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.
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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.
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Version Control:
Ver Date Owner Details
1.0 1 July 2012 Sime Darby Group
Procurement
Launched Online Vendor Registration (OVR)
Release 1.0 or Supplier Application Form via Sime Darby eProcurement Portal (SePP).
1.1 28 June 2013 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
3. (System Guidelines Section) View History – Added more helpful instructions.
2.0 19 July 2013 Sime Darby Group Procurement
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)
3.0 11 July 2014 Sime Darby Group
Procurement
The following amendments were reflected:
1. Updates on certification guidelines 2. Including GST Certificate as an example
of ‘Other’ documents
3.1 2 October 2014 Sime Darby Group
Procurement
The following amendments were reflected:
1. Updated Document Matrix to specify
audited account as mandatory for professional services
The following amendments were reflected: 1. Updated Payment Instructions details
2. Revised Document Matrix
5.1 5 June 2015 Sime Darby Group
Procurement
Removed OVR Fees payment via Cash (Over-the-
Counter) until further notice.
5.2 5 October 2015 Sime Darby Group Procurement
Reinstated and updated information on OVR Fees payment via Cash (Over-the-Counter) for
Maybank
5.3 14 November
2017
Sime Darby Property
Procurement
Updated details for payment to be Property
division specific
5.4 1 June 2018 Sime Darby Property Procurement
Updated details on GST and payment
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Document Map
1.0
General Information
Find out more about
SePP in general &
some Sime Darby
Property vendor
registration pre-
requisites
4.0
Post Application
Find out more on
what to do next,
once you have
submitted your
application
3.0
Application Procedures
(Online)
Follow a step by step
guide with field and
document
descriptions etc.
2.0
Pre-Application Preparation
(Offline)
2.1 General Pre-
Application Preparation
Steps ..................... 4
2.2 Make Payment for Registration Fee .... 4
2.3 Gather and
Prepare
Documentation .......... 8
2.4 Document
Certification Guidelines ............... 17
2.5 Scanned
Document Naming
Convention ............. 18
Ensure you are fully
prepared to avoid
issues when you are
online.
You are here
1.1 Supplier Application
1.2 Personal Data
Protection Act 2010
1.3 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
3.1 General
Application Steps
3.2 System Pre-Requisite Steps
3.3 Account
Creation
3.4 System Logon
& Account Management
3.5 Step by Step
Guide: Vendor
Application Form
3.6 Application
Submission
3.7 Request for Information
3.8 Application
Status Check
4.1 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
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2.0 PRE-APPLICATION PREPARATION (OFFLINE)
2.1 General Pre-Application Preparation Steps
2.2 Make Payment for Registration Fee
In order to retrieve the payment instructions and other details, kick-start new OVR
application or renewal and proceed to Payment Information page
Figure 1: Action Link Screen > Payment Information
Click on the Payment Information link
Download Vendor
Application Guidelines
2.2 Make payment for OVR registration fee and retain
receipt
2.3 Gather
documents according to business type
2.4 Ensure all
documents are certified true
copy
2.5 Scan all
documents and name
appropriately
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Figure 2: Payment Information Page > Payable Amount and Payment Advice
Take note of the appropriate Payable Amount (non-refundable).
a. RM200.00 (including GST of 0%) for Malaysian-registered Companies
b. RM200.00 (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.
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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.
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: 78214001XXXXXXXX (16 digits)
e. Recipient ref: Company name
f. Other Payment Details: Virtual Account no.
Figure 3: 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).
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Payment via Cheque (pay to Sime Darby Property Berhad’s CITIBANK BERHAD account)
For CHEQUE payments, please ensure the following steps are carried out.
a. Write out the cheque to Payee SIME DARBY PROPERTY BERHAD
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 at either:
i. Cheque Deposit Machines (CDM) at any Citibank Malaysia branches
ii. Or; seal your cheque and deliver to the Sime Darby drop off point below:
OVR Team,
Tingkat 16,
Wisma Sime Darby, Jalan Raja Laut, 50350 KL
Figure 4: Sample Cheque (front)
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Figure 5: Sample Cheque (back)
2.3 Gather and Prepare Documentation
There are a number of documents that are required to be attached to the online
application (softcopy) in order to support the information that you provide in the
supplier application form (such as track record and work experience, financial
information, etc.). Kindly take note of both the mandatory and required documents
that are needed depending on your company type and nature of business detailed out
in the next section.
IMPORTANT! It is highly recommended that all documentation are prepared
prior to commencing the application to ensure a smooth registration process.
Please be informed that all document submitted will be kept with the strictest
confidentiality.
2.3.1 Document Matrix
There is a pre-defined set of compulsory documents that need to be submitted
by all vendors, depending on
a. the type of vendor (such as sole proprietary, partnership, private limited
or public listed company) and
b. the vendor’s nature of business / type of products or services provided
(such as engineering contractor, general supplier for office supplies or
advocates / solicitors, etc.),
Kindly refer to the document matrix below to know which documents are
applicable to your company.
Note:
• ‘�’ marks Mandatory Documents for all vendors – these must be
attached to the site unless advised otherwise by Sime Darby Property.
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• ‘�’ marks Required Documents for your company depending on the
‘Nature of Business’ – these must be attached
• ‘�’ marks Optional Documents for your company depending on the
‘Nature of Business’ – these can be attached if available to assist in your
registration.
IMPORTANT! Please ensure these applicable documents are submitted online together with your application in order to avoid delays in registration/renewal and to avoid possible rejection of your application.
If any Mandatory or Required document is unavailable, please indicate in the
Company Documentation remarks field with appropriate explanation and send
• This is a mandatory document for all companies. It must be
signed by director / partner / owner or equivalent and includes company stamp. The content of this letter is intended to promote good governance with terms along the lines of anti-corruption and ethical conduct.
• The VLOD signatory should be listed in Form 49 or (or the equivalent document for overseas companies) for verification purpose. Otherwise, attach together a letter signed by Director (per Form 49 or equivalent) that contains:
1. Acknowledgement that director has read the VLOD and
2. Authorisation given to the current signatory to sign on behalf of the director
• The VLOD may be downloaded from a link which can be found in the online system at Company Documentation page, item (1)
Signature of director /
partner / owner or equivalent and Company Stamp on Second Page
2 Certified Copy Of Registration Of Company Certificates (*)
� For Private Limited / Public Listed Companies, attach Form 9 (Company Corporation’s Certificate from the Companies’ Commission of Malaysia (SSM)), including Form 13 (Change of name) and Form 20 (Change of type), where applicable.
� For Sole Proprietary / Partnership, attach Form D (Company Registration Certification from the Companies Commission of Malaysia (SSM)) “Business Information” page, including Form E (Company Renewal of Registration Certification), where applicable.
� For Sarawak companies, attach Certificate of Registration under The Business Names Ordinance
� For Sabah companies, Form B under Commercial License
Ordinance 1948 (the first trading license)
� For professional firms, related professional body’s certification must likewise be attached.
Attach an equivalent document that contains the following information:
1. Company’s name (or name change, where applicable)
2. Company’s type and nature of business
3. Company’s inception date
4. Company’s unique registration number
5. Country’s authorised registration / professional body’s endorsement
CTC on Front Page
3 Certified Copy Of Memorandum & Articles Of Association (*)
Only applicable to Private Limited or Public Listed Companies. It represents a set of internal rules for the
For Public Listed / Private Limited companies, these are important for shareholder latest allotment of shares, particulars of shareholders and board of directors, management team and secretaries.
• For Form 24, attach an equivalent document containing the following information:
1. Paid Up Capital
2. Shareholder’s equity
3. Authorized Capital
� For Form 49, attach an equivalent document containing the latest details and particulars of all company directors, shareholders, management team and secretaries. Amongst the details required :
1. Full Name
2. Identity Card / Passport No.
3. Nationality
4. Job Title
CTC on Front Page
4 (II)
Business Information & Current Owner Information (*)
For Sole Proprietor / Partnerships, attach Business Information and Current Owner Pages from SSM.
Equivalent document containing the following information:
1. Owner / Partners’ particulars
2. Identity Card / Passport No.
3. Nationality
4. Job Title
5. Partners’ allocation (for Partnership)
CTC on Front Page
5 Company Organization Chart (*)
The company’s organization chart, complete with name & designation. A chart which shows the structure and division of a company. Applicable to all companies.
-
6 (I)
Certified Copy Of Audited Accounts For The Last 3 Years (*)
Private Limited / Public Listed Companies:
� Full Audited Financial Report (signed by Directors & Auditors), most especially the following:
� Income Statement (Statement of Profit or Loss)
� Statement of Comprehensive Income (if available)
� Balance Sheet (Statement of Financial Position)
� Statement of Changes in Equity (where Shareholders Fund and Reserves are clearly outlined)
� CTC on all Financial Statements ; includes Balance Sheet, Income Statement, Changes in Equity Statement
6 (II)
Income Tax Registration (*)
Partnership / Sole Proprietor
� Income Tax Return Forms (For Malaysian Companies: Borang B/ Borang P)
CTC on
1) All pages, OR
2) On pages showing profit, assets and ‘baki akaun hantar hadapan’
7 Certified Copy Of Bank
Statement For The Last 3 Months
Where needed, please provide:
� The current bank account or bank facility statements for the
latest 3 months showing balances for each month respectively. Applicable to all types companies.
� In the event of re-submission of supplier application form (in case original submission had missing info or documents), please secure the most recent 3 months’ bank statements and attach during your re-submission.
8 Certified Copy Of Credit Facilities From Financial
Institutions & Credit Lines from Suppliers (*)
� Financial Credit Facilities from Banks / Financial Institutions, such as Letters of Credits, Term Loans, Bank Guarantee or Overdraft (if any)
� Credit Lines Letter from Suppliers, such as supply of cement,
steel or raw materials from other companies (if any)
CTC on Front Pages
9 Proof Of Registration Payment*
� The receipt / payment slip for the Vendor Registration Processing Fees as proof of payment made. (Refer to the Payment Information Page upon log-in for the correct amount to be paid).
� As mentioned in the Pre-Application Preparation (Section 2.2) of the guide, please ensure that company particulars are written on the proof of payment before scanning & attaching.
-
10 Company Profile, Products & Services (*)
Your company profile, including services offered, product information, track record, current and past projects, organization chart etc.
-
11 Letter of Award (LOA) and/or Purchase Order (PO) (*)
� Letters of Award from tenders and / or Purchase Orders issued by Sime Darby or other clients, clearly showing clientele, services / products provided and amount. (In case amounts are sensitive, these can be stricken / blacked out).
� This serves as supporting proof for track record and work experience, Company Categories registered and current exposure.
� Vendors are to provide this document for all of the items keyed in the “Track Record and Work Experience” page of the Supplier
Application Form for validation purposes.
� For Property Development related categories, please provide LOA per the following:
a. For Consultants:
1. For completed projects: LOA + CPC worth RM20mil
- 3 x Residential Works
- 3 x Commercial Works
- 3 x Others
2. For all work in progress: All LOAs
b. For Contractors:
1. For completed projects: LOA + CPC of the largest projects in the last 5 years
2. For all work in progress: All LOAs
-
12 List Of Machinery & Equipment
List of Machineries and Equipment available for use in projects / carrying out your services.
-
13 ISO Certificate A certificate for certain standards of work practice -
14 Pusat Khidmat Kontraktor (PKK)
‘Pusat Khidmat Kontraktor’ – accreditation for Contractors
This is a required certificate in Malaysia for all contractors for engineering / building and
construction services.
Equivalent, where applicable -
15 (i)
Construction Industry Development Board (CIDB)
Mandatory certification for all construction related companies in Malaysia