SICLAR Questionnaire. Instructions

Transcription

1 SICLAR Questionnaire Instructions Aquiles España y Portugal S.L. 1

2 Index INTRODUCTION... 3 DOCUMENTATION TO PROCEED WITH THE REGISTRATION... 4 QUESTIONNAIRE... 6 General Information... 6 Personnel... 6 Financial Information... 6 Management Systems... 7 Products and Services... 7 Aquiles España y Portugal S.L. 2

3 INTRODUCTION Any company interested in participating in SICLAR must request its registration on the following website Once the registration request is received, a username and password will be ed. This username and password will allow you to access the on-line SICLAR questionnaire. The questionnaire requires you to provide detailed information about your company and the products and/or services it offers. In order to process your questionnaire, your company will also need to submit the documents which will allow us to validate the information provided in the questionnaire; therefore, it s important that you avoid including information that cannot be verified or documented. The required documents are given on the next section of this document and must be mailed to the following address: Aquiles Colombia Ltda Carrera 13, # Ofc. 402 Bogotá, Colombia Tel: +(57 1) Once you have submitted the questionnaire and the required documents to Aquiles, the information will be verified and the answers validated. It is important to mention that once we have finished processing your questionnaire, you will only be able to read the information on the on-line application and will not be able to add or delete anything. In other words, for internal control and security reasons, you will not be able to modify your information. In case you need to modify some information, please contact us through our siclar.colombia@achilles.com or our telephone number After your company has been registered, it s information will be added to the SICLAR database and will be accessed exclusively by Ecopetrol. Aquiles España y Portugal S.L. 3

4 DOCUMENTATION TO PROCEED WITH THE REGISTRATION In order to effectively process the registration of your company, we request that, in addition to completing the questionnaire, please submit the following documents to our Registration Department: Without exceptions: 1. Existence and Legal Representation Certificate (Original and active) issued by the Chamber of Commerce with less than 90 days expiration. Foreign companies must send an equivalent document (Company registration document) 2. Registration, classification and qualification Certificate (Registry of Proponents) (Original and active), issued by the Chamber of Commerce (only for Colombian companies that has such document available). 3. Company s Financial Statements (Original or certified copy): General Balance and Profit / Losses Statements for the last two years. These documents must be signed by the legal representative, accountant and/or fiscal reviewer. 4. Bank Certification (Original) of all the accounts mentioned on the registration application form. 5. R.U.T. (Unique Tax Registry RUC, RIF, EIN, VAT, etc) (Foreign companies must send document issued by the local tax authority) 6. Experience Certification (Original or certified copy): (contracts, invoices, contractors certifications, purchase orders, liquidation records). Regardless of the document submitted, all documents must contain at least the following information: 1. Contractor s Name 2. Address 3. Name of the contact person / Phone number 4. Contract Number / Order number 5. Starting Date / Ending Date 6. Purpose of the contract 7. Contract Value 8. For experiences under the figure of Joint Venture, it should also be attached the support document, the constitution act of the JV (simple copy). The document must come from the contracting company. Self-certifications will not be accepted. 7. Experience Certification form (attached to this document). Each experience certification must have this form properly completed and attached to the first page. Experience certifications that do not have this form page attached on its first page, would not be accepted Aquiles España y Portugal S.L. 4

5 If mentioned on the questionnaire, you are also required to provide a copy of the following documents: 8. Certification of self-retainers Issued by the DIAN (Colombian Companies only) 9. Quality Management Certificates 10. Environmental Management Certificates 11. Colombian Auditory Security Council Certificate (RUC qualification) (Colombian Companies only) 12. Health and Safety Management Certificates 13. Any other additional certificate related to the application Aquiles España y Portugal S.L. 5

6 QUESTIONNAIRE The questionnaire consists of five sections that need to be completed: General information. Personnel information. Financial information. Management systems Products and services. Below, you will find information to help you complete each section of the questionnaire: General Information This section is divided into five sub-categories: 1. General Information: in this section you must enter the company s general information. 2. Personnel Information: in this section you must enter the personal information about the person in charge of everything related to the questionnaire. 3. Key Employees: in this sections you must provide information about all key company employees - CEO, President (or equivalent), managers and legal representatives. 4. Company Locations: in this section you must enter information about your company s main location and any other location or offices the company may have. 5. Declarations: you must answer yes or no to each of the questions asked in this section. Personnel 1. Human Resources: distribution of direct employees and subcontractors for the last 2 years. Financial Information This section is divided into 4 sub-categories: 1. Legal Information: in this section you must provide the information about the company s registration. a. Registration date, city and Legal Representation Certificate issued by the Chamber of Commerce (Foreign companies must complete at least the registration date and city, country and company type) b. R.U.T (Unique Tax Registration)(Colombian Companies only) c. Registration, classification and qualification Certificate (Registry of Proponents) (if available)(colombian Companies only). 2. Bank / Fiscal Reviewer: in this section you must provide information about your company s main fiscal reviewer as listed on the Certificate of Existence. In the case of a foreign company, information about the auditor of the company s financial statements must be provided. You also must include your company s bank account information. 3. Key Financial Information: you must provide your company s financial statements for the last two completed years. Aquiles España y Portugal S.L. 6

7 4. Partner Companies: You must also indicate if your company has any type of partnership(s) and the nature of such partnership(s). Management Systems This section is divided into five sub-categories: 1. Quality: if your company has any type of quality certification, the information must be provided as it appears on the certificate. If your company has more than one certificate, you may add this information by using the Add New Certification option. 2. Environment: if your company has any type of environmental certification, the information must be provided as it appears on the certificate. If your company has more than one certificate you may add this information by using the Add New Certification option. 3. Health and Safety: if your company has any type of Health and Safety certificate, the information must be provided as it appears on the certificate. 4. RUC: in this section you must provide information about the Colombian registration for the evaluation of the Quality, Environmental and Health & safety Management Systems for suppliers of the oil and gas sector RUC (Colombian companies only). 5. Other Certifications: in this section you must provide information about any other certificate your company may have obtained. If your company has additional certificates, you may add them by using the Add New Certification option. 6. Corporate Social Responsibility: in this section you will need to answer yes or no to the questions shown in this part. Products and Services In this section, you must mention all products and services that your company is able to offer. Each selected category must be supported by at least one experience. Before adding your company s products and services, please download the Products and Services Catalogue to help you locate each one among the different categories provided by the system. To add a specific product or service, click the Add button located in the toolbar of each section. You will then access a Category Selection Window. Once you have chosen the appropriate category for the product or service you wish to add, you will be prompted to the Product/Service Detailed Information window where you will need to describe the product or service in your own words. In addition to that, you must also complete the information required in the General Information, Quality, Environmental and References files. You must describe your company s product/service fully and in detail. It is essential that the terms used to describe it are commonly known to the prospect clients, since the database searches are often based on terminology used in the description field related to each particular product or service. In the case of Products, you must choose if your company is a Manufacturer, Distributor or an Agent. In any case, you must include the manufacturers information. Aquiles España y Portugal S.L. 7

8 In order to add experiences, you must take the following under consideration: 1. Each category mentioned on the application must include at least one experience. Otherwise, the category will be deleted from the application. 2. You may attach the same contract to several categories, but you must specify which percentage of the contract applies to each reference. 3. Each experience included on the questionnaire, must be supported by either one of the documents previously mentioned. Remember that each experience must have a completed experience certification form attached to the front page. Experiences Processing Below you will find a description of the information required on the experiences section of the questionnaire: Client City Contract Number / Purchase Order Number Contract Value Contract % to be applied to a particular specialty Specialty % executed by you From (Year) Until (Year) Objective and range /Description Client s name or contracting company as it appears on the experience certificate submitted for validation. City where the client is located. Contract number, purchase order number, invoice, etc. As it appears on the experience certificate submitted for validation. Contract value as it appears on the certificate You must specify what percentage of the contract value applies to each specialty in particular. In many occasions contracts have various clauses or topics and it is necessary to know the specific experience for each topic. The amount of all the different percentages within a particular contract must not exceed 100%. In the case of Joint Venture, consortiums, etc; you must indicate the percentage executed by you. If you executed the entire speciality, please indicate 100%. Year of initiation of the contract. Final year of the contract. Object and range of the contract as it appears on the document submitted for validation. Aquiles España y Portugal S.L. 8

9 Experience Certification Company Name: SICLAR #: Type of Document: Contract Contractor Certification Liquidation Certificate Invoice Purchase Order Other Document Details: Client s Name: Contract Number: Date on the Contract: Contract Value Percentage of the contract to be applied to the various related specialties Product / Service Code Contract Percentage Comments: Aquiles España y Portugal S.L. 9