SUPPLY CHAIN MANAGEMENT. MANUAL / INSTRUCTION DATE : 20 August 2015 ONLINE VENDOR REGISTRATION SYSTEM USER MANUAL

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1 REV. NO. : Page of 48 ONLINE VENDOR REGISTRATION SYSTEM USER MANUAL

2 REV. NO. : Page of 48 IMPORTANT NOTICE: Applicant is advised to read and understand the contents of this user manual before making the application online. Clear understanding is important to ensure that the Vendor Registration Application submitted is complete and will be given due consideration to undergo evaluation process and subsequently the approval stage. MMHE (Malaysia Marine and Heavy Engineering Sdn Bhd) reserves the right to make any changes to this user manual without any notice and without assigning any reasons whatsoever. MMHE shall not be liable for any problem that may arise in the event that the applicant deals with or engages a third party for the application of registration. Applicant is advised to contact Vendor Registration Section directly for any enquiry regarding its application

3 REV. NO. : Page 3 of 48 TABLE OF CONTENT Introduction... 4 Objective Abbreviation Vendor Registrations Page Vendor Login Renewal Registration Application Update Company Information Application Application for Adding Product/Service Category Processing Fee Payment Application Result Rejection of Application or Termination of Registration Appeal on Rejected Application Conclusion... 45

4 REV. NO. : Page 4 of 48 Introduction Online Vendor Registration System allows local and international vendors to selfregister and all information will be captured in the systems which enable MMHE staffs to do process of evaluation before proposing/recommending it to management for approval. In addition, vendors are able to access their company information and records, able to update their profile and contact information, and able to add products/services they can offer. This User Manual will guide vendors on how to apply for MHB Online Vendor Registration Process, at Objective To improve quality of bidders list that expands opportunity for local and international vendors to participate in MMHE bidding process. Able to engage appropriate vendors based on their expertise and proficiency on the products and services they offer. 3 Abbreviation Sign Out For vendor to logout from the registration system New Registration For New & First time vendor registration application Registration Renewal For Existing vendor to submit renewal application Update Vendor Information For Existing vendor to update general information, bank information, track record, etc Vendor Adding Product/Services Category For Existing vendor to submit adding product/services category application Reset Password For vendor to reset existing password and create new password. Application List A list to show all the application that vendor created and submitted and also the updated application status.

5 REV. NO. : Page 5 of 48 4 Vendor Registrations Page 3. Access to MHB Vendor Registration page i. Access the MHB website: ii. Select Contact Us > Vendor and Contractors Access (Figure ). iii. Select Vendor Registration (Figure ). Figure 3 Figure

6 REV. NO. : Page 6 of 48 5 Vendor Login i. Select First Time Login Vendor (Figure3). 4. First Time Login Vendor (New User Only) ii. Fill in all required info > Submit (Figure 4). iii. iv. Receive notification: [Success: An will be sent to your mailbox. Please check your .] Check inbox (Figure 5) and revert back to Vendor Login page using username and password received. Figure 3

7 REV. NO. : Page 7 of 48 3 Figure 4 Figure 5 Note: If the Login & Company Name duplicates with the existing vendor, you will see the following message: [Failed: This already exists in the system.]

8 REV. NO. : Page 8 of 48 i. Select Forgot Password (Figure 6). ii. Key in Registered Address > Recover (Figure 7). 4. Forget Password iii. Receive notification: [Success: An will be sent to your mailbox. Please check your .] iv. Check inbox (Figure 8) and revert back to Vendor Login page using username and password received. Figure 6

9 REV. NO. : Page 9 of 48 3 Figure 7 Figure 8

10 REV. NO. : Page 0 of Existing Online Registered Vendors i. Key-in registered address and password > Login (Figure 9) ii. Select My Profile (Figure 0). iii. Update login information (Figure ). Figure 9

11 REV. NO. : Page of 48 Figure 0 Figure Note: Vendor can find out answers related to registration system by selecting: Frequent Asked Questions (FAQ)

12 REV. NO. : Page of New Registration 5. New Register Vendor Page Select New Registration from Vendor Account page (Figure). Figure 5. Step of General Requirement Read carefully all the General Requirement > Next (Figure 3)

13 REV. NO. : Page 3 of 48 i. Key-in all the required in General Information (Figure 4). 5.3 Step of Company Initial Information ii. iii. Key-in all the required in Contact Information (Figure 5). Key-in all the required in Registration & Licensing (Figure 6). iv. Key-in all the required in Equity Structure > Save & Next (Figure 7). Figure 4 Figure 5

14 REV. NO. : Page 4 of 48 3 Figure 6 4 Figure 7 5 Note:. All fields in red asterisk (*) is must be filled in. If not applicable, please type 0. Supplier category is for Vendor who is supplying products or commodities, Contractor category is for Vendor who is providing services including consultants or building things. 3. Total percentage of Equity (either Bumi, Non-Bumi and Foreign) must add up to 00%.

15 REV. NO. : Page 5 of 48 Key-in all the required in Financial Information > Save & Next (Figure 8). 5.4 Step 3 of Financial Information i. Applicant is required to fill-in at least one () year of latest company financial information for newly established company. ii. If applicant s company has been established for more than years, applicant is required to fill-in years of latest company financial information. iii. If applicant s company has been established for more than 3 years, applicant is required to fill-in 3 years of latest company financial information. Figure 8 Note:. Year must be in four (4) digits, e.g. 03 & starting from updated Audited Acount.. All fields in financial information must be in decimal. If not applicable, please type For negative value (loss), please put - symbol.

16 REV. NO. : Page 6 of Step 4 of Bank Information i. Key-in all the required detail in Bank Information > Save / Add Another. Repeat again the same step if applicant bank facilities is more than one (Figure 9). ii. After Bank Information is saved, it can be edited or deleted by using Edit or Delete button (Figure 0). Figure 9 Figure 0 Note:. All fields in red asterisk (*) is must be filled in. Applicant must provide at least one () bank information details.. The SWIFT code consists of eight (8) or eleven () characters. When 8-digits code is given, it refers to the primary office. Example : FEBKUS6LXXX i. First 4 characters bank code (only letters) ii. Next characters- ISO 366- alpha- country code (only letters) iii. Next characters location code (letters and digits) (passive participant will have in the second character) iv. Last 3 characters branch code, optional ( XXX for primary office) (letters and digits).

17 REV. NO. : Page 7 of Step 4 of Bank Account Details i. Key-in all the required detail in Bank Account Details > Add. Repeat again the same step if applicant has more than one account with the same bank (Figure ). ii. Bank Account Details can be edited or deleted by using Edit or Delete button(figure ). Figure 5.6 Step 4 of Latest Bank Balance i. Key-in all the required detail in Latest Bank Balance > Save / Add Another. Repeat again the same step if applicant has more than one account (Figure ). ii. Latest Bank Balance can be edited or deleted by using Edit or Delete button. Figure Note: Applicant must provide at least one () bank account details and at least one () latest bank balance

18 REV. NO. : Page 8 of Step 4 of Credit Facilities (Not Compulsory) i. Key-in all the required details in Credit Facilities > Save / Add Another. Repeat again the same step if applicant engage with more than one credit facilities agency (Figure 3). ii. Click Save & Next to go to the next step (Step 5). Figure 3 3 Note: Amount, Credit/Debit Balance, Total Credit Facilities amount, today unutilized balance must be in decimal digits, e.g /00

19 REV. NO. : Page 9 of Step 5 of Director Details i. Key-in all the required details in List of Board of Directors > Add Another. Repeat again the same step if applicant s company have more than one director (Figure 4). ii. Click Save & Next to go to the next step (Step 6). Figure 4 3 Note: For local company list of the Board of Directors must be as the latest Annual Return Form and Form 49.

20 REV. NO. : Page 0 of Step 6 of Choose Product / Services i. Key-in all the required details in Choose Product / Services > Add Another. Repeat again the same step if applicant s company provide more than one product or service (Figure 5). ii. List of category can be deleted using Delete button. iii. Click Save & Next to go to the next step (Step 7). Figure 5 Note:. There are two () types of work categories (Products & Services). Refer to Step no. of. If Supplier category is selected, a list of Products will be displayed and if Contractor category is selected, then a list of Services will be displayed.. Applicant is allowed to select up to five (5) major disciplines only. 3. Refer to Appendix D & E for list of Products/Services categories.

21 REV. NO. : Page of Step 7 of Company s Track Record i. Key-in all the required details in Company s Track Record > Add Another. Repeat again the same step for the last three (3) years which details projects/company supported especially in the oil and gas industry sector, services / material provided and contact person (with contact number) who can attest to the materials delivered or services rendered. Track records should be covered for inside or outside MMHE (Figure 6). ii. List of category can be deleted using Delete button. iii. Click Save & Next to go to the next step (Step 7). Figure 6 3 Note:. For new established company, applicant to provide at least one () track record.. Year must be in four (4) digits, e.g. 03.

22 REV. NO. : Page of Step 8 of Document Upload for Submission i. Please refer to Appendix A (Document checklist for New / Renewal) for supporting documents required to be submitted together with the application. ii. Click the Browse button to select your document > Upload (Figure 7) iii. Applicant also able to upload related documents which is not stated in the system by key in the document title, and upload the attachment. Note: Figure 7 3. All Compulsory Document required with red asterisk (*) is must be uploaded.. Allowable size of the document to be uploaded is up to 0 MB only. 3. For renewal & adding category application, processing fee receipt need to be uploaded after the payment has been made. 4. For new application, blank paper need to be uploaded in order to proceed to the next step (Step 9 of ).

23 REV. NO. : Page 3 of Step 9 of Declaration i. Key-in all the required details to declare if there is any relationship with MMHE s key management personnel > Add Another. Repeat the same step if there is more than ii. Read carefully all the declaration statement and fill in applicant details as an agreement to the statement > Save & Next (Figure 8) Figure 8 6

24 REV. NO. : Page 4 of Step 0 of Survey Rate experience using MHB Registration / Renewal online and provide suggestion for improvement (if any) > Save & Next (Figure 9) Figure 9

25 REV. NO. : Page 5 of Step of Submission Confirmation i. Read carefully Submission Confirmation Statement once applicant has ensure all the required information & documentation is completed > Confirm & Submit > OK (Figure 30). ii. Submission Success page will appear once applicant successfully completed Step to Step (Figure 3). 3 Figure 30 Figure 3 Note:. Re-application for registration will not entertain for the next six (6) months period unless applicant has been told otherwise. Kindly contact Vendor Registration personnel for any clarification. Once the application is submitted, applicant is not allowed to edit the application.

26 REV. NO. : Page 6 of 48 i. Repeat item No. 3. and 4.3 to go to Vendor Account page (Figure 3) 5.5 Application Status ii. Application Status can be view at Vendor Account page > Applicant List. iii. An automated notification will be sent to applicant s registered on the application status whether is submitted, rejected nor approved (Figure 33) Figure 3 Figure 33

27 REV. NO. : Page 7 of 48 6 Renewal Registration Application i. Repeat item No. 3. and 4.3 to go to Vendor Account page (Figure 34) ii. Select Registration Renewal (Figure 30) 6. Registration Renewal Process iii. iv. Repeat item No. 5. until No. 5.5 (Step until Step ). Applicant must submit Renewal Registration application at least three (3) months prior to the expiry date of the registration validity date. v. Applicant is allowed to add new work category or drop existing work category during the renewal application. Figure 34 Note:. Delay in renewing the registration will affect the company s chances in participating in tender or quotation.. Refer to item no. 9 (Payment Process) for processing fee payment method. 3. Refer to Appendix A (Document checklist for New / Renewal) for supporting documents required to be submitted together with the application.

28 REV. NO. : Page 8 of 48 7 Update Company Information Application 7. Update / Edit Company Information Vendor Account Page i. Repeat item No. 3. and 4.3 to go to Vendor Account page ii. Select Update Vendor Information (Figure 35) iii. Refer to Appendix C (Document checklist for Update Information) for supporting documents required to be submitted together with the application. Figure 35 Note:. All fields in red asterisk (*) is must be filled in. If not applicable, please type 0. Supplier category is for Vendor who is supplying products or commodities, Contractor category is for Vendor who is providing services including consultants or building things. 3. Total percentage of Equity (either Bumi, Non-Bumi and Foreign) must add up to 00%. 4. Applicant will need to notify Registration Team officially for any changes of Company s name and name of Directors. For local company, applicant must provide Form 3 (change of Company s name) or Form 49 (change of Director). 5. Applicant may update company s information such as change of address, telephone number, fax number, address, bank account and others via Online Vendor Registration system. But it must go through approval process by Registration team to validate the overwrite access of latest update information. 6. Applicants are not allow to change category (supplier or contractor), add or edit products/services category when updating company information,

29 REV. NO. : Page 9 of Step of 8 General Information i. Key-in all the required details in General Information, Contact Information, Registration & Licensing and Equity Structure (Figure 36) refer item No ii. Click Save & Next to go to the next step (Step ) (Figure 36) Figure 36

30 REV. NO. : Page 30 of Step of 8 i. Key-in all the required details in Bank Information; Latest Bank Balance, and Credit Facilities refer item No. 5.4 until item No. 5.7 (Step of for New Registration). ii. Click Save & Next to go to the next step (Step 3) (Figure 37) Figure 37 Note:. All fields in red asterisk (*) is must be filled in. Applicant must provide at least one () bank information details.. The SWIFT code consists of eight (8) or eleven () characters. When 8-digits code is given, it refers to the primary office. Example : FEBKUS6LXXX v. First 4 characters bank code (only letters) vi. Next characters- ISO 366- alpha- country code (only letters) vii. Next characters location code (letters and digits) (passive participant will have in the second character) viii. Last 3 characters branch code, optional ( XXX for primary office) (letters and digits).

31 REV. NO. : Page 3 of Step 3 of 8 Updating Board of Directors i. Key-in all the required details in List of Board of Directors > Add Another. Repeat the same step if the directors of applicant s company is more than one. ii. Click Save & Next to go to the next step (Step 4) (Figure 38) Figure 38 3

32 REV. NO. : Page 3 of Step 4 of 8 Updating Company Track Record i. Key-in all the required details in List of Board of Directors > Add Another. Repeat the same step if the directors of applicant s company is more than one. ii. Click Save & Next to go to the next step (Step 5) (Figure 39) Figure 39 3

33 REV. NO. : Page 33 of Step 5 of 8 Document Upload for Submission i. Please refer to Appendix A (Document checklist for New / Renewal) for supporting documents required to be submitted together with the application. ii. Click the Browse button to select your document > Upload (Figure 40) iii. Applicant also able to upload related documents which is not stated in the system by key in the document title, and upload the attachment. Note: Figure 40. All Compulsory Document required with red asterisk (*) is must be uploaded.. Allowable size of the document to be uploaded is up to 0 MB only.

34 REV. NO. : Page 34 of Step 6 of 8 Declaration i. Key-in all the required details to declare if there is any relationship with MMHE s key management personnel > Add Another. Repeat the same step if there is more than ii. Read carefully all the declaration statement and fill in applicant details as an agreement to the statement > Save & Next. 5 3 Figure Step 7 of 8 Survey Rate experience using MHB Registration / Renewal online and provide suggestion for improvement (if any) > Save & Next (Figure 4) Figure 4

35 REV. NO. : Page 35 of Step 8 of 8 Submission Confirmation i. Read carefully Submission Confirmation Statement once applicant has ensure all the required information & documentation is completed > Confirm & Submit > OK ii. Submission Success page will appear once applicant successfully completed Step to Step 8 (Figure 43). 3 Figure 43 Note:. An notification on your application status will be sent to your registered address.. Once the application is submitted, applicant is not allowed to edit the application

36 REV. NO. : Page 36 of 48 8 Application for Adding Product/Service Category 8. Adding Product / Services Vendor Account Page i. Repeat item No. 3. and 4.3 to go to Vendor Account page (Figure 39) ii. iii. Select Vendor Adding Product / Services Category (Figure 44) Refer to Appendix B (Document checklist for Adding Category) for supporting documents required to be submitted together with the application. Figure 44 Note:. Applicant is allowed to add maximum up to five (5) major disciplines only.. Refer item no.9 (Payment Process) for processing fee payment method. 3. Applicant to provide track record/ experience list for the additional services to be registered or agency appointment letter from principal for the additional products to be registered.

37 REV. NO. : Page 37 of Step of 7 General Requirement Read carefully all the General Requirement > Next (Figure 45) Figure Step of 7 General Information Key-in all the required details in General Information> Next (Figure 46) Figure 46

38 REV. NO. : Page 38 of Step 3 of 7 Choose Product / Services Key-in all the required details in Choose Product / Services > Add New > Next (Figure 47) Figure 47 3

39 REV. NO. : Page 39 of Step 4 of 7 Company s Track Record i. Key-in all the required details in Company s Track Record > Add Another. Repeat again the same step for the last three (3) years which details additional categories requested. Track records should be covered for inside or outside MMHE (Figure 48). i. Click Save & Next to go to the next step (Step 5). 3 Figure 48

40 REV. NO. : Page 40 of Step 5 of 7 Document Upload for Submission i. Click the Browse button to select your document > Upload (Figure 49) ii. Applicant also able to upload related documents which is not stated in the system by key in the document title, and upload the attachment. Figure 49 Note:. All Compulsory Document required with red asterisk (*) is must be uploaded.. Allowable size of the document to be uploaded is up to 0 MB only.

41 REV. NO. : Page 4 of Step 6 of 7 Survey Rate experience using MHB Registration / Renewal online and provide suggestion for improvement (if any) > Save & Next (Figure 50) Figure 50

42 REV. NO. : Page 4 of Step 7 of 7 Submission Confirmation i. Read carefully Submission Confirmation Statement once applicant has ensure all the required information & documentation is completed > Confirm & Submit > OK (Figure 5). ii. Submission Success page will appear once applicant successfully completed Step to Step 7 (Figure 5). 3 Figure Figure 5 Note: An notification on your application status will be sent to your registered address

43 REV. NO. : Page 43 of 48 9 Processing Fee Payment 9. Please refer to table below for Processing Fee for each type of application Application Local Company Foreign Company New / Renewal MYR MYR Adding Category (products/services) MYR MYR Note: The processing fee is inclusive 6% Goods Services Tax (GST) 9. If the payment for processing fee is less than the required amount, the company s application may be rejected. As such, applicant is advised to make payment with the exact amount to avoid the application be rejected. 9.3 For new application, payment should be made after the registration application is approved. In the event of payment has been made and applicant registration is rejected, payment shall not be refunded. 9.4 Payment can be made via cheque, telegraphic transfer (TT), money order, bank draft or cash. 9.5 All modes of payment should be made directly to the bank account of Malaysia Marine & Heavy Engineering Sdn Bhd (payee): Account Name : Malaysia Marine and Heavy Engineering Account No. : Bank Name : CIMB Bank Berhad For other Currency, kind contact Finance Department team for bank details. 0 Application Result 0. For new and renewal approved application,vendor will be given a validity period of two () years. 0. Result of application will be informed officially through the applicant s registered Application result can be check online via your account. Refer item no.5.5.

44 REV. NO. : Page 44 of 48 Rejection of Application or Termination of Registration MMHE 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) Negative shareholder fund or poor financial performance Poor performance Vendor already blacklisted by Petronas or MISC Registration suspension or termination: Vendor fails to perform and/or honor contracts awarded by MMHE or is in breach of any contract covenants not due to force majeure Vendor withdraws a bid or refuses to accept an award (after bidding for the same) Vendor assigns or sub-contracts the awarded contract to another company without prior approval of MMHE Vendor is/becomes involved in any illegal or criminal offence Vendor is declared insolvent (for companies) or bankrupt (for sole-proprietor & partnerships) Vendor initiates legal proceedings against MMHE Vendor is found to collude with other Vendors in any procurement exercise Vendor submits false/fraudulent information or documents during application or bidding process Persistent non-compliance with safety and environment regulations Non-compliance to MMHE s Code of Business Conduct Suspension of vendor profile in MMHE Website 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 vendor to comply with conditions for performance improvement to be agreed upon 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 MMHE Website and blacklisting from the MMHE Approved Source List. This may also potentially lead to LOA / purchase order / contract termination.

45 REV. NO. : Page 45 of 48 Appeal on Rejected Application Vendor may appeal for reconsideration by submitting all relevant information and documents. The appeal must come in the form of a formal letter with strong reasons and justifications to be sent to Vendor Registration team via for by hand for further deliberation. The reinstatement of the application will be subject to further deliberation and will depend solely on MMHE s discretion 3 Conclusion 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 MMHE. 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 MMHE respectively. For further assistance on MHB Website, or if you are unable to complete the online Vendor Registration application, kindly contact: Vendor Registration Section Supply Chain Management Division Tel: / 88 registration@mmhe.com.my

46 REV. NO. : Page 46 of 48 4 Appendix A Document Checklist for New / Renewal application Compulsory Documents. Company profile. Certified True Copy of Latest 3 years Audited Annual Financial Report by Auditor/Company Secretary/ Commissioner of Oath 3. Certified True Copy of Latest 3 months bank statement by the relevant bank 4. Copy of Form 9, Memorandum & Article of Association (MAA), Annual Return, Form 4, Form 49 (for Malaysian Companies) or Registration Certificates according to the company's country of origin statutory requirement ( for Foreign Companies). 5. Valid agency appointment letter(s) or support letter from principal ( for Products to be registered) or track record/experience list (for services to be registered) Year Year Year 3 (not compulsory for new established company) (not compulsory for new established company) 6. Copy of processing fee payment slip Upon registration approval Supporting Documents 7. Copy of latest Form 3A (Form of Transfer of Securities) 8. Copy of PETRONAS license 9. Copy of Licenses or registration certificates from Government or Other agencies 0. Company's organization chart. Other Documents

47 REV. NO. : Page 47 of 48 5 Appendix B Document Checklist for Adding Category (s) Compulsory Documents. Valid agency appointment letter(s) or support letter from principal (for additional products to be registered) or track record/experience list (for additional services to be registered). Copy of processing fee payment slip Supporting Documents 3. Copy of PETRONAS license 4. Copy of Licenses or registration certificates from Government or Other agencies 5. Testimonials of Performance from clients. 6. Others Documents

48 REV. NO. : Page 48 of 48 6 APPENDIX C Document Checklist for Update Information Supporting Documents. Company profile. Certified True Copy of Latest 3 years Audited Annual Financial Report by Company Secretary 3. Certified True Copy of Latest 3 months bank statement by the relevant bank 4. Copy of Form 9, Memorandum & Article of Association (MAA), Annual Return, Form 4, Form 49, Form 3 (for Malaysian Companies) or Registration Certificates according to the company's country of origin statutory requirement ( for Foreign Companies). 5. Valid agency appointment letter(s) or support letter from principal ( for Products to be registered) or track record/experience list (for services to be registered) 6 Copy of latest Form 3A (Form of Transfer of Securities) 7. Copy of PETRONAS license 8. Copy of Licenses or registration certificates from Government or Other agencies 9. Company's organization chart. 0. Testimonials of Performance from clients. Other Documents