Be Our Partner - FAQ

1. What are the minimum requirements to apply to be a PETROS vendor?
   
   The detailed requirements are stated in this website under the Application Requirements section.

2. Can foreign companies apply with PETROS?
   
   Yes. Foreign companies may apply for PETROS vendor registration, particularly for goods and services that are not readily available from Sarawakian companies.
   
   However, foreign companies are required to adopt one of the following approaches:

   1. Appoint a Sarawakian Company as an Exclusive Agent

      1. The foreign company may appoint a Sarawakian company as its exclusive representative; and

      2. The appointed agent must be registered with PETROS.

   2. Establish a Joint Venture (JV) with a Sarawakian Company

      1. The foreign company may form a new joint venture (JV) company with a Sarawakian partner; or

      2. The JV company may submit an application for vendor registration, provided it meets the requirements outlined in the Application Requirements section.

   These initiatives are intended to support local participation, while enabling companies with specialised products and services to contribute to the development of the Sarawak energy industry.

3. We do not have any UPKJ/ SWEC license and/or it is no longer valid. Can we still do business with PETROS?
   
   Vendor may still apply to become a PETROS-approved vendor even if you do not have a UPKJ or SWEC registration, provided you meet the requirements specified under the Application Requirements.
   
   However, approval as a PETROS vendor does not automatically qualify a company for participation in all tender opportunities. Eligibility for tender invitations is subject to the specific work categories and services for which your company has been approved, as well as the requirements of each procurement exercise.
   
   Your registrations and licences must remain valid and active at all times. PETROS must be notified in writing of any expiry, withdrawal, suspension, or termination of the relevant registrations and licences.
   
   Vendors are encouraged to ensure that their registration accurately reflects their capabilities and approved work categories to maximise their eligibility for relevant business opportunities with PETROS.

4. What is an Authorised Signatory Letter? How can I obtain it?
   
   The Authorised Signatory Letter is a document to verify that the authorised signatory has been legitimately appointed by the company and is authorised to represent and legally bind the company in official and contractual matters.
   
   We do not have a specific format for this document.
   
   The Authorised Signatory Letter may be:

   • Issued by the bank and duly signed by both the bank and the company’s authorised signatory; or

   • Issued by the company and endorsed with the company stamp and bank verification, where applicable.

   The letter may be addressed either to PETROS or to the company’s own address.

5. We do not have a trade licence as companies in West Malaysia are not required to obtain one. What should we provide instead?
   
   In cases where a trade licence is not applicable, kindly provide your business licence or any equivalent registration document issued by the relevant local authority (e.g., DBKL) or regulatory body.
   
   It allows us to verify that your company is legally operating and has a registered presence in Malaysia.

6. There are some changes in my Company details. What should I do?
   
   PETROS must be notified of any changes to company information, including but not limited to:

   • Company address;
   • Contact numbers;
   • Shareholding structure;
   • Directors or key personnel;
   • Company name or registration details; and
   • Any other relevant corporate information.

   To update these details, please submit a request for the change via the PETROS Vendor Portal and provide the relevant supporting documents.

   PETROS may also require notification via email to vendor@petroleumsarawak.com, where applicable.

   
   It is the vendor’s responsibility to ensure that all information maintained with PETROS remains accurate and up to date. Failure to notify PETROS of any changes may affect the validity of the vendor registration and communications with PETROS.

7. My company has applied to be a PETROS vendor before this. Do we need to reapply via the vendor portal?
   
   Vendors who have expressed interest to register on doing business with PETROS earlier are advised to complete their application using the vendor portal.

8. I have applied to be a PETROS vendor. Why have I not been invited to tender?
   
   Submitting a PETROS vendor application does not automatically qualify a company for tender invitations or business opportunities.

   
   Tender invitations are issued based on specific project requirements, scope of work, vendor capabilities, and the applicable qualification criteria. Therefore, being registered as a PETROS vendor does not guarantee participation in every tender exercise.

   
   PETROS assesses vendor participation based on the specific needs of each procurement exercise and reserves the right to invite vendors that meet the relevant requirements.

9. How long will it take to process my application?
   
   Please allow approximately 6-8 weeks for the processing of your registration application. Applications are processed based on the queue, with priority given according to the date and time of submission and are subject to the adequacy of application and supporting documentation provided.

   
   To avoid delays, applicants must ensure that the registration application is fully completed and accompanied by all required supporting documents.
   Incomplete submissions may be rejected and returned for resubmission.

   
   Applicants are also responsible for ensuring that all registrations, certifications, licences, and supporting documents submitted remain valid and active throughout the application process. Any changes, expiry, withdrawal, suspension, or termination of relevant registrations or licences must be promptly communicated to PETROS in writing.

   
   Please note that the processing timeline may vary depending on the volume of applications received, the sufficiency of the submission, and the timeliness of any responses required to requests for additional information or clarification.

10. Will we be notified on the status of our application?
    
    You will receive an email notification once your registration application has been evaluated and deliberated accordingly.

    • For successful applications, a Vendor Certificate will be issued, indicating the approved work categories, where applicable.

    • For unsuccessful applications or rejected work categories, a rejection letter will be issued, stating the outcome of the evaluation.

    Applicants are advised to regularly monitor their registered email address for notifications and any requests for additional information during the evaluation process.

11. Who can we contact for other vendor-related queries?
    
    Please email vendor@petroleumsarawak.com if you have any further queries.