user manual for company registration of local company

Note: User Manuals provided by Tender Board would be updated once in 6 months. Tender Board will not be responsiblefor any variations in the live application vis-à-vis User Manuals available. User may contact Tender Board Help Desk forany clarifications.

etendering.tenderboard.gov.om

E‐Tendering – V2.0

Registration of Local Company

User Manual updated on 15th October, 2012 Revision No : 1.2.0

Click here to register your company

Once the user clicks on ‘Company Registration’ on homepage, the above screen would appear. The user has to enter :Click on ‘Download User Manual’ to view the user manual that will guide in registering the company.1. Company name in English2. Company short name3. Enter valid “email address” as all the E-Tendering communication would be done through this address4. Enter valid “email address” to confirm.5. Company Type: Select ‘Local’ vendor since the company is registered in Oman at Ministry of Commerce and

Industry (MoCI)6. Commercial Registration Number: Enter the Commercial Registration Number allotted by MoCI7. Commercial Registration No. Expiry Date: Enter the date of expiry of the Commercial Registration at MoCI8. Secret Question: Select a question. This will be used if you forget your password.9. Answer: Enter the answer to the question that you selected above10.Enter the characters displayed in the screen. This is case sensitive. 11.Click on ‘Submit’.

• Once the user clicks on “Submit” there would be a message displaying the system generated User ID and the notification stating that the Password and Challenge Phrase is sent to the email address provided.

• The user has to login to the provided email address, collect his password and challenge phrase and complete the registration process

The user has to enter the user id and password received in the email provided.

The user has to enter the User ID, Password and Challenge Phrase received in the email provided.

• The system will request the user to change the password.• The user has to enter the Password received in the mail as the Old Password. • Enter the desired password in ‘New Password’ and confirm the new password • Click on ‘Change Password’

• Once the user clicks on change password the system would give the status “Password Has Been Changed”.

Login to the system with the User ID and the new password

• Once the user logs in, the user will get a link “Click here to complete Registration” . The user has to click on the link to complete the registration

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There are four different tabs :

Step 1: Fill Registration info: The user has to fill all the required registration details.Step 2: Terms and conditions : The user has to accept the terms and condition of the registration.Step 3: Proceed: Once 1& 2 are completed the user has to click on proceed to submit the registration to the Tender Board Registration Department.Step 4: Where Am I: If the user wants to know the completion status of registration he has to click on “Where Am I”

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Under ‘Fill Registration Info’, there are four different tabs :

1. Profile: The user has to fill the Address, Contact Information and Category of the company.2. Password for Bid Submission: The user can define the Bid submission password.3. Secret Question for Forgot Password: The secret question and answer defined earlier can be edited

here.4. Employee Details: The user has to fill the required details of the employees of the company.

Entry of details in “Profile” page

Profile

Under ‘Profile’, the user has to enter the company information details:

Company Name in Arabic: The user has to enter the company name in “Arabic”Legal Status: The user has to select the appropriate legal status available in the drop down.Commercial Registration Number: The Commercial Registration Number entered at the time of ‘New Registration’ would be displayed here.Commercial Registration No. Expiry Date: The expiry date of the Commercial Registration Number at Ministry of Commerce and Industry would be displayed here. Already Registered with Tender Board: If the company has existing registration with Tender Board, before registering at E-Tendering, select ‘Yes’. Then enter the Registration number(s) in the given input box (separated by comma)

The user after filling the Company information details should fill the contact information Address:1. Registered Office Address: The user has to enter the registered office address. Scanned copy (in PDF

format) of Tenancy Document has to be uploaded2. P.O. Box: The user has to enter the appropriate P O Box.3. Postal Code: The user has to enter the appropriate postal code and post office location.4. Main Office Exact Location Address: The user can enter the main Office Exact location address5. Governorate and Wilayat: The user should select the governorate and the wilayat where the office is

located

The user has to enter the contact information details:

1. Tel Number: The user has to enter the Tel Number2. Fax Number: The user has to enter the Fax Number.3. Email: The user can change the Email Address4. Secondary Email: The user can enter the Secondary Email Address5. Contact Person: The user has to enter the name of the Contact person.6. Authorized Person: The user has to enter the name of the Authorized Person.7. Contact Person Designation: The user has to enter the designation of the Contact person.8. Authorized Person Designation: The user has to enter the designation of the Authorized person.9. Contact person Tel. Number: The user has to enter the telephone number of the Contact person.

1: Category: The user has to select the “Category” for which the company wishes to register. Any tender published for the registered category would be available in the user’s login.2: Grade: The user has to select the Grade which the company is interested to register. Any tenders published for the registered grade would be available in the user’s login.3: Activity: Against each selected category, select the activities that the company has registered in Ministry of Commerce and Industry. The selection of this is explained in screens below. 4: Sub Category: Against each selected category, select the sub-categories. The selection of this is explained in screens below.

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Click ‘Save’ to save all the details saved under ‘Profile’

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Registering a Category:Category: Select the desired category.Grade: Select the Grade which the company is registered at the Oman Chamber of Commerce and Industry. 1: Activity: Click “Activity”. A new window opens where the activities can be selected.

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Selecting Activities:1: Search: Enter the Activity code given in the Activity Sheet given by the Ministry of Commerce and Industry. Click “Go”2: Select Activity: The activity corresponding to the given code will be populated in the list. Select the activity by clicking it. 3: Capital in RO: Enter the capital investment intended for this activity. Please note, “Capital in RO” is required only in the case of the category “Construction Works”4: Save: Click “Save”. The selected activity will be listed in the section below.

Close: Click “Close” to complete the process.Reset: Click “Reset” to re-initialize the activity list (Continued…)

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Selecting Activities: (Continued)The selected activity will be listed. Continue the steps for selecting all the activities that are to be registered.Click on the against an activity to remove it from the list.

Selecting Sub Categories:Sub Category list: Select the sub category. Multiple items in the list can be selected by using the combination keys ‘Ctrl + Arrow Keys’. Save: Click “Save”. The selected sub categories will be listed in the section below. Close: Click “Close” to complete the process (Continued…)

Selecting Sub Categories: (…Continued)The selected sub category will be listed. Continue the steps for selecting all the sub categories that are to be registered.Click on the against a sub category to remove it from the list.

Entry of details in Category specific pages

For registering the selected category, the details that are to be entered vary from category to category. This is explained in different sections below.

Registering the category “Construction Works”

1: Click on the link “Construction Works” to view the page

Company Details: The details entered in this section is common to all the categories. The details like Legal Status, Commercial Registration Number that were entered in the “Profile” page will be displayed here.

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(…Continued)The following details are to be entered by the user:Chamber Registration No. and Expire Date: The registration number in the certificate issued by Oman Chamber of Commerce and Industry and the expiry date for the same.Establishment Date: As given in the certificate issued by Ministry of Commerce and Industry Total Omanisation Ratio and Percentage: This is a calculated field from the details that the user provides in the page “Employee Details”Tax No and Expire Date: The number in the certificate issued by Secretariat of General Taxation, Ministry of Finance and the expiry date for the same.

Against each certificate detail, click on the icon to upload the scanned (in PDF format) document of the relevant certificate. Successful upload is indicated by the icon displayed. The uploaded document can be viewed by clicking on the icon. The uploaded document can be deleted by clicking on the icon.

(Continued…)

(…Continued)1. Contact Details: Enter details of the Authorized Person for “Construction Works”. This section is

specific to the category.

2. Activity: The activities selected in the “Profile” page against “Construction Works” will be listed here. Attach the scanned copy (in PDF format) of the Activity sheets issued by Ministry of Commerce and Industry should be uploaded against it.

Special Activity: If the company has registration with specific entities, the Activity type should be selected and the scanned copy (in PDF format) of the relevant certificate against it.

Note: Activity and Special Activity sections are common to all categories. (Continued…)

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1. Company Registration With Other Ministries: If the company has registration with specific ministries, select the ministry and enter the Registration No and select the Expire Date for the registration with that ministry. To add more registrations, click on the icon and repeat the above step. Attach the scanned copy (in PDF format) of the relevant certificate against it. This section is specific to the selected category.

2. Board Members / Share Holders: Enter the details of the Board Members / Share Holders as given in the certificate issued by Ministry of Commerce and Industry. At the end of this section, attach the scanned copy (in PDF format) of the Authorized Signatory Document issued by the Ministry of Commerce and Industry, along with the Civil ID card copies of the authorized signatories.

Note: Company Registration with Other Ministries and Board Members / Share Holders section are common to all categories.

(Continued…)

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(…Continued)Technical Details: GTB Registration Guidelines: Click here to view the guidelines of Tender Board’s requirements for the section ‘Technical Details’. According to the grade selected by the company in the ‘Profile’ page, default number of rows for the company to furnish information. Name of the Engineer / Technical Resource, Designation, Educational Qualification, Graduation Year and ID Card No. of each of the technical resource should be given. If required, the company can add details of more technical resources. Against each technical resource, scanned copies (PDF) of Civil/ID Card, Passport (for expatriate) and relevant, attested Education qualification certificate should be attached.

Note: This section is specific to the “Construction Works” category(Continued…)

(…Continued)Technical Details: GTB Registration Guidelines: Click here to view the guidelines of Tender Board’s requirements for the section ‘Technical Details’. Enter the details for projects completed by the company. All details are mandatory. Against each project, certificate according to the following should be attached: - For Govt. Projects done in Oman/ Work Experience Certificate from the corresponding Ministry.- For Private Projects done in Oman/ Work Completion Certificate from Consultant and Authorized

Signatory document of Consultant issued by Ministry of Commerce and Industry.- For Projects done out of Oman / Attested Work Completion Certificate.

Key And Critical Equipment:Enter the details of the key and critical equipment that the company owns.

Note: The sections ‘Work Experience Details’ and ‘Key And Critical Equipment’ are specific to the “Construction Works” category

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1. Finance Details: Enter the finance details of the company. Details for more than one year can be entered by clicking on the icon. Against each year, attach the scanned copy (in PDF format) of the Profit and Loss Statement, attested by the Chartered Accountant.

Note: Board Members / Share Holders section is common to all categories.

2. Other Supportive Documents, If Any: If the company wishes to submit any other documents, it can be uploaded in this section.

3. Click “Save” to save the details entered above

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Registering the category “Supply and Services”

1: Click on the link “Supply and Services” to view the page


(Continued…)

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(Continued…)

(…Continued)1. Contact Details: Enter details of the Authorized Person for “Supply and Services”. This section is

specific to the category.

2. Activity: The activities selected in the “Profile” page against “Supply and Services” will be listed here. Attach the scanned copy (in PDF format) of the Activity sheets issued by Ministry of Commerce and Industry should be uploaded against it.


(Continued…)

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Note: Company Registration with Other Ministries and Board Members / Share Holders section is common to all categories.

(Continued…)

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(…Continued)





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Registering the category “Consultancy”

1: Click on the link “Consultancy” to view the page


(Continued…)

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(Continued…)

(…Continued)1. Contact Details: Enter details of the Authorized Person for “Consultancy”. This section is specific to the

category.

2. Activity: The activities selected in the “Profile” page against “Consultancy” will be listed here. Attach the scanned copy (in PDF format) of the Activity sheets issued by Ministry of Commerce and Industry should be uploaded against it.


(Continued…)

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Note: Company Registration with Other Ministries and Board Members / Share Holders section are common to all categories.

(Continued…)

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(…Continued)Technical Details: GTB Registration Guidelines: Click here to view the guidelines of Tender Board’s requirements for the section ‘Technical Details’. According to the grade selected by the company in the ‘Profile’ page, default number of rows for the company to furnish information. Name of the Engineer / Technical Resource, Designation, Educational Qualification, Graduation Year and ID Card No. of each of the technical resource should be given. If required, the company can add details of more technical resources. Against each technical resource, scanned copies (PDF) of Civil/ID Card, Passport (for expatriate) and relevant, attested Education qualification certificate should be attached.

Note: This section is specific to the category(Continued…)

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(…Continued)





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Registering the category “Training”

1: Click on the link “Training” to view the page


(Continued…)

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(Continued…)

(…Continued)1. Contact Details: Enter details of the Authorized Person for “Training”. This section is specific to the

category.

2. Activity: The activities selected in the “Profile” page against “Training” will be listed here. Attach the scanned copy (in PDF format) of the Activity sheets issued by Ministry of Commerce and Industry should be uploaded against it.


(Continued…)

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Note: Company Registration with Other Ministries and Board Members / Share Holders section is common to all categories.

(Continued…)

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Entry of “Password for Bid Submission”

Password For Bid Submission:The password entered here is used at the time of final submission of your online bid for eTenders. The password entered here should be different from the Login password.

Click “Password For Bid Submission”. A new window will open for entry of the new password.

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Password for Bid Submission:1. New Password and Confirm Password: Enter the new password for Bid Submission and confirm the

same.

2. Save Password: Click on ‘Save Password’ save the details entered above.Close: Click ‘Close’ to close the window.


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Entry of “Employee Details”

Employee Details:Specific details of all the employees in the company are required to be entered.

Click “Employee Details”. A new window will open for entry of the details.

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Employee Details: Details of the employees can be entered into the system in two ways. It can either be typed in the page itself. Or the excel formatted file can be downloaded, filled in and uploaded back into the system.

If typed in the page itself, click on the icon to add new rows.

1. Omani Employees: For all the Omani employees in the company, enter the Name of the employee, Job Category, Civil / Identity Card Number, Expiry Date of Card, Passport Number and Expiry Date of Passport.

2. Expatriate Employees: For all the Expatriate employees in the company, enter the Name of the employee, Job Category, Civil / Identity Card Number, Expiry Date of Card, Passport Number and Expiry Date of Passport.Note: All details are mandatory

3. Click ‘Save’ to save the employee details.Click ‘Close’ to close the window.

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After entering details, when ‘Save’ is clicked, the details will be saved to the system

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(…Continued)The other option for entering the details of employees is to enter the details in a system formatted file and upload it to the system.

Download Excel: Click on ‘Download Excel’ and save the excel file to a local folder. (Continued…)

(…Continued)Fill the excel sheet with the Name of the employee, Job Category, Civil / Identity Card Number, Expiry Date of Card, Passport Number and Expiry Date of Passport for all the employees . In the column ‘ISNATIONAL’, fill 1 if the employee is Omani and 0 (zero) if the employee is Expatriate.

(Continued…)

(…Continued)Upload Excel: Click on ‘Upload Excel’ . A new window will be opened. Browse the excel file that has the details of all the employees and click on ‘Upload’.

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(…Continued)Click on ‘OK’ when the message ‘File Uploading…’ is displayed. A new window will be opened. Browse the excel file that has the details of all the employees and click on ‘Upload’.

(Continued…)

(…Continued)The details will be automatically uploaded into the appropriate sections. The Omanisation ratio will be calculated by the system. Click ‘Close’ to close the window.

1. When the details have been saved in all the pages, the links to those pages turn green in colour, indicating that all the required information have been filled.

2. Click on “Terms and Conditions”

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Read through the terms and conditions and click on ‘Accept’ at the end of the page.

1. Click on “Proceed” to complete the registration and submit to the Registration Department of Tender Board. At the popup message, click on ‘OK’ to confirm or ‘Cancel’ to go back to editing the details entered.

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The process of requesting to register the company is complete. An email will be sent to the email IDs given in the company profile indicating the submission to the Registration Department of Tender Board for verification and Approval.

There will be intimation by e-mail when the application for registration is either approved or reverted back for clarifications. When the registration is approved by Tender Board, the payment has to be made online with a VISA or MASTER card. Please refer to the following screens.

Note: The company is not eligible to participate in any tender until the company is approved by Tender Board and provided with the GTB Registration Number



Submission of Local Company completed





Online Payment for Registration of Local Company



The user has to enter the User ID and Password

The system will inform that registration has been approved and the company has to make payment.

Click on ‘Continue’ to make the payment.

Click on ‘View Profile to view the details entered.

The user can view the approved categories and their fees.

Click on ‘Click Here To Make On Line Payment’ to make the payment.

This page will give the total information as to the total amount to be paid by the company.

Click on ‘Pay Now’.

The system directs the user to the ePayment Gateway of Information Technology Authority of Sultanate of Oman.

Select the mode of payment as VISA or MasterCard by clicking on ‘VISA’ or ‘Mastercard’

Enter the card details.

Click on ‘Pay’ to submit the card details for processing

When the payment is successful, the ePayment Gateway informs that the payment has been approved.

The user will be directed back to this page, where all the payment information is displayed.

1. Click on the print icon to print the receipt.

2. Click on ‘Click Here To Continue’ to complete the payment process

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The above is a view of the Payment Receipt

Fee Payment is complete. This completes the registration process of the company.



Registration of Local Company completed



user manual for company registration of local company

Documents

user id

collecthispasswordand

user logs

company registration

new password

change password

download user manual

status password