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I. PARTNER ACCOUNT CREATION

A. Creating an account for the company’s Legal Representative

1. Make sure you are on one of Virunga Systems official websites: virunga.odoo.com or odoo.virunga.org 

2. Click on the “Sign in” button to log in:Screenshot 1: Home page.

3. Click on the “Don’t have an account?” link to create an account on this portal:Screenshot 2: Link to create a new account.

4. Fill out the form fields, including your email, name, password, and password confirmation.

5. Click on the “Sign Up” button to validate your registration:Screenshot 3: New account creation form.

An email containing a 6-digit confirmation code will be sent to the email address provided above. This code is valid for 5 minutes. If it expires, click the “Resend the code” link to get a new one.

6. Enter the code to continue the process.

7. Click the “Verify” button to verify your account:Screenshot 4: Email verification page.

8. Enter your account password, the one you set and confirmed when you created your account.

9. Click on the “Log In” button to log in to your account:Screenshot 5: Account login page

B. Completing the Company Profile

This step involves providing the necessary information to finalize the creation of your company profile.

1. Click the “Complete Profile” button to start filling in your information:Screenshot 6: Action leading to the profile completion page.

2. Keep the default selection indicating that you represent a company 

3. Click the “Continue” button to go to the next step:Screenshot 7: Profile type selection.

4. Fill in the form fields with your company information, including: name, email, address, city, country, postal code, legal form, phone number, VAT number, trade register number, and website (if available):Screenshot 8: Profile completion form.

5. Upload the legal documents: Legal Registration document, Trade or tax document, and proof of legal status.

6. Fill in the respective fields with your company’s contact information, especially those of the company’s Legal Representative: surname, last name, phone number, function, national ID, and nationality.

The email address is pre-filled with the one provided when the Legal Representative’s account was created and cannot be modified at this stage.

7. Click the "Add Contact" button if you have other contacts to add. The fields are the same as those in the Legal Representative form

8. Click the "Save" button to create your profile: Screenshot 9: Profile completion form.

Fields marked with an asterisk (*) are required and must be filled in.

9. Click on the "Sign the document" button to proceed with signing the Declaration of Honour document: Screenshot 10: Button/Action to open the Affidavit document.

In the new windows containing the Declaration of Honour document, follow this process: click on the "Click to start" button, then on "Next". In the window that opens, click on "Signature" (the system will use your name as the signature) or on "Upload" (the system will ask you to upload a signature from your device), then click on the "Validate and send completed document" button at the bottom of the last page of the document to validate your signature:Screenshot 11: Declaration of Honour document.

Screenshot 12: Signature options for the Declaration of Honour document.

Screenshot 13: Validating the signature on the Declaration of Honour document.

10. In the window that opens, click on the "Complete payment information" button to enter your payment information: Screenshot 14: Window containing the link to enter your payment information.

11. Select a payment method (Mobile Money or Bank Transfer), then enter your payment information in the fields provided: 

  • Mobile Money: enter the account holder’s name, the country (Democratic Republic of the Congo), the mobile phone number (a valid Airtel DRC phone number), and attach the Airtel Money (DRC) account certificate:

Screenshot 15: Payment Form for Airtel Money.

The “Operator” field is automatically filled in with “Airtel Money”

Bank Transfer: enter the account holder’s name, the bank’s country, select your payment currency, the bank name, the IBAN/account number, the SWIFT/BIC, and attach the bank certificate in PDF, JPG, or PNG format: 

12. Click the “Submit” button to save your payment information:Screenshot 16: Payment Form for Bank Transfer.

The partner can only have one payment method, either Mobile Money or bank transfer.

II. SUBMISSION OF A TENDER

To submit a tender for a local or international call for tenders, click on the "Tenders" menu. 

1. To submit a tender for a “Offre Unique” or “Offres Multiples” you have been invited to, click on the "My Tenders" journal:Screenshot 17: Account Home Page

2. The system displays all active calls for tenders for which you can submit a tender, as well as the “Offre Unique” and “Offres Multiples” you have been invited to submit a tender, depending on whether you clicked on the "Tenders" menu or the "My Tenders" journal:Screenshot 18: Tenders display page.

3. Click on a tender that interests you to view its details, then click on the "Submit a tender" button to start the tender submission process.

4. Confirm that you have read the instructions to tenderers for this tender by checking the displayed window.

5. Click on the “Confirm” button:  Screenshot 18: Interface displaying the details of a call for tender(s).

Before submitting your tender, make sure you have carefully read and understood the instructions documents.

Here are the steps for submitting a tender:

Step 1: Confirmation of Company Information and the Company’s Legal Representative

6. On this first page of the Tender Submission Form, verify that the information about the Company and the enterprise Legal Representative are correct, then click on the “This information is understood and correct” button if everything is correct to begin filling your tender details:  Screenshot 19: First step of the Tender Submission Form.

If this information is incorrect, click on the "Modify them" link to make changes directly in your profile.

Step 2: Completing a technical tender

7. Complete the technical bid form: fill in the technical details of the items and attach a technical document if available. (Note: the document is optional).

8. Click on the "Next" button to proceed to the financial tender step:Screenshot 20: Technical tender submission form.

Step 3: Completing a financial proposal (quotation)

9. Complete the technical tender form: fill in the technical details of the items and attach a technical document if available. (NB: the document is optional):

10. Click the "Next" button:Screenshot 21: Financial tender Submission Form.

Step 4: Uploading supplementary documents

11. Upload one or more optional documents related to the General Conditions of Sale (CGV), as well as Experience, qualifications and/or technical & financial capacity.

12. Click on the "Next" button to access “Tender Submission Form - Summary” the submission confirmation page: Screenshot 22: Page for uploading additional documents.

13. Click on the "Sign and submit" button to submit your tender:  Screenshot 23:Tender Submission Form - Summary.

Before clicking on the "Sign and submit" button, make sure you have reviewed the summary of the submission form and verified that the form is correctly filled in.

🎉Congratulations: you have now completed the tender submission process.