– Gold Fields Supplier Portal Supplier how-to guide

Gold Fields Supplier Portal –
Supplier how-to guide
August 2012
Confidentiality and Proprietary Rights
Agreement of Confidentiality: Any and all information, including but not limited
to, all information, data, concepts, drawings, documents, proposals,
specifications and works, software, as well as samples, specimens, copyright,
patent and/or trademark applications or registrations, trade secrets, know-how,
and any other proprietary information relating to development, testing, creating
and/or commercialising products or services of Gold Fields Limited is
considered confidential and proprietary to Gold Fields Limited. By definition,
the term Confidential Information as used herein shall also include any and all
information discussed between Gold Fields Limited and any third parties.
The recipient hereby agrees not to disclose to others, either directly or through
any third party, Confidential Information, regardless of the manner in which the
Confidential Information was communicated to or received by the recipient,
whether oral, written, digital or otherwise, and regardless of whether the
Confidential Information was marked as confidential or proprietary.
Proprietary Rights: Any and all Confidential Information disclosed by Gold
Fields Limited to the recipient is proprietary to, the exclusive property of and
owned in full by Gold Fields Limited. The recipient hereby agrees not to use,
either directly or through any third party, said information in any manner. The
recipient shall not attempt to reverse engineer, decompile, disassemble or in
any way attempt to duplicate, either directly or through a third party, the
Confidential Information. The recipient shall not design, create or otherwise
replicate, or cause to be designed, created or otherwise replicated, either
directly or through any third party, products substantially similar to the
products of Gold Fields Limited, or the products under development by Gold
Fields Limited or in any way relates to Confidential Information.
© Gold Fields Limited 2012 All Rights Reserved
2
CONTENT
1.
ABOUT THIS DOCUMENT ............................................................................................................. 4
2.
GLOSSARY ..................................................................................................................................... 5
3.
INTRODUCTION.............................................................................................................................. 8
3.1.
3.2.
3.3.
3.4.
3.5.
4.
About Gold Fields .................................................................................................................... 8
About Gold Fields Supplier Portal ........................................................................................... 9
How to become a Gold Fields supplier ................................................................................. 10
Getting more information ....................................................................................................... 11
Minimum System Requirements ........................................................................................... 12
LOGGING INTO GOLD FIELDS SUPPLIER PORTAL ................................................................ 13
4.1.
4.2.
4.3.
4.4.
4.5.
5.
Password requirements ........................................................................................................ 19
Password requirements ........................................................................................................ 19
Change Supplier Portal password......................................................................................... 20
Session timeout ..................................................................................................................... 22
Logoff .................................................................................................................................... 22
HOW TO REGISTER YOUR SUPPLIER PROFILE ...................................................................... 23
5.1.
5.2.
5.3.
5.4.
5.5.
5.6.
5.7.
5.8.
5.9.
5.10.
6.
General information ............................................................................................................... 23
Ownership / Directors ............................................................................................................ 27
Shareholding and Management ............................................................................................ 30
Commercial information ........................................................................................................ 31
Tax questionnaire .................................................................................................................. 33
Supplier profile ...................................................................................................................... 43
Supplier classification ............................................................................................................ 47
Attachments .......................................................................................................................... 50
List of divisions / branches .................................................................................................... 53
Affirmation ............................................................................................................................. 57
FREQUENTLY ASKED QUESTIONS ........................................................................................... 60
6.1
6.2
6.3
6.4
Online supplier registration process: ..................................................................................... 60
Screening fees ...................................................................................................................... 62
Supplier categorisation .......................................................................................................... 63
Gold Fields Supplier Communication .................................................................................... 65
3
1. ABOUT THIS DOCUMENT
The purpose of this document is to provide Gold Fields’s current and future suppliers a stepby-step guide to registering their company details on the Gold Fields Supplier Portal. The
objective is to provide an online channel to improve interaction between Gold Fields and its
suppliers for supplier registration and maintenance of supplier documentation.
4
2. GLOSSARY
Word
Definition
Connected Person
Connected person refers to:
a company or a person who, individually or jointly with
a connected person, holds more than 20% of the
company’s shares whether directly or indirectly, or by
a family member of such a shareholder, or a person
who is related to the company in any other way;
a close corporation, a member of the CC or a relative
of such member, or a person related to the CC in any
other way; or a trust, by a beneficiary of the trust, or a
person related to the beneficiary or trust in any other
way.
Foreign Investor
FOREIGN DIRECT INVESTMENT means the objective of
obtaining a lasting interest by a resident entity in one
economy (‘direct investor’) in an entity resident in an
economy other than that of the investor (‘direct investment
enterprise’). The lasting interest implies the existence of a
long-term relationship between the direct investor and the
enterprise, and a significant degree of influence on the
management of the enterprise. A direct investment enterprise
is defined as an incorporated or unincorporated enterprise in
which a foreign investor owns 10 per cent or more of the
ordinary shares or voting power of an incorporated enterprise
or the equivalent of an unincorporated enterprise.
HDSA
Historically Disadvantaged South Africans.
IE
Windows Internet Explorer is a series of graphical web
browsers developed by Microsoft and included as part of the
Microsoft Windows line of operating systems.
ISO 14001
This standard specifies requirements for an environmental
management system to enable an organisation to develop
and implement a policy and objectives, which takes into
account legal and other requirements to which the
organisation subscribes, and information about significant
environmental aspects. It applies to those environmental
aspects that the organisation identifies as those which it can
control and those, which it can influence. It does not itself
state specific environmental performance criteria. ISO 14001
is applicable to any organisation that wishes to establish,
implement, maintain and improve an environmental
management system, to assure itself of conformity with its
stated environmental policy.
5
Word
Definition
Material Fact
A material fact is a fact that would be to a reasonable person
relevant to the decision to be made as distinguished from an
insignificant, trivial or unimportant detail. In other words, it is a
fact which expression (concealment) would reasonably result
in a different decision. A material fact is any piece of
information that might affect our decision to do business with
the company.
The responsible provision of materials and supervision of
material flows towards the creation of maximum societal
value and minimum impact on man and the environment.
The standard sets requirements for an occupational health
and safety management system, to enable an organisation to
control its occupational, health and safety (OH&S) risks and
improve its performance. OHSAS 18001 has been developed
to be compatible with the ISO 9001 (quality) and ISO 14001
(environmental) management system standards, in order to
facilitate the integration of quality, environmental and
occupational health and safety management systems by
organisations, should they wish to do so. The OHSAS 18001
standard is applicable to any organisation that wishes to:
establish an OH&S management system to eliminate or
minimise risk to employees and other interested parties
who may be exposed to OH&S risks associated with its
activities
implement, maintain and continually improve on OH&S
management system
assure itself of its conformance with its stated OH&S
policy
Demonstrate such conformance to other.
Material stewardship
OHSAS 18001
SABS Mark Scheme
The SABS Mark Scheme is a certification process by which a
third party (i.e. SABS Commercial) gives assurance that a
product fulfils specified requirements. The SABS Mark
Scheme applies only to products/commodities for which
technical South African national specifications (SANS) exist.
SABS Commercial is accredited by the South African
National Accreditation System (SANAS).
Settlement Discounts
Discount given by a supplier as a reward for prompt payment
of an invoice. Also known as a ‘prompt payment discount’,
this is where a supplier allows a customer to discount (i.e.
reduce) the total amount owing by a small percentage
(commonly 2%) when they pay promptly.
Supplier Categorisation
Refers to the Activity Based Taxonomy to classify supplier
goods and services.
6
Word
Definition
Supply Chain
Supply chains refer to the multiple processes that connect
customers and suppliers. It is about logistics — getting the
right materials to the right people and places at the right time.
Supplier Classification
Business size and type
Supplier Status
Active / Not active
7
3. INTRODUCTION
3.1.
About Gold Fields
Gold Fields is one of the world’s largest producers of gold with production from mines in
Australia, Ghana, Peru and South Africa. Gold Fields also has an extensive and diverse
global growth pipeline with major projects in resource development and feasibility.
As part of our vision, ‘to be the global leader in sustainable gold mining’, we are intentional in
developing and maintaining strong supplier relationships – relationships that are built on
principles of ethics, integrity and professionalism in a transparent and sustainable manner.
Gold Fields Limited strives to undertake its material stewardship and supply chain
management activities in a manner that is sustainable and adheres to internationally
recognised practices. To this end, we try to ensure value added, cost effective and
sustainable service delivery that enables our operations to achieve their strategic growth and
productivity objectives.
To attain the overall vision, the company is committed to:
integrating all aspects of material stewardship and supply chain management
encouraging our business partners to adopt similar practices with regards to
sustainable development
being the ‘customer of choice’ by securing sustainable and value driven relationships
with our business partners
8
continually optimising and improving our processes to ensure ongoing sustainability
to source, utilise, re-use and dispose of materials in a manner that is responsible with
due regard to environmental, social, health and safety considerations
to support the economies of our host countries through the local procurement of
services where practicable
engaging with relevant stakeholders in an open manner regarding issues of material
stewardship and supply chain management.
3.2.
About Gold Fields Supplier Portal
The development and maintenance of sound relationships with our suppliers is a key
component of our successful business strategy – these are relationships that are built on
principles of ethics, integrity and professionalism in a transparent and sustainable manner.
Our innovative new Supplier Portal allows Gold Fields suppliers to learn more about how we
operate, act as a communication channel and provide support to our suppliers. It will
facilitate a one-stop interaction between the suppliers and Gold Fields. For starters, we
would urge suppliers to ensure that your company’s profile on the Portal is up to date and
accessible to Gold Fields.
At the moment the functionality of the portal allows suppliers to:
apply to become a Gold Fields supplier
maintain supplier company profiles
keep supporting documentation up to date.
We will add more functionality over time, including features such as electronic tendering,
electronic contract management as well as the ability for suppliers to track the entire
procurement process right through to final payment.
We encourage suppliers to make use of the portal, as it will give you a head start in your
relationship with us. If you are already doing business with Gold Fields, please take the time
to complete your registration for our records or verify that the information we have is
accurate. If you are new to Gold Fields, registering with the Supplier Portal is the best way to
get started.
9
3.3.
How to become a Gold Fields supplier
In order to become a Gold Fields supplier, the supplier is required to register online through
the Gold Fields Supplier Portal. During registration, you will be required to accept a number
of terms and conditions as part of the registration process. Please ensure you have
familiarised yourself with these terms and conditions prior to registration.
The process consists of four steps:
Step 1:
Download the applicable Conditions and Policies available in the Download Section:
Gold Fields Code of Ethics
Gold Fields HDSA Procurement Development Policy
Gold Fields Memorandum on Screening Fees
Gold Fields Memorandum Rules of Engagement.
Step 2:
Download or view the applicable sections available on the Gold Fields website:
Gold Fields Vision and Values
Gold Fields Global Supply Chain Policy Guidelines.
Step 3:
The supplier will register online by completing the supplier registration form with all the
required profile data.
Step 4:
The supplier will be required to submit all relevant supporting documentation as part of the
process and will include documents such as:
Statutory documentation (e.g. CM29s, CM30s);
relevant copies of identity documentation (ID)
Shareholding agreements
BEE and Tax Clearance Certificates etc.
10
We will notify the supplier of the outcome of the registration application by e-mail to the
e-mail address provided. Possible reasons for rejections could include: failure to comply with
any of the terms and conditions, failure to demonstrate financial stability, failure to provide
adequate information when requested. Please note: a successful application is not a
guarantee that a supplier will receive contracts or orders from Gold Fields.
3.4.
Getting more information
If you need assistance with completing the online registration, please refer to the Frequently
Asked Questions (FAQ) link in the bottom right hand corner of the login page.
If technical support specific to the Gold Fields Supplier Portal (e.g. username, passwords,
access and system functionality) is required and cannot be resolved internally, you can log
the query with the Gold Fields Supplier Portal Help Desk: [email protected]
If support is required specific to the Gold Fields Supplier business rules (supplier approvals,
application status, accreditations, etc.) you can direct the query to the Gold Fields Supplier
Management Team:
Contact e-mail: [email protected] or
Contact Person: Sello Maake on +27 11 278 9726.
11
3.5.
Minimum System Requirements
System Component
Requirement
Internet Connection
Your connection speed determines your access speed
System
Any
Web Browser
IE 6 or higher
Note: attachments cannot be added from within Google
Chrome
Electronic document
reader
Adobe Acrobat Reader, Adobe PDF add-on enabled in IE7
12
4. LOGGING INTO GOLD FIELDS SUPPLIER PORTAL
Step 1:
All existing and potential Gold Fields suppliers who would like to be considered to supply the
Gold Fields South African operations are required to log onto the Gold Fields Supplier Portal
via the Gold Fields website www.goldfields.co.za to complete the online forms. We will
filter all communications with suppliers as well as Supplier Application and Supplier Data
Management through this one destination.
The supplier will be directed to the Gold Fields home page:
Scroll over the ‘suppliers’ tab in the home page header and a dropdown box will become
visible.
13
Step 2:
Click on Regions>> South Africa to download the relevant conditions and policies.
14
To view the conditions and policies click on the relevant hyperlink. Below is an example of
the Gold Fields HDSA Procurement Development policy as viewed by suppliers. Suppliers
can save or print documents as required.
Step 3:
Click South African Supplier Portal Log in/ Register either on the left navigation menu of
the ‘How to Become a Gold Fields supplier’ page or on the ‘suppliers’ drop down menu in the
website header.
15
The Gold Fields South Africa Supplier Portal Login page will become visible.
Current Gold Fields suppliers:
We pre-populated existing Gold Fields supplier data on the Supplier Portal with the
electronic supplier information Gold Fields currently has on record. We will provide existing
Gold Fields suppliers with a username and password to be used to review this information.
Complete any outstanding information (gaps) and attach the relevant supporting
documentation requested on the Supplier Portal.
Gold Fields suppliers who’ve been provided with a username and password should enter
these into the relevant login fields and click on Login.
Supplier documentation is available via the ‘New Vendor Documentation’ hyperlink under the
Login box.
16
Potential or new Gold Fields suppliers:
New Supplier registrations will only be possible through application on the Gold Fields
Supplier Portal; paper or manual applications will no longer be accepted. New suppliers who
wish to apply to do business with Gold Fields must register via the link ‘Not registered? Click
here to register’ at the bottom right of the page.
A pop-up requesting the supplier to review and accept all relevant conditions and policies will
appear on the screen.
New suppliers must click I Accept or I Decline. New suppliers can only register as a
potential Gold Fields supplier if they accept the listed Conditions or Policies.
When you click the ‘I Accept’ button, the supplier is directed to the Gold Fields Supplier
Portal User Registration Page.
17
Complete all the User Registration fields.
Select the relevant Company Type from the dropdown list.
Click Ok to proceed.
18
4.1.
Password requirements
Your password must be at least eight characters long and cannot be the same as the
username.
4.2.
Password requirements
If you forget your password, you can recover it with the ‘Forgot your password?’ feature.
Click the ‘Forgot your Password?’ link and provide your username.
19
You will receive an e-mail with your password to the e-mail address Gold Fields has on
record. After logging in, please change your password as soon as possible.
4.3.
Change Supplier Portal password
If you wish to change your Gold Fields Supplier Portal password, please login with your
current password and click on the ‘Change Password’ link in the menu options.
20
Fill out the form on the ‘Change Password’ page.
21
4.4.
Session timeout
The Gold Fields Supplier Portal is configured to terminate sessions which have been inactive
for five minutes. Your account will be automatically logged out and all unsaved data will be
lost. You will be presented with the login screen. Please make sure you save all your
changes before closing your Internet browser window or leaving the Gold Fields Supplier
Portal unattended for a long period.
4.5.
Logoff
To Logoff from the Supplier Portal, click on Logoff in the Menu options.
22
5. HOW TO REGISTER YOUR SUPPLIER PROFILE
The introduction page of the Gold Fields Supplier Portal includes three sections:
Menu options of all the sections of the registration process along the left side of the
screen
Profile overview at the top of the main window indicating the progress and status of
your supplier profile registration
A letter from Gold Fields’s Chief Financial Officer welcoming suppliers to the Gold
Fields Supplier Portal and outlining the objective and functionality of the system.
5.1.
General information
The first section of the online registration process to be completed is General
Information. Click on General Information on the introduction page.
23
Step 1:
Select company type from the following options on the dropdown list:
individual / sole proprietor
partnership
trust
close corporation
private company
public company
international company
non-profit.
24
Step 2:
Complete the trading name of the business (non-mandatory) and the registered name of
the business (mandatory) fields.
These fields are only visible if you select one of the following company types:
partnership
trust
close corporation
private company
public company
international company
non-profit.
Step 3:
Complete the registration number of the business fields (mandatory). The identity number
field (mandatory) will be visible instead of the registration number if you selected the
Individual / Sole Proprietor Company type.
Step 4:
Complete the SARS Tax number field (mandatory) for the company or the individual/sole
proprietor. Complete the SARS PAYE number (optional) and the SARS VAT Number fields
(optional) if applicable.
Step 5:
The vendor number is the unique number assigned to a supplier by Gold Fields in order for
the supplier to do business with Gold Fields. Existing Gold Fields suppliers should capture
their Gold Fields vendor number in this field. The vendor number must be printed on all
25
Purchase orders by Gold Fields for the order to be valid and should be included on the
supplier’s invoice for reconciliation purposes. New suppliers without a vendor number can
leave this field blank. Gold Fields will assign new suppliers a unique Gold Fields vendor
number when Gold Fields intends to conduct business with a new supplier.
Step 6:
Complete the physical address, postal address, telephone number, fax number, e-mail
address and website fields for the Head office of the company. All these fields, except the
website, are mandatory.
You may add an additional e-mail address for orders and for remittance. This is a mandatory
field, therefore if a second e-mail address is not available, repeat the above e-mail address
in these fields.
26
Step 7:
For the purpose of general and contract-related correspondence, we require the contact
details of a primary senior person in the business. Complete the contact name,
designation (job title or position), telephone number, fax number, e-mail address and
cell phone number. All these fields are mandatory, therefore if these are the same as the
company details (or general information), data can be repeated in these fields where
applicable.
At any stage in registering your company profile on the Gold Fields Supplier Portal, you can
save the data captured by clicking on the ‘Save my work, I'm not done yet’ hyperlink in the
top and bottom right hand corner of each page or section.
Step 8: When all fields within the General Information section are completed, click on the
Next button to save the data and proceed to the next section.
5.2.
Ownership / Directors
This section will be available to all company types selected excluding Individual / Sole
Proprietor.
27
Step 1:
Update the details of all company directors, owners or related party by clicking the ‘Add
Director/Owner or Related Party’ hyperlink on the List of Owners/ Directors or Related
Parties page.
Step 2:
Complete all the fields (first name and surname, birth date; ID number/passport
number/ registration number) and select ID type, nationality, ethnic group, Sex and
place of residence from the dropdown list. All these fields are mandatory, therefore you
must ensure that you complete the form thoroughly.
Step 3:
Click on the relevant check buttons (boxes) if the director, owner or related parties are
disabled or a foreign investor. If you clicked the ‘foreign investor’ check button (box), the
foreign investor detail field is mandatory.
Step 4:
Indicate the percentage ownership of the director, owner or related party in the
% shareholding field. This field is mandatory.
28
Step 5:
If the director, owner or related party is connected with any Gold Fields employees,
shareholders or partners, the type of relationship should be selected from the ‘Relationship
to Gold Fields’ dropdown list. Provide details of the relationship in the ‘If related, please
specify field’. If the director, owner or related party has no relationship with any Gold Fields
employees, shareholders or partners, select ‘None’ from the ‘Relationship to Gold Fields’
dropdown list and ‘N/A’ in the ‘If related, please specify’ field.
Step 6:
When you have completed all fields for a director, owner or related party, click the Save
button. This section starts with one form (per person, with an add button to add director,
owners or related parties’ information). Click the ‘Add Director/Owner or Related Party’
hyperlink to add another director, owner or related party. All directors, owners or related
parties’ details captured in the system can be viewed in a list on the List of Owners /
Directors or Related Parties page and can be deleted or edited from this page by clicking on
the relevant hyperlinks.
Note: Where the owner is a company, the information to be completed is reduced to type,
company name, registration number and % shareholding.
Step 7:
When you have added all directors, owners or related parties, click the Next button to
proceed to the next section.
29
5.3.
Shareholding and Management
Step 1:
Indicate the percentage ownership, shareholding and management in the company for the
following categories:
black male
black female
white male
white female
coloured male
coloured female
Indian male
Indian female
company shareholding
international shareholding.
30
Step 2:
Indicate the percentage of black skilled personnel, procurement from HDSA suppliers,
black female management, black disabled staff-members as well as the BEE level of the
company by clicking the relevant radio button. These items are mandatory.
Step 3:
When you have completed all the questions in this section, click the Next button to proceed
to the next section.
5.4.
Commercial information
31
Step 1:
Select the relevant classification of the business size by clicking on the most applicable radio
button for the following criteria:
total full-time paid employees
total annual turnover
total gross asset values (fixed property excluded).
Step 2:
Select the relevant radio button to indicate if there are any pending legal proceedings or
previous judgments against your business or if your business has ever been declared
bankrupt. This question is mandatory.
Step 3:
Complete the relevant banking detail fields including: bank account name, bank name,
branch name, branch number and bank account number. These fields are mandatory.
We will use these banking details for the relevant security verifications and payment to
suppliers. Note: For security purposes we did not complete the fields in the screenshot
below correctly.
32
Step 4:
In the Settlement discounts applicable field, detail any settlement discounts that could be
considered and applied in payment from Gold Fields for goods or services. This is a
mandatory field. If no settlement discounts are applicable, either indicate ‘none’ or ‘not
applicable’.
Step 5:
In the Please indicate any involvement in social upliftment in historically
disadvantaged (HAD) communities field detail any involvement, participation or
contributions your company has made, or plans to make in the future, towards the
development and upliftment of historically disadvantaged communities.
Step 6:
When you have completed all questions in this section, click the Next button to proceed to
the next section.
5.5.
Tax questionnaire
5.5.1 Tax questionnaire for companies
Step 1:
Select the relevant Gold Fields divisions your company wants to render services or supply
goods to by clicking the relevant check boxes to which of the Gold Fields divisions do
you render services or supply goods / people? A response to this question is mandatory.
33
Step 2:
Indicate what business you wish to provide to Gold Fields by clicking on the relevant radio
buttons. You can only select one option per question. A response to this question is
mandatory. If the response to this question is ‘Goods only’, it is not necessary to complete
any further sections of the questionnaire. If the response is ‘Services’ the next section,
‘Services provided’, needs to be completed. If the response is ‘People to render services’,
the section ‘People to render services’, needs to be completed.
34
35
Step 3:
Answer the questions related to services offered, payment and tax requirements by clicking
on the relevant radio buttons.
Step 4:
When all questions relevant to your business have been completed in this section, click the
Next button to proceed to the next section.
5.5.2 Tax questionnaire for independent contracts
Section One: Independent contractor determination
36
Step 1:
Answer the questions related to tax, company employees, location, equipment, training and
management of services and payments by clicking on the relevant radio buttons. Responses
to these questions are mandatory.
If your response to question 1 (Are you a resident of South Africa for tax purposes?) is
‘no’, you are deemed to be an employee for employees tax purposes regardless of whether
you are an independent contractor or not.
Gold Fields will be required to withhold
employees’ tax (PAYE) from all payments made to you for services rendered in South Africa,
unless the supplier obtains a contrary ruling from the South African Revenue Service
(SARS) and provides Gold Fields with all the relevant evidence.
If your response to all the above questions was ‘no’, you still need to apply the so-called
Common Law Dominant Impression Grid (the Grid) to determine whether you are an
independent contractor or an employee according to common law. We listed the questions
in order of ‘weighting’ from ‘near conclusive’ to ‘persuasive’ to ‘relevant’ and the weighting
needs to be borne in mind when forming a dominant overall impression.
SARS warns that the Grid is a guide and is not used as a checklist or to determine an overall
scope. Each indicator is analysed independently with due regard for the particular context
(kind of industry, business, worker). The employment relationship must be analysed in the
light of all the indicators and their relative weightings in order to determine the engagement
type in favour of either an employee relationship or an independent contractor relationship.
37
Section One: Common Law Dominant Impression Grid
38
Step 2:
Answer the following questions by clicking on the relevant radio buttons:
Are you required to be at Gold Fields’s premises even if there is no work to be done?
In terms of the contract of service, are you required or instructed as to which tools of
trade to use?
Are you required to submit an accurate invoice based on completed results before
payment will be made?
Are you obliged to complete the services in your personal capacity; would the
contract be terminated in the event of you being incapacitated to work? If the
response to this question is ‘yes’, please indicate the number of other clients to which
you provide services.
Do you bear any commercial risk (e.g. bad workmanship, price hikes, time overruns)?
In terms of your contract of service, are you obliged to adhere to instructions with
regards to work completion or sequence of work?
Are you obliged to make oral/written reports to Gold Fields?
Does Gold Fields train you in their methods?
39
Are you obliged I.T.O the agreement of service to adhere to specific hours per day or
work week?
Are you contractually and/or necessarily required to provide any equipment, material,
stationery etc.?
In terms of your productive time, would your activities be conducted at Gold Fields or
alternatively at your own business premises?
Do you hold a job designation within Gold Fields or any associated institutions? This
would include shareholding.
Would Gold Fields be in breach of the service agreement should it terminate
prematurely, and conversely, would you be in breach should you fail to deliver the
product or service?
Is the duration of the relationship any of the following: open ended continuing
indefinitely, fixed term but thereafter continuing indefinitely unless terminated by
either party, or only ends on death of worker?
Are you a member of Gold Fields's pension fund or medical aid?
Is Gold Fields obliged to acquire assets, finance premises, provide training or in any
other format assist with financing of your business?
Are you permitted to submit claim forms for costs incurred with regards to travel or
business expenses incurred directly as a result of your service delivery to Gold
Fields? This would exclude disbursements or amounts included in your fee.
Were you an independent contractor prior to the service agreement with Gold Fields
and do you have any other clients?
Have you ever been employed at Gold Fields or any of its associated institutions?
Responses to all questions are mandatory.
Section two: Independent contractor determination
Step 3:
Select an entity type rendering a service to Gold Fields from the dropdown list below the
question: Is the entity rendering the service a company, close corporation or trust?
40
The options include:
company
close corporation
trust.
The response to this question is mandatory. You can only select one entity type.
Step 4:
Answer the following questions by clicking on the relevant radio buttons:
Are the services rendered by a connected person?
Does the company, CC or trust employ at least three full-time employees (other than
an employee who is a shareholder or member of the company / connected person to
the company or trust) who are, on a full-time basis, engaged in the rendition of the
services? If you answer ‘yes’ to this question, it is unnecessary to complete the rest
of this questionnaire. If you answer ‘no’ to this question, continue to answer the
remaining questions.
Would the person rendering the service be viewed as a Gold Fields employee if the
company, CC or trust was not in place?
Is the person rendering the service subject to Gold Fields’s control and supervision
as to the manner in which the services are rendered and must the services be
performed mainly at Gold Fields’s premises?
Does more than 80% of the company, CC or trust’s income during the year of
assessment consist of or is likely to consist of amounts derived from any one client?
If your answer to this question is ‘no’, please supply Gold Fields with an affidavit or
solemn declaration to this effect.
If the answer to any of the above is ‘yes’, the entity will be a personal services company or
personal services trust.
Step 5:
When you have completed all questions relevant to your business in this section, click the
Next button to proceed to the next section.
41
5.5.3 Labour Broker Determination (to be completed by individuals,
companies, close corporations or trusts)
Section One: Independent contractor determination
Step 1:
Answer the following questions by clicking on the relevant radio buttons:
Do you provide Gold Fields with persons to render a service or perform work for Gold
Fields?
Does Gold Fields pay you a fee to provide such persons?
Do you remunerate the persons you provide to Gold Fields?
If ‘yes’ to all of the above, do you have a valid IRP 30 exemption certificate for the
current tax year? If ‘yes’, please provide the original to the Human Resources
Department, where a certified copy thereof will be made for our record.
Responses to these questions are mandatory.
Step 2:
When you have completed all questions relevant to your business in this section, click the
Next button to proceed to the next section.
42
5.6.
Supplier profile
Step 1:
Indicate whether your business is a permit holder under the SABS Mark Scheme by clicking
the relevant radio button. If ‘yes’, please indicate the product/s for which you hold permits
for, including the permit numbers.
Step 2:
Indicate whether your business is working according to national or international standards by
clicking the relevant radio button. If ‘yes’, please indicate the product/s and to which
standards.
43
Step 3:
Indicate if your business has a quality management system (QMS) by clicking on the yes or
no radio button. If you click ‘yes’, please provide details of the quality management systems
and the products or services to which the QMS is applied. This is a mandatory question.
Step 4:
Indicate if the quality management system your company uses has been assessed and
certified by any national or internationally recognised accredited body by clicking on the yes
or no radio button. If you click ‘yes’, please provide a certified copy of the certificate. This is
a mandatory question.
Step 5:
Indicate if your company has an occupational health and safety policy complying with the
Occupational Health and Safety Act by clicking on the yes or no radio button. This is a
mandatory question.
44
Step 6:
Indicate if your company complies with the Compensation of Occupational Injuries and
Disease Act by clicking on the relevant radio button. If you click ‘yes’, please indicate your
current NOSA grading / stars for safety.
Step 7:
Indicate if your company has an environmental policy by clicking on the yes or no radio
button. This is a mandatory question.
Step 8:
Indicate if your company routinely works with any hazardous substances by clicking on the
relevant radio button.
Step 9:
Complete the fields indicating your company’s fuel, electricity and water consumption to
provide Gold Fields an indication of your company’s carbon footprint or environmental
impact. Please note, as environmental regulations change Gold Fields will be required to
report on their impact on the environment, which must take into consideration the
environmental impact of all its suppliers.
45
Step 10:
Indicate if your company’s environmental impact has been verified by a third party by clicking
on the yes or no radio button. If ‘yes’, please include proof of verification in the attachments
section.
Step 11:
Complete the fields indicating your company’s social impact, including the annual number of
fatalities, annual number of serious injuries and annual number of employees positively
diagnosed with HIV. These fields are mandatory and require numeric characters. If these are
not applicable, populate the field with ‘0’.
Step 12:
Click on the ‘yes’ or ‘no’ radio button to indicate whether your company’s governance
certifications include:
ISO 14001 certification
OHSAS 18001 certification
Gold Fields standards replicated to subcontractors and suppliers.
Step 13:
When you have completed all questions in this section, click the Next button to proceed to
the next section.
46
5.7.
Supplier classification
When registering to become a Gold Fields supplier it is important for suppliers to classify
their functions or service offerings into the Gold Fields Supplier Categorisation system to
support the following:
to assist Gold Fields Operations in easily identifying potential suppliers to meet their
specific requirements in significantly less time than required by a formal tender
process
to ensure suppliers only provide goods or services within their core business
function, ensuring the highest standard of delivery is achieved through the utilisation
of specialists to provide goods or services
to eliminate supplier fronting: where suppliers subcontract other suppliers to render a
service to Gold Fields, increasing the cost of goods or services and reducing the
accountability of original suppliers
improved visibility of new and existing suppliers to allow for better planning and
reporting against regulatory and strategic requirements.
Please note that you must classify all goods and services within the Gold Fields Supplier
Categorisation system for Gold Fields to procure these from Gold Fields’s preferred
suppliers.
47
Step 1:
Navigate the tree structure to identify the category according to which you can classify your
products or services.
Open the tree structure by clicking on the ‘+’ to the left of the category; the tree structure can
open to up to six levels. At the final level click on the check box next to the category in which
your product or service fits.
Minimise the tree structure by clicking on the ‘-’ to the left of the category.
48
It is possible to select more than one category. Please note that Gold Fields will assess your
application to determine which categories of goods and services selected by you they would
wish to use.
49
If you cannot find the category you are looking for in the tree structure, type the first few
letters of the item in the text box above the tree structure.
If you still cannot find the category, contact the Gold Fields Supplier Portal Help Desk for
assistance. If your category cannot be found a request will be sent to the Supplier
Management team for possible inclusion in the structure.
Step 2:
When you indicated the relevant categories, click the Next button to save your selections
and proceed to the next section. If you wish to change your selection before it is saved, click
the cancel or previous button to delete your selection. As part of the screening process
Gold Fields will review the registration form category selection and only retain the categories
relevant to conducting future business with the supplier.
5.8.
Attachments
As each section of the supplier profile is completed, the list of required mandatory
attachments is populated in the attachments section. The status of each attachment: ‘Is
Attached’, ‘yes’ or ‘no’ is indicated to the right of the name of each required attachment
name.
50
Step 1:
Click on the ‘Add’ hyperlink for the attachment type you wish to add. The Add attachment
pop-up screen will appear.
Step 2:
Click on the Browse file button to add an attachment. The process of selecting the relevant
document and attaching it is similar to attaching a document to an e-mail. When you click on
the ‘Browse file’ button, your computer’s documents folder will be visible. Search through
your folders to locate the relevant document and double click on the relevant document to
attach it. The file name will be made visible in a text box below the ‘Browse file’ button.
You can delete the attached document at this stage by clicking on the
right of the text box.
51
button to the
Step 3:
Click on the attachment type for the document you are attaching from the Attachment types
list. If you do not select the correct attachment type for the document attached, the
application cannot be classified as completed. Additional comments relating to this
attachment can be included in the Comments text box, for example, the expiry date of a
BEE Certificate. When you have included all information linked to the attachment, click the
Add Attachment button. The status for the Attachment type attached will be changed to
‘yes’.
52
All documents attached will be listed below the Attachment type status box. You can view
or delete documents in the list by clicking the ‘View’ or ‘Delete’ hyperlinks. The mandatory
documents vary based on how the supplier profile has been completed. Below is a list of
some of the mandatory documents to be attached:
letter from bank confirming banking details
latest signed financial statements
copy of Share Certificate / Auditors Letter
latest BEE certificate
shareholders agreement
certified copy of identity documents (ID) of owners, directors etc.
applicable statutory documents (or ID)
letterhead
TAX clearance certificate (TCC)
SARS VAT 103 (if number provided)
proof of screening-payment
any other registration certificate pertaining to your relevant industry e.g. SIRA for
security companies, ECB for Electrical Contracting Board of South Africa.
Note: You can include additional non-mandatory documentation not included in the
Attachment Type Status list by clicking on the ‘Add other attachment’ hyperlink according to
step 2 above.
Step 4: When the relevant documents are attached click the Next button to proceed to the
next section.
5.9.
List of divisions / branches
This section is used to record the location of your company’s offices as well as differentiate
contact and banking details for different divisions and branches of your company. All
companies must complete this section even if they only have one branch or location.
53
Step 1:
To add you company location or branch, click on the ‘Add Location Branch’ hyperlink.
Step 2:
Enter the name of the location, branch or division in the division/branch name Field.
Step 3:
Enter the physical address of the location, branch or division in the Physical Address text
box and click on the ‘Find/Show’ hyperlink and you will be directed to Google Earth which
will update the GPS Longitude and GPS Latitude fields.
54
Step 4:
Enter the General Manager details in the name, e-mail and telephone number fields as
well as the contact details for the branch, division or location in the name, e-mail and
telephone number fields.
Step 5:
Enter the contact details for order related correspondence in the order details section
including the name, e-mail and telephone number fields as well as the contact person for
payment-related correspondence for the branch, division or location in the Payment Details
section including name, e-mail and telephone number fields.
Step 6:
Select ‘yes’ or ‘no’ from the Does the office/site have a different bank account dropdown
list. If ‘yes’ is selected, bank account details fields will be visible to be completed. Select ‘yes’
55
or no from the Does this division/branch have a different vendor number dropdown list.
If ‘yes’ is selected, a vendor number field will be visible.
Step 7:
Complete the relevant banking detail fields including: bank account name, bank account
type, bank name, branch name, branch number, and account number. These fields are
mandatory. We will use these banking details for the relevant security verifications and
payment to suppliers.
Step 8:
When all the fields are completed for a branch, location or division, click the Save button to
return to the List of divisions/branches page. The location, branch or division added will be
listed on the List of divisions/branches page. The entry can be edited or deleted by
clicking on the ‘edit’ or ‘delete’ hyperlinks.
Step 9:
To add additional locations, branches or divisions repeat steps 1 – 8 as required.
Step 10:
When the locations, branches or division are added, click the Next button to proceed to the
next section.
56
5.10.
Affirmation
Step 1:
Click the yes or no radio button to answer the credit history question regarding insolvency,
liquidation, business rescue or financial distress in accordance with Chapter 6 of the
Companies Act. If the response is ‘yes’ please provide additional details or an explanation in
the If ‘yes’, give details or explanation text box. This is a mandatory question.
Step 2:
Click the yes or no radio button to answer the criminal record question regarding pending
or criminal convictions including dishonesty or paid an admission of guilt (excluding speeding
or parking offences). If the response is yes please provide additional details or an
explanation in the If ‘yes’, give details or explanation text box. This is a mandatory
question.
57
Step 3:
Click the yes or no radio button to answer the Other material fact question indicating if
there is any material fact that may affect the outcome of the assessment of the application. If
you are in any doubt as to whether a fact could be considered material, you should click yes
and declare or explain the fact in the If ‘yes’, give details or explanation text box to enable
Gold Fields to make an informed decision. Where possible please provide proof to
substantiate your explanation or declaration as an additional attachment in the Attachments
section and refer to the document in your explanation.
Step 4:
Click the check boxes in the Credit / BEE verification check section to consent to the
following (note these consents are mandatory for Gold Fields to consider your application):
I hereby authorise Gold Fields to perform a BEE and credit check with third party
service providers for the purpose of this application.
I am a duly authorised representative of the company.
The information furnished is true and correct to the best of my knowledge.
Step 5:
Complete the details of the person completing the online registration in the Name and
Surname fields. These fields are mandatory.
58
Step 6:
Capture the name of the person on whose behalf you are completing the online registration
in the bottom Name field. You can leave this field blank if the name is the same as above.
Step 7:
When all the fields in all the sections are completed, click the Submit button. The online
registration will only be submitted if all the mandatory fields are completed and all mandatory
documents are attached. If any information is missing, a pop-up box will appear indicating
what outstanding information must be included before the online registration can be
submitted. An automated e-mail will be sent to the e-mail address provided notifying
suppliers when the status of their application is changed. Possible statuses include: Pending
(default), Approved, Not approved, and Approved pending operational requirements.
59
6. FREQUENTLY ASKED QUESTIONS
6.1
Online supplier registration process:
6.1.1
Who must register on the Gold Fields Supplier Portal?
All existing and potential Gold Fields suppliers who will be supplying the South African
operations are required to log onto the Gold Fields Supplier Portal via the Gold Fields
website, www.goldfields.co.za, to complete the online forms.
We pre-populated existing Gold Fields supplier data on the Gold Fields Supplier Portal with
the supplier information Gold Fields currently has electronically on record. Existing Gold
Fields suppliers will be provided with a username and password to be used to review this
information, complete any outstanding information (gaps) and attach the relevant supporting
documentation requested on the Supplier Portal.
New suppliers who wish to apply to do business with Gold Fields should register via the link
‘Not registered? Click here to register’ at the bottom left of the page. You have to complete
all fields and attach all documentation before you can submit the form online to Gold Fields.
6.1.2
How does a supplier know the supplier registration process has
been completed?
A supplier can track the completion progress of their online form on the front page of the
Gold Fields Supplier Portal. When a supplier’s online registration is 100% complete an
automatic e-mail will be sent to the e-mail address captured on the Gold Fields Supplier
Portal. Please note that you must complete all fields and attach all relevant documentation
before the supplier registration process is 100% complete.
6.1.3
When is the due date for completion of supplier registration on
the Gold Fields Supplier Portal?
The closing date for all existing or current suppliers to review and update their data on the
Gold Fields Supplier Portal is 30 September 2012. After this date suppliers with incomplete
supplier profiles on the Gold Fields Supplier Portal will be ‘soft-locked’ (i.e. no orders or
payments can be processed to these suppliers until all information have been completed).
An automated e-mail will be sent to suppliers bi-monthly to remind them to complete their
online registration form.
60
New suppliers who wish to apply to do business with Gold Fields can apply at any time;
there is no closing date for new supplier applications. Please note that a successful
application is not a guarantee that a supplier will receive contracts / orders from Gold Fields.
6.1.4
Can a supplier save a partially completed online form for
completion at a later stage?
When updating the supplier registration form on the Gold Fields Supplier Portal, information
captured in the fields will be saved as soon as the ‘next’ or the ‘save’ button is clicked. A
supplier can access the partially completed form by logging onto the Gold Fields Supplier
Portal with the username and password provided by Gold Fields or selected by the supplier
at the start of the online registration process.
6.1.5
What happens after a supplier has submitted the online form?
Current Gold Fields suppliers will continue doing business with Gold Fields in the same
manner as before. Gold Fields will continue to e-mail orders to suppliers and the accounts
payable process remains unchanged.
We will process new Gold Fields supplier applications through the screening and validation
process. If the supplier does not meet the screening criteria, an e-mail notification will be
sent to the supplier. If the supplier qualifies as a potential Gold Fields supplier, we will only
contact you for business when a need has been identified by Gold Fields Operations for your
product and service and the appropriate internal motivation documentation has been
submitted.
6.1.6
How does a company with different branches and different
banking account details register online?
You should complete one online registration form per company. Within the online registration
process is a section to document different branch details, including addresses, vendor
numbers and banking account details. If head office updates any company details, it is the
responsibility of the company to update branch details accordingly.
61
6.2
Screening fees
6.2.1
What is the purpose of the screening fees?
The screening fee is used by Gold Fields to pay for the relevant screening procedures that
must be complete before Gold Fields can conduct business with a supplier. The validation
process includes, but is not limited to:
TransUnion vetting
BEE verification
security verification
finance verification.
6.2.2
Who should pay screening fees?
Suppliers not currently on the Gold Fields supplier list must pay screening fees as part of the
Gold Fields supplier registration process. If a company changes its name, the application will
be processed in the same manner as a new vendor and payment of screening fees is
required. If no vendor number is completed in the application, the system will require the
mandatory attachment of proof of screening fees. If a vendor number is provided, the system
will not require the proof of screening fees attachment.
6.2.3
Does Gold Fields issue invoices for screening fees paid?
To request an invoice for a registration fee, contact the Gold Fields Accounts division
([email protected]). The accounts division will verify receipt of payment into
the Gold Fields bank account and issue an invoice for the amount.
6.2.4
Is the screening fee refundable if Gold Fields does not use a
supplier’s services?
The screening fee is non-refundable. The screening process is completed as part of the
application process and therefore is not subject to a supplier conducting business with Gold
Fields. The results of the screening will be attached to the supplier’s profile for future
reference.
62
6.2.5
If an existing supplier purchases another company and wishes to
register this company as a Gold Fields supplier, is the screening
fee applicable?
Yes, if the newly acquired business is not an existing supplier with Gold Fields and will be
operating as a separate company, this company will need to follow the same process as all
new suppliers applying online to become a Gold Fields supplier. A screening fee should be
paid as the screening process is completed at company level.
6.3
Supplier categorisation
6.3.1
What is the purpose of the Supplier Categorisation system?
When registering to become a Gold Fields Supplier it is important for you to classify your
functions or service offerings into the Gold Fields Supplier Categorisation system to support
the following:
To assist Gold Fields Operations in easily identifying potential suppliers to meet their
specific requirements in significantly less time than required by a formal tender
process.
To ensure you only provide goods or services within your core business function
ensuring the highest standard of delivery is achieved through the utilisation of
specialists to provide goods or services.
To eliminate supplier fronting where suppliers subcontract other suppliers to render a
service to Gold Fields, increasing the cost of goods or services and reducing the
accountability of original suppliers.
Improved visibility of new and existing suppliers to allow for better planning and
reporting against regulatory and strategic requirements.
Please note that you should classify all goods and services within Gold Fields Supplier
Categorisation system for Gold Fields to procure these from its preferred suppliers.
63
6.3.2
What if a supplier’s service offering does not fit into any
categories listed in the Gold Fields Supplier Categorisation?
Gold Fields designed the categorisation system to standardise and manage goods and
services needed from Gold Fields suppliers, therefore to ensure a company’s offerings are
correctly utilised, please review all categories to guarantee correct classification. However, if
the supplier is still unable to align its service offering, the supplier should send an e-mail
listing all service offerings applicable to Gold Fields to the following address
[email protected] The Gold Fields Supplier management team will review the
list of products and advise the supplier of the appropriate category or provide an updated
category to which the supplier can add its service offering.
6.3.3
How do suppliers diversify the service offering to Gold Fields?
If current Gold Fields suppliers want to offer Gold Fields additional products or services
aligned to different categories from what suppliers currently sell to Gold Fields, the suppliers
are required to re-register the company on the Supplier Portal and include the new offering
categories. Gold Fields will review the registration through the same process as new
suppliers and accept or decline the offering accordingly. Gold Fields will only order or
request the new offering if Gold Fields Operations identify a need for this product or service.
As part of the online registration process, new suppliers must select all relevant categories of
service offerings to be provided to Gold Fields. As part of the screening process Gold Fields
will review the registration form category selection and retain the categories for which they
may potentially conduct business with the supplier in the future.
64
6.4
Gold Fields Supplier Communication
6.4.1
How do I communicate with Gold Fields?
For contact details for departments within Gold Fields, refer to the Gold Fields website:
http://www.goldfields.co.za/supp_sa_regional.php
Area
Address
e-mail Address
Number
Technical Portal Support Libanon Business [email protected]
Gold Fields Supplier
(usernames, passwords, Park
Portal Help desk
access, system
1 Hospital Street
+27 84 911 1802 or
functionality)
Libanon
+27 11 704 4932
Westonaria
Business Support:
Libanon Business [email protected]
Supplier Management
Supplier Management
Park
+27 11 278 9642
(Supplier
1 Hospital Street
+27 11 278 9726
approvals, application
Libanon
+27 10 001 1179
status, accreditations,
Westonaria
Sello Maake
etc.)
Procurement South Deep Libanon Business [email protected] +27 10 001 1438
Park
+27 10 001 1141
1 Hospital Street
Felicity Lewis
Libanon
Christa Snater
Westonaria
Procurement KDC
Libanon Business [email protected]
+27 10 001 1136
Park
+27 10 001 1141
1 Hospital Street
Jacques Pistorius
Libanon
Westonaria
Procurement Beatrix
Farm Newbult
[email protected]
+27 57 733-8296
Theunissen
Bernadette du Plooy
9410
Arthur Holland
65
Area
Address
e-mail Address
Number
Warehouse KDC and
Driefontein
[email protected]
+27 18 781 9813
South Deep
Warehouse
Arthur Enslin
Vish Chundupersad
Warehouse Beatrix
Farm Newbult
[email protected]
+27 57 733 8208
Theunissen
Piet de Jager
9410
Karl Motaung
Phillimon Letsoaka
Payments
Cnr Agnew Road
[email protected]
+27 18 788 7122
& R501,
Mariette de Jager
Carletonville
Delsy Ndlovu
Marie Roodt
Cheryl van Zyl
Dawie Jacobs
Any CSSM related
Libanon Business [email protected]
Chimae Goncalves
queries
Park
Wilhelm Greyling
1 Hospital Street
Schalk Burger
Libanon
Leigh-Ann Gowland
Westonaria
66
`