registration process - orpicorpic.om/docs/booklet_engilsh_website.pdf · registration process by...
TRANSCRIPT
Supplier Guidelines
Registration Process
Purchasing & tendering
Process
Delivery ofmaterials Process
Finance Process
Registration Process FAQs
How can I register as a suppliers with Orpic?
JSRS Registration is mandatory for all Orpic suppliers. JSRS is an Online registration through Business Gateways International portal (BGI) www.businessgateways.com
What information is required from me in order for me to register?
There are two levels of registration:
NBF Rollout: the rollout of NBF (National Business Framework) will enable the ‘Entry Level’ suppliers to put their ‘Presence’
direct connectivity for Online Registration and Online payment integration. Data collection through the Online Registration is key to the Enrolment process.
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JSRS Rollout: The JSRS (Join Supply Registration Services) Rollout will take suppliers to the next level of the Online Registration process by providing them with a link from the NBF to take them through a detailed Registration process which will be validated by Business Gateways before provision of the JSRS Dashboard. Once on the JSRS Dashboard the Suppliers will be connected to all the Operators through the agreed mechanisms.
Suppliers can contact BGI direct. The contact details are on their website: www.businessgateways.com
BGI will reply individually to suppliers.
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Who should I contact?
How do I know I have been registered?
What if I have two branches, do I need to register both?
Suppliers can provide details of both addresses through the BGI Portal.
How can I present my products?
Suppliers can present their products by arrangement with Operators.
What should I do if I have added more products/services to my company, and I would like them to be registered by Orpic as well?
Suppliers can add their products through co-ordination with BGI.
Purchasing & tendering process
Will all Request for Quotations (RFQ) or Invitations to Tender (ITT) for Orpic be open to the public to participate?
Some RFQs/ITTS may be restricted to preselected
requirement. However, Orpic will be moving to increase the number of public open tenders wherever possible. There will also be some RFQs/Tenders restricted to local companies only.
For all tenders please visit the Orpic website http://www.orpic.om/suppliers/tenders
How will I know about your requirements?
The tenders that are open for participation will be included on the Orpic website – these open tenders/RFQs may require payment of Tender Fees prior to receipt of the full RFQ/ITT.
Where/How should I submit my quotation?
The RFQ or ITT shall include details of whether to submit the quote/tender by hard copy or email or both. It will also include details of where to submit it and on what date and at what time.
What should I do if I have queries or am unclear on anything in the RFQ?
Send a written query or clarification to the contact person named in the RFQ/Tender. Orpic will answer the query and send all the questions and answers to all the Bidders.
What is the estimated time taken for evaluation?
This depends on the size, complexity and criticality of the requirement and of course the number of Bids/Quotes received.
How will I know if my quotation is acceptable?
Successful quotes for procurement of goods will receive a Purchase Order and successful tenders (for work/services) will receive a Letter of Acceptance and/or be invited to sign the contract.
What type of system you are using?
Orpic has migrated from multiple systems to one standard system – SAP
A technical and commercial evaluation model is developed for each requirement before the bid/quote is submitted. Evaluations will be carried in strict accordance with these models. The default process is that Orpic will award Contracts/Purchase Orders to the lowest commercial and technical acceptable bid/quote. However, there are exceptions depending on the specific complexity and risk of the requirement. Total Cost of Ownership is also considered wherever possible.
Queries about registration should be directed to Mohamed Al Qarshubi, [email protected] and queries about specific RFQs/Tenders should be addressed to the specific contact person named in the RFQ/Tender. Other queries about future tenders – contact details for different disciplines will be included on the Orpic Website.
How do you evaluate the quotations/tenders?
Who should I contact if I have enquiries?
Delivery of materials FAQs
Delivery of materials FAQs
How many delivery locations do you have?
Sohar Refinery, Polypropylene Plant (Sohar), Aromatics Plant (Sohar), Mina Al Fahal Refinery, Raysut (Salalah) Depot
Where can I deliver your requirement?
The Purchase Order states the location(s). The delivery location plant/ warehouse is identified in the header of the PO.
How do I know for which plant is this requirement?
The Purchase Order states the location(s). The delivery location plant/ warehouse is identified in the header of the PO.
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How do I arrange for access to thedelivery point?
What are the requirements for delivery acceptance?
Contact the PO Buyer 48 hours or two days beforehand, with driver and vehicle details.
Ensure that the Delivery Note, Purchase Order, and Materials Test Certificates are sent with the dispatch.
Ensure that the materials are delivered in good condition, with proper packing and identification.
Please refer to the delivery terms and conditions in PO annexure.
Obtain a Gate Pass(es) from the PO Buyer prior to sending the delivery vehicle.
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What are the delivery procedures?Are there special safety requirements?
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Once Materials are ready for delivery, please inform the Procurement Dept./Buyer 48 hours or two days beforehand, with driver and vehicle details.
Ensure that the Delivery Note, Purchase Order, and Materials Test
Approach the respective plant/warehouse per the location designated by the Purchase Order.
Deliver the materials in good condition and obtain the Warehouse Stamp and Acknowledgment of Delivery.
On completion of the delivery please check the Acknowledgment for remarks that may have been made. If there any please ensure that the required action is performed in order to close the transaction.
You should inform the Orpic logistics team, as per the terms of delivery.
From 7:30 to 13:30 & 11:30 to 15:30 on all working days (Sunday through Thursday).
If the materials are ready to be delivered, what should be the next step?
What are the timings for delivery?
Complaint complaint
complaint
Finance Process FAQS
Where can I submit my invoices?
Please forward your invoice by email to: [email protected]
As per the PO payment terms.
What are the requirements to be shown in the invoices?
How long does it take to get my payment?
We require a clean invoice, addressed to Orpic, with mention of the following:
“Purchase Order (PO) reference number”“Invoice Number”“Invoice Date”“Details of services provided/materials delivered as per the PO”“Invoice amount for the material/service delivered as per the PO”“Currency”“ Bank details for the transfer of payment”
Who should I contact for enquiries?
Please contact Finance Services
[email protected] or +968
What does the Finance Dept. require in order to receive an invoice?
A PO is required. Please ensure that the service has been completed/materials delivered prior to submitting the PO.
Who should we follow up with regarding payment?
The payment will be paid on the due date. However, if for whatever reason this does not happen, then contact should be made by email to
orpic.om or by phone to
22105500
or +968 22105500
WHISTLE BLOWING
Orpic is committed to the highest possible standards of ethical and legal conduct, and has established a Code of Business Conduct (CoBC). This provides clarity on acceptable norms of conduct in order to protect Orpic’s interests, assets, reputation, environment and people’s safety. The CoBC calls for all stakeholders to exercise the utmost honesty, fairness, objectivity and diligence and to reject, prevent or report any form of corruption, bribery, fraud, illegal or other unethical behaviour.
A Whistleblowing system has been established to handle and manage all reports of such cases as per the following guiding principles:
• Whistleblowing system will only handle cases related to perceived violations of the Code of Business Conduct.
• The system will guarantee anonymity if so desired except when the case reaches external authorities like Police or Public prosecution. • A genuine Whistleblower shall be protected from any form of retribution even if it is subsequently discovered that the report in question does not merit further action.
Whistleblowing can be done using any of the following channels:
• By Email to [email protected]• An independently run Hotline service is planned for early 2015, but meanwhile Whistleblowers can call in confidence to: * Ethics Officer on +968 22105597 * Manager HR Strategy & Services on +968 26853875 * Any member of Orpic management or Orpic Trade Union who will then pass the case to the concerned authorities.