SUPPLY CHAIN MANAGEMENT - vms-ext.mmhe.com.my · supply chain management doc. no. :...

SUPPLY CHAIN MANAGEMENT

DOC. NO. : MMHE/SCMMI/SCM/10

REV. NO. : 1 Page 1 of 48

MANUAL / INSTRUCTION DATE : 20 August 2015

VENDOR REGISTRATION UNIT I SOURCING DEPARTMENT I SUPPLY CHAIN MANAGEMENT DIVISION

ONLINE VENDOR REGISTRATION SYSTEM

USER MANUAL






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






TABLE OF CONTENT

1 Introduction ................................................................................................................ 4

2 Objective ..................................................................................................................... 4

3 Abbreviation ............................................................................................................... 4

4 Vendor Registrations Page ........................................................................................ 5

5 Vendor Login .............................................................................................................. 6

6 Renewal Registration Application ........................................................................... 27

7 Update Company Information Application ............................................................. 28

8 Application for Adding Product/Service Category ................................................. 36

9 Processing Fee Payment ......................................................................................... 43

10 Application Result .................................................................................................... 43

11 Rejection of Application or Termination of Registration ....................................... 44

12 Appeal on Rejected Application .............................................................................. 45

13 Conclusion ................................................................................................................ 45






1 Introduction

Online Vendor Registration System allows local and international vendors to self- register 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 http://www.mhb.com.my/en/vendor/

2 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.






4 Vendor Registrations Page

No. Title Description

3.1

Access to MHB Vendor Registration

page

i. Access the MHB website: http://www.mhb.com.my

ii. Select Contact Us > Vendor and Contractors Access (Figure 1).

iii. Select Vendor Registration (Figure 2).

Figure 1

Figure 2

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http://www.mhb.com.my/






5 Vendor Login


4.1

First Time Login Vendor

(New User Only)

i. Select First Time Login Vendor (Figure3).

ii. Fill in all required info > Submit (Figure 4).

iii. Receive notification: [Success: An email will be sent to your mailbox. Please check your email.]

iv. Check inbox (Figure 5) and revert back to Vendor Login page using username and password received.

Figure 3

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Figure 4

Figure 5

Note: If the Login Email & Company Name duplicates with the existing vendor, you will see the following message:

[Failed: This email already exists in the system.]

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4.2 Forget

Password

i. Select Forgot Password (Figure 6).

ii. Key in Registered Email Address > Recover (Figure 7).

iii. Receive notification: [Success: An email will be sent to your mailbox. Please check your email.]

iv. Check inbox (Figure 8) and revert back to Vendor Login page using username and password received.

Figure 6

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Figure 7

Figure 8

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4.3

Existing Online

Registered Vendors

i. Key-in registered email address and password > Login (Figure 9)

ii. Select My Profile (Figure 10).

iii. Update login information (Figure 11).

Figure 9

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Figure 10

Figure 11 Note: Vendor can find out answers related to registration system by selecting: Frequent Asked Questions (FAQ)

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5. New Registration


5.1 New Register Vendor Page

Select New Registration from Vendor Account page (Figure12).

Figure 12


5.2 Step 1 of 11

General Requirement

Read carefully all the General Requirement > Next (Figure 13)

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5.3

Step 2 of 11 Company

Initial Information

i. Key-in all the required in General Information (Figure 14).

ii. Key-in all the required in Contact Information (Figure 15).

iii. Key-in all the required in Registration & Licensing (Figure 16).

iv. Key-in all the required in Equity Structure > Save & Next (Figure 17).

Figure 14

Figure 15

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Figure 16

Figure 17

Note: 1. All fields in red asterisk (*) is must be filled in. If not applicable, please type ‘0’

2. 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 100%.

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5.4 Step 3 of 11

Financial Information

Key-in all the required in Financial Information > Save & Next (Figure 18). i. Applicant is required to fill-in at least one (1) year of

latest company financial information for newly established company.

ii. If applicant’s company has been established for more

than 2 years, applicant is required to fill-in 2 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 18

Note: 1. Year must be in four (4) digits, e.g. 2013 & starting from updated Audited Acount.

2. All fields in financial information must be in decimal. If not applicable, please type ‘0’.

3. For negative value (loss), please put ‘-‘ symbol.

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5.4 Step 4 of 11

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 19).

ii. After Bank Information is saved, it can be edited or deleted by using Edit or Delete button (Figure 20).

Figure 19

Figure 20

Note:

1. All fields in red asterisk (*) is must be filled in. Applicant must provide at least one (1) bank information details.

2. The SWIFT code consists of eight (8) or eleven (11) 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 2 characters- ISO 3166-1 alpha-2 country code (only letters) iii. Next 2 characters – location code (letters and digits) (passive participant will have “1”

in the second character) iv. Last 3 characters – branch code, optional (‘XXX’ for primary office) (letters and

digits).

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5.5 Step 4 of 11

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 21).

ii. Bank Account Details can be edited or deleted by using Edit or Delete button(Figure 21).

Figure 21


5.6 Step 4 of 11 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 22).

ii. Latest Bank Balance can be edited or deleted by using Edit or Delete button.

Figure 22

Note: Applicant must provide at least one (1) bank account details and at least one (1) latest bank balance

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5.7

Step 4 of 11 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 23).

ii. Click Save & Next to go to the next step (Step 5).

Figure 23

Note: Amount, Credit/Debit Balance, Total Credit Facilities amount, utilized @ today unutilized balance must be in decimal digits, e.g. 1001.00/1001

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5.8 Step 5 of 11

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 24).


Figure 24

Note: For local company list of the Board of Directors must be as the latest Annual Return Form and Form 49.

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5.9

Step 6 of 11 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 25).

ii. List of category can be deleted using Delete button.

iii. Click Save & Next to go to the next step (Step 7).

Figure 25

Note:

1. There are two (2) types of work categories (Products & Services). Refer to Step no. 2 of 11.

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.

2. Applicant is allowed to select up to five (5) major disciplines only.

3. Refer to Appendix D & E for list of Products/Services categories.

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5.10 Step 7 of 11 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 26).

ii. List of category can be deleted using Delete button.

iii. Click Save & Next to go to the next step (Step 7).

Figure 26

Note: 1. For new established company, applicant to provide at least one (1) track record.

2. Year must be in four (4) digits, e.g. 2013.

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5.11

Step 8 of 11 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 27)

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.

Figure 27 Note:

1. All Compulsory Document required with red asterisk (*) is must be uploaded. 2. Allowable size of the document to be uploaded is up to 10 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 11).

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5.12 Step 9 of 11 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 1

ii. Read carefully all the declaration statement and fill in applicant details as an agreement to the statement > Save & Next (Figure 28)

Figure 28

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5.13 Step 10 of 11

Survey

Rate experience using MHB Registration / Renewal online and provide suggestion for improvement (if any) > Save & Next (Figure 29)

Figure 29

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5.14 Step 11 of 11 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 1 to Step 11 (Figure 31).

Figure 30

Figure 31

Note:

1. 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

2. Once the application is submitted, applicant is not allowed to edit the application.

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5.15 Application

Status

i. Repeat item No. 3.1 and 4.3 to go to Vendor Account page (Figure 32)

ii. Application Status can be view at Vendor Account page > Applicant List.

iii. An automated email notification will be sent to applicant’s registered email on the application status whether is submitted, rejected nor approved (Figure 33)

Figure 32

Figure 33






6 Renewal Registration Application


6.1 Registration Renewal Process


ii. Select Registration Renewal (Figure 30)

iii. Repeat item No. 5.2 until No. 5.15 (Step 1 until Step 11).

iv. 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: 1. Delay in renewing the registration will affect the company’s chances in participating in tender or

quotation.

2. 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.






7 Update Company Information Application


7.1

Update / Edit Company

Information Vendor

Account Page

i. Repeat item No. 3.1 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: 1. All fields in red asterisk (*) is must be filled in. If not applicable, please type ‘0’

2. 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 100%.

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 13 (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, e-mail 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,







7.2 Step 1 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. 5.3.

ii. Click Save & Next to go to the next step (Step 2) (Figure 36)

Figure 36

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7.2 Step 2 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 2 of 11 for New Registration).


Figure 37 Note:

1. All fields in red asterisk (*) is must be filled in. Applicant must provide at least one (1) bank information details.

2. The SWIFT code consists of eight (8) or eleven (11) 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 2 characters- ISO 3166-1 alpha-2 country code (only letters) vii. Next 2 characters – location code (letters and digits) (passive participant will have “1”

in the second character) viii. Last 3 characters – branch code, optional (‘XXX’ for primary office) (letters and

digits).

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2 3

4

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7.3

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.


Figure 38

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7.4

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.


Figure 39

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7.5


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.

Figure 40 Note:

1. All Compulsory Document required with red asterisk (*) is must be uploaded.

2. Allowable size of the document to be uploaded is up to 10 MB only.

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7.6 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 1

ii. Read carefully all the declaration statement and fill in applicant details as an agreement to the statement > Save & Next.

Figure 41


7.7 Step 7 of 8

Survey


Figure 42

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4

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once applicant has ensure all the required information & documentation is completed > Confirm & Submit > OK


Figure 43

Note:

1. An email notification on your application status will be sent to your registered email address.

2. Once the application is submitted, applicant is not allowed to edit the application

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8 Application for Adding Product/Service Category


8.1

Adding Product / Services Vendor

Account Page


ii. Select Vendor Adding Product / Services Category (Figure 44)

iii. Refer to Appendix B (Document checklist for Adding Category) for supporting documents required to be submitted together with the application.

Figure 44

Note:

1. Applicant is allowed to add maximum up to five (5) major disciplines only.

2. 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.







8.2 Step 1 of 7

General Requirement

Read carefully all the General Requirement > Next (Figure 45)

Figure 45


8.3 Step 2 of 7

General Information

Key-in all the required details in General Information> Next (Figure 46)

Figure 46

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8.4 Step 3 of 7

Choose Product / Services

Key-in all the required details in Choose Product / Services > Add New > Next (Figure 47)

Figure 47

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8.4 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).


Figure 48

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8.5


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:

1. All Compulsory Document required with red asterisk (*) is must be uploaded.

2. Allowable size of the document to be uploaded is up to 10 MB only.

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8.6 Step 6 of 7

Survey


Figure 50

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once applicant has ensure all the required information & documentation is completed > Confirm & Submit > OK (Figure 51).


Figure

Figure 51

Note: An email notification on your application status will be sent to your registered email address

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9 Processing Fee Payment

9.1 Please refer to table below for Processing Fee for each type of application

Note: The processing fee is inclusive 6% Goods Services Tax (GST)

9.2 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):

For other Currency, kind contact Finance Department team for bank details.

10 Application Result

10.1 For new and renewal approved application,vendor will be given a validity period of two (2) years.

10.2 Result of application will be informed officially through the applicant’s registered email.

10.3 Application result can be check online via your account. Refer item no.5.15.

Application Local Company Foreign Company

New / Renewal MYR 106.00 MYR 795.00

Adding Category (products/services)

MYR 106.00 MYR 795.00

Account Name : Malaysia Marine and Heavy Engineering Account No. : 8005908498 Bank Name : CIMB Bank Berhad






11 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.






12 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 email 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

13 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: 607-2682849 / 2828 Email: [email protected]






14 Appendix A

Document Checklist for New / Renewal application Compulsory Documents

1. Company profile

2. Certified True Copy of Latest 3 years Audited Annual Financial Report by Auditor/Company Secretary/ Commissioner of Oath

Year 1

Year 2 (not compulsory for new established company)

Year 3 (not compulsory for new established company)

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 24, 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)

6. Copy of processing fee payment slip Upon registration approval

Supporting Documents

7. Copy of latest Form 32A (Form of Transfer of Securities) 8. Copy of PETRONAS license

9. Copy of Licenses or registration certificates from Government or Other agencies

10. Company's organization chart

11. Other Documents






15 Appendix B

Document Checklist for Adding Category (s)

Compulsory Documents

1. 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)

2. Copy of processing fee payment slip


3. Copy of PETRONAS license


5. Testimonials of Performance from clients

.

6. Others Documents






16 APPENDIX C

Document Checklist for Update Information


1. Company profile

2. 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 24, Form 49, Form 13 (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 32A (Form of Transfer of Securities)

7. Copy of PETRONAS license


9. Company's organization chart

.

10. Testimonials of Performance from clients

11. Other Documents

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