Procurement: 10 Certificates for Use on the Project

Articles by James A Robertson and Associates

Std 019 Procurement: 10 Certificates for Use on the Project
Created by James on 9/12/2014 11:54:48 AM

A selection of tough Certificates designed to focus ALL parties attention on accountability for outcome, rigour and quality of work, create a platform for tough contractual responses in the event of non-performance. Please consult your legal advisor in terms of exact wording in your jurisdiction

Certificates to be used on the Project

The documents contained in this section comprise two elements:

1. Documents to be used in submitting proposals. All the documents in this section are final and are to be used in submitting the offer.

2. Proposed documents to be used during the project. All the documents in this section are drafts for discussion and to be reviewed and refined in consultation with the successful bidder.

The same basic approach will be used for any other Certificates that are found to be required or may be identified during the project.

Bidders are permitted to suggest refinements to wording and approach.

Table of Contents

1. Documents to be used in submitting proposals

Certificate of Compliance to be signed by the Bidder Executive responsible for the offer – preferably the Chief Executive -- 4

Certificate of Availability of Nominated Team Member -- 6

Certificate of Compliance of Core Construction Management Software Suite -- 7

Certificate of Compliance and Commitment of Sub-Contractor or Specialist Software Vendor and Implementers -- 8

2. Proposed documents to be used during the project

Client Domain Experts Team Certificate of Completion of a Document Review Iteration -- 10

Client Domain Experts Team Certificate of Completion of a Testing Iteration -- 12

Certificate of Readiness to Commission -- 14

Certificate of Readiness to Handover – 17

1. Documents to be used in submitting proposals.

Certificate of Compliance to be signed by the Bidder Executive responsible for the offer – preferably the Chief Executive

I the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . (Full Names)

Identity Number . . . . . . . . . . . . . . . . . . . . . . . . . . .

being a . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Position)

of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Name of Company)

hereby declare that:

1. I have been mandated by the . . . . . . . . . . . . . . . . . . . . . . . . (Name of Mandating Body) to submit this offer to Client;

2. That our personnel have engaged with and understood the Request for Proposal, Headline Requirements Specification, Bill of Services, Schedule of Software, Collection of Reference Documents and all other documents in the Client Request for Proposal document pack and that our offer fully complies / complies subject to the stated exceptions (Delete whichever is NOT applicable);

3. That . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Company) is fully capable of, and committed to, supplying these services in compliance with the stated terms and conditions and is willing to contractually bind itself to these conditions and price subject to the stated exclusions;

4. That . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Company) accepts full accountability for the conduct of all sub-contractors / partners / other parties that form part of its offer;

5. That . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Company) has negotiated with the Team Members who are core to this offer in order to ensure that they are willing to bind themselves to this project for the duration of the project and that Certificates to this effect are attached;

6. That in the event that . . . . . . . . . . . . . . . . . . . . . (Name of Company) has misrepresented its knowledge, experience or the suitability of the software offered that we will cause Client considerable damage in terms of wasted time and effort, business disruption and other factors and that we accept liability for such damages;

7. We understand that any exclusions from the Request for Proposal or Requirements may disqualify our offer.

_______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name)

SIGNED at . . . . . . . . . . . . . . . . on this the . . . . day of . . . . . . . . . . . 2013

Certificate of Availability of Nominated Team Member

I the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . (Full Names)

Identity Number . . . . . . . . . . . . . . . . . . . . . . . . . . . .

being a . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Position)

with . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . .(Name of Company)

hereby declare that:

1. I am available to fill the role set out in the offer to Client;

2. I understand that by engaging with me Client will make a substantial investment in time and cost on their part in order to ensure that I understand their business and the proposed solution in order that I may perform my role and that, in the event of my leaving during the course of the project Client will suffer significant inconvenience and that unbudgeted time and cost will be incurred in ensuring transfer of the knowledge that I have gained to a replacement;

3. I confirm that I have no intention of leaving the employ of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Name of Company)

4. That irrespective of developments on or off the project I hereby commit myself to the Project at the Level of involvement set out in the Bid Documents for the duration of the Project.

_______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name)

Signed at . . . . . . . . . . . . . . . . . .. . on this the . . . . day of . . . . . . . . . . 2013

Certificate of Compliance of Core Construction Management Software Suite

I the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . (Full Names)

Identity Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

being a . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Position)

with . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .(Name of Software Company)

hereby declare that:

1. The . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .(Name of Software Suite) offered is entirely suitable for application in the Client business;

2. We understand that by purchasing / licensing our software Client will make a substantial investment in time and cost on their part in order to implement the software and that, in the event that our software is NOT a good fit they will incur substantial and ongoing costs and business risk

3. We accept that should such losses be incurred that . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .(Name of Software Company) will be liable for damages concomitant with the extra costs incurred.

_______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name)

Signed at . . . . . . . . . . . . . on this the . . . . . . day of . . . . . . . . . 2013

Certificate of Compliance and Commitment of Sub-Contractor or Specialist Software Vendor and Implementers

I the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . (Full Names)

Identity Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

being a . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Position)

with . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . .(Name of Company)

hereby declare that:

1. Our software fully / partially (Delete whichever is NOT applicable) meets the requirements set out in Section . . . . . . . of the Requirements Specification relating to . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .(Description in the RFP Documentation)

2. We accept that . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . (Name of Prime Contractor) will lead this project and that we are bound by the same terms and conditions as apply to them

3. The following personnel associated with our product will be involved in the Project:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

We confirm that these personnel will be available for the duration of the Project as set out in the accompanying Certificates.

4. We commit that irrespective of developments on or off the project we hereby commit our organization to the Project at the Level of involvement set out in the Bid Documents for the duration of the Project.

_______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name)

Signed at . . . . . . . . . . . . . . . . . . . . on this the . . . . . . day of . . . . . . . . 2013

2. Proposed documents to be used during the project.

Client Domain Experts Team Certificate of Completion of a Document Review Iteration

I the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Full Names)

In my capacity as Team Leader of the Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Team)

Comprising myself together with the following team members:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

Have completed the . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Activity on Project Plan)

I hereby confirm that:

1. The team has invested sufficient time to thoroughly and comprehensively review the above component;

That we are fully satisfied that all adjustments / revisions / other activities (specify) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . necessary to ensure that we have a robust specification / configuration / other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . have occurred;

2. I understand that if I issue this certificate and issues are subsequently identified that were overlooked during this work package by this team this will result in extra costs to Client;

_______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name)

Signed at . . . . . . . . . . . . . . . . . . on this the . . . . day of . . . . . . . . . 20. . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Client Contract Manager to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Business Area Team Leader to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Strategic Solution Architect to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Project Manager to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Client Project Facilitator to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Executive Sponsor to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Client Executive Sponsor to sign) date . . . . . . . . . . . . . . .

Client Domain Experts Team Certificate of Completion of a Testing Iteration

I the undersigned . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Full Names)

In my capacity of Team Leader of the Client . . . . . . . . . . . . . . . . (Name of Team)

Comprising myself together with the following team members:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

Have completed the . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Activity on Project Plan)

I hereby confirm that:

1. The team has invested sufficient time to thoroughly and comprehensively test the above component;

That we are fully satisfied that all adjustments / revisions / other activities (specify) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . necessary to ensure that we have a robust solution / configuration / other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . have occurred;

2. I understand that if I issue this certificate and issues are subsequently identified that were overlooked by this team during this work package this will result in extra costs to Client;

_______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name)

Signed at . . . . . . . . . . . . . . . . . . . . on this the . . . day of . . . . . . . 20. . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Strategic Solution Architect to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that the above team have thoroughly executed the required work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Software Vendor Executive Sponsor to sign) date . . . . . . . . . . . . . . .

Certificate of Readiness to Commission

We the undersigned:

Client Team Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Implementer Team Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

In our capacities as Team Leader of the Client Laboratory Test Team and Implementer Team Leader respectively of the teams comprising ourselves together with the following team members:

. . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . .sign . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

Have completed Comprehensive Laboratory Testing of the full configuration and implementation plan

We hereby confirm that:

1. In issuing this certificate we are aware that premature issue of this certificate could lead to serious business damage, inconvenience and unbudgeted costs;

2. The team has invested sufficient time to thoroughly and comprehensively review and test the configuration;

3. The configuration has been substantively stable in the Laboratory with ongoing testing activity for not less than thirty business days;

4. We are fully satisfied that all required functionality is working correctly;

5. We are fully satisfied that all reports, models and dashboards are accurate and functional;

6. All training material has been prepared and tested;

7. All personnel have been thoroughly trained and tested and are skilled at a level that they can rapidly and accurately adjust to running the new system;

8. That we have assessed all possible risks in-depth and are satisfied that all measures necessary to mitigate these risks are in place with appropriate accountabilities and ownership.

We accordingly advise that it is our considered opinion that it is safe to commission the system and we advise that it is our considered opinion that . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Implementation Company) has fully complied with their contractual obligations in delivering the required solution in the Laboratory and that the retention applicable to this stage of the project can be released and that the software can now safely be commissioned.

_______________________________ _______________________________

. . . . . . . . . . . . . . . . . . . . . . (TH Name) . . . . . . . . . . . . . . . . . . . . . (Impl Name)

Signed at . . . . . . . . . . . . . . . . . . on this the . . . . . . day of . . . . . . . . . . . . . . 20. . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Client Contract Manager to sign) date . . . . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Team Leader to sign) date . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Strategic Solution Architect to sign) date . . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Project Manager to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Client Project Facilitator to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Implementer Executive Sponsor to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Software Vendor Executive Sponsor to sign) date . . . . . . . . . . . . . . .

I am satisfied / not satisfied that it is safe to commission the system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Client Executive Sponsor to sign) date . . . . . . . . . . . . . . .

Certificate of Readiness to Handover

We the undersigned:

Client Team Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Implementer Leader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

In our capacities as Team Leader of the Client Commissioning Team and Implementer Commissioning Team respectively these teams comprising ourselves together with the following team members:

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .sign . . . . . . . . . . . . . .

Have completed Comprehensive Review of the Operational Installation

We hereby confirm that:

1. The team has invested sufficient time to thoroughly and comprehensively review the ongoing operation of the system in Client;

2. The configuration has been substantively stable in Client in full production for not less than thirty business days;

3. We are fully satisfied that all required functionality is working correctly;

4. We are fully satisfied that all reports, models and dashboards are accurate and functional;

5. All personnel are operating effectively and precisely and do NOT require further training;

We accordingly advise that it is our considered opinion that . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Name of Implementer) has fully complied with their contractual obligations in delivering the required solution and that the remaining retention for this project can be released and that the support for Client can now move into the Operational Support Phase.

_______________________________ _______________________________

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (TH Name) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Impl Name)

Signed at . . . . . . . . . . . . . . on this the . . . . . day of . . . . . . . . . 20. . . .