VENDOR MANAGEMENT FRAMEWORK DEVELOPMENT PROJECT

Transcription

1 VENDOR MANAGEMENT FRAMEWORK DEVELOPMENT PROJECT VENDOR REGISTRATION CRITERIA MARCH, 2016

2 Vendor Registration Criteria Table of Contents 1. INTRODUCTION Purpose of Document VENDOR REGISTRATION Key tes to Vendor: Vendor Registration Form Corporate Background Tax, Finance & Banking Information Job Category & Health, Safety, Environment and Quality (HSE&Q) Client References Due Diligence & Declaration Supporting Mandatory Documents RELEVANT CONTACTS EVALUATION SCHEDULE & REGISTRATION SUBMISSION / DUE DATE Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 3

3 Vendor Registration Criteria Table of Tables Table 1: Corporate Background... 7 Table 2: Tax, Finance & Banking Information... 8 Table 3: Job Category & Health, Safety, Environment and Quality (HSE&Q) Table 4: Client References Table 5: Due Diligence & Declaration Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 4

4 Vendor Registration Criteria 1. INTRODUCTION MHF Properties Limited (subsequently referred to herein as MHF), a subsidiary of the Dangote Group (which is a leading and one of the most diversified business conglomerates in Africa with a passion for excellence) is a service-oriented company that offers professional property development and management services. MHF aspires to become the leading property development and management company in Nigeria. To attain this objective, MHF has adopted the strategy of engaging and working with vendors in maintenance services for properties space. Following a recently conducted self-audit of its operations, MHF discovered the following challenges limiting it from attaining its objective: Shallow pool of vendors providing services to the organisation Ineffective vendor management function Poor performance standards from the vendors providing services to the organisation Issues with vendor integrity Absence of a standard pricing system for vendors Manual vendor management system which is subject to human errors To this end, MHF has embarked on a vendor management transformation project to address the aforementioned challenges Purpose of Document The purpose of this document is to define a set of eligibility criteria to be adopted in identifying the pool of vendors to subsequently support MHF s operations. The eligibility criteria will be presented in the registration forms in the subsequent section of this document. Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 5

5 Vendor Registration Criteria 2. VENDOR REGISTRATION 2.1. Key tes to Vendor: The details provided in this form will be used to evaluate your suitability to provide goods/services to MHF Properties Limited (subsequently MHF) Completion of the registration form is not a guarantee that your organisation will be selected and added as a fully registered vendor to MHF. However, it will make your company s information available to MHF for potential future business opportunities Your response to MHF will be protected from disclosures to third parties in accordance to Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 6

6 Functional Requirements for Vendor Management System 2.2. Vendor Registration Form Corporate Background 1. Company Legal Name 2. Contact Address Address 1 Address 2 City State / Country 3. Date of Establishment / Incorporation 4. Registered Company (RC) Number (if applicable) 5. Ownership of the Business (please tick as appropriate) 6. Size of Employee Workforce 7. Company Phone Number 8. Company Facsimile Number 9. Company Address 10. Company Website 11. Company Contact Person & Designation Public Company (quoted on the stock exchange) Table 1: Corporate Background Private Company Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 7

7 Functional Requirements for Vendor Management System Tax, Finance & Banking Information Tax Information 1. Tax Identification Number (TIN) 2. Lagos Internal Revenue Service (LIRS) Payer Identification Number 3. Value Added Tax (VAT) Registration Number Finance Information 4. Annual Turnover 2015 (N) 5. Annual Turnover 2014 (N) 6. Annual Turnover 2013 (N) Bank Information 7. Bank Name Account Name Branch Name Branch Address Account Number Sort Code Table 2: Tax, Finance & Banking Information Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 8

8 Functional Requirements for Vendor Management System Job Category & Health, Safety, Environment and Quality (HSE&Q) Vendor Job Category (Please Select As Applicable) 1. Air Conditioning Goods Supply Maintenance Service Provision 2. Electrical Goods Supply t Applicable 3. Generator Goods Supply Maintenance Service Provision 4. Inverters & Batteries Goods Supply Maintenance Service Provision 5. Plumbing Goods Supply Maintenance Service Provision 6. Waste Treatment t Applicable Maintenance Service Provision 7. Fire Alarm & Extinguishers Goods Supply Maintenance Service Provision 8. CCTV Goods Supply Maintenance Service Provision 9. Lift / Elevator t Applicable Maintenance Service Provision 10. Roofing Goods Supply Maintenance Service Provision 11. Furniture & Fittings Goods Supply Maintenance Service Provision 12. Household Items / Appliances (Blenders, Toasters, washing machines, refrigerators etc.) Goods Supply Maintenance Service Provision 13. Interior Décor Goods Supply Maintenance Service Provision 14. Swimming Pool Goods Supply Maintenance Service Provision 15. Gym Equipment & Services Goods Supply Maintenance Service Provision 16. Civil Works (Concrete, Tiling, Painting, Screeding etc.) t Applicable Maintenance Service Provision Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 9

9 Functional Requirements for Vendor Management System Job Category & Health, Safety, Environment and Quality (HSE&Q) 17. General Services (Cleaning, Refuse Disposal, Gardening, Fumigation, Security, Toiletries etc.) 18. Office Appliances (Computers, Laptops, Printers, Copiers etc.) 19. Office Items & Consumables (Paper, Arch Lever Files, Staplers, Staple Pins etc.) t Applicable Goods Supply Goods Supply Service Provision Maintenance Service Provision t Applicable 20. Diesel / Generator Fuel Goods Supply t Applicable 21. Business Consulting t Applicable Service Provision 22. Technology Consulting t Applicable Service Provision 23. Property Consulting t Applicable Service Provision 24. Marketing / Branding & Publishing t Applicable Service Provision 25. Social Events Planning (Parties, Photography) HSE&Q 26. Do you have a written Health, Safety and Environment policy 27. Do you assess the HSE&Q of your employees and sub-contractors 28. Do you have insurance coverage for Comprehensive General Liability and Workers Compensation? t Applicable Service Provision Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 0

10 Functional Requirements for Vendor Management System Job Category & Health, Safety, Environment and Quality (HSE&Q) 29. Do you hold a Quality Assurance certification? 30. Do you hold any certification that qualifies your level of Expertise in you selected job category Table 3: Job Category & Health, Safety, Environment and Quality (HSE&Q) Client References Due Diligence 1. Reference 1 Client Name Client Contact Person Client Contact Address Description of Work Done Duration of Work Year of Work Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 1

11 Functional Requirements for Vendor Management System Client References 1. Reference 2 Client Name Client Contact Person Client Contact Address Description of Work Done Duration of Work Year of Work 1. Reference 3 Client Name Client Contact Person Client Contact Address Description of Work Done Duration of Work Year of Work Table 4: Client References Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 2

12 Functional Requirements for Vendor Management System Due Diligence & Declaration Due Diligence 1. Details of Owners Name Address Occupation Shareholding (if applicable) 2. Any key person (management staff, directors, shareholders and their spouses) affiliated to government? 1 3. If yes to 2, provide details as follows Name Type of Services Rendered Recipient Organisation Position / Duties in rendering service 4. Does your organisation have Ethical Code of Conduct Whistle Blowing 1 Affiliation refers to having any service, contracts, position or duties with a government, government-controlled entity, political party or the military Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 3

13 Functional Requirements for Vendor Management System Due Diligence & Declaration Declaration 5. documented policies on the following? Gift & Entertainment Anti-bribery & Corruption Policy Interaction with Government Officials Policy Anti-money Laundering Policy I,, on behalf of my organisation,, hereby certify that to the best of my knowledge and belief that no gratification in cash /kind or financial inducement or over-riding commission has been paid or would be paid for influencing or attempting to influence any director, management staff, or employee directly or indirectly in MHF to solicit to be registered as a goods or service provider to MHF. I certify that all information provided have been done in truth and good faith for the assessment of our capabilities to support MHF in the identified job categories. Name of Organisation: Name of Authorised Signatory: Signature & Date: Table 5: Due Diligence & Declaration Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 4

14 Vendor Registration Criteria 2.3. Supporting Mandatory Documents Each document listed below indicates mandatory documents to be submitted along with this application 2. These include: Certificate of Incorporation Income Tax Clearance Certificate LIRS Revenue Receipt VAT Registration Certificate Annual Reports / Audited Financial Statements / Certified Tax Filings Bank Reference Letter which must include Bank Details: Bank Name, Bank Branch & Address, Account Name, Account Number, Sort Code Copies of applicable policies, certifications and insurance coverages are identified in the application form 2 This application refers to the following completed sections: Corporate Background Tax, Finance & Banking Information Job Category & Health, Safety, Environment and Quality (HSE&Q) Client References Due Diligence & Declaration Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 5

15 Vendor Registration Criteria 3. RELEVANT CONTACTS Any questions concerning this vendor registration process should be directed to: Name: Maryam Muhammed Phone: AND Name: Patience Kassa Phone: Calling times should be between the hours or 9:00am and 6:00pm from Mondays to Fridays during the registration evaluation period. Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 6

16 Vendor Registration Criteria 4. EVALUATION SCHEDULE & REGISTRATION SUBMISSION / DUE DATE The proposed evaluation schedule for this process is tabulated below. However, MHF at its discretion can change the schedule assigning no specific reasons for the same. Any other milestones will be communicated to the prospective vendors in due course. Event Date Issue Date of Registration Criteria 10 th of March 2016 Last Date for Receipt of Clarification Queries 18 th of March 2016 Last Date for MHF s Response to Clarification Queries 23 rd of March 2016 Last Date of Receipt of Completed Vendor Registration Documents 25 th of March 2016 (4:00pm prompt) Contacting of Successful Vendors To Be Communicated to Successful Vendors Responsive prospective vendors must submit 1 hard copy of completed, printed and bound registration document and a soft copy on a USB Flash Drive to: The Procurement Office MHF Properties Limited 3 rd Floor, Union Marble House Falomo Roundabout, Ikoyi. Each page of the hard copy of registration document must be duly initialled by an authorised employee of vendor organisation. Covering envelope should be properly labelled as follows: MHF Vendor Registration. Submitted registration document must reach the Procurement Office on or before 4:00pm, Friday the 25 th of March, Vendor Registration Criteria Issue Date: 10 th of March 2016 P a g e 1 7