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SUPPLY DEPARTMENT- MCM

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�Date : 16th April, 2024

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Introduction

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ABOUT US

Mopani Copper Mines PLC (MCM) is a multi-faceted mining investment operating in Kitwe & Mufulira districts.

Operations encompass full range of the copper production chain, extracting ore underground, concentrating, smelting, refining and packaging finished red metal for export

WEBSITE FOR DETAIL

More detail on Mopani, including future expansion projects refer to website

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https://mopani.com.zm/

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ONLINE VENDOR REGISTRATION

Mopani launched its online registration process in July, 2023 and the link for the registration was open for 3 months

�OBJECTIVE

Shifting to the online registration process, simplify and significantly shorten the process to facilitate for more local company participation

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Preamble of the registration process

External Advert

    • The advert for the registration for new suppliers will be posted detailing the categories for which registration has been opened and the required documentation
    • All submission of documents and questioners will be done online
    • Vendors will be requested to submit correct documents, registration cannot proceed if documents submitted are not correct and valid. The Vendor Registration Officer will send an email to the Vendor if there are issues with submitted documents

Security Vetting

    • Due diligence and security background checks are performed on Directors/Shareholders
    • Feedback response will be sent automatically for those that fail the due diligence and security checks

Vendor Registration Committee Review

(VRC)

    • VRC reviews applications for registration.
    • Depending on the category/speciality of services being registered, the VRC may request for a virtual or physical Inspection
    • The inspection team will be selected and physical inspection done for specialised services

System Registration

    • Successful vendors will be integrated into the system and the vendor will be activated
    • Notification to the Vendor will be done via the system with details of the Mopani Vendor number

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Benefits of Online process and Current Statistics

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Below are the benefits of the online vendor registration process:

  1. Cost effective
  2. Effective as there is no loss of information
  3. Efficient
  4. Enhances transparency
  5. Easy tracking of registration status

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Below are the statistics of the registrations done from the time the online vendor registration process was commissioned up to 6th March, 2024:

Total number of applications: 649

Total number of Vendors on boarded: 281

Total number of Vendors awaiting on boarding: 368

From the above statistics, only about 43% of the Vendors have been on boarded with the main reason that Vendors have not submitted the required documents

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Mandatory Registration Document Requirements-2024 demo

Document Description

Certificate of Incorporation

Certified Articles of Association

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Company Profile

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PACRA printout (Vendor to attach the full PACRA print out)

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Tax Clearance certificate (Vendor to attach a valid Tax clearance certificate)

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NAPSA Compliance Certificate (Vendor to attach a valid NAPSA certificate)

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Workers Compensation Compliance certificate (Vendor to attach a valid Workers Compensation certificate)

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Letter from bank confirming banking details not older than six months

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National Registration Identity or Passports for Directors (Vendor to attach copies of identity cards for all Directors/Shareholders)

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ZCCM–IH

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Mandatory Requirements - Depending on Type of Business

Statutory required for specific fields

Document description

Sample document

Labour Compliance certificate

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Labor Hire

Energy Regulation Board licence (ERB)

Energy, Fuel, Power etc.

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GMP Pharmaceutical License (ZAMRA)

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Challenges observed with the Online Vendor Registration Process

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Below are the challenges that have been affecting the completion of the Vendor registration process:

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  • Non Submission of Correct Documents:

Vendors usually do not submit correct and valid documents, and if they do, then the documents are not complete. This is the most common mistake. Details of how documents should be submitted are as follows:

  1. PACRA printout : This should be less than 6 months old, stamped and should show who the beneficial owners/directors of the company are. Vendors usually just submit one page of the PACRA print out and not the full PACRA document.
  2. Copies of Identification Document: National Registration Card/ Passport for beneficial Owners and Directors for the Company
  3. Proof of residential address of Beneficial Owner(s) and Directors (e.g. copy of driver's license, utility bill or ID doc with current address)
  4. All valid statutory documents i.e. workers compensation, tax clearance certificates etc. Vendors usually submit expired statutory documents Vendors usually don’t submit regulatory documents for specialised services e.g ZAMRA for Pharmaceutical services, NCC for construction services and EIZ for engineering services
  5. Banking details: This should be signed and on the Company Letterhead confirming banking details. The Vendor equally needs to attach a letter from the bank confirming banking details not older than six months and signed off by the bank manager for that bank. Vendors usually submit their personal and shareholder bank account instead of the company account
  6. Vendors should submit documents English and not other languages    
  7. Vendors to ensure that they accept the Mopani terms and conditions and sign them
  8. No details on where the business is located or operates from – This can be obtained from lease agreements from where the Vendor is operating from etc.

 

 

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An example on how feedback is provided to Vendors with incomplete documents

Supplier Name

Comment

Date Sent

 Vendor 1

Kindly submit Pacra Computer Printout, Napsa Compliance Certificate, Workers Compensation, Tax Clearance Certificate, all for 2024, NRC ll and sign the Mopani T & Cs and reattach.

3/23/2024 4:00:33 AM

 Vendor 2

Good morning, documents well received, kindly attach the Napsa Compliance Certificate or receipt for us to progress

3/20/2024 4:00:33 AM

 Vendor 3

Good Day, we are still waiting for your Pacra Printout for 2024 and the Bank letter which is six months old or less

3/20/2024 4:00:30 AM

 Vendor 4

Good Day, kindly submit Pacra printout with Financial Year end for 2024, Tax Clearance 2024 and Bank letter which is six months old or less.

3/16/2024 4:00:39 AM

 Vendor 5

Good Day Vendor, kindly note that the Pacra Computer printout with financial year end 2023/2024 is a mandatory document for us to progress on your registration

3/16/2024 4:00:38 AM

 Vendor 6

Good Day, kindly submit Registration as Employer - UF54 - SARS,and Letter of Good Standing from your Labour Department, so that we can progress

3/13/2024 4:00:28 AM

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Questions and Answers

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Q:How long does the registration process take?

A: Approximately 1 month but this is highly dependent on how fast the Vendor completes the questionnaire and submits all required documents.

Q:What happens to Vendors that applied for registration earlier and have not concluded the online system?

A: Vendors should complete the online registration before it closes

Q:What security checks are made on Vendors?

A: Proven fraud, corrupt activities etc.

Q: Elaborate on what is covered in the inspections process

A: This is in order to Vendors expressing interest in services i.e. fabrication have their workshops accessed etc.

Q:What offices are represented in the VRC?

A: Engineering, Supply, Business Development, Security and Legal

Q:How often does the VRC sit for their meetings?

A: Once a week (usually on Thursday’s)

Q:Do I need to register my Company each time Mopani opens up it’s registration system?

A: No

Q:How much does MCM charge for the registration?

A: The registration is free

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The end- thank you

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