Vendor Registration System

Purpose of the vendor registration system : The purpose of this system is to allow vendors to register online and furnish all the details from his system instead of doing it manually. This system is designed to be a user-friendly system so that vendors will be at ease while applying online. This also eliminates the requirement of vendor present physically at the Corporation. HPCL wishes to incorporate transparency in assessing vendor through this system. Purpose of the vendor registration Manual: This manual enables the vendor to fill the forms with more accuracy and efficiency. This manual will throughout guide the vendor as to how to proceed ahead. There are in totality 29 forms that captivate all the necessary details of the vendor. Overview To register as a vendor with HPCL , vendor has to first sign-up through the system by clicking “New Register” link. This screen also consists of instructions for filling the form correctly.

This will lead the vendor to the following form where-in vendor has to fill in some company details and his registered office address. After this basic pre-completion details, vendor receives an application id and password by e-mail. Vendor shall be using this id and password as his login particulars to login to the system again that will take him to the registration forms one-by-one as well as for the future reference. The verification code is also generated for every new registration.

After filling the basic details, vendor can enter the system with the application id and password sent to him through e-mail. Once entering his user name that will be an unique application number in every case and password assigned to him, he can start filling his details.

:

Once he logs-in to the system, he will receive the first form that prompts him to enter his company information and his organization-type as well. In case of small scale industry , the vendor has to enter his NSIC registration no. and other NSIC details. Every form consists of a detailed menu on left comprising of all forms. Vendor can fill any form in any order. In the end , if the information filled is accurate and best to the knowledge of vendor, he can proceed ahead by clicking “Submit” and all the details will get. saved. After that through left menu , he can go to the next form .

Address Details: Vendor needs to furnish his office registered address, factory address(s), correspondence address through this form. Vendor has to compulsorily furnish atleast one address in each case, if applicable. The other details include city, state, contact number(s), designation in his organization, website and e-mail details etc.

The form under captivates the DD details viz. DD number, date , bank name and branch details etc. once vendor has prepared a DD. Without specifying these details, the application will be treated as incomplete and hence be subjected to rejection.

This form includes the details of the location(s) where the DD details are to be sent. The vendor can select any of the three primary locations ( Mumbai Refinery, Visakh Refinery, Corporate Headquarters) where the DD details will be collected.

Through this form, vendor can select his business line i.e. any of the SBUs or refineries etc. and also select the state(s) where he wants to operate. Once the SBU and the state are selected , click on “Populate Location” link.

Once , the vendor clicks on that link, he will be prompted to a new page where he can see the list of the areas/ locations/ regions in the states where the SBUs are located. Accordingly, he can make as many number of selections as he wants for his operational areas and once he clicks on submit, the various details viz SBU, location details etc. will be visible For entering newer areas, he can click on next button and proceed ahead.

The specific locations selected by the vendor are displayed on this form. He may change these details by clicking on the link “To clear all and new selection please click here”. Once he clicks on this link, he is directed again to the “Location selection for registration” to make new selection(s) altogether.

The form below will enable selection of supplier(s) and contractor(s) as well as the category of the contract that the vendor is wishing to execute. Once, the vendor selects supplier, contractor and contract category type, and click on submit; he will be directed to a screen wherein he can view all his selected list of suppliers and contractors.

Once the screen displaying suppliers, contractors and contractor category type is visible , vendor can again add or modify by clicking on the link in the following screen : “ To Add/ Modify Click here”

This form captures the detailed inputs for the items that vendor wants to register with. In the min. value and max. value columns, vendor has to specify the minimum and the maximum units for the item(s) he is registering for production. On clicking submit, the newly entered details will become the part of “existing selected items”. If the vendor wishes to change something in the existing items, he can select that item and click on ‘update’. Similarly, he can also delete any item by clicking on ‘delete’.

Through this form, the vendor has to provide his financial details as to what his net profit(in lacs) for the three years , his total job handling capacity in the last three years, solvency certificate details etc. This is to have an estimate of net worth and financial strength of the vendor.

The form below prompts the vendor to furnish the details of the standard organizations that he is certified through and associated with. Vendor needs to specify the registration number or the reference number of all the organizations he is part of.

The following form asks vendor to enter all the statutory licenses that he possesses. Through this form, he also has the provision to enter multiple licenses too, if any. All this , the vendor has to enter by selecting from the combo box only. In the details section, he has to enter the license number of the corresponding statutory license(s).

This form allows the vendor to enter the details of the bank(s) with which the vendor has account(s).In case of e-payments , he has to give transit number, swift/ neft number along with bank name, bank address, account number and account type.

This form will captivate the information of various agencies/ distributors , products manufactured or handled by vendor’s units and the validity period of all the agencies at the same place. Vendor can enter multiple details if he/she has multiple agencies.

The following form shows the format for entering the management details i.e. details of the person(s) at the managerial levels in regards of vendor:

Through this form, the vendor needs to furnish the prefabricator details viz. the facilities, machineries installed, testing/ quality control facilities, name and address details etc.

This form captivates the resources details and the experience of the vendor. Also, through this form, the manpower status as to the number of permanent employees, qualified employees, non-engineer employees, supervisor cadre employees and other employees is also captured.

This form is included to get the details of the turnover of the vendor with the Corporation/ other companies if he is already registered with HPCL/ other companies . The idea is is to evaluate the performance of the vendor in the past if he is associated with HPCL/ other firms. This information may be treated as basis for evaluating the performance of the vendor.

This form intends to receive the information as to whether any of the ex-employee or family member of ex-employee of the corporation is associated with vendor’s firm(s).If yes, vendor needs to furnish those details. He has to specify the name of the person , his designation, which location he is/was serving in HPCL and year of separation from HPCL, if he/she is an ex-employee.

This form asks the details of the major contracts that the vendor has handled in the past and the cost of each contract. This is again to assess the exact worth of the vendor. He has to mention the organization name, work location, job description, value of the contract(s), month and year and the desired contact person involved for the contract.

Through this form, vendor is provided with the option to upload various attachments that he needs to produce to the Corporation :

This form consists of the lists of attachments that the vendor is having. Other than those attachments that are being uploaded , all others need to be sent manually ,when required. Thus vendor has to select accordingly from the three (3) options available to him viz. hard copy, soft copy, not applicable. If a particular document is not applicable, no soft copy or hard copy is required for that:

Declarations:

----- To Be Continued -----