Re: Certificate of Completion and the Certificate of Acceptance

The procuring entity require the bidder to submit the Copies of the end-users acceptance letters for completed contracts, furthermore the GPPB did not provide the sample forms. Base on our experience most if not all the previous bidders provides either the copies Purchase orders, Sales invoices, Delivery receipts, official receipts for full payment, Inspection reports or Certificate of Completion for full delivery. My question is the documents enumerated will satisfy the requirement as a substitute to the Certificate of acceptance?

hi sunriser431 and welcome to the forum!

'm a little confuse if ur asking from the point of view of a bidder or that of a procuring entity. Regardless of it though, the GPPB prescribed format on the Statement of all Government & Private Contracts completed which are similar in nature (SF-GOOD-13b) indicates that the projects your going to state in there should be supported with 1) Contract; 2) Certificate of Completion and 3) Certificate of Acceptance.

I think these 3 requirements should not be followed by any procuring entity in verbatim. Simply because they have their equivalent documents depending on what are you transacting and with whom are you transacting with. For example, some entities will issue Purchase Order in lieu of a "contract" (though PO in essence is a contract itself) and Inspection and Receiving Report (IRR) when it involves procurement of goods instead of certificate of completion. Certificate of Acceptance are also usually issued in procurement of services. Instead, procuring entities or the BAC, should consider the essence of the documents attached if they served the purpose of supporting the veracity of the projects stated in the document.

My take.

The GPPB provided a checklist of eligibility requirements for Bidders and BAC ( SF-Good-06 and SF-good-07) to serve as guide. For Class "A" Technical documents (Eligibility requirements) the following documents are required

1. Statement of ongoing and similar completed government and private contracts within the period specified in the IAEB, including contracts awarded but not yet started (SF-Good-13a and SF-Good-13b are provided)
2. Copies of end-users acceptance letter for completed projects
(no sample forms provided by the GPPB)
3. Specification of whether or not the prospective bidder is a manufacturer,supplier, or distributor. (SF-Good-21 provided)

My concern regarding item #2 in which a prospective bidder is required to provide this documents. But through experience what was provided by the bidder either the copies Purchase orders, Sales invoices, Delivery receipts, official receipts, Inspection reports or Receiving reports etc.My question is the documents enumerated will satisfy the requirement as a substitute to the Copies of end-users acceptance letter for completed projects ?

Querries made by our office with the GPPB disclosed that we could use the following, and we already included the same in our checklist of requirements:

a. Copies of end-users' acceptance letters OR Purchase Order(s) with Official Receipt(s)

For guidance I found this on SECTION V SPECIAL CONDITIONS OF CONTRACT
GCC clause 6.2 (PBD for procurement of Goods) regarding DELIVERY and DOCUMENTS. :which is self explanatory study:

Update on this topic RE: Certificate of Acceptance.

The NGAS manual version volume 11 ( New Government Accounting System) prescribe various formats of the book of accounts, registries, records, forms and reports including on their use. Form no. A-64_IAR(Word file) is the "instructions" and the Form no. A64_IAR(Excel file) is the "Inspection and Acceptance Report" . I do believe this is the Official standard form to be use by all government agency. I include the download link for reference for this two file.

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