Maybank eprocurement Portal Supplier Application Guidelines IMPORTANT NOTICE:
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1 Maybank eprocurement Portal Supplier Application Guidelines IMPORTANT NOTICE: Applicants are advised to read and understand the contents of this Guideline. It is important to ensure Supplier Application form submitted is complete and can be given due consideration by Maybank. This is also to facilitate processing of the application. Any changes to this Guideline are at the discretion of Maybank.
2 1.0 GENERAL INFORMATION 1.1 Supplier Application Form All suppliers who wish to participate in the Maybank eprocurement Portal must apply online. Applications can be submitted through this portal by filling in the online Supplier Application Form. Applicants are advised to read and prepare all the information required prior to the online submission. Please refer to Section 2 of this document for information required to be submitted in the online Supplier Application form. The application shall not be considered if the required information is not provided. Supplier registration is valid for a period of three years. Expired registration must be renewed prior to expiry date. 1.2 How to Apply All applications must be submitted via the online Supplier Application Form available in the Maybank eprocurement Portal. A digital image of the required documents as per Section 2 must be attached to the online Supplier Application Form. Please be reminded that if you are already registered as a supplier in Maybank eprocurement Portal, you do not need to apply again.
3 1.3 Processing of Applications All applications submitted will be screened and processed. 1. Only application forms that are completed will be accepted and processed. 2. In the processing of applications, officer-in-charge may contact applicants in the event that further clarification is required. Applicants are advised to ensure all contact details provided in the Supplier Application Form are accurate. 3. Processing of applications may take 3 5 working days upon successful receipt of the application form. 4. To avoid any complication, prior appointment must be arranged for applicants who wish to seek a meeting with the officer-in-charge. Courtesy call, ad-hoc meeting and frequent telephone calls will not be entertained. 5. Any request to shorten the process of application will not be entertained. Successful applicants will be notified via and will be issued a user ID and password to access the Maybank eprocurement Portal. All users must accept the End Users Licensing Agreement (EULA) before they are allowed access to the system. 1.4 Renewal of Registration Renewal of application must be submitted to Maybank eprocurement Portal via not later than two (2) months before expiry date. Delay in renewal of application will affect your access to Maybank eprocurement Portal. Please be reminded to keep track of your registration expiry date. Maybank eprocurement Portal is not responsible for reminding Suppliers of their expiry date. 1.5 Rejection of application or termination of registration Maybank reserves the right to reject, suspend or terminate any application/registration without any notice and without assigning any reasons. However, for awareness the typical reasons are: Application rejection: Incomplete information submitted False information provided (after verification) Supplier is already blacklisted by Maybank Registration suspension or termination Supplier fails to perform and/or honor contracts awarded by Maybank or is in breach of any contract or agreement Supplier withdraws a bid or refuses to accept an award (after bidding for the same) Supplier assigns or sub-contracts the awareded contract to another company without prior approval of Maybank
4 Supplier is/becomes involved in any illegal or criminal offence Supplier is declared insolvent (for companies) or bankrupt (for sole-proprietor & partnerships) Supplier initiates legal proceedings against Maybank Supplier is found to collude with other suppliers in any procurement exercise Supplier submits false/fraudulent information or documents during application or bidding process 1.6 Appeal on rejected application Supplier may appeal for reconsideration by submitting all relevant information and documents (if any) within six (6) months from the rejection date. The appeal shall be treated as a new application and a fresh supplier application form has to be completed. 1.7 Change of company information Any change to the company particulars as listed below must be communicated in writing to Maybank, complete with supporting documents, within thirty (30) days from the date of the change. company information financial information bank information Other than above mentioned changes, Supplier may perform the change online. 1.8 Ethical conduct We would like to take this opportunity to reinforce our commitment to a Transparent, Clean and Honest Procurement Culture which forms part of our procurement ethics program. All suppliers appointed by Maybank to provide a service should do so without fear or favor. The Management views all forms of influence, coercion and corruption attempts seriously and is prepared to take the necessary actions to stem out such activities. Suppliers should not be threatened into providing monetary or any additional benefits to any employee. In the hopefully unlikely event that you are threatened or wish to report questionable behaviour or possible violation of transparent, clean and honest norms we have established an escalation channel via our Compliance Sector. Please refer to them when/if necessary.
5 1.9 Conclusion Approval of application does not mean that the Supplier will automatically be invited to participate in every tender or project issued by Maybank Group of Companies. Suppliers are advised to continue marketing their products and services to Maybank companies respectively. For further assistance on Maybank eprocurement Portal, or if you are unable to complete the online Supplier Application Form, kindly contact: Address : Procurement Shared Services Menara Maybank 100 Jalan Tun Perak Kuala Lumpur Malaysia Tel : Fax : eprochelpdesk@maybank.com.my
6 2.0 SUPPLIER APPLICATION FORM Note: Mandatory information or document is marked with an asterisk (*) 2.1 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: Company Name (*) Type of Company (*) Company Registration Number (*) Company Income Tax File Number (*) Date of Incorporation/Establishment (*) Company URL Company (*) Industry Group (*) Nature of Business (*) Withholding Tax (*) The name of your company. 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. The date your company was incorporated or established. The URL of your company website. address used as the main contact for your company. notifications from Maybank eprocurement Portal, if any, will be sent to this address. The main industry your company is in. Please select only one. If your company is involved in more than one industry, select the most dominant industry. Select from the available list. Select one from the available list. If not applicable, please select Not Applicable from the drop down list. 2.2 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: Title (*) First Name (*) Last Name (*) Gender (*) Job Title (*) Select one from the available list. First Name of key contact person of your company Last Name of key contact person of your company. Gender of the contact person. Job title or designation of the contact person.
7 address (*) Contact Number (*) Facsimile Number (*) I/C Name I/C Number address of the contact person. You may enter a different address from the company address. Contact Number of the contact person. Facsimile Number of the contact person. Contact person name as per stated in I/C Identity or passport number of the contact person. 2.3 Step 3: Address Information The third step of the application is to capture company address information. Key information required and the explanations of each field are as follows: Address Type (*) Address Name (*) Address Code Address (*) City State Postcode Country Contact Person Contact Number Facsimile Number Correspondence, Billing or Delivery address. At least one correspondence address is required. The office location of the main or regional office who is applying as a Vendor. For example, Headquarters, Branch, WareHouse, Sales Office This is a non-mandatory field to fill in. Full address of your office in the selected location. The City where your office resides. The State where your office resides. Postcode where your office resides. Select the country where your office resides. Name of contact person in the selected location. Contact Number of contact person in the selected location. Facsimile Number of contact person in the selected location. 2.4 Step 4: Financial Information The forth step of the application is to capture company financial information. Key information required and the explanations of each field are as follows: Currency Code (*) Authorised Capital (*) Currency Code for the financial information. Authorised capital of your company.
8 Paid Up Capital (*) Equity Status (*) Bumiputra Holding (*) Non Bumiputra Holding (*) Foreign Holding (*) Shareholder Details Board of Directors Key Employees Management Team Manpower Structure Financial Statistics Paid up capital of your company. 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. Names of your company s board of directors. Names and designation of your company s key employees. Names and designation of your company s management team. Total number of employees and percentage of bumiputra, non-bumiputra and non-malaysian employees. Annual sales volume, shareholder funds, and net profit (loss) for two previous financial years. Please be advised that you are required to fill in the above Financial Information with the information from either Audited accounts Income / Profit & Loss Statements, Statement of Equity Changes & Balance Sheet (for Public and Private Limited companies) or Income Tax Return Form with LHDN - Borang B / Borang P (for Sole Proprietor and Partnership). 2.5 Step 5: Bank Information The fifth 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: Main Banker (*) Account Holder Name (*) Account Number (*) Account Type (*) Identification Type Name of the Bank your company maintains an account with. You only need to provide information of one bank. 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
9 Identification Number Credit Facilities Address City State Postcode Country Contact Person Contact Number Facsimile Number Identification number of the Bank as stated above State any credit facilities that you have with the Bank. Address of the Bank branch you maintain an account with. The City where your Bank branch resides. The State where your Bank branch resides. Postcode where your Bank branch resides. Select the country where your Bank branch resides. Name of contact person in charge of the Bank account. Contact Number of contact person in charge of the Bank account. Facsimile Number of contact person in charge of the Bank account. 2.6 Step 6: Other Certificates The sixth step of the application is to capture details of other certificates that your company may have applied for. Key information required and the explanations of each field are as follows: CIDB Other Certificates Registration and certificate details of your company registration with CIDB (if any). Information required includes certificate number, expiry date and registered category. If your company was awarded certificates other than the ones stated above, you may provide the details of these other certificates in your application form. 2.7 Step 7: Supplier Documentation The seventh step of the application is to attach softcopy of required documentation for the submission of your application to become a supplier. Key documents required are as follows: Company Profile (*) Brochures/Leaflets on products/services (*) Your company profile, including organization chart, services offered, product information etc.) Company brochure, Product brochure, catalog, etc that could give us a better understanding of the product and services
10 Form 9 / Form 13 / Company Registrar or Certificate - Certified true copy (*) Form 24 or equivalent form (List of Shareholders) - Certified true copy (*) Form 49 or equivalent form (List of Directors) - Certified true copy (*) Form 32A (if any) Transfer of shares (Certified true copy) (*) Audited Accounts for the last 2 financial years (*) Income Statement & Balance Sheet for the last 2 financial year (*) Latest Bank statement (*) List of Jobs Undertaken with Maybank Group, if any (with description, year of project and value) List of Jobs Undertaken with Other Companies (with description, year of project and value) (*) Approved license/application with statutory bodies, government agencies, etc (Certified true copy) (*) Appointment letter from principal(s)/manufacturer(s), if any. (Period of validity and location to be stated) (Certified true copy) (*) Form B (Maklumat Perniagaan & Pemilik Semasa) (Cerified true copy) (*) Form D (Perakuan Pendaftaran) (*) Form A or Certificate of Registration (S wak) (*) offered Only applicable to Malaysian Companies Only applicable to Malaysian Companies Only applicable to Malaysian Companies Only applicable to Malaysian Companies Audited accounts For Sole Proprietor and Partnership only Current account or bank facility statement List and describe jobs undertaken with companies within the Maybank Group. Please include contact person from Maybank who was involved in the project. List and describe jobs undertaken with other companies. Please list only jobs relevant to the category you are applying for. Application with Ministry of Finance, Malaysia, other government agencies and professional bodies. If you are an appointed reseller or distributor, please include Appointment Letter from your principal. Appointment Letter must clearly state period of validity, location and products/services. of the products and services offered by your company. For Sole proprietor For Partnership
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