo a pre-qualification/ screening process.
During screening and processing of applications, please take note that:
a. Only Online Supplier Application Forms that are duly completed will be
accepted for further processing.
b. In the processing of applications, the officer-in-charge may contact the
applicant in the event that further clarification is required. Applicants are
therefore advised to ensure that all contact details provided in the
Supplier Application Form are accurate.
c. Processing of applications may take between 4 – 8 weeks upon the receipt
of the Supplier Application Form and the complete relevant supporting
documents.
d. Processing of each application submitted online shall be handled in
accordance with the Sime Darby Group’s internal procedures and
authorities.
e. To avoid any complication, prior appointment must be arranged for
applicants who wish to seek a meeting with the officer-in-charge (refer to
the SePP “Contact Us” page).
f. Applicants who successfully undergo the pre-qualification/screening
process will be accepted as a Registered Vendor in the SePP and they will
accordingly be notified via email. All users must accept the End Users
Licensing Agreement (EULA) before they are allowed access to the SePP.
IMPORTANT!Please take note that successful application in becoming a registered
vendor of Sime Darby does not guarantee you an automatic issuance of letter of
award / purchase order / contract from Sime Darby nor does it guarantee automatic
invitation to participate in any of the Group’s quotation or tender exercise. The
selection of vendors for participation in any quotation or tender exercise is based on
the purchasing needs/requirements of the Group and matches that against the
available pool of approved registered vendors. Also, further pre-qualification can be
carried out by Sime Darby divisions / units, depending on their specific procurement
needs.
6
1.4
Ethical Conduct
All Vendors intending to or having business transactions with Sime Darby must be
guided by the standards of behaviour based on Sime Darby’s Code of Business
Conduct
(COBC).
The
said
COBC
can
be
viewed
online
via
http://www.simedarby.com/Code_of_Business_Conduct_(COBC).aspx
Being our business partners, all Vendors are expected to adhere to the Core Values
and Business Principles as set out in the COBC. In line with the COBC, the Vendor
Letter of Declaration needs to be reviewed and signed by the authorized signatory of
the Vendor which signify the formal affirmation and undertaking by any Vendor who
intends to conduct business transaction(s) with Sime Darby, that the said Vendor nor
any of its directors, officers or employees:
i.
will comply with all applicable laws or regulations;
ii.
has not been convicted of any offence involving bribery, corruption or fraud
by any governmental, administrative or regulatory body, nor is subject of any
investigation or enforcement proceedings regarding similar offence; and
iii.
will not engage in bribery, corruption or fraud with the Sime Darby Group nor
with any governmental official in order to obtain/retain a business advantage
on behalf of Sime Darby.
The said VLOD can be retrieved upon successful log-in to the online Supplier
Application Form of the SePP.
1.5
Contact Details
For further assistance on SePP, or if you are unable to complete the online Supplier
Application Form, kindly contact:
Address :
Group Procurement
Sime Darby Berhad
13th Floor, Wisma Sime Darby,
Jalan Raja Laut,
50350 Kuala Lumpur, Malaysia
Tel :
+603-2711 0921
Fax :
+603-2711 0889
Email:
vendor.registration.gp@simedarby.com
1.6
Notice to Applicants
Approval of application does not mean that the Vendor will automatically be invited
to participate in any quotation, tender exercise or project carried out by Sime Darby
Group. Approval likewise does not automatically lead to issuance of letter of award /
purchase order / contract. Vendors are advised to continue marketing their products
and services to Sime Darby companies respectively.
7
2.0 PRE-APPLICATION PREPATION (OFFLINE)
2.1
General Pre-Application Preparation Steps
2.2
Make Payment for Registration Fee
a. Every New Registration and Renewal will be charged RM100.00 as
processing fees.
b. Payment should be made before the supplier submits the online Supplier
Application Form for registration.
c. Payment can be made via cash deposit, telegraphic transfer (TT), cheque
deposit or bank draft (in order of preference).
d. All modes of payment should be made directly to the bank account of Sime
Darby Holdings Berhad (Payee):
1) Bank name: Maybank
2) Account number: 014299308640
3) Bank branch: Maybank, Wisma Sime Darby
4) Bank address: Jalan Raja Laut, 50350 Kuala Lumpur, Malaysia
e. Please indicate the following payment details on your proof of payment for
tracking purposes.
1) Company Name
2) Company Identification Number (e.g. registration number, tax
identification number, etc.)
3) SePP User ID provided upon initial submission of company information
via Online Supplier Application Form
4) Tracking / Reference number of your mode of payment (e.g cheque
number, TT reference number, etc)
f. Please ensure that a copy of proof of payment (example: bank slip / receipt)
is scanned and submitted through the online Supplier Application Form.
g. The processing fee of RM100.00 is non-refundable to cover all processing
and/or administrative expenses (whether the application is rejected or
successful).
2.3
Gather and Prepare Documentation
There are a number of documents that are required to be attached to the on-line
application (softcopy) in order to support the information that you provide in the
application and to validate your company profiles. Kindly take note of both the
mandatory and required documents according to your company type and nature of
business as follows. It is highly recommended that all documentation is prepared
prior to commencing the application, to ensure a smooth registration process.
8
2.3.1 Document Matrix
Depending on the type of vendor (such as sole proprietor, partnership, public listed
company, private limited company, etc.) AND the vendor’s nature of business / type
of products or services provided (such as engineering contractor, general supplier for
office supplies or advocates / solicitors, etc.), there will be compulsory documents to
be submitted. Kindly refer to the Document matrix below for documents applicable
to your company.
Note:
• ‘’ marks Mandatory Documents for all vendors – these must be attached to
the site unless advised otherwise by Sime Darby.
• ‘’ marks Required Documents for your company depending on the ‘Nature
of Business’ – these must be attached, IF unavailable please advise us at
Sime Darby Berhad.
• ‘’ marks Optional Documents for your company depending on the ‘Nature
of Business’ – these can be attached if available to assist in your registration.
Please ensure these applicable documents are submitted online together
with your application in order to avoid delays in registration/renewal
processing or to avoid possible rejection of your application.
The following matrix provides a guide to potential applicants on compulsory
documents and is non-exhaustive. If uncertain of which column your company falls
under in the matrix, it is highly recommended that you provide more supporting
documents and certificates rather than less. Further details and document
descriptions are provided in the next section (please refer to 2.3.2 Document
Description).
.
9
Type of
Vendor
No
Document / Certificate
Nature of Business or Type of Product / Service
Private
Limited
/ Public
Listed
Enterpr
ise/
Sole
Proprie
tor/Par
tnershi
p
General
Supplier
(incl.
Mgt or IT
Consultants)
Architect
-ural
/Civil
Infrastructure
Landscaping
M&E
Architect
Engineer
ID
Land
Surveyor
Quantity
Surveyor
Landscaping
Town
Planner
Valuer
Professio
-nal
Firms
Contractor
Consultant
1
Vendor Letter Of Declaration
(VLOD) (*)
2
Certified Copy Of Registration
Of Company Certificates (*)
3
Certified Copy Of Articles Of
Association (*)
4(i)
Certified Copy Of Form 24 &
Form 49 (*)
4(ii)
Business Information &
Current Owner – SSM Borang
D (*)
5
Company Organization Chart
(*)
6(i)
Certified Copy Of Audited
Accounts For The Last 3
Years (*)
6(ii)
Income Tax Registration (*)
7
8(I)
8(ii)
9
10
Certified Copy Of Bank
Statement For The Last 3
Months (*)
Certified Copy Of Credit
Facilities From Financial
Institutions (*)
Certified Copy Of Credit Lines
from Suppliers
Proof Of Registration
Payment (*)
Company Profile, Products &
Services (*)
10
Type of
Vendor
No
Document / Certificate
Nature of Business or Type of Product / Service
Private
Limited
/ Public
Listed
Enterpr
ise/
Sole
Proprie
tor/Par
tnershi
p
General
Supplier
(incl.
Mgt or IT
Consultants)
Architect
-ural
/Civil
Infrastructure
Landscaping
M&E
Architect
Engineer
ID
Land
Surveyor
Quantity
Surveyor
Landscaping
Town
Planner
Valuer
Professio
-nal
Firms
Contractor
Consultant
11
Letter of Award (LOA) and/or
Purchase Order (PO) for
projects in Track Record(*)
12
List Of Machinery &
Equipment
13
ISO Certificate
14
PusatKhidmatKontraktor
(PKK)
15
Construction Industry
Development Board (CIDB)
16
Green Card (mandatory) &
Green Book (if any)
17
Institution Of Surveyors
(ISM)
18
Board of Architects Malaysia
19
Institute of Landscape
Architect Malaysia (ILAM)
20
Board Of Engineers (BEM)
21
Institution Of Engineers
22
Malaysian Institution Of
Planners (MIP)
23
Petronas License /
Registration
24
Professional Services
Department (PSDC)
25
Board of Town Planner
Malaysia (BTPM)
11
Type of
Vendor
No
Document / Certificate
Private
Limited
/ Public
Listed
Enterpr
ise/
Sole
Proprie
tor/Par
tnershi
p
Nature of Business or Type of Product / Service
General
Supplier
(incl.
Mgt or IT
Consultants)
Contractor
Architect
-ural
/Civil
Infrastructure
Landscaping
Consultant
M&E
Architect
Engineer
ID
Land
Surveyor
Quantity
Surveyor
Landscaping
Town
Planner
Valuer
26
Ministry of Finance (MOF)
27
Service Tax Certificate from
the Royal Malaysian Customs
28
Ministry of International
Trade & Industry Malaysia
(MITI)
29
Resume Of Key Personnel
30
(i)
Other Documents - Board of
Quantity Surveyor Malaysia
(BQSM)
30
(ii)
Other Documents -Land
Surveyors Board Malaysia
30
(iii)
30
(iv)
Other Documents – List of
Awards (if any)
30
(vi)
Other Documents – List of
Software
(vii)
Other Documents –
Professional Indemnity Policy
(PIP)
Other Documents – Green
Building Index Facilitator
Certificate (if any)
30
(v)
30
Other Documents – Malaysia
Palm Oil Board Certificate
(MPOB) – Mandatory for CPO
Transporter
Professio
-nal
Firms
12
2.3.2 Document Description
A description of the key documents required to be attached in the application are as
follows; items 1-11 marked with (*) are mandatory for all companies, and the rest
of the list are required documents according to your nature of business (please refer
to Section 2.3.1 for the document matrix). Details on how to certify (CTC) the
documents are provided in the next section (please refer to Section 2.3.3)
No
Field Name
Description
Mandatory
Certification –
Certified True Copy
(CTC)
1
Vendor Letter Of
Declaration (VLOD) (*)
This is a mandatory document for all
companies. Signed by director or
equivalent within Malaysia and
includes company stamp. The content
of this letter is legal material along the
lines of anti-corruption and
transparent working procedures.
Signature and
stamp of
company
Director or
equivalent on
Second Page
Company Stamp
on Second Page
Only applicable to Malaysian
Companies. Companies overseas
should provide equivalent
documentation.
CTC on Front
Page
CTC on Front
Page
2
Certified Copy Of
Registration Of
Company Certificates
(*)
For Private Limited / Public Listed
Companies, attach Form 9
(Company Corporation’s Certificate
from the Companies’ Commission of
Malaysia (SSM)), including Form 13
(Change of name) and Form 20
(Change of type) where applicable.
For Sole Proprietor / Partnership,
attach Form D (Company
Registration Certification from the
Companies Commission of Malaysia
(SSM)), including Form E (Company
Renewal of Registration
Certification) where applicable.
For Sarawak companies, attach
Certificate of Registration under The
Business Names Ordinance
For Sabah companies, Form B under
Commercial License Ordinance
1948.
For professional firms, related
professional body’s certification
must likewise be attached.
3
Certified Copy Of
Articles Of Association
(*)
Only applicable to Malaysian
Companies (Private Limited / Public
Listed). Represents a set of internal
13
No
Field Name
Description
Mandatory
Certification –
Certified True Copy
(CTC)
rules for a company.
4
(I)
Certified Copy Of Form
24 & Form 49 (*)
Only applicable to Malaysian
Companies. Companies overseas
should provide equivalent
documentation.
CTC on Front
Page
CTC on Front
Page
For Public Listed / Private Limited
companies, these are important for
latest particulars of shareholders
and board of directors, management
team and secretaries.
4
(II)
Business Information &
Current Owner
Information
For Sole Proprietor / Partnerships,
attach Business Information and
Current Owner from SSM.
5
Company Organization
Chart (*)
The company’s organization chart,
complete with name & designation. A
chart which shows the structure and
division of a company. Applicable to all
companies.
6
(I)
Certified Copy Of
Audited Accounts For
The Last 3 Years (*)
Private Limited / Public Listed
Companies:
Income Statement(Statement of
Profit or Loss)
Statement of Comprehensive
Income (if available)
Balance Sheet (Statement of
Financial Position)
Statement of Changes in Equity
(where Shareholders Fund and
Reserves are clearly outlined)
CTC on all
Financial
Statements ;
includes Balance
Sheet, Income
Statement,
Changes in
Equity
Statement
CTC on all pages
6
(II)
Income Tax
Registration (*)
7
Certified Copy Of Bank
Statement For The
Last 3 Months (*)
The current bank account or bank
facility statements for the latest 3
months showing balances for each
month respectively. Applicable to all
companies.
CTC on page
showing the
closing balance
of each month
8
Certified Copy Of
Credit Facilities From
Financial Institutions &
Credit Lines from
Suppliers (*)
Financial Credit Facilities from
Banks / Financial Institutions ;
such as Letters of Credits, Term
Loans or Overdraft (if any)
CTC on Front
Page
Credit Lines Letter from Suppliers
; such as supply of cement, steel
or raw materials from other
companies (if any)
Proof Of Registration
The receipt / payment slip for the
9
Partnership / Sole Proprietor
-
Income Tax Returns Forms (For
Malaysian Companies: Borang B)
-
14
No
10
Field Name
Description
Payment (*)
RM100.00 Vendor Registration
Processing Fees as proof of payment
made.
Company Profile,
Products & Services
(*)
Your company profile, including
services offered, product information,
track record, current and past
projects, organization chart etc.
Mandatory
Certification –
Certified True Copy
(CTC)
-
Ensure you likewise include Form 9,
Form 13 (Private Limited / Public
Listed Companies) and Certificate of
Business Registration for Partnership /
Sole Proprietor.
11
Letter of Award (LOA)
and/or Purchase Order
(PO) (*)
Letter of Awards from tenders and / or
purchase orders provided from your
clients, clearly showing cliental and
services / products provided. This is as
support documentation for the keyedin work experience and important to
validate your chosen ‘Company
Category’. Vendors are to provide at
least one document for support and
validation purposes.
-
12
List Of Machinery &
Equipment
List of Machineries and Equipment
available for use in projects / carrying
out your services.
-
13
ISO Certificate
A certificate for certain standards of
work practice
-
14
Pusat Khidmat
Kontraktor (PKK)
‘Pusat Khidmat Kontraktor’ –
accreditation for Contractors
-
This is a required certificate in
Malaysia for all contractors for
engineering / building and construction
services.
15
Construction Industry
Development Board
(CIDB)
Mandatory certification for all
construction related companies in
Malaysia
-
16
Green Card & Green
Book (DOSH / NIOSH)
Green Card (offered by CIDB) is for a
contractor’s site personnel to enhance
safety levels.
-
Green Book (DOSH / NIOSH) refers to
a certificate for contractor’s health &
safety operations
17
Institution Of
Surveyors (ISM)
‘Pertubuhan Juruukur Malaysia’ – if
applicable
-
18
Board of Architects
Malaysia
For Architects
-
19
Institute of Landscape
For Landscape Architects
-
15
No
Field Name
Description
Mandatory
Certification –
Certified True Copy
(CTC)
Architect Malaysia
(ILAM)
20
Board Of Engineers
(BEM)
For Engineers
-
21
Institution Of
Engineers
For Engineers
-
22
Malaysian Institution
Of Planners (MIP)
For Town Planners
-
23
Petronas License /
Registration
If available
-
24
Professional Services
Developement
Corporation (PSDC)
If applicable
-
25
Board of Town Planner
Malaysia (BTPM)
For Town Planners
-
26
Kementerian
Kewangan Malaysia
i.e. Ministry of Finance
(MOF)
For Contractors and Consultants
-
27
Service Tax Certificate
from the Royal
Malaysian Customs
If Applicable
-
28
Ministry of
International Trade &
Industry Malaysia
(MITI)
If Applicable
-
29
Resume Of Key
Personnel
Resume of technical personnel;
showcasing their personal knowledge
background, work experience and
accreditation.
-
30
Other Documents
All other relevant documents that will
assist in your company’s registration.
If applicable
-
This is a required certificate in
Malaysia for all consultants for
engineering / building and construction
services.
Important examples:
1. Board of Quantity Surveyor
Malaysia (BQSM)
2. Land Surveyors Board Malaysia
3. Professional Indemnity Policy
4. Green Building Index Facilitator
Certificate
5. List of Awards ; any awards which
your company has received
6. List of Software ; a list of all
available software which is
16
No
Field Name
Description
Mandatory
Certification –
Certified True Copy
(CTC)
involved in your services /
operation
7. Malaysian Palm Oil Board (MPOB)
Certificate – important for Crude
Palm Oil (CPO) transporters
2.4
Document Certification Guidelines
All documents submitted require certification to ensure its validity.
2.3.3.1
Documents submitted must be certified by any one of the
following:
i)
Company Secretary/Director or
ii)
Companies Commission of Malaysia or
iii)
Commissioner of Oaths
iv)
Other equivalent form of certification from relevant
authorities/ bodies where applicable
2.3.3.2
Document certification should be done on specific pages,
namely:
i) For Bank Statements; mandatory certification on the
page showing the balance of each month
ii) For Audited Accounts; mandatory certification on the
balance sheet, income statements and statement of
equity changes
iii) For all other documents; mandatory certification on at
least the front page.
2.3.3.3
CTC (Certified True Copy) requires:
i) 'Certified True Copy' stamp
ii) Signature of either person stated in 2.3.3.1
iii) Name & Designation of individual signatory stated in
2.3.3.1
17
2.5
Scanned Document Naming Convention
Kindly follow the document (file) naming conventions for a more orderly and
systematic approach in uploading your scanned documents.
Before uploading your documents, please ensure the following:
i) If there is more than one file to be attached, please place in a folder on
your desktop and ZIP the folder. Upload the ZIP folder to the
application on-line.
ii) Try to limit the number of folders to less than five (5) for each document
item– one (1) folder can be of maximum size 10MB.
iii) Please name your file / folder clearly according to the document name.
(e.g: 2010_Audited Account, Jun 12_Bank Statement, etc)
iv) Please ensure that the filename does not contain any special
characters (e.g. #, %, @, &)
Below are some examples of Do’s and Don’ts:
Do Not Upload as shown below
Do Upload as shown below
18
3.0 APPLICATION PROCEDURES (ONLINE)
3.1
General Application Steps
3.2
System Pre-Requisite Steps
Prior to commencing the application, Vendors are required to run the one-time setup
file - a one-time Internet Explorer setting to ensure smooth and easy access to the
portal. This one time setting is required for all PCs intended for access to the Sime
Darby eProcurement Portal. The one-time setup link will be available online once
Vendors access the eProcurement Portal, as shown below. Upon successful
installation, Vendors are to restart the Internet Explorer for the settings to take
effect.
Figure 1 : One-Time Setup link accessible in Sime Darby eProcurement Portal
19
Applicants are also required to check the site requirements needed for use of the
portal, such as using Internet Explorer version 7.0 and higher, Windows 2000 and
above etc. This information is viewable in the portal, under “Site Requirements” tab.
Figure 2 : Site Requirements
3.3
Create Account
To commence application, Vendors need to first create an account. Go to ‘Vendor
Application’ and click on the ‘Apply’ button shown below.
20
Figure 3: 'Apply' button for first time account creation
Upon clicking on ‘Apply’, Vendors are required to fill up the login & contact
information, as shown in example below. Kindly note that email correspondences on
account related issues will be using the email address provided in this section. You
can fill in more than one (1) email address by separating it using semicolon (;)
Figure 4: Login & Contact Information details
Upon submitting the login & contact information, alogin ID and password email will
be sent to the registered email address provided. Please refer to Section 3.3.1 for
password receival and Section 3.4.1 to log in to the portal.
3.4
Log-on to System & Manage Account
3.4.1 Receiving Password after Account Creation (First Time)
When you create your account in SePP, you are required to choose your own Login
ID, and also provide an accessible email address. After clicking ‘Submit’ at the
account creation, a password will be sent to the email address that you have
provided.
21
Figure 5: Password will be sent to the email address of account creation
The email containing your password is a system auto generated email from
vendor.registration.gp@simedarby.com. If you do not receive your password, kindly
check your ‘Spam’ mail in case it has been sent there.
Kindly ensure that you key in the correct password – your account will automatically
be locked if the wrong password is keyed in 3 times (please refer to Section
3.3.6for instructions to self unlock). The password is case sensitive and has some
general criterion (please refer to Section 3.3.2for general password criteria).
Do be cautious when keying-in your password. You may also opt to ‘Copy and Paste’
the password from the provided email, however please ensure that it is copied
exactly – if a blank space is copied, it will treat the space as an extra character in the
password making it invalid.
3.4.2 General Password Criteria
For security reasons please ensure your password is between 8 – 20 characters and
consists of the following combinations:
1.
2.
3.
4.
5.
Capital Alphabet Letters (e.g. A, B, C)
Small Alphabet Letters (e.g. a, b, c)
Numbers (e.g. 1, 2, 3)
Special Characters (e.g. @, ?, %)
Must be changed every 60 days
22
A few good password examples: SimeDarby@1, SimeDarby@2, SimeDarby@3,
Grapes%1, Apples#1.
Note: Your password must be changed every 60 days.
3.4.3 Changing of Password (First Time Log In)
When you login to the portal for the first time, you will be prompted to change your
password before you start filling in your application.
Figure 6: Prompt to change password for first time Login
You are required to change your password according to the general criteria as
outlined in Section 3.3.2. Kindly note that you cannot provide the same password
as provided to you in the email. Once you have successfully changed your password,
you will see the following notification:
Figure 7: New password saved successfully
Click ‘OK’ and you may proceed to fill in the application.
23
3.4.4 Changing of Password (During Application)
During your application or even post application, you will be able to change your
password should you require to. To do so, kindly (1) click on ‘Admin’, and(2) click on
‘Change Password’
Figure 8: To change password; head to 'Admin' and 'Change Password'
Proceed to follow the instructions on the screen to complete your change of
password.
3.4.5 Forgot Password
Kindly proceed to the portal at https://procure.simedarby.com, click on ‘Registered
Users’ and then click on ‘Forgot Password’.
Figure 9: Click on 'Forgot Password'
24
Figure 10: (1) Insert your Login Name and (2) click 'Submit'; password will be emailed
Once you have keyed-in your Login ID and submitted, a new password will be sent
to your email address which you have used to create your SePP account.
Please remember to be cautious when typing in the password as the password is
case sensitive and has some general criteria (please refer to 3.3.2 General Password
Criteria). If you have forgotten your Login ID or the email address which you have
keyed in previously, please call Sime Darby for assistance.
3.4.6 Account Locked
3.4.6.1 Wrong Password
Your account will be locked after three (3) unsuccessful attempts. It is highly
recommended for you to attempt ‘self-unlock’. When you have keyed in the wrong
password for 3 times, the following message will appear:
Figure 11: Error messages when the wrong password is keyed in 3 times
A notification email will be send to your registered email address (email that created
the account) to notify your account is being locked out. Once you have opened the
email, you will find a link to self-unlock your account:
25
Figure 12: Link in auto-generated email to 'self-unlock' your account
Click on the link and this would have unlocked your account - you may attempt to
key in your password again. If you are unsure of your password, it is recommended
to click on the ’Forgot Password’ button – this will re-send the password to you, and
kindly proceed as outlined in Section 3.3.5.
3.4.6.2 Improper Sign Out
If the applicants have somehow closed the portal without properly signing out, this
error message will be displayed during subsequent login.
Figure 13: Please click ‘here’ to unlock account
To unlock the account, click on ‘here’. Applicants are then allowed to choose the
Locked Out Reason and will need to key in their password before resuming the
application.
3.5
Step by Step Guide: Vendor Application Form
26
To commence application:
1. Go to eProcurement Portal.
2. Click on ‘ Registered Users Login Here’
3. Key in “Login ID’ and “Password”. For first time login, the password will be
sent to email, and vendor will be prompted to change the temporary
password upon successful login.
Note: Mandatory information or document is marked with an asterisk (*)
3.5.1 Step 1: Company Information
The first step of the application is to capture supplier company information.
information required and the explanations of each field are as follows:
Key
10
Figure 14: Company Information Section
27
No
Field Name
Description
1
Company Name (*)
The name of your company. Important to type
properly as per written in your company
registration certificate.
Nama Syarikat
2
Type of Company (*)
Jenis Syarikat
3
Company Registration Number (*)
No. Pendaftaran Syarikat
4
Company Income Tax File Number
(*)
Select one from available list. For example Sole
Proprietor, Public Listed, etc.
ROC Number, ROB Number, etc assigned to your
company by the registrar of business/companies.
Your company Income Tax File Number.
No. Cukai Syarikat
5
6
Date of Incorporation/Establishment
(*)
Tarikh Ditubuhkan
The date your company was incorporated or
established as per registration certificate from
Suruhanjaya Syarikat Malaysia (SSM).
Company URL
The URL of your company website.
Laman Web Syarikat
7
Company Email (*)
Alamat Email Syarikat
8
Industry Group (*)
JenisIndustri
9
Nature of Business (*)
JenisPerniagaan
Email address used as the main contact for your
company. Any email notifications on
application status and correspondence from
SePP will be sent to this email address.
The main industry your company is in. Please
select only one. If your company is involved in
more than one industry then please select the
industry that is most relevant to you.
Select from the available list. You may choose to
tick on multiple, as so long as it is applicable to
your business.
For clarity, please take of the following
descriptions:
Manufacturer – business involved in producing /
making products
Wholesaler – company who buys large
quantities of goods and resells to merchants
rather than to the ultimate customers
Retailer – merchant who sells goods to
consumers
Distributor – company who markets
merchandise
Services – someone who is in business to
supply services, including consultants
Contractor – someone (person or firm) who
contracts to build things
Supplier – someone who is in business to
supply general products or commodities
10
Withholding Tax (*)
CukaiPegangan
Select one from the available list. If not
applicable, please select “Not Applicable” from the
drop down list.
28
Keying in dates in the Portal uses an automated Calendar, as shown below:
Figure 15: Dates must be chosen from the calendar
To change months, click on ‘July,2012’ at the top. The calendar will then allow
applicants to choose months within that specific year. If applicants wish to change
year, click on ‘2012’, and calendar will switch to allow the choosing of year.
Figure 16: Choosing month and year in the calendar
29
3.5.2 Step 2: Contact Information
The second step of the application is to capture company contact information. Key
information required and the explanations of each field are as follows:
Figure 17: Contact Information Section
No
11
Field Name
Description
Title (*)
Select one from the available list.
Gelaran
12
First Name (*)
NamaPertama
13
14
Last Name (*)
First Name of key contact person of your
company
NamaKeluarga
Last Name of key contact person of your
company.
Gender (*)
Gender of the contact person.
Jantina
15
Job Title (*)
Jawatan
16
Email address (*)
Alamat Email
17
Contact Number (*)
NomborTelefon
Job title or designation of the contact
person.
Email address of the contact person. You
may enter a different email address from
the company email address.
Contact Number of the contact person.
More than 1 contact numbers can be
entered but each contact number has to
be separated by a comma. E.g,
034567890, 0123456789
30
No
Field Name
Description
18
Facsimile Number (*)
Facsimile Number of the contact person.
More than 1 facsimile numbers can be
entered but each facsimile number has to
be separated by a comma. E.g,
034567890, 0123456789
Nombor Faks
19
20
Identification Name
Nama Yang Tercatat di Kad Pengenalan
Contact person name as per stated in
Identification Card
Identification Type
Type of identification.
Jenis Pengenalan
21
Identification Number
No. Pengenalan
Identification number of the contact
person.
NOTE:
1. Multiple contact persons can be submitted. Applicant must click on “Create”
button to add more contact persons.
3.5.3
Step 3: Company Category
Specify the company Category(s) in this step. Choose the closest matching
category(s) for the Company. Company Category(s) are used to determine the
company’s products and services rendered.
Figure 18: Company Category Section (1)
Figure 19: Company Category Section (2)
31
Figure 20: Company Category Section (3)
No
Field Name
Description
22
Insert Additional Category
Click the link to insert additional Category(s)
MemasukkanKategoriTambahan
23
Search Criteria
KriteriaCarian
24
Drill Down
Enter Search Criteria to search for the
Category and click on the Search button to
reveal all Category(s) that matches the
Search Criteria entered
Click on the Drill Down tab to reveal all
Category(s) available for selection.
32
No
Field Name
Description
25
Category Selection
To expand the categories, click on the
(+) sign. Click on the check boxes of the
relevant Category. Once done, click on the
Add button to add the selected Category(s).
Note: The Add button is at the bottom left of
the screen and if the Add button is not
visible, please scroll to the right
PilihKategori
3.5.4 Step 4: Company Business Coverage
This step of the application is to capture the company’s business coverage area
26
Figure 21: Click 'Insert Additional'
Figure 22: Click the Drill Down to choose from business coverage list
33
Figure 23: Click on (+) sign to expand and choose from the list
No
Field Name
Description
26
Insert Additional Business Coverage
Area
Click the link to insert additional Category(s)
Memasukkan Liputan Kawasan
27
Search Criteria
Kriteria Carian
Enter Search Criteria to search for the
Category and click on the Search button to
reveal all Coverage Area(s) that matches the
Search Criteria entered
28
Drill Down
Click on the Drill Down tab to reveal all
Coverage Areas(s) available for selection.
29
Coverage Area Selection
Click on the check boxes of the relevant
Coverage Area. Once done, click on the Add
button to add the selected Coverage Area(s).
Note: The Add button is at the bottom left of
the screen and if the Add button is not
visible, please scroll to the right
Pilih Kawasan
34
3.5.5 Step 5: Company Address
This step of the application is to capture company address information.
information required and the explanations of each field are as follows:
Key
Figure 24: Click 'Create' to insert company address
Figure 25: Information required for Company Address
35
No
Field Name
Description
30
Address Type (*)
Correspondence, Billing or Delivery address.
At least one correspondence address is
required.
Jenis Alamat
31
32
Address Name (*)
Nama Alamat
The office location of the main or regional
office who is applying as a Vendor. For
example, Headquarters, Branch, Warehouse,
Sales Office
Address Code
This is a non-mandatory field to fill in.
Kod Alamat
33
34
Alamat
Address (*)
Full address of your office in the selected
location.
City
The City where your office resides.
Bandar
35
State
The State where your office resides.
Negeri
36
Postcode
Postcode where your office resides.
Poskod
37
Country
Select the country where your office resides.
Negara
38
Contact Person
Nama Orang Yang boleh Dihubungi
39
Contact Number
No. Telefon
40
Facsimile Number
No. Faks
41
Set As Default
Alamat Tetap
Name of contact person in the selected
location.
Contact Number of contact person in the
selected location. More than 1 contact
numbers can be entered but each contact
number has to be separated by a comma.
E.g, 034567890, 0123456789
Facsimile Number of contact person in the
selected location. More than 1 facsimile
number can be entered but each facsimile
number has to be separated by a comma,
e.g, 034567890, 034446678
Specified whether this Address is the default
permanent correspondence address
NOTE:
1. If there is only one company address listed, applicants won’t be able to delete
the item unless new address is added first. (To ensure there will always be at
least one corresponding address)
36
3.5.6 Step 6: Financial Information
This step of the application is to capture company financial information. Key
information required and the explanations of each field are as follows:
Figure 26: Financial Information page (1)
37
Figure 27: Financial Information page (2)
No
42
Field Name
Description
Currency Code (*)
Currency Code for the financial information.
Mata wang
43
Authorized Capital (*)
Modal Dibenarkan
44
Paid Up Capital (*)
Modal Berbayar
45
Equity Status (*)
Status Equiti
46
Bumiputra Holding (*)
Pegangan Bumiputra (%)
47
Non Bumiputra Holding (*)
Pegangan Bukan Bumiputra (%)
48
Foreign Holding (*)
Pegangan Asing (%)
49
Shareholder Details
ButiranPemilik
50
Board of Directors
Authorised capital of your company, as per
your Form 24
Paid up capital of your company , as per
your Form 24
Select from available list. This is only
applicable to Malaysian company.
Percentage of Bumiputra holding in your
company. Bumiputra, non-Bumiputra and
foreign holding must add up to 100%.
Percentage of non-Bumiputra holding in
your company. Bumiputra, non-Bumiputra
and foreign holding must add up to 100%.
Percentage of non-Malaysian holding in
your company. Bumiputra, non-Bumiputra
and foreign holding must add up to 100%.
Names of your company’s shareholders and
the respective percentage of shareholding.
(Refer to Company Documentation for more
details)
Names of your company’s board of
directors. (Refer to Company
38
No
51
Field Name
Description
Ahli Lembaga Pengarah
Documentation for more details)
Key Employees
Names and designation of your company’s
key employees.
Pegawai Utama Atau Personel
52
Management Team
Ahli Pengurusan
53
Manpower Structure
Pecahan Pekerja (%)
54
Financial Statistics
Statistik Kewangan
Names and designation of your company’s
management team. (Refer to Company
Documentation for more details)
Total number of employees and percentage
of bumiputra, non-bumiputra and nonMalaysian employees.
Annual sales revenue, shareholder funds,
and profit/loss after tax for two previous
financial years. Please indicate the “Profit
for the Year” based on your Profit & Loss
Statements. Current ratio is derived
through current assets / current liabilities
for the year, based on your Balance Sheet
Statement.
NOTE:
1. This is an important section as information being keyed in here will be used
by Sime Darby as a basis of validating applicant’s financial strength. The
Officer-in-Charge will validate information given here against supporting
documents given (audited accounts and form 49 & 24).
39
3.5.7 Step 7: Bank Information
This step of the application is to capture details your company’s Bank Information.
Key information required and the explanations of each field are as follows:
Figure 28: Information required for Bank Information page
No
55
Field Name
Description
Main Banker (*)
Name of the Bank your company maintains
an account with. You only need to provide
information of one bank.
Bank Utama
56
Account Holder Name (*)
Nama Pemegang Akaun
57
Account Number (*)
No. Akaun
58
Account Type (*)
Jenis Akaun
59
Identification Type
Jenis Pengenalan
60
Identification Number
No. Pengenalan
Account Holder Name of the Bank as stated
above.
Account number of the Bank as stated
above.
Account type of the Bank as stated above
(e.g: Current Account, Savings Account)
Identification type of the Bank as stated
above
Identification number of the Bank as stated
above
40
No
Field Name
Description
61
Bank Branch Address
Alamat Bank
Address of the Bank branch you maintain
an account with.
City
The City where your Bank branch resides.
62
Bandar
63
State
The State where your Bank branch resides.
Negeri
64
Postcode
Postcode where your Bank branch resides.
Poskod
65
66
Country
Negara
Select the country where your Bank branch
resides.
Bank Contact Person
Name of contact person in the bank.
Nama Orang Yang Boleh Dihubungi Dalam
Bank
67
Bank Contact Number
Bank’s Contact Number.
No. Telefon Bank
68
Bank Facsimile Number
Bank’s Facsimile Number.
No. Faks Bank
3.5.8 Step 8: Credit Facilities
The company credit facilities from the banks will be captured in this step. Key in the
required information and the explanation of each field are as follows:
Figure 29: Information required for Credit Facilities page
41
No
Field Name
Description
69
Creditor Name
Name of the Bank that provides the Credit
Facility to your Company.
Nama Bank
70
71
Jenis Kredit
Type of Facilities
The type of Credit Facilities provided by the
bank
Credit Amount
The Amount of Credit provided by the bank
Amaun Kredit
72
73
Alamat Peminjam
CreditorAddress
The address of the bank which provided the
credit facility
City
The City where your Bank branch resides.
Bandar
74
State
The State where your Bank branch resides.
Negeri
75
Postcode
Postcode where your Bank branch resides.
Poskod
76
77
Negara
Country
Select the country where your Bank branch
resides.
Contact Person
Name of contact person of the Creditor.
Nama Orang Yang Boleh Dihubungi Dalam
Bank
78
Contact Number
Creditor’s Contact Number.
No. Telefon Bank
79
Facsimile Number
Creditor’s Facsimile Number.
No. Faks Bank
3.5.9 Step 9: Credit Lines
The company credit facilities from the suppliers will be captured in this step. Key in
the required information and the explanation of each field are as follows:
Figure 30: Information required for Credit Lines page
42
No
Field Name
Description
80
Creditor Name
Name of the Company that provides the
Credit Facility to your Company.
Nama Syarikat Pemberi Pinjaman
81
Type of Facilities
Jenis Kredit
82
Credit Amount
Amaun Kredit
83
Creditor Address
Alamat Peminjam
84
City
Bandar
85
State
Negeri
86
Postcode
Poskod
87
88
Country
The type of Credit Facilities provided by the
supplier
The Amount of Credit provided by the
supplier
The address of the supplier which provided
the credit facility
The City
resides.
The State
resides.
Postcode
resides.
where
where
where
your
supplier
branch
your
supplier
branch
supplier
branch
your
Negara
Select the country where your supplier
branch resides.
Contact Person
Name of contact person of the Creditor.
Nama Orang Yang Boleh Dihubungi
daripada syarikat pemberi pinjaman
89
Contact Number
Creditor’s Contact Number.
No. Telefon Syarikat Pemberi Pinjaman
43
3.5.10
Step 10: Track Record and Work Experience
This step will capture the company’s Track Record and Work Experience. Key in the
required information and the explanations of each field are as follows:
Figure 31: Track Record and Work Information page
90
91
92
93
94
95
96
97
Figure 32: Information required for Track Record page
44
No
Field Name
Description
90
Client/Owner Company Name
The name of the Client or Project Owner
Nama Syarikat KlienatauPemilikProjek
91
Project Name
The name of the Project
NamaProjek
92
Project Location
The Project’s location
LokasiProjek
93
Project Year
The year of the Project
TahunProjekDilaksanakan
94
Project Amount
The Project’s Amount
AmaunProjek
95
Project Status
The current status of the Project
Status Projek
96
97
Sustainability Project
Indicate the sustainability of the project
Scope Of Work (Services/Products)
The Scope of Work for the Project
SkopKerja
NOTE:
1. Applicants should provide as much Track Record and Work Experience as
possible. This will be used as a basis of validating the categories registered in
Company Category page. More items specified here will result in more
categories registered to, resulting in a higher chance of being called for
quotations and/or tender for the specific categories.
2. Applicants are to upload supporting documents such as Letter of Award,
Purchase Order or Delivery Order in the Company Documentation page. This
is encouraged for each project and/or transaction stated in Track Record and
Work Experience section. Vendors are to provide at least one document for
support and validation purposes.
45
3.5.11
Step 11: Certificate
This step of the application is to capture details of other certificates that your
company may have applied for. Key information required and how to key in are
shown below, and please refer to Section 2.3.2 for description of each certificates.
Figure 33: PKK information
For PKK, key in the certificate number, expiry date, class, bumiputra status and work
field as stated in the certificate. Click on “Add” to specify more than one
specialization.
Figure 34: CIDB information
For CIDB, key in the certificate number, expiry date, financial grade and categories
and specialization as stated in the certificate. Click on “Add” to specify more than
one specialization.
46
Figure 35: MOF information
For MOF, key in the certificate number, expiry date, financial and code field as stated
in the certificate. A few examples of how to key in the ‘Code Field’ is shown below:
No.
Code Field
KodBidang
Field
Sub Field
Sub Field
Breakdown
1
2
3
010100
100299
021301
1
10
2
1
2
13
0
99
1
Figure 36: Click ‘here’ to insert other certificates
To add other certificates such as ISO, MPOB etc, click on ‘here’ as shown above.
3.5.12
Step 12: Company Documentation
The final step of the application is to attach softcopy of required documentation for
the submission of your application to become a Vendor. Please refer Section 2.3 for
key documents required.
47
3.6
Application Submission
When attachment of documents is completed, applicants can proceed to submit
application by clicking on ‘Submit’. Applicants will see a prompt as shown below, to
which applicants should answer ‘Yes’.
Figure 37: Click 'Yes' to proceed to next page
The next page will be a Supplier Declaration page, whereby applicants are to declare
their Bumiputra status and the information provided in this application are true and
accurate. Upon completing the declaration, applicants need to again click on
‘Submit’, and will be prompted as shown below.
48
Figure 38: Click ' Submit' after completing the Supplier Declaration page
Clicking on ‘Yes’ will submit the application. Applicants can now see that the
application status visible at the top right corner has changed from “Draft” to “New”.
Figure 39: Application status will change from "Draft" to "New" upon successful submission
3.7
Request for Information
As stated in Section 1.3, in the event of missing information or if further clarification
is required, the officer-in-charge may contact the applicants. This is done via the
system through a “Request for Info”.
Applicants will be notified via email which lists all the required information, which is
also visible once applicants log in to the portal (in Company Profile page) as
illustrated below.
49
Figure 40: Request for Info history displayed in Company Profile page
Note that the application status has now changed back to “Draft”, and applicants are required
to make the necessary amendments to the application based on the request, and resubmit as
per outlined in Section 3.6.
3.8
Application Status Check
Processing of application will normally take 4 – 8 weeks processing upon application
completion. Applicants can check their application status by logging in to the portal. Status will
be displayed at the top right corner, example as shown below:
Figure 41: Example - Status "Draft"
50
Figure 42: Example - Status "Active"
Refer to flow chart below for possible statuses during the course of application.
51
4.0 POST-APPLICATION ACTION
Once you have submitted a complete application, it will take on average 4-8 weeks
for processing. Once the committee has made their final decision, you will be notified
on whether your application has been Rejected or Approved via an automated email
from vendor.registration.gp@simedarby.com. If your application is successful and
you are to be an approved vendor of Sime Darby, you will receive a unique vendor
code – the Sime Darby code (e.g. SD00124). This code will be mentioned in the
approval email and will be your unique code to quote, proving you are an approved
vendor of Sime Darby Berhad. No certificate will be provided.
4.1
Changes of Information
In the event there is any form of change or update to your registration details (other
than company information, contact information, company address and certificates)
suppliers will need to notify Sime Darby and fill up a form to update the changes.
Refer to the Appendix A for sample form to be completed and submitted to Sime
Darby Group Procurement.
4.2
Renewal of Registration
Renewal of application must be submitted through the SePP not later than two (2)
months before the expiry date (exactly 2 years from the receipt of system-generated
e-mail confirming approval of the vendor’s registration application). Delays in
renewal of registration will affect your access to the SePP. Please be reminded to
keep track of your registration expiry date. Neither Sime Darby nor the SePP is
responsible for reminding suppliers of their registration expiry date.
4.3
Rejection of Application / Termination of Registration
Sime Darby reserves the right to reject, suspend or terminate any
application/registration without any notice and without assigning any reasons.
However, for your awareness, the typical reasons are, but not limited to:
Application rejection:
• Incomplete information submitted
• False information provided (after verification)
• Non-signing of the Vendor Letter of Declaration (VLOD) for any reason
whatsoever
• Supplier is already blacklisted by Sime Darby Group
Registration suspension:
•
Supplier withdraws a bid or refuses to accept an award (after bidding for the
same)
52
•
Supplier assigns or sub-contracts the awarded contract to another company
without prior approval of Sime Darby
Registration termination:
•
•
•
•
•
•
Abandonment of a contract/LOA/PO or failure to carry out terms of
contract/LOA/PO other than due to force majeure reasons
Unethical conduct and practices including breaches of law by vendors’
employees (including, without limitation, breaches of bribery and corruption
laws), regardless whether such conduct and practices were in relation to the
Group or the Group’s business. This includes but is not limited to possession
of firearms and drugs or pilfering of the Group’s property.
Non-adherence to the COBC or VLOD.
Persistent non-compliance with safety and environmental regulations
Involved in legal suits against the Group
Any other reason as may be determined by the PGCE and/or GCOO from time
to time.
Suspension of vendor profile in SePP means that vendor will temporarily not be able
to participate in any new invitation to quote or tender but will need to continue
carrying out their existing commitments. Suspension will entail vendors to comply
with conditions for performance improvement – to be agreed upon on a case-to-case
basis with input from both procurement team and contract owner or end user.
Persistent failure to meet the conditions to improve performance may lead to
termination of vendor profile from SePP and blacklisting from the Group’s Approved
Vendor List. This may also potentially lead to LOA / purchase order / contract
termination.
4.4
Appeal on Rejected Application
Supplier may appeal for reconsideration by submitting all relevant information and
documents (if any initially missing) within two (2) months from the rejection date.
The appeal must come in the form of a formal letter with strong reasons and
justifications to be sent to Sime Darby’s Group Procurement for further deliberation.
The reinstatement of the application will be subject to further deliberation and will
depend solely on Sime Darby’s discretion.
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APPENDIX A: REQUEST TO CHANGE VENDOR DETAILS
INSTRUCTIONS:
Upon successful submission of your registration/renewal
application, only certain information can be amended online directly by the vendor
(such as Company Information, Contact Information, Address Information and
Certificates). Please be careful about your updates as these will be thoroughly
reviewed for any inconsistencies.
For changes that are not allowed and cannot wait until the next renewal of your
registration, please accomplish sample form below, using your company letter head,
duly signed and stamped and submit to Sime Darby Group Procurement.
Any
certifications must also be certified true copies by the relevant authorities / bodies.
SAMPLE ONLY
TO
COMPANY
FROM
COMPANY NAME
COMPANY IDENTIFICATION
DATE
:
:
:
:
:
:
Group Procurement Department
Sime Darby Holdings Berhad
Dear Sir / Madam,
Please kindly review and assist in updating critical information for our company details in the
SePP.
Namely: <Please strike-out or do not include screens/fields that are not affected>
<Screen Name>
No
1
Field Name
Description of Change
Currency Code (*)
Mata wang
2
Authorized Capital (*)
Modal Dibenarkan
3
Paid Up Capital (*)
Modal Berbayar
4
Equity Status (*)
Status Equiti
5
Bumiputra Holding (*)
PeganganBumiputra (%)
6
Non Bumiputra Holding (*)
PeganganBukanBumiputra
(%)
7
Foreign Holding (*)
PeganganAsing (%)
8
Shareholder Details
54
No
Field Name
Description of Change
ButiranPemilik
9
Board of Directors
AhliLembagaPengarah
10
Key Employees
PegawaiUtamaAtauPersonel
11
Management Team
AhliPengurusan
12
Manpower Structure
PecahanPekerja (%)
13
Financial Statistics
StatistikKewangan
14
Etc.
1. I confirm that the information above is true and accurate.
2. I have read and understood the terms of the VLOD, that I, as authorised
representative have duly signed this document and that this has been submitted
together with this application.
3. We also understand and accept that you have the absolute right to reclassify our
company in accordance with your classification index and that for this purpose
we agree to provide you, where applicable, with all duly audited financial
statements and relevant statutory reports or certificates as you may require and
allow officers of your company to visit our sites/offices.
4. If part or any of the information, documentation or certification submitted during
this application is found to be untrue, you have the right to reject this application
or deregister our company and thereafter we will not be allowed to participate in
any of your projects, current or proposed.
Sincerely yours,
_____________________
Name and IC No. / Passport No.:
Position:
Name of Company:
Company Stamp:
55