Sime Darby Property eprocurement Portal Vendor Application Guidelines

Transcription

1 Sime Darby Property 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 Property in processing and approving your application. Sime Darby Property 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 Property Group, including Consultants and Contractors. 1

2 Ver Date Owner Details July 2012 Sime Darby Group Procurement Launched Online Vendor Registration (OVR) Release 1.0 or Supplier Application Form via Sime Darby eprocurement Portal (SePP) June 2013 Sime Darby Group Procurement July 2013 Sime Darby Group Procurement July 2014 Sime Darby Group Procurement 30 Sept 2014 Sime Darby Group Procurement April 2015 Sime Darby Group Procurement April 2015 Sime Darby Group Procurement June 2015 Sime Darby Group Procurement Launched OVR Release 1.1 via SePP: The following amendments were reflected: 1. (Pre-Application Section) Company Documentation updates (LOA requirements) & confidentiality statement 2. (System Guidelines Section) Bank Details Updated screen shots with dummy numbering pending the completion of earlier parts. 3. (System Guidelines Section) View History Added more helpful instructions. Launched OVR Release 1.1a via SePP. Version 2.0 enhancements to this document include: 1. Splitting into 4 major sections: i. General Information (MUST READ!) ii. Pre-Application Guide (MUST READ!) iii. System Application Guide iv. Post Application Guide 2. Updates to the screen shots & system guidelines to reflect all enhancements made to OVR (Section 3 System Application Guide) The following amendments were reflected: 1. Instruction to update & upload GST certificate The following amendments were reflected: 1. Updated Screenshot and details for Tax Details section 2. Change address to ovr.gsc@simedarby.com The following amendments were reflected: 1. Revised OVR Fees 2. Revised Payment Methods & Banks The following amendments were reflected: 1. Updated Payment Instructions details 2. Revised Bank Information section details Removed OVR Fees payment via Cash (Over-the- Counter) until further notice October 2015 Sime Darby Group Procurement Reinstated and updated information on OVR Fees payment via Cash (Over-the-Counter) for Maybank November 2017 Sime Darby Property Procurement Updated guidelines for Property division Version Control: 2

3 Document Map You are here 1.0 General Information 2.0 Pre-Application Preparation (Offline) 3.0 Application Procedures (Online) 4.0 Post Application 1.1 Supplier Application 1.2 Personal Data Protection Act Goods and Services Tax (GST) 1.4 Bumiputera Agenda 1.5 Related Party to Sime Darby Property 1.6 General Requirements for Vendor Application 1.7 Processing of Applications 1.8 Ethical Conduct 1.9 Contact Details 1.10 Notice to Applicants 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 3.1 General Application Steps System Pre- Requisite Steps Account Creation System Logon & Account Management Step by Step Guide: Vendor Application Form Application Submission Request for Information Application Status Check Changes of Information 4.2 Renewal of Registration 4.3 Rejection of Application / Termination of Registration 4.4 Appeal on Rejected Application 4.5 Account Purging 4.6 Appendices Find out more about SePP in general & some Sime Darby Property group vendor registration pre-requisites 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 3

4 Table of Contents 3.0 APPLICATION PROCEDURES (ONLINE) General Application Steps System Pre-Requisite Steps One-Time Setup Site Requirements Account Creation System Logon & Account Management... 8 Once an account has been created, the applicant can log on to the SePP by following the succeeding steps Receiving Password after Account Creation (First Time) Changing of Password (First Time Log In) General Password Criteria Changing of Password (During Application) Forgotten Password Account Locked Step by Step Guide: Vendor Application Form Step 1: Company Information Step 2: Contact Information Step 3: Company Category Step 4: Company Business Coverage Step 5: Company Address Step 6: Financial Information Step 7: Bank Information Step 8: Financial Credit Facilities Step 9: Supplier Credit Lines Step 10: Track Record and Work Experience Step 11: Certificate Step 12: Payment Information Step 13: Company Documentation Application Submission Request for Information Application Status Check

5 3.0 APPLICATION PROCEDURES (ONLINE) 3.1 General Application Steps 3.2 System Pre-Requisite Steps One-Time Setup Prior to commencing the application, Vendors are required to run the one-time setup file which launches a one-time Internet Explorer setting to ensure smooth and easy access to the portal. This one time setup is required for all PCs intended to 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 encouraged to restart the Internet Explorer for the settings to take effect. 5

6 Figure 1 : One-Time Setup link accessible in Sime Darby Property eprocurement Portal Site Requirements 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. 6

7 Figure 2 : Site Requirements 3.3 Account Creation 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 7

8 Upon clicking on Apply, Vendors are required to provide the login & contact information, as shown in the example below. IMPORTANT! Kindly note that correspondences on account related issues, password notifications, account locking, etc. will be sending to the address provided in this section. You can provide more than one (1) address by separating it using semicolon (;) Figure 4: Login & Contact Information details Vendors are also required to provide their Company Registration Number at this point this number is unique to each company and the system will only take one unique number to prevent duplicate accounts from being created. Upon submitting the login & contact information, a login ID and password will be sent to the registered address provided. Please refer to Section 3.4 for the detailed steps on how to log in to the portal. Section details the steps for password retrieval. 3.4 System Logon & Account Management Once an account has been created, the applicant can log on to the SePP by following the succeeding steps Receiving Password after Account Creation (First Time) When a user account is created in SePP, a Login ID / User ID can be proposed during the application and a valid and accessible address must be provided. After clicking Submit at the account creation screen, 2 separate s will be automatically sent to the address provided: (1) User ID confirmation and (2) system-generated password. 8

9 Figure 5: Password will be sent to the address of account creation The to be sent containing the password is a system generated from sender ovr.gsc@simedarby.com. If you do not receive your password, kindly check the Spam mail folder in case it has been re-routed there. Kindly ensure that the correct password is entered the user account will automatically be locked if the wrong password is keyed in 3 times (please refer to Section for instructions to self-unlock). The password is case sensitive and must fulfil general criteria (please refer to Section for general password criteria). The vendor representative is advised to be cautious when keying-in the password. To avoid mistakes, Copy and Paste the password from the received. However, please ensure that it is copied exactly (e.g. if a blank space is copied, it will treat the space as an extra character in the password making it invalid) Changing of Password (First Time Log In) When logging in to the portal for the first time, applicants will be prompted to change the password before accomplishing the supplier application form. Figure 6: Prompt to change password for first time Login 9

10 You are required to change your password according to the general criteria as outlined in Section Kindly note that the applicant cannot provide the same password as originally provided in the . Once the password has been successfully changed, you will see the following notification: Figure 7: New password saved successfully Click OK to proceed to fill in the application form General Password Criteria For security reasons please ensure the new 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 %) 5. Must be changed every 60 days A few good password examples are as follows: SimeDarby@1, SimeDarby@2, SimeDarby@3, Grapes%1, Apples#1. Note: Vendors will be automatically prompted to change passwords every 60 days as part of Sime Darby Property s security policy Changing of Password (During Application) During application or post application, the vendor representative will be able to change the password where necessary (prior to 60 days expiry). To do so, kindly (1) click on Admin, and (2) click on Change Password 10

11 Figure 8: To change password; head to 'Admin' and 'Change Password' Follow the instructions on the screen to complete changing of password Forgotten Password Kindly proceed to the portal at click on Registered Users and then click on Forgot Password. Figure 9: Click on 'Forgot Password' Key in the Login ID and submit. A new system-generated password will be sent to the address specified in the SePP User/Login account. 11

12 Figure 10: (1) Insert your Login Name and (2) click 'Submit'; password will be ed Please remember to be cautious when typing in the password as the password is case sensitive and has some general criteria (recall section 3.4.3). In the event that Login ID or the address specified in the account is likewise forgotten, please call Sime Darby for assistance Account Locked Wrong Password The account will be locked after three (3) unsuccessful login attempts. It is highly recommended to follow the self-unlock steps. When the wrong password is keyed in 3 times, the following message will appear: Figure 11: Error messages when the wrong password is keyed in 3 times A notification will be send to the Login account address to notify that the account has been locked out. Once that is opened, a link to self-unlock the account can be found Click on the link and this will automatically unlock the account. The vendor representative may attempt to key in the old password again. If the password is forgotten, it is recommended to click on the Forgot Password button this will re-send the old password. Kindly proceed with steps as outlined in Section Improper Sign Out Whenever the vendor has completed their application or has saved their draft application, it is encouraged to logout properly. If the applicant has somehow closed the portal without properly signing out, this error message will be displayed during subsequent login. 12

13 Figure 12: Please click here to unlock account To unlock the account, click on the link here. Applicants are then allowed to select the Locked Out Reason and will need to key in the existing password before resuming the application. 3.5 Step by Step Guide: Vendor Application Form To commence application: 1. Go to eprocurement Portal. 2. Click on Registered Users Login Here 3. Key in Login ID and Password Note: Mandatory information or document is marked with an asterisk (*) 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: 13

14 Figure 13: Company Information Section No Field Name Description 1 Company Name (*) Nama Syarikat 2 Type of Company (*) Jenis Syarikat 3 Company Registration Number (*) No. Pendaftaran Syarikat 4 Date of Incorporation/ Establishment (*) Tarikh Ditubuhkan The name of your company. Important to type properly as per written in your company registration certificate. 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. The date your company was incorporated or established as per registration certificate from Suruhanjaya Syarikat Malaysia (SSM). 5 Company URL Laman Web Syarikat The URL of your company website. 14

15 No Field Name Description 6 Company (*) Alamat Syarikat 7 Industry Group (*) JenisIndustri 8 Nature of Business (*) JenisPerniagaan 9 Country of Tax Residency (*) Negara Residensi Cukai 10 Company Income Tax File Number (*) Nombor Pendaftaran Cukai Pendapatan 11 Tax Details (*) Butiran Cukai address used as the main contact for your company. Any notifications on application status and correspondence from SePP will be sent to this address. You may also put more than 1 address (to be separated using a semicolon (;)) 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 better clarity, please take note 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 provide services for minor works Contractor person or firm who contracts to construct a building, infrastructure or other facility Supplier company who is in business to supply general products or commodities Consultant professional who provides expert advice in particular domain or area of expertise (such as engineering, architecture, quantity surveying, IT project management, advertising & branding, management advisory, etc.) The country whereby your company is taxable Your company income tax file number Tax Registration status for each of the identified location. Choose Registered, Not Registered or Exempted. Tax Registration No must be completed if you choose Registered. Keying in dates in the Portal uses an automated Calendar, as shown below: 15

16 Figure 14: 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 15: Choosing month and year in the calendar 16

17 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 16: Contact Information Section No Field Name Description 1 Title (*) Gelaran 2 First Name (*) NamaPertama 3 Last Name (*) NamaKeluarga 4 Gender (*) Jantina 5 Job Title (*) Jawatan 6 address (*) Alamat 7 Contact Number (*) NomborTelefon 8 Facsimile Number (*) Nombor Faks 9 Identification Name Nama Yang Tercatat di Kad Pengenalan 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. address of the contact person. You may enter a different address from the company 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, , 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, , Contact person name as per stated in Identification Card 17

18 No Field Name Description 10 Identification Type Jenis Pengenalan 11 Identification Number No. Pengenalan Type of identification. Identification number of the contact person. Note: Multiple contact persons can be submitted. Applicant must click on Create button to add more contact persons 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 17: Company Category Section (1) Figure 18: Company Category Section (2) 18

19 Figure 19: Company Category Section (3) No Field Name Description 1 Insert Additional Category Memasukkan Kategori Tambahan 2 Search Criteria Kriteria Carian 3 Drill Down Senarai Kategori 4 Category Selection Pilih Kategori Click the link to insert additional Category(s) 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. 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 right of the screen and if the Add button is not visible, please scroll to the right 19

20 3.5.4 Step 4: Company Business Coverage This step of the application is to capture the company s business coverage area. Applicants are advised to select the countries / states of their existing operations. For Malaysia based companies, applicants are encouraged to be as specific as possible by selecting the relevant States within Malaysia with existing operations. Figure 20: Click 'Insert Additional' Figure 21: Click the Drill Down to choose from business coverage list 20

21 Figure 22: Click on (+) sign to expand and choose from the list No Field Name Description 1 Insert Additional Business Coverage Area Memasukkan Liputan Kawasan 2 Search Criteria Kriteria Carian 3 Drill Down Senarai Kawasan 4 Coverage Area Selection Pilih Kawasan Click the link to insert additional Category(s) 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 Click on the Drill Down tab to reveal all Coverage Areas(s) available for 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 right of the screen and if the Add button is not visible, please scroll to the right 21

22 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 23: Click 'Create' to insert company address Figure 24: Information required for Company Address 22

23 No Field Name Description 1 Address Type (*) Jenis Alamat 2 Address Name (*) Nama Alamat 3 Address Code Kod Alamat 4 Address (*) Alamat 5 Country Negara 6 State Negeri 7 City Bandar 8 Postcode Poskod 9 Contact Person Nama Orang Yang boleh Dihubungi 10 Contact Number No. Telefon 11 Facsimile Number No. Faks 12 Emel 13 Set As Default Alamat Tetap 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 country where your office resides. The State where your office resides. The City where your office resides. Postcode where your office resides. 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, , 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, , of the contact person for your office. Specified whether this Address is the default permanent correspondence address Note: 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). 23

24 3.5.6 Step 6: Financial Information This step of the application is to capture company financial information. information required and the explanations of each field are as follows: Key Figure 25: Financial Information page (1) 24

25 Figure 26: Financial Information page (2) No Field Name Description 1 Currency Code (*) Mata wang 2 Authorized Capital (*) Modal Dibenarkan 3 Paid Up Capital (*) Modal Berbayar 4 Equity Status (*) Status Equiti Currency Code for the financial information. 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. 25

26 No Field Name Description 5 Bumiputra Holding (*) Pegangan Bumiputra (%) 6 Non Bumiputra Holding (*) Pegangan Bukan Bumiputra (%) 7 Foreign Holding (*) Pegangan Asing (%) 8 Shareholder Details ButiranPemilik 9 Board of Directors Ahli Lembaga Pengarah 10 Key Employees Pegawai Utama Atau Personel 11 Management Team Ahli Pengurusan 12 Manpower Structure Pecahan Pekerja (%) 13 Financial Statistics Statistik Kewangan 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 Documentation for more details) Names and designation of your company s key employees. 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 non-malaysian 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: This is an important section as information being keyed in here will be used by Sime Darby Property as a basis for validating applicant s financial strength. The Officer-in-Charge will validate information given here against supporting documents given (audited accounts and form 49 & 24). Calculating Information Required in Financial Statistics Please refer to the sample documents & table below to complete the Financial Statistics information required in your application. Vendor Type Source Documents Private Limited / Public Limited Audited accounts Income / Profit & Loss Statements, Statement of Equity Changes & Balance Sheet Sole Proprietor / Partnership Income Tax Return Form with LHDN - Borang B / Borang P Annual Sales Revenue A F Shareholder s Fund E J + K Profit / Loss After Tax B G 26

27 Vendor Type Private Limited / Public Limited Sole Proprietor / Partnership Current Asset C H Current Liabilities D I Current Ratio C divided by D (automatic) H divided by I (automatic) Sample Document 1(a): Audited Accounts Income / Profit & Loss Statements Sample Document 1(b): Audited Accounts Balance Sheet / Statement of Financial Position 27

28 Sample Document 1(c): Audited Accounts Statement of Equity Changes Sample Document 2(a): Income Tax Return Form (1) Sample Document 2(b): Income Tax Return Form (2) 28

29 Sample Document: Income Tax Return Form (3) Step 7: Bank Information This step of the application is to capture details your company s Bank Information. This information details are important and required for future payments to be made to your company. Key information required and the explanations of each field are as follows: 29

30 Figure 27: Information required for Bank Information page No Field Name Description 1 Main Banker (*) Bank Utama 2 SWIFT Code (*) Kod SWIFT 3 IBAN Code Kod IBAN 4 Account Holder Name (*) Nama Pemegang Akaun 5 Account Number (*) No. Akaun 6 Account Type (*) Jenis Akaun 7 Currency Code (*) Kod Mata Wang 8 Identification Type Jenis Pengenalan 9 Identification Number No. Pengenalan Name of the Bank your company maintains an account with. You only need to provide information of one bank. Bank branch s specific SWIFT Code (if any) If not available, use the SWIFT Code per your Main Banker s selection above. International Bank Account Number Code (applicable for certain countries only) 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) Select the currency code of your preferred payment currency Identification type of the Bank as stated above Identification number of the Bank as stated above 30

31 No Field Name Description 10 Bank Branch Address Alamat Bank 11 Country Negara 12 State Negeri 13 City Bandar 14 Postcode Poskod 15 Bank Contact Person Nama Orang Yang Boleh Dihubungi Dalam Bank 16 Bank Contact Number No. Telefon Bank 17 Bank Facsimile Number No. Faks Bank Address of the Bank branch you maintain an account with. Select the country where your Bank branch resides. The State where your Bank branch resides. The City where your Bank branch resides. Postcode where your Bank branch resides. Name of contact person in the bank. Bank s Contact Number. Bank s Facsimile Number Step 8: Financial 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 28: Information required for Credit Facilities page 31

32 No Field Name Description 1 Creditor Name Nama Bank 2 Type of Facilities Jenis Kredit 3 Credit Amount Amaun Kredit 4 Creditor Address 5 City Alamat Peminjam Bandar 6 State Negeri 7 Postcode Poskod 8 Country Negara 9 Contact Person Nama Orang Yang Boleh Dihubungi Dalam Bank 10 Contact Number No. Telefon Bank 11 Facsimile Number No. Faks Bank Name of the Bank that provides the Credit Facility to your Company. The type of Credit Facilities provided by the bank The Amount of Credit provided by the bank The address of the bank which provided the credit facility 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 of the Creditor. Creditor s Contact Number. Creditor s Facsimile Number Step 9: Supplier 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: 32

33 Figure 29: Information required for Credit Lines page No Field Name Description 1 Creditor Name Nama Syarikat Pemberi Pinjaman 2 Type of Facilities Jenis Kredit 3 Credit Amount Amaun Kredit 4 Creditor Address 5 City Alamat Peminjam Bandar 6 State Negeri 7 Postcode Poskod 8 Country Negara 9 Contact Person Nama Orang Yang Boleh Dihubungi daripada syarikat pemberi pinjaman 10 Contact Number No. Telefon Syarikat Pemberi Pinjaman Name of the Company that provides the Credit Facility to your Company. 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 where your supplier branch resides. The State where your supplier branch resides. Postcode where your supplier branch resides. Select the country where your supplier branch resides. Name of contact person of the Creditor. Creditor s Contact Number. 33

34 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 30: Track Record and Work Information page Figure 31: Information required for Track Record page No Field Name Description 1 Buyer Company Syarikat Pemberli Sime Darby Divisions involved in the project to choose from the dropdown list. 34

35 No Field Name Description 2 Client/Owner Company Name Nama Syarikat Klien atau Pemilik Projek 3 Project Name Nama Projek 4 Project Location Lokasi Projek 5 Project Year Tahun Projek Dilaksanakan 6 Project Amount Amaun Projek 7 Project Status Status Projek The name of the Client or Project Owner The name/short description of the Project / Services / Products supplied. The Project s location The year of the Project. May put a year range if necessary The Project s Amount (per year) The current status of the Project 8 Sustainability Project Indicate the sustainability of the project 9 Scope Of Work (Services/Products) Skop Kerja 10 Contact Person in Sime Darby Property Orang untuk dihubungi di Sime Darby Property 11 Contact Number Nombor hubungan 12 Address Alamat Emel The Scope of Work for the Project vendor should further explain in detail the nature of the services/products provided. Contact Person in Sime Darby Property for this project (Only applicable for projects with Sime Darby Property) Contact Number of the contact person (Only applicable for projects with Sime Darby Property) address of the contact person (Only applicable for projects with Sime Darby Property) Notes: 1. Applicants should provide as much Track Record and Work Experience as possible. This will be used as a basis for validating the categories registered in Company Category page as well as basis for further pre-qualification. More items specified here will result in more categories being registered, resulting in better prequalification results and increasing the chances of getting a more accurate invitation list for future tenders / quotations. 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. Please refer to Section for more details. 35

36 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 for description of each certificates. Figure 32: PKK information For PKK, key in the certificate number, expiry date, class, bumiputera status and work field as stated in the certificate. Click on Add to specify more than one specialization. Figure 33: 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. Figure 34: MOF information 36

37 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 Figure 35: Click here to insert other certificates To add other certificates such as GST Registration Certificate, ISO, MPOB etc, click on here as shown above Step 12: Payment Information In order to retrieve the payment instructions and other details, kick-start new OVR application or renewal and proceed to Payment Information page Click on the Payment Information link Figure 37: Action Link Screen > Payment Information 37

38 Figure 38: Payment Information Page > Payable Amount and Payment Advice Take note of the appropriate Payable Amount (non-refundable). a. RM (including GST) for Malaysian-registered Companies b. RM (excluding GST) for Overseas-registered Companies Click on the Print Payment Advice button to view/save/print the Payment Advice for reference. Retrieve the Virtual Account No. from the Payment Information & Payment Advice page as this is important information depending on the payment method selected. Select Payment Method and Bank: For Malaysian-registered Companies and Overseas companies, please select the preferred payment method: o Internet banking (pay to Sime Darby s Citibank account) o Cheque payment (pay to Sime Darby s Citibank account) CITIBANK: Pay via internet banking transfers or cheques. 1. Interbank GIRO transfer choose CITIBANK BERHAD 2. Indicate the Virtual Account No. as the Bank Account No. The Virtual Account No. is unique for each company. This shall act as the Bank Account no. for your payment. Detailed Payment Instructions: Payment via Internet Banking (transfer to Sime Darby s CITIBANK BERHAD account) You can pay via InterBank GIRO (IBG) transfer from any internet banking account. 38

39 Please take note of the following steps after you have logged-in to your online bank account. a. Select Payment / Fund Transfer b. Recipient Name: Sime Darby Property Berhad c. Bank: Citibank Berhad d. Account Number: Virtual Account no. Example: XXXXXXXX (16 digits) e. Recipient ref: Company name f. Other Payment Details: Virtual Account no. Figure 39: Sample Internet Banking screen Download a copy of the Internet Banking receipt and upload as Proof of Payment in the next section (Company Documentation item no. 9). Payment via Cheque (pay to Sime Darby s CITIBANK BERHAD account) For CHEQUE payments, please ensure the following steps are carried out. *payment through Cheque Deposit Machine (CDM) ONLY at Citibank branches a. Write out the cheque to Payee SIME DARBY HOLDINGS BERHAD 39

40 b. At the back of the cheque, indicate the Virtual Account No. The Virtual Account No. is unique for each company. This shall act as the Bank Account no. for your payment. c. Also, indicate the description of transaction as Payment for OVR Fees: {Insert your Company Name} at the back of the cheque. d. Scan a copy of your cheque (front & back) to be uploaded as Proof of Payment in the next step (Company Documentation item no. 9). e. Deposit your cheque per the following: i. Cheque Deposit Machines (CDM) at any Citibank Malaysia branches Figure 40: Sample Cheque (front) Figure 41: Sample Cheque (back) Check Payment Status and Download Tax Invoice: Applicants can check their payment status by logging in to the portal and go to the Payment Information page. Status will be displayed under Payment Status, example as shown below: 40

41 Figure 43: Payment Information Page > Payment Status Payment status is updated within one (1) to three (3) business days for internet banking payment, and up to one seven (7) to ten (10) days for cheque payment. The payment status will be updated to Fully Paid once payment is successful. Figure 44: Payment Information Page > Tax Invoice Step 13: 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. Vendor is also allowed to provide free-text comment to Sime Darby Property s evaluator using the free-text field available at the bottom of this section. 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. 41

42 Figure 45: Click 'Yes' to proceed to next page The next page will be a Supplier Declaration page, whereby applicants are to declare their Bumiputera status and the information provided in this application are true and accurate. Upon completing the declaration, applicants need to click Submit once again, and will be prompted as shown below. Figure 46: Click ' Submit' after completing the Supplier Declaration page Clicking on Yes will submit the application. Applicants will have the option to Sign Out or View the Submitted Application. The status of the submitted application will change from Draft to New, visible at the top right corner of the application screen. 42

43 Figure 47: Pop-up message will appear confirming successful submission of the full application. Figure 48: 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 which lists all the required missing information or documentation. The list of requirements will also be visible once applicants log in to the portal (in Company Profile page) as illustrated below. 43

44 Figure 49: 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 Application Status Check Processing of application will normally take 6-12 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 50: Example - Status "Draft" Figure 51: Example - Status "Active" Refer to flow chart below for possible statuses during the course of application. 44

45 At any point in the application, vendor may view the application history using the View History button available in the Company Information page. All activity from vendor as well as any request from Sime Darby (ie. Request for Info, Approval, Rejection) will be reflected in this log. Figure 52: Example - Status "New" 45