Supplier accreditation instructions Synergy s supplier accreditation process has been established to ensure that potential liability risks are managed, internal processes support best practice principles, and corporate governance is maintained. All suppliers to Synergy are required to undertake system entry level accreditation, and a purchase order is required before any work is commenced for Synergy. The accreditation benefits suppliers as it enables Synergy to place purchase orders with each company as and when required. Synergy s preference is to trade electronically via the AXIS portal, which is free to all suppliers. All purchase orders, requests for quotes and invoices are exchanged via this method. This will require a supplier to register with our Accounts Payable department on 9424 1858 to gain access to the portal. Our system entry level accreditation covers six key areas: 1. business and commercial 2. insurance 3. safety and health 4. environmental 5. supplier request and acceptance form 6. document checklist. Accreditation requires you to complete documentation, or take action, in the above areas. The supplier accreditation pack consists of the following forms: PART A: Supplier Request Form (to be completed by all suppliers) PART B: Prequalification Document (to be completed by on-site suppliers 1 only) PART C: Supplier Insurance, Safety and Environmental Declaration and Supplier Acceptance Form (to be completed by on-site suppliers only) Accreditation will be achieved when: 1. Synergy has received the completed documentation 2. the information provided is validated and processed 3. Synergy s supplier database has been updated with the validated information. The complete list of documentation to be provided for accreditation consideration is contained in our Document checklist. 1 On-site Supplier is an external contractor who undertakes any services or works on one of Synergy s generation sites, OR manual labour works at one of Synergy s office locations (for example, air-conditioning repairs, lift maintenance, office cleaning etc). Clerical, Consulting or Professional Services that require a Contractor to be onsite at a Synergy Office location is not considered to be On-Site Services. 1
Business and commercial The documentation to complete in this area is a Supplier Request Form. The form is attached. The information requested on this form includes: 1. Information about your business a. business name b. address, physical and postal c. telephone, fax and email details 2. Company registration details a. ACN (Australian Company Number) b. ABN (Australian Business Number) c. GST registration information 3. Bank account details to enable electronic transfer of funds. These details must be supplied on company letterhead and signed by a director or an accountant. Please provide the details listed on the Supplier Request Form. 4. Contact details for a. receiving purchase orders b. return of goods c. payment address Document checklist Use this checklist to ensure that you return all documentation required for accreditation consideration. Once we have received and processed the documents we will be able to place purchase orders with your company. Any queries See the information provided on the Synergy website www.synergy.net.au. Alternatively, one of our procurement representatives will be happy to assist you, so if needed please contact them on the following: phone: 9424 1820 email: accounts.payable@synergy.net.au Please return the completed form to: Requesting officer s name: Email: 2
PART A Supplier Request Form Supplier details Please note: the supplier is required to complete the following section. 1. Company details Registered business name:... Trading name:... Street address:... Street number:... Street name:... Suburb/town:... State:... Postcode:... Country:... Postal address:... Contact name:... Phone number: (note: country code for Australia is +61) Country Code:... Area Code:... Phone No.:... Fax number: Country Code:... Area Code:... Fax No.:... Mobile number: Country code:... Mobile no.:... Email address:... 2. Company registration details ACN... ABN:... GST registered company? Y / N (please circle) Sole trader Y / N (please circle) Payment terms (if different from standard): days 3
Note: Electronic funds transfer (EFT) details must be supplied on a company letterhead and signed by a director or an accountant. The letter must include the following details: Bank Branch BSB number Account number Account name 3. Additional contact details (only required if different from details specified at Section 1) Contact details for receiving purchase orders Email address for receiving orders: Fax number for receiving orders: e.g. country code for Australia is +61 Country code:... Area code:... Fax number:... Contact name: Phone number: e.g. country code for Australia is +61 Country code:. Area code: Phone number: Please indicate below if you would like to become an electronic trading partner with Synergy. Yes No Note: Synergy only issues its purchase orders electronically via the AXIS portal or by email. Contact details for return of goods (if different from address specified at Section 1) Return address: Contact person: Phone number: e.g. country code for Australia is +61 Country code:... Area code:... Phone number:... Fax number: Country code:... Area code:... Fax number:... Mobile number: Country code:... Mobile number:... Email address: Contact details for payment address (if different from address specified at Section 1) Return address: Contact person: Phone number: e.g. country code for Australia is +61 Country code:... Area code:... Phone number:... Fax number: Country code:... Area code:... Fax number:... Mobile number: Country code:... Mobile number:... Email address: 4
PART B Prequalification Details Note: All suppliers who come onto Synergy s site/s must provide the following information. Safety Performance Provide total man hours accrued and LTI s for the previous five calendar years: Calendar Year Man hours accrued LTIs* LTIFR (per 1,000,000 man hours * Lost Time Injury Frequency Rate (LTIFR) as defined in Australian Standard AS 1885.1 Is your organisation Certified to AS 4801? Yes [attach copy of certification] No Leadership Commitment Provide detail on how you demonstrate senior management commitment to OSH that is visible to clients, sub-contractors and employees: Communication and Consultation Provide detail on the processes and procedures to ensure there is effective consultation and communication of OSH issues: OSH Performance Measurement Provide detail on how your company collects, analyses and reports on OSH performance: 5
Training Provide detail on how your company ensures that workers at all levels are suitably trained and competent to deal with the risks and the changing requirements of OSH: What is your process for mentoring and training new employees? Sub-Contractor Management Provide detail of how you ensure that sub-contractors understand and are able to discharge adequately their OHS roles and responsibilities for project work: (Cross this section out if subcontracting is not applicable) Provide detail of how you review Heath and Safety performance, select and approve subcontractors: Provide detail of how you ensure that sub-contractors understand and are able to discharge adequately their roles and responsibilities for project work: Health and Safety Declaration On behalf of the Supplier, the signature below signifies commitment to meet the Health and Safety requirements of Synergy: Signature: Name Position: Date: 6
PART C Insurance To become an accredited supplier to Synergy you must maintain and provide evidence of insurance cover for the following insurance types: a. Workers Compensation Insurance, including cover for directors, officers and principals at a minimum amount as required by law b. Employer s Liability Insurance if applicable (applicable in the eastern states only) at a minimum amount as required by law c. Public and Product Liability Insurance at $20 million d. Professional Indemnity e. insurance in respect of any motor vehicles used in carrying out the services (including third party personal injury and property damage insurance) at $20 million. Evidence to be provided must be in the form of a Certificate of Currency from your insurer or appointed insurance broker. If you are eligible for an insurance exemption, based on the type of work you will be undertaking on Synergy s behalf, you will be advised by the Synergy employee who has requested your services. Please note: it is the responsibility of all suppliers to provide current Certificates of Currency to Synergy. To help you with this process, Synergy will notify you on expiry of your insurance certificates. Failure to comply with this request will result in your accreditation being deactivated. Safety and health Our Safety and health statement gives an overview of the principles that underpin our approach in this area and, in general, details our expectations of you as a provider to Synergy. The action expected of you is to sign the Supplier acceptance form to confirm that you have read, understood and agree to abide by the principles and expectations contained therein. Safety and health statement Synergy is committed to excellence in safety and health management for our people, our service providers and those within the communities affected by our operations and facilities. The principles that underpin our approach to safety and health are: Safety and health come first at all times. Incidents and injuries are preventable. Every individual: a. is accountable for the safety of themselves and others b. is intolerant of unsafe practices and conditions c. must identify, assess and manage hazards. There is active involvement and open communication on safety and health at all levels We will continually improve the safety and health capabilities of our people. Our expectation of you as a service provider to us is that you will: comply with Synergy s safety and health policies, guidelines and instructions 7
undertake a risk assessment for all work performed and plan to manage the risks identified actively promote and maintain a safe working environment provide and maintain plant, equipment and facilities that enable safe working practices perform work for Synergy in a way that protects your safety and the safety of members of the public, third parties and Synergy personnel and property cease work and take action if safety cannot be assured report all hazards and incidents to Synergy that result in, or have the potential to cause, injury and/or damage. Environmental statement Synergy recognises the value of the environment to the community and future generations. We are working towards sustainable growth by promoting the responsible production, distribution and use of energy, and by providing energy choices for our customers. Our environmental objectives Synergy will: instil a sense of environmental responsibility amongst our people, ensuring they have the environmental awareness, skill, motivation, resources and support protect the natural and cultural environment in all our operations in a socially responsible manner embrace the principles of waste minimisation and pollution prevention deliver a suite of energy-related options that allow customers to minimise the impact on the environment make environmental costs transparent to customers in the sales price of energy and related services systematically manage our activities to achieve and promote continual improvement in our environmental performance, by setting objectives and targets, assessing our achievements and continuously improving our Environmental Management Practices meet all legal obligations and industry agreements and require the same standards of compliance from our contractors and suppliers establish, monitor and review environmental targets and publicly report environmental performance adopt cost-effective measures to abate greenhouse emissions as part of business decisions be a leader in the development and application of renewable and alternative energy communicate with and involve all interested people on environmental issues in an open, transparent and timely manner. Our expectation of you as a service provider is that you will be aware of: Synergy s environmental policy and applicable environmental legislation government agency obligations the environmental issues and risk associated with the work/project/site environmental incident management and emergency response procedures. 8
Supplier request and acceptance form We ask you to acknowledge with your signature that you: have provided accurate business and commercial and insurance information will notify Synergy of any and all changes to that information have read, understood and agree to abide by the principles and expectations contained in the safety and health, and environmental statements. Supplier acceptance form 1. I have provided accurate insurance information (see page 7) and agree to: advise Synergy immediately of any change of insurer and/or change in our insurance cover provide evidence of insurance cover on renewal of policy 2. I have read, understood and agree to abide by the principles and expectations of the service provider as contained in: Safety and health statement (see pages 7 and 8) Environmental statement (see page 8) Name... Signature... Company... Position... Date... Please complete the details on this form, sign and return together with Certificates of Currency signed by your insurer or insurance broker to ensure that Synergy is able to continue to place orders with your company as and when required. 9
Document checklist Supplier request form completed Notification on company letterhead of electronic funds transfer (EFT) information as requested on the Supplier request form Supplier acceptance form signed (only applicable to on-site suppliers) Copies of the Certificates of Currency have been provided (only applicable to on-site suppliers) Please return these forms to Synergy Procurement through the following: i. Email: accounts.payable@synergy.net.au ii. Mailing: GPO Box F366, Perth WA 6841 10
Synergy internal use only Requesting officer:... Request type: Please indicate one of the following three options New supplier Note: Justification is required to set up a new supplier Reactivate Note: Justification is required to reactivate a supplier Alteration Justification for Supplier Brief description of the Supplier s primary activities in connection with Synergy Goods Off-site services On-site services Superannuation Non trade Note: if a supplier provides, or is likely to provide, more than one of the supply types above, please indicate in all applicable boxes Commodity code (Procurement, Property and Fleet Analyst to complete): Will there be company working directors visiting Synergy sites? Y / N ( If yes, please advise Procurement) I recommend this supplier be added to the Ellipse supplier database. I recommend this supplier be set up for a one-off payment. If a new supplier request, I certify that this supplier does not already exist in Ellipse and no existing supplier can be used to meet the requirements. Signature of requesting officer Name... Date... Signature... Pay number.... 11
Synergy Health and Safety signature Approved / Not Approved (please circle one) Name... Date... Signature... Pay number.... 1. Signature of approving officer Manager, Procurement Property and Fleet Name... Date... Signature... Pay number.... 2. Signature of approving officer Transactions Manager Name... Date... Signature... Pay number.... 12