Vendor application guidelines

1

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.

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Document Map

1.0 GENERAL

INFORMATION

� 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

Find out more about

SePP in general &

some Sime Darby

group vendor

registration pre-requisites

4.0 POST-APPLICATION

ACTION

� 4.1 Changes of

Information

� 4.2 Renewal of

Registration

� 4.3 Rejection of

Application /

Termination of

Registration

� 4.4 Appeal on

Rejected

Application

Find out more on

what to do next,

once you have

submitted your

application

3.0

APPLICATI

ON

PROCEDURES

� 3.1 General

Application Steps

� 3.2 System Pre-

Requisite 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

Submission

� 3.7 Request for

Information

� 3.8 Application

Status Check Follow a step by step

guide with field and

document

descriptions etc.

2.0 PRE-

APPLICATION PREPATION

(OFFLINE)

� 2.1 General Pre-

Application

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

Ensure you are fully

prepared to avoid

issues when you are online.

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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

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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

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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.

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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.

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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: [email protected]

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.

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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.

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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).

.

10

No Document / Certificate

Type of

Vendor Nature of Business or Type of Product / Service

Private

Limited / Public

Listed

Enterprise/

Sole

Proprie

tor/Partnershi

p

General

Supplier

(incl. Mgt or IT

Consult-

ants)

Contractor Consultant

Architect

-ural

/Civil

Infra-structure

Land- scaping

M&E Architect Engineer ID Land

Surveyor Quantity Surveyor

Land- scaping

Town Planner

Valuer

Professio

-nal

Firms

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

Certified Copy Of Bank

Statement For The Last 3

Months (*) � � � � � � � � � � � � � � �

8(I)

Certified Copy Of Credit

Facilities From Financial

Institutions (*) � � � � � � �

8(ii) Certified Copy Of Credit Lines from Suppliers

� � � �

9 Proof Of Registration

Payment (*) � � � � � � � � � � � � � � � �

10 Company Profile, Products &

Services (*) � � � � � � � � � � � � � � � �

11


Type of Vendor

Nature of Business or Type of Product / Service

Private

Limited / Public

Listed

Enterpr

ise/ Sole

Proprie

tor/Par

tnership

General

Supplier

(incl. Mgt or IT

Consult-

ants)


Architect-ural

/Civil Infra-

structure Land-

scaping M&E Architect Engineer ID Land

Surveyor Quantity

Surveyor Land-

scaping Town

Planner Valuer Professio

-nal

Firms

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) �

12


Type of

Vendor Nature of Business or Type of Product / Service

Private Limited

/ Public

Listed

Enterpr

ise/

Sole

Proprie

tor/Partnershi

p

General

Supplier (incl.

Mgt or IT

Consult-

ants)


Architect-ural

/Civil Infra-

structure Land-

scaping M&E Architect Engineer ID Land

Surveyor Quantity

Surveyor Land-

scaping Town

Planner Valuer Professio

-nal

Firms

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)

Other Documents –

Professional Indemnity Policy

(PIP)

� � � � � � � �

30 (iv)

Other Documents – Green

Building Index Facilitator

Certificate (if any)

� � � � � � � �

30

(v)

Other Documents – List of

Awards (if any)

� � � � � � � �

30

(vi)

Other Documents – List of

Software � � � � � � � � � � � �

30 (vii)

Other Documents – Malaysia Palm Oil Board Certificate

(MPOB) – Mandatory for CPO

Transporter

�

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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

2 Certified Copy Of

Registration Of

Company Certificates

(*)

� Only applicable to Malaysian Companies. Companies overseas

should provide equivalent

documentation.

� 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.

� CTC on Front

Page

3 Certified Copy Of

Articles Of Association

(*)

Only applicable to Malaysian

Companies (Private Limited / Public

Listed). Represents a set of internal

� CTC on Front

Page

14

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.

� For Public Listed / Private Limited companies, these are important for

latest particulars of shareholders

and board of directors, management

team and secretaries.

� CTC on Front

Page

4

(II)

Business Information &

Current Owner

Information

For Sole Proprietor / Partnerships,

attach Business Information and

Current Owner from SSM.

� CTC on Front

Page

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

6

(II)

Income Tax

Registration (*)

Partnership / Sole Proprietor

� Income Tax Returns Forms (For

Malaysian Companies: Borang B)

� CTC on all pages

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)

� Credit Lines Letter from Suppliers

; such as supply of cement, steel

or raw materials from other

companies (if any)

� CTC on Front

Page

9 Proof Of Registration The receipt / payment slip for the -

15


(CTC)

Payment (*) RM100.00 Vendor Registration

Processing Fees as proof of payment

made.

10 Company Profile,

Products & Services

(*)

Your company profile, including

services offered, product information,

track record, current and past

projects, organization chart etc.

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 keyed-

in 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 -

16


(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

This is a required certificate in

Malaysia for all consultants for

engineering / building and construction

services.

-

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

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

-

17


(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

18

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

19

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

20

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.

Figure 3: 'Apply' button for first time account creation

21

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.

22

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

[email protected]. 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. Capital Alphabet Letters (e.g. A, B, C) 2. Small Alphabet Letters (e.g. a, b, c) 3. Numbers (e.g. 1, 2, 3) 4. Special Characters (e.g. @, ?, %)

5. Must be changed every 60 days

23

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.

24

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'

25

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:

26

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

27

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. Key

information required and the explanations of each field are as follows:

Figure 14: Company Information Section

10

28

No Field Name Description

1 Company Name (*)

Nama Syarikat

The name of your company. Important to type

properly as per written in your company

registration certificate.

2 Type of Company (*)

Jenis Syarikat

Select one from available list. For example Sole

Proprietor, Public Listed, etc.

3 Company Registration Number (*)

No. Pendaftaran Syarikat

ROC Number, ROB Number, etc assigned to your

company by the registrar of business/companies.

4 Company Income Tax File Number

(*)

No. Cukai Syarikat

Your company Income Tax File Number.

5 Date of Incorporation/Establishment

(*)

Tarikh Ditubuhkan

The date your company was incorporated or

established as per registration certificate from

Suruhanjaya Syarikat Malaysia (SSM).

6 Company URL

Laman Web Syarikat

The URL of your company website.

7 Company Email (*)

Alamat Email Syarikat

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.

8 Industry Group (*)

JenisIndustri

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.

9 Nature of Business (*)

JenisPerniagaan

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.

29

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

30

3.5.2 Step 2: Contact Information

The second step of the application is to capture company contact information. Key


Figure 17: Contact Information Section


11 Title (*)

Gelaran

Select one from the available list.

12 First Name (*)

NamaPertama

First Name of key contact person of your

company

13 Last Name (*)

NamaKeluarga

Last Name of key contact person of your

company.

14 Gender (*)

Jantina

Gender of the contact person.

15 Job Title (*)

Jawatan

Job title or designation of the contact

person.

16 Email address (*)

Alamat Email

Email address of the contact person. You

may enter a different email address from

the company email address.

17 Contact Number (*)

NomborTelefon

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

31


18 Facsimile Number (*)

Nombor Faks

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

19 Identification Name

Nama Yang Tercatat di Kad Pengenalan

Contact person name as per stated in

Identification Card

20 Identification Type

Jenis Pengenalan

Type of identification.

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)


32



22 Insert Additional Category

MemasukkanKategoriTambahan

Click the link to insert additional Category(s)

23 Search Criteria

KriteriaCarian

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

24 Drill Down

Click on the Drill Down tab to reveal all

Category(s) available for selection.

33


25 Category Selection

PilihKategori

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

3.5.4 Step 4: Company Business Coverage

This step of the application is to capture the company’s business coverage area

Figure 21: Click 'Insert Additional'

Figure 22: Click the Drill Down to choose from business coverage list

26

34

Figure 23: Click on (+) sign to expand and choose from the list


26 Insert Additional Business Coverage

Area

Memasukkan Liputan Kawasan

Click the link to insert additional Category(s)

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

Pilih Kawasan

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

35

3.5.5 Step 5: Company Address

This step of the application is to capture company address information. Key


Figure 24: Click 'Create' to insert company address

Figure 25: Information required for Company Address

36


30 Address Type (*)

Jenis Alamat

Correspondence, Billing or Delivery address.

At least one correspondence address is

required.

31 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

32 Address Code

Kod Alamat

This is a non-mandatory field to fill in.

33 Address (*)

Alamat

Full address of your office in the selected

location.

34 City

Bandar

The City where your office resides.

35 State

Negeri

The State where your office resides.

36 Postcode

Poskod

Postcode where your office resides.

37 Country

Negara

Select the country where your office resides.

38 Contact Person

Nama Orang Yang boleh Dihubungi

Name of contact person in the selected

location.

39 Contact Number

No. Telefon

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

40 Facsimile Number

No. Faks

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

41 Set As Default

Alamat Tetap

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)

37

3.5.6 Step 6: Financial Information

This step of the application is to capture company financial information. Key


Figure 26: Financial Information page (1)

38

Figure 27: Financial Information page (2)


42 Currency Code (*)

Mata wang

Currency Code for the financial information.

43 Authorized Capital (*)

Modal Dibenarkan

Authorised capital of your company, as per

your Form 24

44 Paid Up Capital (*)

Modal Berbayar

Paid up capital of your company , as per

your Form 24

45 Equity Status (*)

Status Equiti

Select from available list. This is only

applicable to Malaysian company.

46 Bumiputra Holding (*)

Pegangan Bumiputra (%)

Percentage of Bumiputra holding in your

company. Bumiputra, non-Bumiputra and

foreign holding must add up to 100%.

47 Non Bumiputra Holding (*)

Pegangan Bukan Bumiputra (%)

Percentage of non-Bumiputra holding in

your company. Bumiputra, non-Bumiputra

and foreign holding must add up to 100%.

48 Foreign Holding (*)

Pegangan Asing (%)

Percentage of non-Malaysian holding in

your company. Bumiputra, non-Bumiputra

and foreign holding must add up to 100%.

49 Shareholder Details

ButiranPemilik

Names of your company’s shareholders and

the respective percentage of shareholding.

(Refer to Company Documentation for more

details)

50 Board of Directors Names of your company’s board of

directors. (Refer to Company

39


Ahli Lembaga Pengarah Documentation for more details)

51 Key Employees

Pegawai Utama Atau Personel

Names and designation of your company’s

key employees.

52 Management Team

Ahli Pengurusan

Names and designation of your company’s

management team. (Refer to Company

Documentation for more details)

53 Manpower Structure

Pecahan Pekerja (%)

Total number of employees and percentage

of bumiputra, non-bumiputra and non-

Malaysian employees.

54 Financial Statistics

Statistik Kewangan

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).

40

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


55 Main Banker (*)

Bank Utama

Name of the Bank your company maintains

an account with. You only need to provide

information of one bank.

56 Account Holder Name (*)

Nama Pemegang Akaun

Account Holder Name of the Bank as stated

above.

57 Account Number (*)

No. Akaun

Account number of the Bank as stated

above.

58 Account Type (*)

Jenis Akaun

Account type of the Bank as stated above

(e.g: Current Account, Savings Account)

59 Identification Type

Jenis Pengenalan

Identification type of the Bank as stated

above

60 Identification Number

No. Pengenalan

Identification number of the Bank as stated

above

41


61 Bank Branch Address

Alamat Bank

Address of the Bank branch you maintain

an account with.

62 City

Bandar

The City where your Bank branch resides.

63 State

Negeri

The State where your Bank branch resides.

64 Postcode

Poskod

Postcode where your Bank branch resides.

65 Country

Negara

Select the country where your Bank branch

resides.

66 Bank Contact Person

Nama Orang Yang Boleh Dihubungi Dalam

Bank

Name of contact person in the bank.

67 Bank Contact Number

No. Telefon Bank

Bank’s Contact Number.

68 Bank Facsimile Number

No. Faks Bank

Bank’s Facsimile Number.

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

42


69 Creditor Name

Nama Bank

Name of the Bank that provides the Credit

Facility to your Company.

70 Type of Facilities

Jenis Kredit

The type of Credit Facilities provided by the

bank

71 Credit Amount

Amaun Kredit

The Amount of Credit provided by the bank

72 CreditorAddress

Alamat Peminjam

The address of the bank which provided the

credit facility

73 City

Bandar

The City where your Bank branch resides.

74 State

Negeri

The State where your Bank branch resides.

75 Postcode

Poskod

Postcode where your Bank branch resides.

76 Country

Negara

Select the country where your Bank branch

resides.

77 Contact Person

Nama Orang Yang Boleh Dihubungi Dalam

Bank

Name of contact person of the Creditor.

78 Contact Number

No. Telefon Bank

Creditor’s Contact Number.

79 Facsimile Number

No. Faks Bank

Creditor’s Facsimile Number.

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

43


80 Creditor Name

Nama Syarikat Pemberi Pinjaman

Name of the Company that provides the

Credit Facility to your Company.

81 Type of Facilities

Jenis Kredit

The type of Credit Facilities provided by the

supplier

82 Credit Amount

Amaun Kredit

The Amount of Credit provided by the

supplier

83 Creditor Address

Alamat Peminjam

The address of the supplier which provided

the credit facility

84 City

Bandar

The City where your supplier branch

resides.

85 State

Negeri

The State where your supplier branch

resides.

86 Postcode

Poskod

Postcode where your supplier branch

resides.

87 Country

Negara

Select the country where your supplier

branch resides.

88 Contact Person

Nama Orang Yang Boleh Dihubungi

daripada syarikat pemberi pinjaman

Name of contact person of the Creditor.

89 Contact Number

No. Telefon Syarikat Pemberi Pinjaman

Creditor’s Contact Number.

44

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

Figure 32: Information required for Track Record page

90

91

92

93

94

95

96

97

45


90 Client/Owner Company Name

Nama Syarikat KlienatauPemilikProjek

The name of the Client or Project Owner

91 Project Name

NamaProjek

The name of the Project

92 Project Location

LokasiProjek

The Project’s location

93 Project Year

TahunProjekDilaksanakan

The year of the Project

94 Project Amount

AmaunProjek

The Project’s Amount

95 Project Status

Status Projek

The current status of the Project

96 Sustainability Project Indicate the sustainability of the project

97 Scope Of Work (Services/Products)

SkopKerja

The Scope of Work for the Project

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.

46

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.

47

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 010100 1 1 0

2 100299 10 2 99

3 021301 2 13 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.

48

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.

49

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.

50

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"

51

Figure 42: Example - Status "Active"

Refer to flow chart below for possible statuses during the course of application.

52

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 [email protected]. 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)

53

• 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.

54

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 : Group Procurement Department

COMPANY : Sime Darby Holdings Berhad

FROM :

COMPANY NAME :

COMPANY IDENTIFICATION :

DATE :

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 Field Name Description of Change

1 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

55

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:

Government & Nonprofit

Vendor application guidelines