Vendor Qualification and Monitoring

Doc. no: MS-PR04878 Rev: 4 Published: 28.07.2021

PURPOSE RESPONSIBILITIES
The purpose of vendor qualification is to assess, Process and Document Owner:
manage and mitigate the business conduct and
Vendor Qualification Manager
ethics, financial, HSEQ, and technical risk to
BWO when procuring from the vendor. This
procedure defines the activities and controls to be Approval:
implemented in the assessment, selection, and
subsequent monitoring of Vendors. VP Global Sourcing

This procedure outlines the processes and Implementation:

requirements for qualification through both
internal processes and a portal-based solution Supply Chain Analyst
that is being implemented.
Verification:
SVP Supply Chain

SCOPE
The activities in this procedure shall be carried out prior to entering into a commitment with vendors for
BWO’s projects (new builds, conversions, and repair & life extension) and fleet operations.
A potential vendor does not need to be qualified if:
1. The engagements are exploratory in nature; for budgetary quotes
2. The vendor is invited to bid / tender / or sent an RFQ
However, it is recommended to initiate the qualification process as early as possible during the tendering
process if they are likely to be selected / awarded the bid.
For the scope of procurement of materials and services for BWO fleet operations, please refer to the
procedure MS-PR00215 Procurement of Materials and Services for Fleet Operations.
For the scope of material management and contract management for BWO’s project, please refer to
MS-PR02052 and MS-PR02043 respectively.
Performance monitoring activities shall be carried out as per the MS-PR02038 Vendor Performance
Rating Procedure to ensure issues are identified and addressed in a timely manner. Vendor re-
qualification cycles will be performed as outlined in section 2.11 of this procedure.

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 Vendor Qualification and Monitoring
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Table of Contents
PURPOSE 1
RESPONSIBILITIES 1
SCOPE 1
1 GLOSSARY OF DEFINITIONS AND REQUIREMENTS 3
1.1 Definitions and Abbreviations ................................................................................................. 3
1.2 Supporting Standards to this Process ..................................................................................... 3
1.3 Solicited VS Unsolicited Vendors............................................................................................ 4
1.4 Qualification Level of a Vendor ............................................................................................... 4
2 PROCESS 8
2.1 Check Vendor Registration and Qualification Status ............................................................... 9
2.2 Raise Vendor Qualification Request and/or Register Vendor ................................................ 10
2.3 Internal Qualification Process for Distributors ....................................................................... 14
2.4 Internal L01 Qualification Process ........................................................................................ 20
2.5 External L02 Qualification Process ....................................................................................... 21
2.6 Internal L02 or L03 Qualification Process ............................................................................. 22
2.7 Qualification of Safety Critical, High or Medium Criticality Products and Services for Onshore
Use ...................................................................................................................................... 28
2.8 Finalize Vendor Qualification Process .................................................................................. 29
2.9 Variance .............................................................................................................................. 31
2.10 Deviation.............................................................................................................................. 33
2.11 Monitor Qualification Status .................................................................................................. 34
2.12 Dedicated vendor qualification requirements for specific country .......................................... 35
DOCUMENT LINKS 35
REVISION SUMMARY 36

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Vendor Qualification and Monitoring
Doc. no: MS-PR04878 Rev: 4 Published: 28.07.2021

1 GLOSSARY OF DEFINITIONS AND REQUIREMENTS

This section will provide a brief explanation of terms used throughout the document as well as the
standards forming the foundation the procedure was built on.

1.1 Definitions and Abbreviations

1.1.1 Definitions
Term Definition
Approved Brand Brands that are listed on the BWO’s Master Vendor List
(4119-BWO-B-LA-00001_00_01
Bidder Potential Vendor that is considered invited to tender for BWO’s Sub-contract,
Service and material packages.
Compliance review Evaluation of the business conduct and ethics practice of the vendor
External qualification Qualification process facilitated through BWO’s nominated third party vendor
qualification service provider using a web portal.
Existing installations Equipment or Brand that has been installed on BWO’s FPSO during projects phase
or operations and therefore has been deemed approved whether it his is listed on
the BWO’s Master Vendor List
Internal qualification Manual qualification process facilitated internally by BWO resources using BWO’s
forms
SC requestor Category Managers, Supply Chain Managers, Purchasers, Contract Administrator
and/or Sourcing Experts, Administrative personnel
Evaluators Personnel assigned to review and approve in the vendor qualification process.
Vendor Organization that provides equipment, goods works and/or services to BWO as
defined in the Purchase Order or Contract. This shall also mean Sub-Contractors,
Contractors.

1.1.2 Abbreviations
BWO BW Offshore
HSEQ Health, Safety, Environment, Quality
IFS Industrial and Financial System
QL Qualification Level
SC Supply Chain
VQC Vendor Qualification Coordinator
VQM Vendor Qualification Manager
VQT Vendor Qualification Team
TA Technical Authority

1.2 Supporting Standards to this Process

• ISO9001:2015
• ISO14001:2015IOGP423
• OHSAS 45001:2018 Local Legislative Requirements
• Industry Accepted Best Practices

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1.3 Solicited VS Unsolicited Vendors

Potential vendors are commonly identified by any of the following mechanisms:
• Previous purchases
• Clients
• Strategy preparation
• In-house knowledge
• Trade shows, seminars and conferences
• Magazines, news articles, internet searches, trade directories
• Agents
• Site visits, telephone solicitations
• Word of mouth
All new vendors (vendors who have not supplied their goods or rendered services to BWO before)
who wishes to be consider and/or participate in any form of tendering and/or entering into
commitment with BWO prospects, projects and/or fleet operations need to be registered through
the online registration portal (http://bwoffshore.com/business/si/registration-form/)
SC requestor may proceed to invite the vendor to bid regardless of the qualification status,
qualification level or expiry date. However, if it is highly likely that the potential vendor will be
selected, it is advisable to raise a request to qualify the vendor at the bidding phase.

1.4 Qualification Level of a Vendor

In general, all vendors (new or existing vendors) must be fully qualified before any procurement
commitments. The main objective is to access, manage and mitigate the risk of working with the
vendor.
As a context, the degree of assessing and managing vendor’s risk (and hence the level of
qualification the vendor must be subject to) is classified using three qualification level (QL):
1. L01 – Level 01
2. L02 – Level 02
3. L03 – Level 03

The qualification Level of the vendor is determined by:

4. The Criticality Level of the products and services supplied for Fleet Operations (CMMS
Materials and Services Codification Procedure with Criticality Assessment - MS-MP02228)
5. Complexity Level of the products and services supplied for Projects – refer to section 1.4.2
for more details.
The qualification level indicates the level of qualification the vendor has been / need to be subjected
to. The higher the level, the higher degree of qualification assessment has been/will need to be
performed.
The QL is based on the criticality rating and/or the complexity level of the goods and services that
the BWO is procuring from the vendor:

L01 – Level 01 Qualification of vendors providing materials / services rated as low complexity
and criticality
L02 – Level 02 Qualification of vendors providing materials / services rated as medium
complexity or safety critical / high / medium criticality
L03 – Level 03 Qualification of vendors providing project materials / services rated as
complex

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L01 – Level 01
The vendor will be subjected to a L01 internal qualification process that involves compliance due
diligence check when procuring goods and services that have “low” criticality rating and/or project
complexity.

L02 – Level 02
When procuring goods and services that have “safety critical”, “high” or “medium” criticality rating;
and/or “medium” project complexity level, the vendor shall be subjected to a L02 qualification
process that involves:
a. Review of financial information by finance
b. Health, safety and quality review by HSEQ, which may involve a HSEQ onsite audit.
c. Compliance due diligence check
d. Technical evaluations by the designated TA / Maintenance representative on the vendor’s
technical capability to supply the category of goods and services required if the product is
not an approved brand or a like-for-like replacement of an existing installation / equipment.
The qualification process will be conducted via BWO appointed vendor qualification coordinator /
online qualification portal where the solution has been rolled out. Please refer to the “Purpose”
section on page 1 where the countries on the portal-based solution has been rolled out.
In countries where the online qualification portal solution has not been rolled out, the vendor shall
be subjected to BWO internal vendor qualification process.

L03 – Level 03
When procuring goods and services that have “complex” project complexity, the vendor shall be
subjected to a L03 qualification process that involves:
e. Review of financial information by finance
f. Health, safety and quality review by HSEQ which will involve a HSEQ onsite audit
g. Compliance due diligence check
h. Technical evaluations by the designated subject matter experts on the vendor’s technical
capability to supply the category of goods and services required
These are products and services that involves multi discipline / phase activities, high risk, safety
critical equipment and items. Typical vendors that will go through L03 qualification process are
shipyards, installation yards, module yards, topside engineering contractor, EPC module vendors,
etc.
If there are any conflicts between the criticality rating assigned by fleet and complexity level
assigned by project services, the higher criticality rating or complexity level shall take precedence
in determining the qualification level needed.
For example, if a vendor is being qualified for a category of material or service that has a “safety
critical” criticality rating and a “low” complexity level, the vendor will require a qualification level of
L02.
There are two groups of vendors that will not conform to Table 1 above:
1. Vendors with an annual 12-month rolling spend that is below the risk threshold of USD
25,000 will be qualified with an L01 process regardless of the criticality rating / complexity
level of the materials / services.
In the event that these vendors subsequently fail the qualification process, they will be
blocked in the system to prevent further dealings.
2. Distributors will be qualified through a process that requires them to provide supporting
proof that they are authorized distributors of the original equipment manufacturer (OEM).

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The approval matrix (table 2) below shows the summary of qualification levels with their
corresponding qualification assessments:

Qualification Level Approvers

− Compliance Office
L01
− Vendor Qualification Manager
− Compliance Office
− Accounts payable accountant
L02 − HSEQ interface advisor
− TA and/or a designated maintenance rep.
− Vendor qualification manager
− Compliance Office
− Accounts payable accountant
L03 − HSEQ interface advisor
− TA and/or a designated maintenance rep.
− Vendor qualification manager
− Head of Corporate Integrity
− HSEQ interface advisor
Distributor
− TA and/or a designated maintenance rep
− Vendor qualification manager
− Compliance Office
− HSEQ interface advisor
External L02
− TA and/or a designated maintenance rep.
− Vendor qualification manager

Table 2: Approval Matrix of Qualification Process

Please refer to section 2.1 – Check Vendor Qualification Status for a more elaborate explanation
of the qualification status and level required when entering into a commitment with a vendor.
At any given point in the process, should the criticality / complexity level of the purchase item is not
maintained, SC purchaser, sourcing expert, contract administrator or category manager (here for
the shall be referred as SC requestor) shall contact the HSEQ interface advisor. It is the
responsibility of the HSEQ interface advisor to coordinate with the relevant TMS / TA personnel to
assign the criticality / complexity of the part. In the case when ship chandlers / stockists are not
able to provide with approval of authorization for the criticality / complexity of the part, technical
maintenance manager (TMM) can approve through approval email.

1.4.1 Criticality Level of Products and Services

A standard catalogue of both goods and services has been created which encompasses the
areas of supply that support BWO’s operational and managerial needs.
Each of these categories of goods and services are assigned a criticality rating. The ratings
are as follows:
• Safety Critical (SC)
• High (H)
• Medium (M)
• Low (L)
The procedure used for assigning criticality levels to products and services can be found in
the procedure CMMS Materials and Services Codification Procedure with Criticality
Assessment (MS-MP02228).
The criticality rating of a part (materials or services) are maintained in the part / service master
data in IFS.

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1.4.2 Project Complexity

Similarly, the packages, materials and services required in projects for BWO will be assigned
a complexity. The project team has defined the package complexity ratings as follows:
• Complex (C)
• Medium (M)
• Low (L)
The complexity rating of a part (material or services) is maintained in a project material and
services complexity register by the HSEQ interface advisor. This register is uploaded onto the
SharePoint http://bwo.int/dept/p-
hseq/BWO%20PROCUREMENT%20PACKAGE%20AND%20CONTRACT%20NUMBERIN
G%20STA/Forms/AllItems.aspx and will be accessible for all to read.

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Vendor Qualification and Monitoring
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2 PROCESS
LEGENDS
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Business On-Page
Trigger Points Approve? Decision Points End End of Process A
identified a need Connector

.xls Document/Form Pg 1 Off-Page

Create PO Task Description Process Flow
(Inputs/Outputs to Tasks) Connector

Activity/Sub-
2.1 Payment Process/Other Multiple Information/Data
Process Department .xls Document/Form Flow
(Inputs/Outputs to Tasks)
Process

Diagram 1: Legends of VQ Process

Vendor Qualification Portal

3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Need to invite
Vendor Internal DIST
vendor to bid or
Registration Qualification
enter a
Process Process
commitment
No

Check Vendor
Vendor Raise Vendor Internal L01 Finalize
Registration and Vendor is
registered in Yes No Qualification Qualification Internal
Qualification qualified?
the portal? Request Process Qualification
status

Tendering
Internal L02/L03
and/or
Qualification
Procurement
Process
process

External L02 Finalize

Qualification External
Process Qualification

Yes

Diagram 2: High-level VQ Process

At a high-level (diagram 2), the process is triggered by the invitation to the vendor to bid (i.e. RFQ or
invitation to tender) or the vendor wishing to participate in the tendering process; or the need to enter
a commitment with the vendor.
1. The SC requestor shall check the registration and qualification status of the vendor in IFS and in
Vendor Qualification Portal. If the vendor is already registered and qualified, he/she shall proceed
with the tendering / procurement / contracting process.
2. In case there is no vendor record on Vendor Qualification Portal, SC requestor shall need to
send an invitation to vendor to register. For detailed procedure, please refer to section 2.2.
3. For vendor who has record in the system but is not qualified, SC personnel shall raise Vendor
Qualification Request to trigger the qualify process.
4. The vendor qualification coordinator (VQC) shall facilitate the qualification of the vendor
(depending on the QL of the vendor).
5. The VQC shall finalize the qualification request depend on the vendor qualification manager’s
(VQM) final decision.
6. Thereafter, the VQC shall monitor the qualification status of the vendor.

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2.1 Check Vendor Registration and Qualification Status

It is the responsibility of the SC requestors to check the qualification status and if the vendor has
been qualified to provide the required materials / services in the IFS supplier master profile before
entering into a commitment with the vendor.
To enter into a commitment with the vendor, then vendor must:
1. have a “Qualified” Status indicated on the IFS Supplier Master profile with a valid expiration
date
2. be Qualified by the right process to supply the categories of required goods and services

For the removal of any doubts:

• The SC requestor may proceed to invite the vendor to bid regardless of the qualification
status, qualification level or expiry date. However, if it is highly likely that the potential vendor
will be selected, it is advisable to raise a request to qualify the vendor at the tendering phase.
• A vendor that has been qualified by a L02 process may provide materials / services that has
a criticality rating or complexity level that is “low” but not vice versa.
• L03 or L02 process, shall only provide the categories of goods the vendor has been qualified
to provide. If the category of the required materials / services is not listed under the “supply
categories”, the vendor will need to go through the technical evaluation for that category
before entering into a commitment with BWO.
The process flow below illustrates the process steps for checking on the qualification level of
vendors.
Check Vendor Registration and Qualification Status
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Need to invite Go to Registration Check the brand

Go to Vendor Search for Vendor
vendor to bid or summary and that vendor is
Qualification vendor in the registered in Yes
enter a choose Supplier qualified to
Portal portal the portal?
commitment Categories tab provide
No

Unselect all search

There are two ways to access the portal: criteria and search
• Go to address: http:// only by vendor
vendorportal.bwo.int name
• Use the Raise Request for Vendor
Requestor

Qualification on SharePoint home

page
Vendor is
Vendor Raise Vendor
Requestor need to search based on these search qualified to
registered in Yes Qualification No
criteria. Requestor can use one or multiple criteria: provide
the portal? Request
• Vendor Name wanted item?
• Status No No Yes
• Country (if needed for Local content)
• Scope provided ( Corporate/ Fleet/ Project) Tendering
Vendor Vendor is
• Product/Service category and/or
Registration qualified to Yes
• Product/Service component Procurement
Process provide item?
process

Diagram 3: Check Vendor Registration and Qualification Status

When a potential vendor has been identified / solicited by the SC requestor to participate in any
form of tendering or before entering into a commitment, he/she shall check if the vendor exists on
vendor qualification portal (http://vendorportal.bwo.int/).
• If there is no vendor record on the Vendor Qualification Portal, SC Requestor shall invite the
vendor to register on the BWO Vendor Online Registration Portal
(http://bwoffshore.com/business/si/registration-form/). Please refer to Section 2.2 for more
details. Please note that even if vendor has a master profile on IFS but no record on Vendor
Qualification Portal, they still need to register again. This step is to ensure that all information
is correct and updated as some IFS vendors’ profiles might be unused or outdated for a long
time.

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• For vendor who has record on vendor portal:

➢ If the vendor does not have a “qualified” status, the SC requestor shall proceed to
raise a vendor qualification request. Please refer to section 2.2 for more details.
➢ If the vendor has a valid “qualified” status, SC requestor shall check if the brand of
the required item is listed in list of brands the vendor is approved to provide.
If the brand is approved, the SC requestor shall proceed to the tendering
and/or procurement or contracting process.
If not, the SC requestor shall proceed to raise a vendor qualification request
(please refer to section 2.2 for more details).

2.2 Raise Vendor Qualification Request and/or Register Vendor

The process flow below illustrates the process steps register vendor on the BWO Vendor Online
Portal and/or raise a qualification request form:
Vendor Registration Process
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Vendordoes not
Get the correct Click Generate an Fill in vendor Fill in Vendor
have record in 1
Registration emailfor vendor email in To Name in Body
VendorQualification
Code registration portal section section
Portal

Yes

• Europe and West Africa: VRC-EWA

Requestor

Fill in the Contact Vendor

• Brazil: VRC-BRZ • Name and Email of Supply Chain
required Is information Qualification
• Gulf of Mexico: VRC-GMZ Requestor No
information in correct? Coordinator (VQC) to
• Nigeria: VRC-NIZ • Registration Code
the email body change information
• Oceanic: VRC-ONZ
• BW Energy VRC-BWE

Check vendor Go to Vendor

Send email to
provided Qualification
vendor
information Portal
Vendor record will be created in
the Vendor Qualification Portal
with Created status

Key in
Enter company Go to
Choose Save registration code Receive
general Registration
and then Next and choose invitation email
information Portal
Validate Code

Complete the 3rd

Vendor Complete Reference Vendorrecord is
party Choose Submit Send email to
Vendor

subscribed to No Choose Next and Commercial createdonVendor

subscription registration notify requestor
any portal? information section QualificationPortal
section

Yes

Provide portal
Section about vendor has WF status on the portal
name and
experience working with BWO, will be Submitted
account number
primary contact at BWO and
currency used

Diagram 4: Vendor Registration Process

If the vendor is not registered, the SC requestor shall send an invitation to the vendor to register on
BWO vendor registration portal (http://www.bwoffshore.com/business/si/) via the “Generate an
email for vendor registration request” on Vendor Qualification Portal. It shall be the responsibility of
the SC requestor to liaise with the vendor to register.
The invitation email generated by the portal serves as a template. As such, SC requestor should
make changes when required. However, in any case, SC requestor shall provide 2 important
information stated below:
• Registration Code
As BWO vendor registration portal is an in-house platform, vendor will be asked to provide a
registration code before filling in the information. Each region has different code and it is the

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responsibility of SC requestor to check, obtain and provide the correct code to vendor. SC
requestor can check with the responsible VQC to obtain the code when in doubt.
• SC Requestor’s Contact Information
SC requestor shall include his/her contact information in the invitation email for vendors to
contact him/her once they finish the registration. As the vendor portal will not start the
qualification process automatically, this would save SC requestor from keep checking the
portal to initiate the qualification process. However, in any case, SC requestor should still
check the registration status of the vendor in case the vendor does not send the reminder
email.

After the vendor finished registration, the SC requestor shall check whether the information
provided by the vendor is accurate. If the information is inaccurate, he/she shall inform the VQC,
who shall then contact the vendor to verify. VQC shall update the system with any amendments.
Raise Vendor Qualification Request (1)
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Requestor wants Go to Vendor SC Requestor is Choose vendor

Click Initiate Choose scope
to raise Vendor Portal, Vendorrecord is routed to Initiate type(s),
Vendor that vendor will
Qualification Registration linked to IFS? Vendor categories and
Qualification provide to
Request summary page Qualification stage components

Requestor need to wait for VQC to update information

Provide a brief
before continue. Once Request choose Update with ifs SC Requestor is
1 scope of work
id , the information on IFS will be overwritten the routed to A
vendor will
information in the Vendor portal so there will be high Search IFS
supply
chance of incorrect information on both platforms

Contact VQC to
Click Search in Estimate value
makes changes
Search IFS of commitment
on IFS
window (USD)
information
Requestor

No

Is the Does that IFS

Click Continue Choose Submit
Click Update information master profile
Yes Yes Yes Any result? No Vendor Qualification
with ifs id in IFS correct belong to the
Qualification Request
and updated? vendor?

No

Vendor
Vendor is provides L01
No No
qualified? product/
service?
No
Yes
Yes

Vendor is Tendering Estimate

Go to Registration
qualified to and/or value of
summary , Supplier Yes Yes
provide the Procurement commitment
category to check
product? process <25K?

No
Requestor s Line Manager

Approve
End Reject Qualification Approve
2
Request?

Send back to Purchaser for amendment

Diagram 5: Raise Vendor Qualification Request (1)

If the vendor information is accurate, the SC Requestor shall go to the vendor qualification portal
to raise a vendor qualification request.
• For vendor record that has not been connected to IFS supplier master, SC requestor will be
led to “search IFS” stage to find a matching record on IFS.
➢ If the system can find a matching record on IFS, SC requestor shall check whether
the IFS master profile belongs to the vendor.
If the profile belongs to the vendor, SC requestor is responsible to go to IFS
and check whether the information on IFS is correct and updated.
If information on IFS is incorrect:
The SC requestor shall contact VQC to update the information on IFS. The
SC requestor must suspend the process until the information is amended.
This is because if the SC requestor continue to “Update with IFS ID”, the

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wrong information on IFS will overwrite the correct information on the portal
and lead to wrong information on both platforms, IFS and vendor portal. The
SC requestor shall continue the process only after the information is
amended.
If information on IFS is correct:
SC requestor continue with “Update with IFS ID”. Once the information is
updated, the vendor status on IFS will be updated to vendor portal. The SC
requestor can then check if the vendor’s new status is “Qualified”.
If the vendor is qualified, SC requestor shall check if the vendor is qualified
to provide the requested items under “Supplier Category” in the vendor portal:
o If the vendor is qualified to provide the item, the SC requestor shall
proceed to tendering and/or procurement or contracting process
o Otherwise, the SC requestor shall choose “Initiate Vendor Qualification”
to trigger the qualification process.
If the vendor is not qualified, SC requestor shall choose “Initiate Vendor
Qualification” to trigger the qualification process.
If the profile does not belong to the vendor, SC requestor shall choose “initiate
vendor qualification” to trigger the qualification process.
➢ If there is no IFS profile matched, SC requestor shall choose “continue vendor
qualification” to go to the “initiate vendor qualification” stage.
• For vendor record that are linked to IFS profile, SC requestor will be able to initiate vendor
qualification request directly.
• To “Initiate Vendor Qualification”, SC requestor must provide information on vendor type,
product / service scope, product / service information, and estimated value of commitment
for each request. Rather than listing all the products / services provided by the vendor, the
SC requestor should only provide information about the product/service requested by the
requestors. This will help to reduce the qualification time.
• If the commitment with the vendor is likely to be repeated / recurring, the SC requestor shall
consider 12-months rolling spends of the repeated / recurring commitment.
• If the requests are from the vendors whom:
1. Provide low criticality / complexity goods and services, and/or
2. Have less than USD 25K for its 12-month rolling spend or the estimated value of
commitments;
VQM will assign these requests to VQC for further actions.
Otherwise, the SC requestor shall seek approval from the line manager, whom will then
decide if he/she wants to:
➢ Approve this vendor for qualification. VQM will need to assign the request to a
VQC if the line manager approves;
➢ Send the request back to SC requestor for amendments: the comment section
shall be mandatory for line manager to fill in. This request shall then be routed
back to the SC requestor to make changes according to the line manager’s
comment.
➢ Reject this vendor qualification request. This request shall be rejected from the
qualification process and the workflow end here.

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Raise Vendor Qualification Request (2)

3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qualification
Manager

2 Assign the VQ
Request to VQC

No

Acknowledge
task assigned?

Is Vendor Indicate whether

Approve the Indicate whether Providedocument
Performance vendoris alow
Yes Qualification Yes vendorprovided No link(s) and/or Choose Save
Evaluation spend vendor (<25K
Request? brand(s) is approve comment
available? USD)

No Yes
Vendor Qualification Coordinator (VQC)

Indicate the
Enter average Vendor Qualification
appropriate
End Performance Evaluation No level assigned is
Qualification
OverallScore correct?
level

Vendor Check Vendor s 3rd

Indicate the 3rd party
subscribe or party portal Internal/ External
Choose Save Qualification Portal Yes External Yes
agree to subscription qualification?
willbe used
subscribe? (Achilles, ISN, etc.)
Internal
No
There are 2 ways to check:
• Other tab in Registration
Choose Start Internal DIST Internal L01 Internal L02/L03
Deviation Summary page (Vendor
External Qualification Qualification Qualification
Process Qualification Portal)
Qualification Process Process Process
• Emailand ask vendor
directly

External L02
Qualification
Process

Diagram 6: Raise Vendor Qualification Request (2)

• Once the VQC acknowledge the vendor qualification request assigned by the VQM, he shall
start to prepare documents and fill in required information. Based on the information provided
by VQC and SC requestor, the portal will assign the corresponding level of qualification.
However, VQC can change the level of qualification if there is an exception.
• There are 5 key process:
➢ Internal Qualification Process for Distributors
➢ Internal Qualification of L01 Vendors
➢ Internal Qualification of L02 Vendors (vendor who has an internal BWO approval
for deviation)
➢ External Qualification of L02 Vendors (for vendor qualified through third-party
services)
➢ Internal Qualification of L03

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2.3 Internal Qualification Process for Distributors

The process is triggered by the VQC receiving a vendor qualification request for a vendor with
distributor.
The VQC shall do a sanity check and complete the VQC section and determine the necessary
actions needed.
Internal DIST Qualification Process
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

VQC starts
Internal DIST
Qualification

Vendor has a
Vendor Qualification Coordinator

valid qualified Approved Internal DIST

status to provide Vendorhas Brand/ Qualification
No No
other qualified status? Existing (Distributor and
components/ Installation? Brand/Product)
services to BWO

Yes Yes

Internal DIST
Internal DIST
Qualification
Qualification
(Brand/Products
(Distributor Only)
Only)

Evaluators needed: Evaluators needed: Evaluators needed:

• HSEQ Interface Advisor • SVP Compliance, Internal Audit and Risk • SVP Compliance, Internal Audit and Risk
• Technical Authority or Designated Maintenance Rep • Vendor Qualification Manager • HSEQ Interface Advisor
• Vendor Qualification Manager • Technical Authority or Designated Maintenance Rep
• Vendor Qualification Manager

Diagram 7: Internal DIST Qualification Process

There can be three different business scenarios when qualifying a Distributor:
3. Scenario 1: The distributor has a valid qualification status vendor but the product to be
purchased is NOT an approved brand nor an OEM replacement for an existing
installation. In such a scenario, the qualification process involves only the HSEQ Review
and Technical Evaluation of manufacturer of the brand or products purchased through
the distributor (Brands / Products Only)
4. Scenario 2: The distributor needs to be qualified as a vendor (i.e. the distributor has no
previously dealing with BWO or does not have a “Qualified” status) but the product to be
purchased is an approved brand or an OEM replacement for an existing installation. In
such a scenario, the qualification process involves only Compliance review of the
distributor and NO HSEQ Review or Technical Evaluation of the manufacture of the
brand or products purchased through the distributor. (Distributor Only)
5. Scenario 3: The distributor needs to be qualified as a vendor (i.e. the distributor has no
previously dealing with BWO or does not have a “Qualified” status) AND the product to
be purchased is NOT an approved brand nor an OEM replacement for an existing
installation. In such a scenario, the qualification process involves Compliance review of
the distributor AND HSEQ Review and Technical Evaluation of the manufacture of the
brand or products purchased through the distributor (Distributor and Brand / Product)

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Scenario 1: Brand / Product Only - Only HSEQ Review and Technical Evaluation of the brand or
product purchased through the distributor.
Internal DIST Qualification Process (Brand/Products Only)
3rd party Vendor Industrial &
SharePoint qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qualification Coordinator

VQC starts Internal Send Qualification VendorQualification Upload the

Review All Upload documents to Choose Start
DIST Qualification Questionnairefor Questionnairefor documents to Fill in the name
Questionnaire documents Yes VQPortal and fillin all Internal
(Technicaland HSEQ Manufacturers to Manufactures via Supply Chain of the Evaluators
and documents are correct? required information Qualification
Evaluation) vendor Distributors (MS-FR05431) SharePoint

Evaluators needed:
• HSEQ Interface Advisor Click Submit
• Technical Authorities or Designated Approval
No
Maintenance Rep Process
• Vendor Qualification Manager

Prepare Send required

Distributor

Send Questionnaire to
Authorized documents and Amend the
Manufacturer to fill in
Representative questionnaire to document(s)
the Technicalsection
Letter VQC

Finalize Fill in Onsite Click on to the

Onsite audit Choose Recommend Evaluate HSEQ Receive system
HSEQ Interface Advisor

Qualification Audit Date and Yes Yes link inside the

required? Approve for use? information email
Process Audit Validity email

No
No

Provide brief
reason in the
Submit the form Choose Reject
comment
section
Technical Authorities or Designated

Evaluate Click on to the

Choose Recommend Receive system
Submit the form Yes Technical link inside the
Approve for use? email
Maintenance Rep

information email

Provide brief
reason in the
Choose Reject No
comment
section

Diagram 8: Internal DIST Qualification Process (Brands / Products only)

When such a scenario is encountered, the qualification process shall be as follow:
• The VQC shall send the Vendor Qualification Questionnaire for Manufactures via Distributors
(MS-FR05431) to the distributor for completion by the manufacturer they are representing.
• The VQC shall advised the distributor to forward the questionnaire with instructions for the
manufacturer fill in only the technical section of the questionnaire.
• The distributor shall liaise with the manufacturer to have the questionnaire completed and
obtain an Authorized Representative Letter from the manufacturer if they do not have one.
This letter is required on the manufacturer’s company letterhead and endorse by the
authorized representative of the manufacturer.
• After the manufacturer completed the questionnaire, the distributor shall submit the
questionnaire together with an Authorized Representative Letter to the VQC.
• The VQC shall check if all the documents received are correct.
➢ If everything is correct, VQC shall:
Upload all the documents to SC SharePoint under the vendor’s folder
Upload all the documents to the Vendor Portal
Fill in all the required information on the Vendor Portal
➢ Otherwise, VQC shall send the documents back to vendor and request for
amendments.

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• The VQC shall then choose “Start Internal Qualification”, fill in the name of the evaluators for
HSEQ and technical sections and submit the form.
• Technical Review: The TA / Designated Maintenance Representative shall conduct a full
review of the products and/or services that is to be purchased. The evaluation will be based
on the technical portion of the vendor qualification questionnaire and the supporting
documentation provided. Once the review process is completed, the evaluator will then
indicate whether this vendor is recommended for use.
➢ If the evaluator chooses “approve”, submit the form after the evaluations.
➢ If the evaluator chooses “reject”, he/she shall provide a short explanation on the
“comment” section.
➢ There is also an option to choose ‘not applicable’ if the supply category does not
require technical approval.
• HSEQ Review: HSEQ coordinator will review and verify the documentation as well as making
a recommendation on whether an onsite audit of the manufacturer is required. If an onsite
audit is recommended, it is the responsibility of the HSEQ interface advisor to plan, complete
and close the audit in a timely manner. Once the evaluation and/or audit is completed, the
HSEQ will issue an approved or rejected status. In the event the audit cannot be completed
in the required timeframe, the SC requestor may initiate a Vendor Qualification Audit Waiver
Request Form (MS-FR05097).
➢ If vendor meets the threshold, the evaluator shall list the onsite audit date (if
applicable) before submitting the form.
➢ Otherwise, the evaluator shall provide a short explanation in the comment section.

Once the review processes are completed, the form shall be routed to the VQM for endorsement.

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Scenario 2: Distributor Only - Compliance Review of the Distributor Only

Internal DIST (Distributor) Qualification Process
3rd party Vendor Industrial &
SharePoint qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

VQC starts Internal Request for

Vendor Qualification Coordinator

Upload the Letterto Upload the Letterto Click Submit

DIST Qualification Authorized Fill in the name
the Vendor Supply Chain Approval
(Compliance Representative of the Evaluators
Qualification portal SharePoint Process
Evaluation ) Letter

Evaluators needed:
Finalize • SVP Compliance, Internal Audit and Risk
Qualification • Vendor Qualification Manager
Process

Receive system
email
SVP Compliance, Internal Audit and Risk

Provide brief
Click on to the
reason in the
Submit the form Choose Reject link inside the
comment
email
section

No

Fill in
Perform
Compliance ID Choose Recommend
Yes Compliance
and Review Approve for use?
Review
Cycle

Diagram 9: Internal DIST (Distributor) Qualification Process

When such a scenario is encountered, the qualification process shall be as follow:

• The VQC shall request the distributor to submit an Authorized Representative Letter from the
representative manufacturing company. This letter is required on the manufacturer’s
company letterhead and endorse by the authorized representative of the manufacturer.
• VQC shall upload the letter to Vendor Portal and SC SharePoint as a form of records.
• VQC shall then fill in all evaluators’ name and submit the form. The portal will route the form
to SVP compliance, internal audit and risk.
• Compliance Review: The SVP compliance, internal audit and risk shall review and verify
the information on the questionnaire with the supporting documentation uploaded by VQC.
Once the review process is completed, the evaluator will then indicate whether this vendor
is recommended for use.
➢ If the evaluator chooses to “approve” the vendor, he/she shall fill in the compliance
ID and review cycle before submitting the form.
➢ If evaluator chooses to “reject” the vendor, he/she shall provide a short explanation
into the “comment” section.
• No HSEQ review or technical evaluation are required for purchase of an approved brand or
an OEM replacement for an existing installation through a distributor.
• Once the review processes are completed, the form shall be routed to the VQM for
endorsement.

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Scenario 3: Distributor and Brand Only - Compliance review of the distributor AND HSEQ and
Technical Evaluation of the manufacture of the brand or products purchased through the distributor
Internal DIST Qualification Process (Brand/Products Only)
3rd party Vendor Industrial &
SharePoint qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qualification Coordinator

VQC starts Internal Send Qualification VendorQualification Upload the

Review All Upload documents to Choose Start
DIST Qualification Questionnairefor Questionnairefor documents to Fill in the name
Questionnaire documents Yes VQPortal and fillin all Internal
(Technicaland HSEQ Manufacturers to Manufactures via Supply Chain of the Evaluators
and documents are correct? required information Qualification
Evaluation) vendor Distributors (MS-FR05431) SharePoint

Evaluators needed:
• HSEQ Interface Advisor Click Submit
• Technical Authorities or Designated Approval
No
Maintenance Rep Process
• Vendor Qualification Manager

Prepare Send required

Distributor

Send Questionnaire to
Authorized documents and Amend the
Manufacturer to fill in
Representative questionnaire to document(s)
the Technicalsection
Letter VQC

Finalize Fill in Onsite Click on to the

Onsite audit Choose Recommend Evaluate HSEQ Receive system
HSEQ Interface Advisor

Qualification Audit Date and Yes Yes link inside the

required? Approve for use? information email
Process Audit Validity email

No
No

Provide brief
reason in the
Submit the form Choose Reject
comment
section
Technical Authorities or Designated

Evaluate Click on to the

Choose Recommend Receive system
Submit the form Yes Technical link inside the
Approve for use? email
Maintenance Rep

information email

Provide brief
reason in the
Choose Reject No
comment
section

Diagram 10: Internal DIST Qualification Process (Brand / Products Only)

When such a scenario is encountered, the qualification process shall be as follow:

• The VQC shall send the Vendor Qualification Questionnaire for Manufactures via Distributors
(MS-FR05431) to the distributor for completion by the manufacturer they are representing.
• The VQC shall advised the distributor to forward the questionnaire with instructions to have
the manufacturer fill in only the technical section of the questionnaire.
• The distributor shall liaise with the manufacturer to have the questionnaire completed and
obtain an Authorized Representative Letter from the manufacturer if they do not have one.
This letter is required on the manufacturer’s company letterhead and endorse by the
authorized representative of the manufacturer.
• The distributor shall submit the completed questionnaire together with the Authorized
Representative Letter to the VQC.
• The VQC should check if all the documents received are correct.
➢ If everything is correct, VQC shall:
Upload all the documents to SC SharePoint under the vendor’s folder.
Upload all the documents to the Vendor Portal.
Fill in all the required information on the Vendor Portal.
➢ Otherwise, VQC shall send the documents back to vendor and request for
amendments.
• VQC shall then fill in all the evaluators’ name and submit the form. The portal will route the
form to all the required evaluators.

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• Compliance Review: The SVP compliance, internal audit and risk shall review and verify
the information on the questionnaire with the supporting documentation uploaded by VQC.
Once the review process is completed, the evaluator will then indicate whether this vendor
is recommended for use.
➢ If the evaluator chooses to “approve” the vendor for use, he/she shall fill in the
compliance ID and review cycle before submitting the form.
➢ If the evaluator chooses to “reject” the vendor for use, he/she shall fill in a short
explanation on the “comment” section.
• HSEQ Review: HSEQ coordinator will review and verify the documentation as well as making
a recommendation of whether an onsite audit of the manufacturer is required. If an onsite
audit is recommended, the HSEQ interface advisor is responsible to plan, complete and
close the audit in a timely manner. Once the evaluation and/or audit is completed, the HSEQ
will issue an approved or rejected status. In the event the audit cannot be completed in the
required timeframe, the SC requestor may initiate a Vendor Qualification Audit Waiver
Request Form (MS-FR05097).
➢ If the vendor meets the threshold, the evaluator shall list the onsite audit date and
audit date (if applicable) before submitting the form.
➢ Otherwise, it is mandatory to provide a short explanation on the comment section.
• Technical Review: The TA / Designated Maintenance representative shall conduct a full
review of the products and/or services that is to be purchased. The evaluation will be based
on the technical portion of the Vendor Qualification questionnaire and the supporting
documents provided. Once the review process is completed, the evaluator shall indicate
whether this vendor is recommended for use.
➢ If evaluator chooses to “approve” the vendor, he/she shall proceed to submit the
form.
➢ If evaluator chooses to “reject” the vendor, he/she shall provide a short explanation
on the “comment” section.
➢ There is also an option to choose ‘not applicable’ if the supply category
• Once the review processes have been completed the form shall be routed to the VQM for
endorsement.

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2.4 Internal L01 Qualification Process

Internal L01 (Compliance Evaluation) Qualification Process
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qualification

Fillin the name of

Coordinator

VQC starts Click Submit Finalize

SVP Compliance,
Internal L01 Approval Qualification
Internal Audit and
Qualification Process Process
Risk

Submit the form

Fill in
Compliance ID
SVP Compliance, Internal Audit and Risk

and Review
Cycle

Provide brief
Receive system Choose reason in the
email Approve comment
section

Yes

Click on to the Perform

Recommend
link inside the Compliance No Choose Reject
for use?
email Review

Diagram 11: Internal L01 (Compliance Evaluation) Qualification Process

The process is triggered by the VQC receiving a vendor qualification request for vendor with QL =
L01 that requires the internal process. The process consists of the following elements:
• All vendors with QL = L01 will be routed to SVP compliance, internal audit and risk and VQM.
• Compliance Review: The SVP compliance, internal audit and risk shall review and verify
the information on the questionnaire with the supporting documents uploaded by VQC. Once
the review process is completed, the evaluator will then indicate whether this vendor is
recommended for use.
➢ If the evaluator chooses to “approve” the vendor, he/she shall fill in the compliance
ID and review cycle before submitting the form.
➢ If the evaluator chooses to “reject” the vendor, he/she shall provide a short
explanation on the “comment” section.
• After that, the evaluation shall be routed to VQM for endorsement.
• Given that commitments with these vendors are considered as low risks, these vendors do
not have to obtain a full qualification status. In the event, that these vendors subsequently
fail the qualification process, they will be blocked in the system to prevent further
transactions.

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2.5 External L02 Qualification Process

External L02 Qualification Process (1)
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qualification Coordinator

VQC start Check Vendor Vendor Has vendor

External L02 Qualification subscribe to Yes completed BWO Yes
Qualification Portal portal? questionnaire?

No
Other tab,
Subscription Initiate Vendor
section Deviation Qualification
Process Request in ISN/
Achilles Portal
No

Ask the vendorif

Account Payable and
they are willing to
HSEQ Interface Advisor
subscribe to the
decide and indicate on
portal
the portal

Contact vendor External

Initiate Deviation Vendor agree Variance
Achilles Team

No Yes to fill in BWO L02 (2) Yes Approve? No

Request to subscribe? Process
Questionnaire

Complete
Questionnaireand
submit required
Vendor

document

Diagram 12: External L02 Qualification Process

External L02 Qualification Process (2)

3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qual.
Coordinator

External Receive Finalize

L02 (2) notification fro Vendor Qualification Qualification
3rd party portal Questionnaire section 4.0 Process
(MS-FR05448-01)

Submit documents
Complete a due to support the
Vendor

diligence section information

provided
Head of Corporate Integrity

Schedule Ethics Performs

Evaluation Compliance
Review

Variation No Approve?
Process

Yes
Technical Authority/ Designated

Receive Perform
notification to Technical
Maintenance Rep

assess Evaluation

No Approve? Yes

Diagram 13: External L02 Qualification Process (2)

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The process is triggered by the VQC receiving a vendor qualification request for vendor with QL =
L02 that requires the external process.
• The VQC shall search in the VQ portal to see which external portal the vendor has subscribed
to.
➢ In case the vendor does not subscribe to any external portal, VQC shall email
vendor to check if they are willing to subscribe.
If the vendor is willing to subscribe to any of the external portals, the online
portal service provider will contact the vendor to guide him/her through the
subscription process. Once the subscription is activated, the vendor will be
required to fill in a series of questionnaires and upload the required
supporting documentation.
Otherwise, VQC shall raise a deviation via DocuSign. Please refer to Section
2.10 for more details.
➢ The third-party service provider should evaluate to approve / reject the vendor after
reviewing the questionnaire and send the vendor a link to complete BWO specific
questionnaire. Evaluator will review the questionnaires and documentation in 3rd
party portal and request any additional documentation to complete their review.
They will then either “approve” or “reject” the vendor for all or part of the scope
provided by the vendor.
• At any given point in time, should the vendor be issued a “rejected” status by any of the
reviewer / evaluator and if the SC requestor consider working with the vendor as necessary
due to market conditions or operation / project requirements, the SC requestor can consider
raising a variance request. Please refer to Section 2.9 for more details.

2.6 Internal L02 or L03 Qualification Process

The process is triggered by the VQC receiving a vendor qualification request for L02 or L03 process
from the requestor.
Internal L02/L03 Qualification Process
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

VQC starts
Internal L02/L03
Qualification
• SVP Compliance, Internal Audit and Risk
• Account Payable Accountant
• TechnicalAuthority orDesignated Maintenance Rep
• HSEQ Interface Advisor
• VendorQualification Manager

Vendor is has a
valid qualified
Internal L02/L03
status to provide Vendorhas No Services? Yes Full Qualification
other qualified status?
Process
components/
Vendor Qualification Coordinator

services

Yes No

Internal L02/L03 Approved

Qualification Brand/ No
(Technical Existing
Evaluation) Installation?

Yes

• TechnicalAuthority orDesignated Maintenance Rep

• VendorQualification Manager
Internal L02/L03
• SVP Compliance, Internal Audit and Risk
Qualification
• Account Payable Accountant
(Compliance and
• Vendor Qualification Manager
Financial Evaluation)

Diagram 14: Internal L02/L03 Qualification Process

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There can be three different business scenarios when qualifying a L02 or L03 Vendor:
1. Scenario 1: The vendor has a valid qualification status but the item to be purchased is a
service or the material is NOT an approved brand nor an OEM replacement for an existing
installation. In such a scenario, the qualification process involves only a technical evaluation
of the vendor.
2. Scenario 2: The vendor needs to be qualified (i.e. the vendor has no past business
transactions with BWO or does not have a “Qualified” status) but the item to be purchased is
an approved brand or an OEM replacement for an existing installation. In such a scenario,
the qualification process involves only qualifying the vendor via a compliance review and
financial evaluation. No technical or HSEQ evaluation is required.
3. Scenario 3: The vendor needs to be qualified as a vendor (i.e. the vendor has no past
business transactions with BWO or does not have a “Qualified” status) AND the item / service
to be purchased is NOT an approved brand nor an OEM replacement for an existing
installation. In such a scenario, the qualification process involves a compliance review,
financial verification, HSEQ review and technical evaluation.

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Scenario 1: Qualification involving Technical evaluation only

Internal L02/L03 Qualification Process (Technical Evaluation)
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

VQC starts Internal Send Vendor Upload the Upload documents to

Review All
L02 Qualification Qualification documents to VQPortal and choose
Questionnaire documents Yes
Request (Technical Questionnaire to Supply Chain Start Internal
and documents are correct?
Evaluation) vendor SharePoint Qualification
Vendor Qualification Coordinator

Evaluators needed:
• Technical Authority or Designated Fill in the name
Only need to send of Evaluators
Maintenance Rep
section on Technical
• Vendor Qualification Manager
questions
No

Click Submit
Approval
Process

Send required
Vendor

Complete documents and Amend the

Questionnaire questionnaire to document(s)
VQC
Technical Authorities or Designated Maintenance Rep

Finalize
Receive system
Qualification
email
Process

Evaluate Click on to the

Choose Recommend
Submit the form Yes Technical link inside the
Approve for use?
information email

No

Provide brief
reason in the
Choose Reject
comment
section

Diagram 15: Internal L02/L03 Qualification Process (Technical Evaluation)

When such a scenario is encountered, the qualification process shall be as follow:
• The VQC shall send the Vendor Qualification Questionnaire (MS-FR05448) to the vendor to
fill in only the technical section of the questionnaire.
• The vendor shall complete the technical section and submit the questionnaire with all the
required documents as stipulated in the questionnaire to the VQC.
• VQC shall check if all the documents are completed and correct.
➢ If yes, VQC shall upload all documents to Supply Chain SharePoint and Vendor
Portal.
➢ Otherwise, VQC shall request vendor to amend the documents accordingly.
• The VQC shall then fill in all the required information on the portal before choosing “Start
Internal Qualification” and filling in all evaluators required.
• Technical Review: The TA / Designated Maintenance Representative shall conduct a full
review of the products and/or services that are to be purchased. The evaluation will be based
on the technical portion of the vendor qualification questionnaire and the supporting
documentation provided. Once the review process is completed, the evaluator will then
indicate whether this vendor is recommended for use.
➢ If the evaluator chooses “Approve”, he/she shall then submit the form.
➢ If evaluator chooses “Reject”, evaluator shall need to fill in a short explanation
into the “Comment” section.
➢ There is also an option to choose ‘not applicable’ if the supply category does not
require technical approval.
• The Request shall be routed to VQM for endorsement

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Scenario 2: Qualification involving Compliance review and Financial Verification

Internal L02/L03 Qualification Process (Compliance and Finance Review)
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
Vendor Qualification Coordinator

VQC starts Internal L02 Upload the Upload documents to

Review All Click Submit
Qualification Request documents to VQPortal and choose Fill in the name
Questionnaire documents Yes Approval
(Compliance and Supply Chain Start Internal of Evaluators
and documents are correct? Process
Financial Evaluation) SharePoint Qualification

Only need to
Send Vendor
send section on Evaluators needed:
Qualification
Compliance and No
• SVP Compliance, Internal Audit and Risk
Questionnaire to
Technical • Account Payable Accountant
vendor
questions • Vendor Qualification Manager

Send required
Vendor

Complete documents and Amend the

Questionnaire questionnaire to document(s)
VQC
SVP Compliance, Internal Audit and

Finalize Fillin Compliance ID, Evaluate Click on to the

Choose Recommend Receive system
Qualification Submit the form Review Cycle and Yes Compliance link inside the
Approve for use? email
Process submit the form information email
Risk

No

Provide brief
reason in the
Choose Reject
comment
section
Account Payable Accountant

List any Evaluate Click on to the

Choose Recommend Receive system
Submit the form Restriction (if Yes Financial link inside the
Approve for use? email
there is any) information email

No

Provide brief
reason in the
Choose Reject
comment
section

Diagram 16: Internal L02 / L03 Qualification Process (Compliance and Finance Review)
When such a scenario is encountered, the qualification process shall be as follow:
• The VQC shall send the Vendor Qualification Questionnaire (MS-FR05448) to the vendor to
fill in the financial and compliance section of the questionnaire.
• The vendor shall complete the financial and compliance section of the questionnaire and
submit the questionnaire with all the required documents as stipulated in the questionnaire
to the VQC.
• VQC shall check if all the documents are completed and correct.
➢ If yes, VQC shall upload all documents to Supply Chain SharePoint and Vendor
Portal.
➢ Otherwise, VQC shall request vendor to amend the documents
• The VQC shall then filled in all the required information on the portal before choosing “Start
Internal Qualification” and filling in all evaluators required.
• Compliance Review: The SVP compliance, internal audit and risk shall review and verify
the information on the questionnaire and the supporting documentation uploaded by VQC.
Once the review process is completed, the evaluator will then indicate whether this vendor
is recommended for use.
➢ If the evaluator chooses “Approve”, he/she shall fill in the compliance ID and
review cycle before submitting the form.
➢ If the evaluator chooses “Reject”, he/she shall fill in a short explanation on the
“Comment” section.

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• Financial Verification: The accounts payable accountant will take the information uploaded
by VQC. Thresholds linked to scoring have been developed to rate whether the vendor is
deemed “Approve” or “Reject” on this requirement.
➢ If vendor meets the threshold, the evaluator shall list any requirements (if any)
before submitting the form.
➢ Otherwise, it is mandatory to provide a short explanation on the “Comment”
section.
• Once the review processes have been completed, the request will be routed to the VQM for
endorsement.

Scenario 3: Qualification involving Compliance review, Financial Verification, HSEQ Review and
Technical Evaluation
Internal L02/L03 Qualification Full Process (1)
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Internal L02 Upload the Upload alldocuments

Review All
Qualification Request documents to to VQ Portaland
Questionnaire documents Yes
(Technical Supply Chain choose Start Internal
and documents are correct?
Evaluation) SharePoint Qualification
Vendor Qualification Coordinator

Send Vendor
Qualification Fill in the name 2
Questionnaire to of Evaluators
vendor

Evaluators needed:
No • SVP Compliance, Internal Audit and Risk
• Account Payable Accountant
• Technical Authority or Designated Maintenance
Rep
• HSEQ Interface Advisor
• Vendor Qualification Manager

Send required
Complete documents and Amend the
Questionnaire questionnaire to document(s)
VQC
Vendor

Diagram 17: Internal L02 / L03 Qualification Full Process (1)

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Internal L02/L03 Qualification Full Process (2)

3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
SVP Compliance, Internal Audit and

Click on to the Evaluate Fillin Compliance ID, Finalize

2 Receive system Recommend Choose
link inside the Compliance Yes Review Cycle and Submit the form Qualification
email for use? Approve
email information submit the form Process
Risk

No
Provide brief
reason in the
Choose Reject
comment
section
Account Payable Accountant

Click on to the Evaluate List any

Receive system Recommend Choose
link inside the Financial Yes Restriction (if Submit the form
email for use? Approve
email information there is any)

No
Provide brief
reason in the
Choose Reject
comment
section
Designated Maintenance Rep
Technical Authorities or

Click on to the Evaluate

Receive system Recommend Choose
link inside the Technical Yes Submit the form
email for use? Approve
email information

No Provide brief
reason in the
Choose Reject
comment
section

Click on to the Fill in Onsite

HSEQ Interface Advisor

Receive system Evaluate HSEQ Recommend Choose Onsite Audit

link inside the Yes Yes Audit Date and Submit the form
email information for use? Approve required?
email Audit Validity

No
No

Provide brief
reason in the
Choose Reject
comment
section

Diagram 18: Internal L02 / L03 Qualification Full Process (2)

When such a scenario is encountered, the qualification process shall be as follow:
• The VQC shall send the Vendor Qualification Questionnaire (MS-FR05448) to the vendor to
fill in all sections on the questionnaire.
• The vendor shall complete and submit the questionnaire with all the required documents as
stipulated in the questionnaire.
• VQC shall check if all the documents are completed and correct.
➢ If yes, VQC shall upload all the documents to Supply Chain SharePoint and
Vendor Portal.
➢ Otherwise, VQC shall request vendor to amend the documents.
• The VQC shall then fill in all the required information on the portal before choosing “Start
Internal Qualification” and filling in all the evaluators required.
• Compliance Review: The SVP compliance, internal audit and risk shall review and verify
the information on the questionnaire and the supporting documentation uploaded by VQC.
Once the review process is completed, the evaluator will then indicate whether this vendor
is recommended for use.
➢ If the evaluator chooses “Approve”, he/she shall fill in the compliance ID and
review cycle before submitting the form.
➢ If the evaluator chooses “Reject”, he/she shall provide a short explanation on the
“Comment” section.
• Financial Verification: The accounts payable accountant will take the information uploaded
by VQC. Thresholds linked to scoring have been developed to rate whether the vendor is
deemed “Approve” or “Reject” on this requirement.
➢ If vendor meets the threshold, the evaluator shall list any requirements (if any)
before submitting the form.

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➢ Otherwise, it is mandatory to provide a short explanation on the “Comment”

section.
• HSEQ Review: HSEQ coordinator will review and verify the documents as well as
recommend on whether an onsite audit of the manufacturer is required. If an onsite audit is
recommended, HSEQ interface advisor is responsible to plan, complete and close the audit
in a timely manner. Once the evaluation and/or audit is completed, the HSEQ will release an
approved or rejected status. In the event the audit cannot be completed in the required
timeframe, the SC requestor may initiate a Vendor Qualification Audit Waiver Request Form
(MS-FR05097).
➢ If the vendor meets the threshold, the evaluator shall list the onsite audit date
and audit date (if applicable) before submitting the form.
➢ Otherwise, it is mandatory to provide a short explanation on the “Comment”
section.
• Technical Review: The TA / Designated Maintenance Representative shall conduct a full
review of the products and/or services to be purchased. The evaluation will be based on
technical portion of the vendor qualification questionnaire and the supporting documents
provided. Once the review process is completed, the evaluator will then indicate whether this
vendor is recommended for use.
➢ If the evaluator chooses “Approve”, he/she shall then submit the form.
➢ If the evaluator chooses “Reject”, he/she shall provide an explanation on the
“Comment” section.
➢ There is also an option to choose ‘not applicable’ if the supply category does not
require technical approval.
• Once all the evaluations are completed, the request will be routed to VQM for endorsement.

2.7 Qualification of Safety Critical, High or Medium Criticality Products and Services
for Onshore Use
Sometimes, products / services that are rated as safety critical, high or medium criticality rating
when used in offshore units might be assigned as low criticality when used onshore, e.g.
photocopier machines, kitchen or home use electrical appliances, etc.
In this case, the VQC may receive a request to qualify the vendor with a L02 process. The VQC
shall:
• Confirm in writing with the purchasers;
• Indicate in the L02 request on the Vendor qualification portal under the VQC comments
section that the products are to be purchased for onshore use; and
• Route such request through a L01 process.

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2.8 Finalize Vendor Qualification Process

2.8.1 Finalize External Qualification

Finalize Qualification Process – External Qualification
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Vendor finishes
Go to Vendor Choose Finalize
the qualification Search and click Is vendor Indicate Expire
Qualification the Yes Click Yes
process in ISN/ on vendor name qualified? Date
Portal Qualification
Achilles

No

Upload
Click No documents (if
any)
Vendor Qualification Coordinator

Fill in the
Choose Save
comment

System send
notification
email to
requestor

Diagram 19: Finalize Qualification Process - External Qualification

This process is triggered when the 3rd party portal finished qualifying a vendor for external L02
qualification.
• VQC shall go to the vendor portal, search for vendor record and click on “Finalize the
Qualification” to proceed.
➢ If the vendor is qualified, VQC shall choose “Yes” and fill in the expiry date.
Upload supporting documents if there are any. Once the VQC “save” the record,
the portal will automatically sync the information and status to IFS. If the vendor
does not have IFS record, the portal shall create a new record to save the
information.
➢ Otherwise, VQC shall choose “No” and provide a brief explanation on the
comment section.
• The portal will send notification email to SC requestor with the outcome.

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2.8.2 Finalize Internal Qualification

Finalize Qualification Process - Internal Qualification
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Internal Check other There is one

Receive email to Variance
Qualification is approver(s) or more Yes
evaluate Process
completed decision reject?
Vendor Qualification Manager

No

Choose Variance
Yes Approve? End
Approve

No

System send Vendor

notification Choose Reject status Not
email to VQC Qualified

Go to the Check the

Search and click
Receive system Vendor system
on the vendor
email Qualification generated Expire
name
Portal date
Vendor Qualification Coordinator

Is Expire date
Yes
correct?

No

Tendering Choose Create

and/or Vendor in IFS or Change the
Procurement Update Vendor Expire date
process in IFS

Diagram 20: Finalize Qualification Process - Internal Qualification

This process is triggered once the qualification request gone through all the evaluations and
is waiting for VQM for final review.
• VQM check all evaluators’ review and comment in the portal before making the final
decision.
➢ If there is any rejection from the evaluators, the VQM shall inform the SC
requestor about the situation. If the SC requestor deemed working with the
vendor as the only option due to market constraint or operation / project
requirements, the SC requestor can consider raising a variance request. Please
refer to section 2.9 for more details.
If the variance is approved, the VQM shall choose “Approve” before
passing on to the VQC.
If the variance is rejected, the VQM shall reject the qualification request.
The portal shall then send a notification message to SC requestor
informing him/her the outcome.
➢ If all evaluators approved, the VQM shall choose “Approve” before passing on
to VQC.
• VQC shall check whether the expiry date generated by the portal is correct.
➢ If the expiry date is correct, the VQC shall finalize the qualification. The portal
will automatically upload the information onto IFS and create an IFS supplier
account if it is required.
➢ Otherwise, VQC shall change the date before finalizing the process.
• The portal shall send notification email to SC requestor regarding to the outcome of the
evaluation.

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2.9 Variance
Variance from Qualification Process
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)
No
SC Requestor

Receive email Raise Prepare Variance Inform Vendor

about vendor Variance Yes Request Form and of unqualified
fail qualification form? submits to VQC status

Download and Evaluator /

Variance
VQM

upload the form Sign and route Evaluator s line Receive

End to IFS Supplier the form to VQC
Yes
manager DocuSign email
Master approved?

Uploads Form to
DocuSign Route Yes Route to VQM
Variance Request
Form to Evaluator
VQC

Route to
Evaluator Evaluator s line
No
approved? manager and
VQM
TA/Designated Maint. Rep/SVP Compliance,
(HSEQ Interface Advisor/AP Accountant/

Vendor Taken Fill in the

Receive
Improvement designation and
Internal Audit and Risk)

DocuSign email
Actions sign the form
Evaluator

Indicate
Contact Vendor
Review Vendor Review Vendor Approve/
and initiate
Information Information Reject and
mitigation
Validity
VP Project HSEQ or VP
Finance/Head of
HSEQ Fleet/SVP
Engineering or
Projects/CEO

Review Variance
Receive
Form and Indicate
DocuSign email
Approve or Reject

Diagram 21: Variance from Qualification Process

During the qualification process, the evaluators should ensure the vendors are compliant to the
requirements. If the vendor fails to meet any of the requirements, the vendor may be issued a
“rejected” status. This can also occur when the information provided on the portal does not meet
the pre-set thresholds resulting in an unfavourable score.
However, there may be cases where it is necessary to work with the vendor due to market
constraints despite that the vendor did not meeting the requirements of the qualification process.
In such cases, the SC requestor can raise a variance request and submit it to the VQC via email.
The Vendor Qualification Deviation-Variance Form can be accessed and downloaded from BWorld
at the following link: http://bwo.int/sites/common/Pages/SC-Forms.aspx
The variance process is triggered if the vendor fails any of the requirements in the qualification
process and working with the vendor is deemed as necessary. All completed forms and supporting
documents shall be submitted to the VQM for review.
Upon receiving the forms and supporting documents, the VQM shall review the information and
consult the SC requestor on his/her needs of the vendor. The SC requestor shall then assess the
need to raise a variance:
• If no variance request is needed, the VQM shall email to inform the vendor of the disqualified
status.
• If a variance request is needed, the SC requestor shall prepare the Vendor Qualification
Deviation-Variance Form and submit it to the corresponding VQC, who will route the form
request via DocuSign to the corresponding departments where the vendor did not meet the
qualification requirements. For example, if the vendor did not meet the HSEQ requirements,
the variance form shall be routed to the HSEQ interface advisor for further assessment.
• The corresponding department shall:

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➢ Review the information and endeavour to work with the vendor to mitigate the gap.
➢ Review the vendor information after the vendor has taken the improvement actions
and submits any necessary documents required.
➢ Sign and indicate approval / rejection for the variance request. Approval should
only be given if adequate improvements are made.
• Once the corresponding department approved the variation request, the form shall route to
the VQM, who shall endorse on the form and send it to the VQC for further processing.
• Approved variances will result in no penalty to the vendor but will be reflected with a
“Qualified” status.
• In the event, the vendor is still unable to fulfil the mitigated requirements set out by the
corresponding department, the request shall be escalated to the next level management as
notated on the form. The escalated review shall include:
➢ VP Project HSEQ or VP HSEQ Fleet for HSEQ related reviews;
➢ SVP Finance for Finance related review;
➢ Head of Engineering or Projects for technical relative evaluation; and
➢ CEO for compliance related reviews
• The stakeholders listed above shall sign and indicate approval/rejection for the variance
request. If the form is rejected at the highest escalation level, by any of the above
stakeholders, the reviewer shall reject the variance request, then route it to the VQM who will
then endorse and inform the vendor of the disqualified status.
• All documents pertaining to “approved” variances will be attached to the corresponding
vendor’s profile on IFS along with their questionnaires, supporting documents and forms.
• “Rejected” variances will be handled in two ways:
➢ First, if the vendor does not have an IFS supplier profile, their details are to be
entered in a list on SharePoint by the VQC as a form of record. This is to prevent
future transactions with the vendors that have failed the variances.
➢ Second, if the vendor has an IFS supplier profile, documents pertaining to the
“rejected” variance request will be attached to the corresponding vendor’s profile
on IFS along with their questionnaires, supporting documents and forms.
• Variances will also be tracked on the portal when required. Approved variance requests will
result in the status changes as stated above.

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2.10 Deviation
Deviation
3rd party Vendor Industrial &
qualification Qualification Financial DocuSign E-mail
portal Portal Systems (IFS)

Prepare
SC Requestor

deviation form
and send to
VQC

Yes

Route the form

Vendor Qualification Coordinator

to VQM, Download and

VendorDecline to Inform vendor Internal
Requestorraise Compliance, upload the form Theform is
subscribe to ISN / No of unqualified Qualification Yes
deviation? and VP Sourcing to IFS Supplier approved?
Achilles status Process No
through Master
DocuSign

Review Delete rest of the

There is acompelling information and recipients on Inform vendor
Urgency to deviate consult DocuSign of unqualified
requestor status
Vendor Qualification
Manager (VQM)

Receive
Indicate Approve/
notification
Reject and Sign
email
Internal Audit
Compliance,

Receive
and Risk

Indicate Approve/
notification
SVP

Reject and Sign

email
No
VP Global Sourcing

Receive
Indicate Approve/
notification Escalate?
Reject and Sign
email

Yes
Projects/SVP Supply
VP Project HSEQ or
VP HSEQ Fleet/SVP
Finance/Head of
Engineering or

Receive
Chain

Indicate Approve/
notification
Reject and Sign
email

Diagram 22: Deviation

• Deviation requests are raised when a vendor refused to subscribe to BWO’s assigned third-
party vendor qualification online portal, or if there are any compelling urgency to deviate from
the process.
• In such cases, the SC requestor can raise a deviation request and submit it to the VQC via
email. The Vendor Qualification Deviation-Variance Form can be accessed and
downloaded from BWorld at the following link: http://bwo.int/sites/common/Pages/SC-
Forms.aspx
• The SC requestor shall provide with necessary requirements for VQC to complete the
deviation request form.
• Upon receiving the documents, the VQC will review them and upload the deviation form
through DocuSign for VQM, SVP compliance, internal audit and risk, and other stakeholders
to sign. These stakeholders can either approve or reject the request.
• The VQM shall then route the request to VP global sourcing for review and to indicate
approval or rejection. VP Global Sourcing will also have to indicate on the form whether to
escalate the form to other stakeholders.
• After evaluations from VP global sourcing, the VQC shall check on VP global sourcing’s
decision on whether to escalate the form to other stakeholders.
➢ If VP global sourcing indicated not to escalate the form to other stakeholders,
the VQC shall select “N/A” for the rest of the form. VQC shall delete rest of the
recipients on DocuSign upon receiving the email and check whether VP global
sourcing and VQM have approved/rejected the deviation request.
• If VP Global Sourcing indicated to escalate the form to other stakeholders, VQC shall then
route the request accordingly to other internal stakeholders, namely:
➢ SVP Supply Chain

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➢ SVP Compliance, Internal Audit and Risk

➢ SVP Finance
➢ VP Project HSEQ or VP HSEQ Fleet for HSEQ
➢ Head of Engineering or Projects
• If all internal stakeholders agree to the deviation request, the terms and conditions of the
request shall be outlined on the form.
• The approver accepts the responsibility to ensure the conditions are carried out accordingly.
• VQC shall check the completed form and proceed accordingly:
➢ If the request is related to the deviation from a subscription to a third-party vendor
qualification portal, then the VQC shall initiate the process for internal
qualification for vendors with QL=L02. Please refer to section 2.6 for more
details.
➢ If the request is related to other circumstances, proceed to create or update IFS
supplier master profile and attached the deviation form in the profile. Please
refer to section 2.7 for more details. Approved variances will result in no penalty
to the vendor but will be reflected with a “Qualified” status.
• If the request is denied by any the following: all internal stakeholders, VP Global Sourcing,
or the VQM, they shall indicate “Rejected” on the Approval field on DocuSign. The VQC shall
then document the rationale for rejecting the deviation request. The form shall be sent to
VQC for further actions. The VQC shall update IFS supplier master profile (if any). Please
refer to section 2.7 for more details.
➢ An alternative vendor will need to be identified by the SC requestor.

2.11 Monitor Qualification Status

Once a vendor has been qualified, the VQC shall maintain and monitor the validity of the qualified
status. This is achieved through maintaining the “Expiry Date” of the vendor’s IFS Supplier Master
profile
• In general, the validity of a qualified status is as follow:
➢ L01 and Distributor: 3 years
➢ Internal L02 and L03: 2 years
➢ External L02 and L03: to match the qualification expiry date in 3rd party portal
• The process is triggered when the VQT receives a daily report listing vendors that have a
qualified status that will be expiring in 3 months’ time. The VQC shall then determine if it is
necessary to requalify the vendor. This can be determined in several ways:
➢ The VQC may identify the SC requestor who had initiated the vendor
qualification process through the qualification forms attached and consult the SC
requestor on the need to requalify the vendor.
➢ The VQC can also do a brief analysis on the POs with the vendor to determine
the frequency and the likelihood of buying from and/or engaging the vendor (for
e.g. having a high number of open POs) and consult the buyers who have been
working with the vendors on the need to requalify the vendor.
• If there is a need to qualify the vendor again, the VQC shall request the SC requestor to raise
the vendor qualification request form accordingly and the vendor shall be qualified through
the required process depending on the QL needed.
• If there is no need to qualify the vendor again, the VQC shall indicate on the IFS vendor
master profile that the SC requestor has been consulted and all have indicated there is no
need to qualify the vendor again. The VQC shall attach the email correspondence with the
SC requestor as documentation evidence that the SC requestor has been consulted.

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• For Frame Agreement Vendors, Sourcing Experts who owns the Frame Agreement shall be
responsible to keep track of the vendor qualification status to ensure the vendor is qualified
through the entire agreement validation period.
• For safety criticality and Complex L01 vendors, rolling spend need be reviewed every 6
months by VQ team. VQC shall request relevant Supply Chain contact or Sourcing Expert to
initiate qualification process in Vendor Portal for those with rolling spend more than USD
25000 in the above 2 categories.

2.12 Dedicated vendor qualification requirements for specific country

Condition Requirements
Brazil Brazil Vendor Qualification Process
Nigeria Nigeria Vendor Qualification Process
Barossa Project Barossa Vendor Qualification Process

DOCUMENT LINKS
Reference documents

MS-MP02228 CMMS Materials and Services Codification Procedure with Criticality Assessment

MS-PR00215 Procurement of Materials and Services for Fleet Operations

MS-PR02038 Vendor Performance Rating Procedure

MS-PR02043 Contract Management Procedure for Prospects and Projects

MS-PR02052 Material Management Procedure for Prospects and Projects

Forms/checklists/reports

MS-FR05097 Vendor Qualification Audit Waiver Request Form

MS-FR05431 Vendor Qualification Questionaire for Manufacturers via Distributors

MS-FR05448 Vendor Qualification Questionaire

Attachments

Brazil Vendor Qualification Process

Nigeria Vendor Qualification Process

Barossa Vendor Qualification Process

ETHICS AND BUSINESS CONDUCT COMPLIANCE QUESTIONNAIRE

QUESTIONÁRIO SOBRE A CONFORMIDADE - ÉTICA E COMPORTAMENTO EMPRESARIAL

Due Diligence de Integridade e o compromisso de nosso Parceiro de negócios com a Conformidade

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REVISION SUMMARY
Rev. Date Document Owner to summarise key changes in the document

0 22-Oct-2015 Issued for use

1 19-Sep-2016 This revision has been created to incorporate HSEQ comments submitted after
publishing of rev.0 was completed.

2 21-Dec-2017 Change title from “MS-PR04878 Vendor Pre-Qualification, Qualification and

Monitoring” to “MS-PR04878 Vendor Qualification and Monitoring”
Update overall procedures

3 22-Feb-2019 Revised and update of document

4 28-Jul-2021 Revised and updated ISO standards in Section 1.2

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