What to do when you receive a Kumba Enquiry Invitation
When a contractor receives an email invitation to complete an enquiry, you will be prompted to complete the enquiry questionnaire.
The invitation will be worded as such.
Note: If you are based outside of South Africa, you need to note to click the applicable link.
Once you have clicked on the respective link, you will be required to log into your Passport 360 account.
Note: If you have not signed up for an account, you may sign up by selecting the “Sign Up” button and following the prompts.
Once you are logged into the application, you will be directed to the Invitation Options.
Here you will be able to do any applied training that is required from the Client for you to complete and you will have access to any supporting documentation if the client has applied documents for your attention.
To complete the training, select the view button that displays next to the training. You will be required to fill in your ID number using the free text field available.
Move through the training until it is complete.
When you are ready to start answering the invitation, select the “Start Answering” button.
Note: If you cannot answer a section of the enquiry yet, you are welcome to select “next” that displays at the bottom right of each question set and move onto the next section of the enquiry question set. Each section will display to the left of your screen so that you can revert to a section if it is not yet complete.
You will be prompted to link individuals to the enquiry. Simply click on the applicable individual and select the arrow to link the individual.
Note: It is mandatory to link employees to an enquiry.
If you need to link an employee to the project that is not yet added as an employee on your existing package, you can create the individual form this page by selecting the “Create Individual” button.
Go through the prompts to create your employee and when you are complete, you will be able to link the individual to the project.
If you are a new contracting company, your initial user will be sent and email with a username and password. If you need to link your user profile to an employee profile (this process will automatically create an employee profile using your ID number and your username), simply click on the “Add my User” button.
Fill in your ID number and select save. You will now see that your user is created as part of the “Not Linked Employees” grid and you will be able to link your user as an employee for the purpose of the enquiry submission.
For the next step, you will be prompted to link necessary equipment to the project.
You can add any existing equipment items from the grid display and click on the link arrow.
As mentioned in linking your people, you can create new equipment items to be linked to the project from this page if it is necessary. Simply click on the “Add Equipment” button and follow the steps to add your equipment.
Note: It is mandatory to link equipment to an enquiry.
You will see “Manpower Budget” open. This is where you will need to stipulate what positions you will need on site and the quantity.
Click on the add button.
Use the dropdown in the position column to select the applicable position.
Note: If you want to add a position to the list, however it is not available for selection, you may request to have the position added by selecting the “Position not in the list? Click here” link.
Use the free text available to fill in the name of the position, select the quantity of employees needed to fill the position and select save at the bottom right of the page.
The position will automatically be added to your list of positions.
Note: At this point you do not have to link employees to the positions yet, however when you start your work commences, you will need to link employees to the position as they will need to be linked to the project.
When you need to link an employee to the position, click on the respective position and select edit.
Click on the employee that needs to be linked and select the left arrow to link the employee.
When you are done, select save.
You will arrive at “Hazards related to scope of work”.
Note: These are hazards as identified by the client and you can access the documents by selecting on the respective document name and a pdf version of the document will download for you to view.
You will arrive at “Historical safety performance”.
Work through each section.
You will arrive at “Company Information General”.
Click on each respective field that displays to the left of the page and work through the requested information.
Note: There will be multiple sections that need to be answered or have information submitted, as you work through each section, simply click on next to move to the next field.
You will arrive at “Company culture and values”.
Fill in all the fields and select Next.
Note: As you work through the enquiry, you will be required to fill in and upload mandatory fields. If you select “next” without filling in these fields the system will prompt, you to fill in the sections before moving forward.
Also, if there are any questions that require a mandatory upload, it will be displayed just above the upload field.
When you have reached the last section, “Pre Qualifications Equipment,” the last button display will be Submit and Continue.
You will then be directed to fill in an additional question set namely “Anglo American Safety Evaluation Question Set”
Note: In any filed that requires you to fill in a rand value, you will have to type in the number and the system will automatically convert it to the ZAR value.
Once you have completed the enquiry select the submit button.
You can view your last actions against the enquiry by selecting the view button that displays next to the applicable enquiry.
What to do when you receive an Enquiry submission
Note: Once an enquiry has been submitted, you will receive a bell notification advising you that there has been a submission.
Navigate to Vendor Management and search for the applicable enquiry.
Click on the enquiry and select manage.
Click on the applicable contractor and select adjudicate.
If There is a pre-qualification submission for the contractor that has not been adjudicated. You will be asked if you want to adjudicate the prequalification or if you want to continue with adjudicating the enquiry.
Work through each section.
Note: If there is a field that requires a mandatory action, the system will prompt you to complete the field.
When you are completed working through the enquiry, select the submit button.
Add any final comments and revert your comments to the Service Provider for further information, or you can lock the invitation.
Note: If you lock an invitation this will mean that the applicable Contractor will not be able to submit any additional answers or make changes to their enquiry.
Alternatively, if you do not want to revert to the Contractor or lock the invitation, simply click on the submit button and the adjudication will be complete.
Note: if there are multiple adjudicators, each adjudicator will be tracked on the system and be marked in green once they have completed their adjudication.
Click on the view button that displays next to an enquiry to view the action details. These details will include all the details of each adjudicator user groups and single individuals required to adjudicate.