Project Management Forms

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					                         Project Management Forms: Issue 4
                                   Contents Page
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                                                         Optional Forms
                                       Project Management Forms: Data Input Page

                                       Form 1: Conflict of Interest Declaration / Affirmation of Independence

                                       Form 2: Registration of Interest (ROI)

                                       Form 3: Request for Proposal (RFP)

                                       Form 4: Request for Quotation (RFQ)

                                       Form 5: Consultants Proposal Report Form

                                       Form 6: Fees Release Form (For projects over $100,000)

                                       Form 7 Project Management Checklist (Ministry use)

                                       Form 8: Project Management Checklist (Board use)

                                                        Required Forms
                Advancing Funds Process                                                Reimbursement Process

         (for projects under or over $100,000)                                  (optional for projects under $100,000)
  Form 9: Memorandum of Agreement (For advancing funds)                Form 10: Project Reimbursement Form

  Form 11: Project Component Information                               Form 11: Project Component Information

  Form 12: Procurement Report Form

  Form 13: Tax Invoice                                                 Form 13: Tax Invoice

  Form 14: Occupancy Use Certificate                                   Form 14: Occupancy Use Certificate

  Form 15: Design Certificate                                          Form 15: Design Certificate

  Form 16: Construction Observation Certificate                        Form 16: Construction Observation Certificate




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                        Project Management Forms: Input Page
Return to Contents Page

School number

School name


Project description




                                1
Ministry Funding Summary            (All amounts GST exclusive)
(select each funding source from list)                                Financial Year    MOE Project ID    Project Budget
    5 Year Agreement                                                                                     $
    Roll Growth                                                                                          $
    SPG Deficiencies                                                                                     $
    Other ministry (please specify)                                                                      $


Total ministry funding (excluding GST)                                                                   $



MOE block number                                                     (from PMIS)
                                                                          (from PMIS)

MOE block name                                                       (from PMIS)



Name of project manager



Name of board representative



School Property Advisor



Regional Property Manager




1
    Attach copy of ministry's approval for Special Needs Modifications and Unforeseen Work.




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              Form 1: Conflict of Interest Declaration
                    /Affirmation of Independence
Return to Contents Page

Contract description




Provider Name

Designation

Company Name


PART A - POTENTIAL OR REAL CONFLICT OF INTEREST

Detailed below are all factors which I feel could be a real or perceived conflict of interest (see below for
examples) in relation to my involvement in the selection process for letting of the above contract.

Potential perceived conflict of interest:




Potential real conflict of interest:




Provider Name

Signed                                                                        Date


PART B - NO CONFLICT OF INTEREST

I affirm that I have no conflict of interest in relation to the letting of the above contract and that there is no
reason, real or perceived, to prevent me from participating objectively and fairly in the selection process.

If anything should come to my attention as the process evolves, I undertake to advise the selection panel
chairperson immediately.

Provider name

Signed                     circus                                             Date



                                         Examples of Conflicts of Interest

   ●   Prior involvement in works or services carried out in the recent past for any of the potential

         tenderers

   ●   A personal relationship, directly or via a family member or close friend, with personnel of any

         potential tenderer

   ●   A financial interest in a potential tenderer, which may be in terms of shareholdings or other

         financial arrangements

   ●   A managerial relationship with any potential tenderer, such as board membership

                                       If in doubt, seek advice from the ministry




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                      Form 2: Registration of Interest (ROI)
Return to Contents Page

School number                                                           Date

School name

MOE block number                                            MOE block name


Project description




1. Introduction

The Board of Trustees (the ‘board’) is responsible for the planning, design and construction of school property and
seeks the services of an individual or company to provide (describe) product or services for the above project, to be
carried out in accordance with the Ministry of Education’s Toolbox.


Individuals or organisations wishing to be considered as a potential supplier of (describe) product or services for this
project should register their interest in the manner set out in this form as follows.



2. Information to be provided by registrant
       Details of nature of the registrant as individual or organisation. Include type, structure, number of employees,
  1.   management structure, names and profiles of key person to be employed on this project and full contact
       details.
  2.   Systems for managing project scope, quality, schedule and budget.

       Current workload. Please advise your current level of availability and any existing commitments of a significant
  3.
       nature to your business.

       Track record. Provide list of recent projects, the nature of the service provided and the approximate value.
  4.
       Include education sector projects where applicable and other relevant experience acquired.


       Skills and abilities. Please provide a resume of skills and attributes that you can provide as part your services
  5.   and support this with referees whom can be contacted if desired. Here you can also tell us about any
       professional associations you are a member of, conditions of engagement requirements, codes of ethics, etc.


       Confirmation that you have or can acquire professional indemnity (PI) insurance (for project management
  6.
       services only) . Note that a successful registrant will be required to have effective PI insurance.

  7.   Any other information you deem relevant to the Registration of Interest.

  8.   All information provided must be accurate and relevant to the registration.

  9.   Other information required by the board.

(Please complete 1-9 above on separate pages)




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3. The evaluation of registrations of interest
The object of calling for registrations of interest is to start a process that results in finding one individual or
organisation that can deliver the product or service required. The process for registering an interest is an open
process. From this there will be a selection process that includes a pricing component. Following initial evaluation of
ROI’s the board may:

 1.   Shortlist some registrants for further evaluation; or

 2.   Invite short listed registrants to respond to a Request for Proposal (RFP) or Tender (RFT); or

 3.   Enter into discussions or negotiations with one or more registrants; or

 4.   Select a successful registrant.

 5.   The board may also choose to vary the process and do any of, but not limited to, the following:

              a.       reject all ROI’s and end the process; or

              b.       invite additional registrants to register; or

              c.       invite registrants (whether short listed or not) to participate in a closed tender; or

              d.       call for an open tender; or

              e.       cancel or postpone the process; or

              f.       extend the timeframes for completion of the process.

In the event that your registration is unsuccessful you will be advised in writing at the earliest opportunity and the
board will advise the reasons for this decision.



4. Practical evaluation processes
In addition to reviewing the ROI’s received the process of evaluation may include:

 1.   seeking clarification of any aspect of the information provided; and/or

 2.   inviting the registrant to present their registration and / or conduct an interview; and/or

 3.   requesting additional information from some or all registrants; and/or

 4.   requesting a tour of relevant facilities managed by the registrant; and/or

 5.   verifying information provided with third parties, checking references or making other independent inquiries
      about the registrant (registrants agree by registering their interest to allow third parties to provide information
      about registrants to the board).

Any information obtained from a third party will be kept strictly confidential. Note that ROI process is subject to the
Official Information Act 1982.




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5. Communications protocol
The board’s authorised representative for this ROI process is:

Name

Delegation

Organisations


Address




Contact phone

Email address


To ensure a fair process for all registrants you are requested to only communicate with the board’s authorised
representative for matters relating to this ROI process. Any communications with other parties may invalidate your
registration or invalidate the process for other registrants. It is preferred that all communications be in writing.
Wherever practical please adhere to this protocol.



6. Submission Requirements
Your initial submission should be in writing and delivered in a sealed envelope to the address following by

                                      (date and time) addressed to the authorised representative and marked

Registration of Interest for         (describe)        product or services for the

                                                                   project.


Address




Email address

Fax number



Emailed or faxed submissions are / are not acceptable. It should be noted that these are less secure methods of
communicating information.




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                          Form 3: Request for Proposal (RFP)
Return to Contents Page

School number                                                            Date

School name

MOE block number                                            MOE block name


Project description




1. Introduction

The Board of Trustees (the ‘board’) is responsible for the planning, design and construction of school property and
seeks the services of an individual or company to provide (describe) product or services for the above project, to be
carried out in accordance with the Ministry of Education’s Toolbox.


Individuals or organisations wishing to be considered as a potential supplier of (describe) product or services for this
project should submit their proposal by providing the information requested in this form.



2. Information to be provided by proposer (if not already provided in ROI)
  1.   Details of nature of the proposer as individual or organisation. Include type, structure, number of employees,
       management structure, names and profiles of key person to be employed on this project and full contact
       details.
  2.   Systems for managing project scope, quality, schedule and budget.

  3.   Current workload. Please advise your current level of availability and any existing commitments of a significant
       nature to your business.

  4.   Track record. Provide list of recent projects, the nature of the service provided and the approx value. Include
       education sector projects where applicable and other relevant experience acquired.

  5.   Skills and abilities. Please provide a resume of skills and attributes that you can provide as part your services
       and support this with referees whom can be contacted if desired. Here you can also tell us about any
       professional associations you are a member of.
  6.   Confirmation that you have or can acquire Professional Indemnity (PI) Insurance (for project management
       services only). Note that a successful proposer will be required to have effective PI Insurance.

  7.   Any other information you deem relevant to the Request for Proposal.

  8.   All information provided must be accurate and relevant to the proposal.

  9.   Other information required by the board.

(Please complete 1-9 above on separate pages)



3. The evaluation of request for proposal

The object of calling for requests for proposal is to appoint one individual or organisation that can deliver the project
management services. Following initial evaluation of proposals the Board may:

  1.   shortlist some proposers for further evaluation; and/or

  2.   enter into discussions or negotiations with one or more proposers; and/or

  3.   select a successful proposer.

The board may also choose to do any of, but not limited to, the following:

  1.   reject all proposals received and end the process; or

  2.   cancel or postpone the process; or

  3.   extend the timeframes for completion of the process.

In the event that your proposal is unsuccessful you will be advised in writing at the earliest opportunity and the board
will advise the reasons for this decision.




                                                                                                         1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
4. Practical evaluation processes
In addition to reviewing the ROI’s received the process of evaluation may include:

 1.    seeking clarification of any aspect of the information provided; and/or

 2.    inviting the proposer to present their proposal and / or conduct an interview; and/or

 3.    requesting additional information from some or all proposers; and/or

 4.    requesting a tour of relevant facilities managed by the proposer; and/or

 5.    verifying information provided with third parties, checking references or making other independent inquiries
       about the proposer (proposers agree by submitting a request for proposal to allow third parties to provide
       information about proposers to the board).

Any information obtained from a third party will be kept strictly confidential. Note that RFP process is subject to the
Official Information Act 1982.



5. Communications protocol
The board’s authorised representative for this process is:

Name

Delegation

Organisations


Address




Contact phone

Email address


To ensure a fair process for all proposers you are requested to only communicate with the board’s authorised
representative for matters relating to this RFP process. Any communications with other parties may invalidate your
proposal or invalidate the process for other proposers. It is preferred that all communications be in writing. Wherever
practical please adhere to this protocol.



6. Submission Requirements
Your proposal submission should be in writing and delivered in a sealed envelope to the following address by

                                      (date and time) addressed to the authorised representative and marked

Proposal for        (describe)        product or services for the

                                                                   project.


Address




Email address

Fax number



Emailed or faxed submissions (are / are not) acceptable. It should be noted that these are less secure methods of
communicating information.




                                                                                                        1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
7. Request For Proposal Principles

       You are asked to treat the information in this document as confidential and to communicate it only to the people
 1.
       directly involved in the preparation of your proposal.

       This request for proposal is issued on the understanding that no charge will be made for preparation of your
 2.
       proposal or other information that may be supplied.

       The information provided in your proposal will be considered to form the basis for contract negotiations in the
 3.
       event that your proposal is accepted.

       There is no intention to create legal relations by this RFP. The request may result in negotiations for the award
 4.    of a contract, but of itself is not an offer that tenderers accept by submitting a proposal. To avoid doubt, no
       process contract will arise by the issue of this RFP.
 5.    By responding to this RFP you acknowledge acceptance of the principles specified within this document. The
       extent of acceptance of these principles will be a factor taken into consideration when evaluating responses.
       Where a principle is not acceptable for any reason then you must:
       a. Identify the relevant principle and state to what extent it is not acceptable

       b. Provide an alternative principle that is acceptable

       The lowest priced, or any proposal may not be accepted. The board reserves the right to negotiate for only
 6.
       selected parts of any offered proposal.

 7.    The board reserves the right to request additional information about any proposal from the tenderer.

       The board reserves the right to undertake background checks on the financial viability of successful tenderers
 8.
       prior to contract negotiation.

       Preference will be given to proposals that meet the specified requirements and demonstrate an understanding
 9.
       of the board's needs, exposures and risks.

       The board reserves the right to extend the closing date for RFP responses and to accept or decline late or
 10.
       incomplete proposals at its discretion.

       The board has used reasonable efforts in compiling this RFP. It will not be liable to tenderers for any inaccuracy
 11.
       or omission in the RFP or any additional information the Board may provide.

       The board reserves the rights to cancel, amend, re-issue or withdraw all or part of this RFP and/or process
 12.
       under it at any stage prior to completion of contract negotiations without incurring any liability.

       Information relating to the examination, clarification, evaluation and comparison of proposals and the
 13.   recommendations for selection of tenderers is confidential to the board and will not be disclosed to tenderers or
       any other persons not officially concerned with such process.

       The entire RFP process, including communications and negotiations, is confidential to the board and the
       tenderer. While information will be treated in confidence, tenderers should be aware that the board may be
 14.   required to disclose information if requested to do so in terms of the Official Information Act 1982, or possibly
       the Privacy Act 1993. Tenderer information, proposals and contracts may be reviewed by other government
       bodies such as the State Services Commission, the Treasury, the Office of the Controller and Auditor-General.

       No advertising, press release or other information relating to the RFP or the subsequent acceptance of any
 15.
       proposal shall be published or otherwise made public without the prior written acceptance of the board.

 16.   This RFP and any contract arising from it will be construed according to and governed by New Zealand law.

       All submitted proposals and any material submitted by the tenderer to substantiate the proposal become the
 17.
       property of the board and will not be returned to the tenderer, at any stage, irrespective of the outcome.

       No proposal will be deemed to have been accepted or rejected unless and until acknowledgement of such
 18.
       acceptance or rejection has been notified in writing by the board.




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                          Form 4: Request for Quotation (RFQ)
Return to Contents Page

School number                                                           Date

School name

MOE block number                                            MOE block name


Project description /
specifications




1. Introduction

The Board of Trustees (the ‘board’) is responsible for the planning, design and construction of school property and
seeks a particular service or product in relation to the above project, to be undertaken in accordance with the Ministry
of Education’s Toolbox.


Individuals or companies wishing to submit a quotation to supply the required service or product must submit their
quotation by providing the information requested in this form.



2. Information to be provided by supplier (if not already provided in ROI)
  1.   Quote price

  2.   Current workload. Please advise your current level of availability and any existing commitments of a significant
       nature to your business.

  4.   Any other information you deem relevant to the Request for Quotation.

  5.   All information provided must be accurate and relevant to the quotation.

  6.   Other information required by the board.



3. The evaluation of request for quotation

The objective of calling for requests for quotation is to accept one individual or company that can provide the required
service or product. Following initial evaluation of quotations the board will select a successful supplier.

The board may also choose to do any of, but not limited to, the following:

  1.   reject all quotes received and end the process; or

  2.   cancel or postpone the process; or

  3.   extend the timeframes for completion of the process.

In the event that your quote is unsuccessful you will be advised of in writing at the earliest opportunity and the board
will advise the reasons for this decision.




                                                                                                       1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
4. Practical evaluation processes
The process of evaluation may include:

 1.    seeking clarification of any aspect of the information provided; and/or

 2.    requesting additional information from some or all suppliers; and/or

 3.    verifying information provided with third parties, checking references or making other independent inquiries
       about the supplier (suppliers agree by submitting a request for quotation to allow third parties to provide
       information about suppliers to the board).

Any information obtained from a third party will be kept strictly confidential. Note that the RFQ process is subject to
the Official Information Act 1982.



5. Communications protocol
The board’s authorised representative for this process is:

Name

Delegation

Organisations


Address




Contact phone

Email address


To ensure a fair process for all suppliers you are requested to only communicate with the board’s authorised
representative for matters relating to this RFQ process. Any communications with other parties may invalidate your
bid or invalidate the process for other suppliers. It is preferred that all communications be in writing. Wherever
practical please adhere to this protocol.



6. Submission Requirements
Your quote submission should be in writing and delivered in a sealed envelope to the following address by

                                      (date and time) addressed to the authorised representative and marked

Quote for project:


Address




Email address

Fax number



Emailed or faxed submissions (are / are not) acceptable. It should be noted that these are less secure methods of
communicating information.




                                                                                                       1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
7. Request For Quotation Principles

       You are asked to treat the information in this document as confidential and to communicate it only to the people
 1.
       directly involved in the preparation of your quote.

       This request for quotation is issued on the understanding that no charge will be made for preparation of your
 2.
       quote or other information that may be supplied.

       The information provided in your quote will be considered to form the basis for contract negotiations in the
 3.
       event that your quote is accepted.

       There is no intention to create legal relations by this RFQ. The request may result in negotiations for the award
 4.    of a contract, but of itself is not an offer that suppliers accept by submitting a quote. To avoid doubt, no process
       contract will arise by the issue of this RFQ.
 5.    By responding to this RFQ you acknowledge acceptance of the principles specified within this document. The
       extent of acceptance of these principles will be a factor taken into consideration when evaluating responses.
       Where a principle is not acceptable for any reason then you must:
       a. Identify the relevant principle and state to what extent it is not acceptable

       b. Provide an alternative principle that is acceptable

 6.    The lowest priced, or any quote may not be accepted.

 7.    The board reserves the right to request additional information about any quote from the supplier.

       The board reserves the right to undertake background checks on the financial viability of successful suppliers
 8.
       prior to contract negotiation.

       The board reserves the right to extend the closing date for RFQ responses and to accept or decline late or
 9.
       incomplete quotes at its discretion.

       The board has used reasonable efforts in compiling this RFQ. It will not be liable to suppliers for any inaccuracy
 10.
       or omission in the RFQ or any additional information the Board may provide.

       The board reserves the rights to cancel, amend, re-issue or withdraw all or part of this RFQ and/or process
 11.
       under it at any stage prior to completion of contract negotiations without incurring any liability.

       Information relating to the examination, clarification, evaluation and comparison of quotes and the
 12.   recommendations for selection of suppliers is confidential to the board and will not be disclosed to suppliers or
       any other persons not officially concerned with such process.

       The entire RFQ process, including communications and negotiations, is confidential to the board and the
       supplier. While information will be treated in confidence, suppliers should be aware that the Board may be
 13.   required to disclose information if requested to do so in terms of the Official Information Act 1982, or possibly
       the Privacy Act 1993. Supplier information, quotes and contracts may be reviewed by other government bodies
       such as the State Services Commission, the Treasury, the Office of the Controller and Auditor-General.

       No advertising, press release or other information relating to the RFQ or the subsequent acceptance of any
 14.
       quote shall be published or otherwise made public without the prior written acceptance of the board.

 15.   This RFQ and any contract arising from it will be construed according to and governed by New Zealand law.

       All submitted quotes and any material submitted by the supplier to substantiate the quote become the property
 16.
       of the board and will not be returned to the supplier, at any stage, irrespective of the outcome.

       No quote will be deemed to have been accepted or rejected unless and until acknowledgement of such
 17.
       acceptance or rejection has been notified in writing by the board.




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                            Form 5: Consultants Proposal
                                Report Form (optional)
Return to Contents Page

Project description




Date of interview


                            Interview panel                            Representing




Name of applicant


                            Criteria                                              Score
                          Professional indemnity (PI) insurance

                          Qualities of lead person

                          Professional expertise

                          Organisational capacity (QS and PM)

                          Current commitments

                          Company support infrastructure

                          Standardised company methodologies

                          Independence (no conflicts of interest)




                      Total



                      Score: Excellent 4, Very Good 3, Good 2, Fair 1, Poor 0

Notes:




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                                           Form 6: Fees Release Form
                                                  (For projects over $100,000)
Return to Contents Page

To be forwarded to the local office of the Ministry of Education (Ministry)



School number

School name

MOE block number                                                                MOE block name

New asset / asset upgrade             New asset / asset upgrade

Expected Start Date                                                           Expected Completion


Project description




Ministry Funding Summary (All amounts GST exclusive)                              MOE Project ID     Financial Year         Budget
    5 Year Agreement                                                                                                    $
    Roll Growth                                                                                                         $
    SPG Deficiencies                                                                                                    $
    Other ministry (please specify)                                                                                     $


Total ministry funding                                                                                                  $
Fees (10% of ministry funding)                                                                                          $

Declaration
The Board of Trustees (board) certifies that it will:
●    Undertake the project as described
●    Re-pay the fees if the project does not proceed by the expected completion date
●    Attach a timeline for the project, e.g. GANTT Chart
●    Attach a tax invoice to facilitate payment
●    Implement the project by following the process in the Ministry's Toolbox, including, if required:
             ■ following the procurement rules in the Property Management Handbook
             ■ submitting a Memorandum of Agreement (Form 9) once the board has approved the tender, but before the
                contract is awarded
                                                                                                           1
             ■ engaging a project manager/consultant to act on the board's behalf to manage the project
             ■ confirming that the project manager/consultants hold Professional Indemnity insurance
             ■ ensuring the project's scope of work and budget as listed above are correct and that the budget is the
                ministry's maximum contribution to the project
             ■ providing through the period of the contract regular cash flow projections to the Ministry as required
             ■ letting the contract within one month of receiving the first payment of the budget
             ■ sending in the Occupancy Use Certificate (Form 14) and Construction Observation Certificate (Form 16)
                                                                                             2
    Name of project manager                                              Name of board rep

    Signed                                                               Signed

    Date                                                                 Date


    Received by:                                                         Approved by:
                                                                         Regional Property
    School Property Advisor                                              Manager

    Signed                                                               Signed

    Date                                                                 Date

1
    Delete if the board is eligible to manage this project themselves.
2
    An authorised board representative is a current board member with delegated signing authority and may sign off




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    documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project file
    eg board minutes.
3
    Or Regional Property Manager.




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                            Form 7: Project Management Checklist
                                                       (Ministry use)
Return to Contents Page

                                                                                                 Please tick
       Board seeking approval to let a contract

       Reimbursement (for project below $100,000)

       Reactivation of project

School number

School name


Project description




New asset / asset upgrade           New asset / asset upgrade

Asset ID

Asset type

Project manager


Ministry Funding Summary (All amounts GST exclusive)                         MOE Project ID     Financial Year        Budget
  5 Year Agreement                                                                                               $
  Roll Growth                                                                                                    $
  SPG Deficiencies                                                                                               $
  Other ministry (please specify)                                                                                $


Total ministry funding                                                                                           $



School contact person

Ministry file number


                             Information Required By Ministry of Education (where applicable)
                  (to be completed by the School Property Advisor, indicating that the information provided by the
                                school is complete and is compliant with the relevant requirement)
                       Requirement                              Complete           Comments or action required (date)
  Form 9: Memorandum of Agreement or
                                                                Yes / No
  Form 10: Project Reimbursement Form

  Form 11: Project Component Information                        Yes / No

                                        1
  Form 12: Procurement Report Form                         Yes / No / N/A

  Form 13: Tax Invoice                                          Yes / No

  Form 15: Design Certificate                                   Yes / No

  Asset Update Forms (from PMIS Internet)                       Yes / No

  CAD plans (if required)                                  Yes / No / N/A

  Form 16: Construction Observation Certification               Yes / No

  Form 14: Occupancy Use Certificate                            Yes / No

  Approved budget                                               Yes / No




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                        Requirement                             Complete            Comments or action required (date)
    No outstanding Construction Observation Certificates
                                                                Yes / No
    (Form 16) from active previous projects
    No outstanding Occupancy Use Certificates (Form 14)
                                                                Yes / No
    from active previous projects

    No outstanding BWOF Work Requirement Notices                Yes / No

    No outstanding Staff Inspection Return Cards                Yes / No

    Project compliant with school's approved 10 year plan
                                                                Yes / No
    and agreed 5 year agreement


                                                         Summary Statement


Comments




I confirm that I made the necessary checks in terms of the PMIS and the Ministry files. I can therefore certify that to the best of
my knowledge the documentation provided by the school is complete and in full compliance with the Toolbox requirements and
other requirements as listed above.

School Property Advisor

Signed                                                                                                      Date
                    2
Peer reviewed by

Signed                                                                                                      Date

                                                           Manager Approval



I certify that to the best of my knowledge the documentation provided is complete and in full compliance with the Toolbox
requirements and other requirements listed above and approve funding for release.


Regional Property Manager

Signed                                                                                                      Date

                                                            Follow Up Action

                        Requirement                             Complete       Network Facilitator Signature             Date

    1.     Project approval email sent to school                Yes / No

           Project set up in PMIS and invoice sent for
    2.                                                          Yes / No
           payment
           Occupancy Use Certificate (Form 14) and
    3.     Construction Observation Certificate (Form 16)       Yes / No
           received and project closed
           For new accommodation, information sent to
    5.                                                        Yes / No / N/A
           Resourcing for set-up grant




1
    Procurement Report Form (Form 12) not required if for a project reimbursement. Copies of tenders should be readily
    available from the board on request. Check that all dates are completed and make chronological sense.
2
    The Regional Property Manager can require a peer review to be undertaken if he/she considers that any part of the
    checking process would benefit from a fresh viewing. The peer reviewer is not required to be a School Property Advisor,
    but must be familiar with the project management requirements.




                                                                                                       1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                          Form 8: Project Management Checklist
                                                     (Board use)
Return to Contents Page

           1. Pre-design stage

   1.1     Budget allocated and approved through 5YA or other funding programme

   1.2     Responsibilities of individual Board of Trustees (board) members allocated

   1.3     Board sets up project file

   1.4     Board prepares project manager’s procurement documentation

           Board calls for tenders from prospective project managers (following procurement
   1.5
           processes)

   1.6     Board engages project manager and signs contract with project manager

   1.7     Board requests input from stakeholders

   1.8     Board forms project control group

   1.9     Project control group prepares project brief

  1.10     Board approves project brief

  1.11     Project manager/board calls for fee tender from other consultant(s)

           Board engages other consultant(s) and sets up contracts according to the contracting
  1.12
           model adopted




           2. Design stage

           Project manager/board briefs design consultant(s) on requirements (including
   2.1
           ministry design requirements)

   2.2     Designer produces initial design concepts

   2.3     Board discusses initial design with project manager and staff

   2.4     Board approves design concept

   2.5     Project manager instructs designer to produce final design concept

   2.6     Final design concept given to Quantity Surveyor

   2.7     Final design concept presented to board

   2.8     Board approves final design concept and confirms still within budget

   2.9     Apply for outline plan

  2.10     Designer produces final plans and specifications

           Board and project manager formally approve final design and relevant consents
  2.11
           sought
           Optional: Board sends tax invoice to ministry for 10% of project costs (projects over
  2.12
           $100,000) to pay consultants




                                                                                                   1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
        3. Implementation

        Project manager prepares tender documents for contractors, advertises on GETS for
3.1
        projects over $100,000

3.2     Board approves tender documents

3.3     Project manager applies for building and other consents

3.4     Tender process implemented

        Tenders received, analysed by project manager and recorded on Procurement Report
3.5
        Form (Form 12)
        Board discusses Procurement Report Form (Form 12) and accepts tender once
3.6
        ministry approval received in writing

3.7 a   Projects over $100,000 - board sends required documentation to Ministry for approval

        Projects under $100,000 – board sends required documentation to Ministry for
3.7 b
        approval or board undertakes project and provide documentation at end of project

3.8     Project manager notifies all tenderers and posts on GETS

3.9     Board signs contract with contractor

3.10    Work starts

3.11    Project manager monitors construction in conjunction with other consultants

        Regular progress reports to board including cash flows, claims and recommended
3.12
        changes

3.13    Progress report and payment invoice to ministry if project over $250,000

3.14    Board arranges for payments to contractors

        At project completion project manager and whoever is in charge of quality control and
3.15
        board do inspection
        Project manager prepares ‘snagging list’ - a list of defects and remedial work needed
3.16
        but which doesn't affect practical completion

3.17    Project manager ensures contractor attends to items on snagging list

        Architect/project manager fill in Occupancy Use Certificate (Form 14) for board to
3.18
        sign when ready for occupation or use

3.19    Board sends to ministry final required documentation

3.20    Close the project file

        Project manager and board ensure that the building consent, code compliance
3.21
        certificate and any required Certificate for Public Use is issued before occupation

3.22    Building can be occupied if all approvals given in 3.21

        90-day defects liability period starts. Staff, board advise project manager of all
3.23
        defects. Maintenance retention withheld for duration of maintenance period




        4. Completion

4.1     Contractor repairs all defects

4.2     Board and project manager arrange to pay contractor all outstanding amounts

4.3     Discharge the project manager (or retain under long-service contract)

        Conduct a Post Occupancy Evaluation within 12 months and submit to the ministry
4.4
        (optional)




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1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                                Form 9: Memorandum of Agreement
                                                     (For advancing funds)
Return to Contents Page

To be forwarded to the local office of the Ministry of Education (Ministry)



School number

School name

MOE block number                                                   MOE block name


Project description




                      1
Funding Summary           (All amounts GST exclusive)
5 Year Agreement                            $                                 Recommended tender                       $
Roll Growth                                 $                                 Consultants fees                         $
SPG Deficiencies                            $                                 Consent fees                             $
Other ministry (please specify)             $                                 Contingency                              $


Total ministry funding                      $                                 Total project budget                     $
Board contribution                          $
Total funding                               $



Expected start date

Expected completion date

New asset / asset upgrade                       New asset / asset upgrade

Were new sqm's added?

If Yes, how many new net sqm's?



Name of project manager

Recommended tenderer


Forecast Expenditure

       Jul      $                                       Dec    $                                 May   $

      Aug       $                                       Jan    $                                 Jun   $

      Sep       $                                       Feb    $                    Future Periods     $

       Oct      $                                       Mar    $
                                                                                   Total Project
      Nov       $                                       Apr    $                  Cost Remaining       $




                                                                                                           1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
Declaration

The Board of Trustees certifies that it will:
●    Implement the project by following the process outlined in the ministry's Toolbox,
      including, if required:
                                                                                                                2
                ■ engaging a project manager/consultant to act on the board's behalf to manage the project
                ■ confirming that the project manager/consultants hold professional indemnity (PI) insurance
                ■ ensuring the project's scope of work, budget, and completion date as listed above is correct and that
                   the budget is the ministry's maximum contribution to the project
                ■ providing through the period of the contract regular cash flow projections to the ministry as required
                                                                                                       3
                ■ letting the contract within one month of receiving the first payment of the budget
                ■ completing the project by the date specified above and returning any unspent balance of the budget
                   to the Ministry
●    Attach to this Memorandum of Agreement:
                ■ the project manager's Procurement Report Form (Form 12) noting the tenders received for the project
                   and the tender which the board proposes to accept
                ■ Project Component Information (Form 11) as prepared by the project manager/Architect/Designer
                ■ A Design Certificate (Form 15) from the project manager/Architect/Designer
                ■ A Tax Invoice (Form 13) for paying the budget
                ■ Asset update forms (from PMIS internet) to record the property changes brought about by the project
                ■ CAD plans - electronic version preferable (if applicable)




     Name of project manager

     Signed

     Date


                                     4
     Name of board representative

     Signed

     Date




1
    Attach copy of ministry's approval for Special Needs Modifications and Unforeseen Work.
2
    Delete if the board is eligible to manage this project themselves and no consent is required.
3
    For projects costing up to $250,000, 90% of the budget is advanced in one sum. Projects over $250,000 are
    advanced according to when progress payments will be necessary.
4
    An authorised board representative is a current board member with delegated signing authority and may sign off
    documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project
    file eg board minutes.




                                                                                                           1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                             Form 10: Project Reimbursement Form
                          (For projects under $100,000 agreed with the Ministry)
Return to Contents Page

To be forwarded to the local office of the Ministry of Education (Ministry)



PART A - PROJECT INFORMATION

School number

School name

MOE block number                                                          MOE block name


Project description




                      1
Funding Summary           (All amounts GST exclusive)
5 Year Agreement                          $                                   Project cost               $
Roll Growth                               $                                   Consultants fees           $
SPG Deficiencies                          $                                   Consent fees               $
Other ministry (please specify)           $


Total ministry funding                    $                                   Total project budget       $
Board contribution                        $
Total funding                             $



Start date

Completion date

New asset / asset upgrade                     New asset / asset upgrade

Name of project manager

Recommended tenderer




PART B - PROCUREMENT PROCESS QUESTIONNAIRE

B1     Was emergency procurement used with prior ministry approval?                                          Yes / No

       (If Yes, attach ministry approval and go to PART E)


       Was selected procurement used with prior ministry approval?                                           Yes / No

       (If Yes, attach ministry approval and go to PART E)


       If the project budget was less than $100,000, did you seek quotations (RFQ)?                          Yes / No

       (If No, go to B2)

       If Yes, how many were asked to quote?

       How many responses did you get?

       If this number was less than three, how were additional suppliers identified?




       (Go to PART C)




                                                                                                     1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
B2   Competitive Tenders

     Did you ask for Registrations of Interest (ROI)?                                                 Yes / No

     (If No, go to B3)

     If yes, was it advertised on GETS?                                                               Yes / No

     (If Yes, attach GETS notice)

     How long was it advertised on GETS?

     How many responses did you get?
                                                        2
     How many were subsequently asked to tender?

     If this number was insufficient, how were additional tenderers identified?




     Describe the assessment criteria against which ROIs were evaluated:




     (Go to B4)



B3   Request for Proposal (RFP) / Request for Tender (RFT)

     Did you advertise on GETS?                                                                       Yes / No

     (If Yes, attach GETS notice)

     How many responses did you get?

     If the number of responses was insufficient, how were additional tenderers identified?




     (Go to B4)



B4   Tender Period

     When did tenders open?

     When did tenders close?

     (Go to PART C)




                                                                                              1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
PART C - QUOTATION/PROPOSALS/TENDERS RECEIVED (project manager to complete)

The following is the schedule of quotes/proposals/tenders received:

                                           Name                                          Amount              Date

  1.                                                                                 $

  2.                                                                                 $

  3.                                                                                 $

  4.                                                                                 $

  5.                                                                                 $

  6.                                                                                 $



           Date quotations/tenders/proposals opened



           Quotations/tenders/proposals opened by (name)

           Designation

           Signed

           Date



           In the presence of (name)

           Designation

           Signed

           Date




PART D - QUOTATION/PROPOSAL/TENDER ANALYSIS (project manager to complete)

Assessment Criteria

             Describe the assessment criteria that was applied to the quotes/proposals/tenders received in PART C:




                                                                                                   1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
1.   Name of tenderer:

        Price                     $

        Comments on quote/proposal/tender (is the best value provided)




        Comments on tenderer (include previous work experience, quality of previous work etc.)




2.   Name of tenderer:

        Price                     $

        Comments on quote/proposal/tender (is the best value provided)




        Comments on tenderer (include previous work experience, quality of previous work etc.)




3.   Name of tenderer:

        Price                     $

        Comments on quote/proposal/tender (is the best value provided)




        Comments on tenderer (include previous work experience, quality of previous work etc.)




                                                                                                 1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
4.   Name of tenderer:

        Price                     $

        Comments on quote/proposal/tender (is the best value provided)




        Comments on tenderer (include previous work experience, quality of previous work etc.)




5.   Name of tenderer:

        Price                     $

        Comments on quote/proposal/tender (is the best value provided)




        Comments on tenderer (include previous work experience, quality of previous work etc.)




6.   Name of tenderer:

        Price                     $

        Comments on quote/proposal/tender (is the best value provided)




        Comments on tenderer (include previous work experience, quality of previous work etc.)




                                                                                                 1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
PART E - QUOTATION/PROPOSAL/TENDER RECOMMENDATION (project manager to complete)



            Recommended supplier

            Price                       $

            Comments on recommendation (why this is the quote/proposal/tender recommended to the board for
            acceptance in terms of ability to deliver and value for money etc.)




            Recommended by (name)

            Designation

            Signed

            Date



(person peer reviewing recommendation must have had no part in the analysis of quotes/proposals/tenders)

            Name of independent peer reviewer

            Designation

            Signed

            Date



Certification
In signing, the signatories to this quote/proposal/tender report certify that the above information accurately reflects the results
of the quotes/proposals/tenders obtained for this project and that all other aspects of the procurement process required by the
Ministry of Education’s Toolbox requirements have been met.

In particular the procurement process has met the Ministry of Education’s requirement for a contestable and transparent process.
Contestable means more than one quote/proposal/tender has been obtained to ensure the best possible price and service.
Transparency means that the procurement process is well documented, clear and has met with the board’s approval prior to
quotes/proposals/tenders being called. A documented and clear process ensures fairness to those tendering for the work so that
the board in turn can act in a fair manner to all tenderers in considering this report.




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PART F - QUOTATION/PROPOSAL/TENDER PREFERENCE (Board of Trustees to complete)



         Company name of proposed supplier
         (subject to ministry sign-off of documentation)

         Price                                                          $



         The Board of Trustees certifies that it agrees to the above proposed supplier
                                        3
         Name of board representative

         Signed

         Date



         If this is not the quote/proposal/tender recommended by the project manager, explain the reason why (the board's
         decision is a requirement for a contestable and transparent procurement process):




                              4
PART G - FOLLOW UP ACTION         (Board of Trustees to complete)



         Date ministry signed off documentation

         Date project manager advised all successful tenderers
         (including advertising on GETS if applicable 5)


         Date post award notification put on GETS (if applicable)



         Date Project Reimbursement Form (Form 10) placed on project file



         Name of board representative

         Signed

         Date




                                                                                                1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
PART H - DECLARATION

The Board of Trustees certifies that it has:

●    Implemented the project by following the process outlined in the Ministry's Toolbox
      including, if required:

          ■ engaging a project manager/consultant to act on the board's behalf to manage the project

          ■ confirming that the project manager/consultants hold professional indemnity (PI) insurance

          ■ ensuring the project's scope of work, budget, and completion date as listed above is correct and that

             the budget is the ministry's maximum contribution to the project

●    Attached to this Project Reimbursement Form:
          ■ Project Component Information (Form 11) as prepared by the project manager/Architect/Designer

          ■ A Design Certificate (Form 15) from the project manager/Architect/Designer

          ■ A Tax Invoice (Form 13) for paying the Budget

          ■ Asset update forms (from PMIS internet) to record the property changes brought about by the project

          ■ CAD plans - electronic version preferable (if applicable)

          ■ A Construction Observation Certificate (Form 16) from the project manager/Architect/Designer

          ■ An Occupancy Use Certificate (Form 14) from the project manager




Name of board representative

Signed

Date




1
    Attach copy of ministry's approval for Special Needs Modifications and Unforeseen Work.
2
    If ROI respondents were not asked to tender, please explain why in assessment criteria box.
3
    An authorised board representative is a current board member with delegated signing authority and may sign off
    documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project

    file eg board minutes.
4
    For school file, and not required to be re-submitted to the ministry.
5
    Advertising on GETS is optional for projects < $100,000.




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1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                              Form 11: Project Component Information
Return to Contents Page
To be forwarded to the local office of the Ministry of Education (ministry). Please complete a form for each block/asset that
                                                       this project relates to

School number

School name

Project description




Ministry funding          $                  (GST exclusive)

PART A - Does the project relate to a:                                                                                Value
   Ancillary building - all small buildings at schools that are not considered main school
                                                                                                 Yes / No        $
   buildings (storage areas, tractor sheds etc)

   Boiler - all boilers                                                                          Yes / No        $

   Covered way - all covered walkways linking buildings (Does not include roof extensions,
                                                                                                 Yes / No        $
   verandahs, and porches)

   House - all ministry owned houses                                                             Yes / No        $

   Land - all ministry owned land                                                                Yes / No        $

   Relocatable building - all classrooms specifically provided to cater for roll increases
                                                                                                 Yes / No        $
   which may, at some later date, be removed to use elsewhere when the roll declines
   Site Improvements - all site improvements (hard-court, fencing, paving and other
                                                                                                 Yes / No        $
   external site works)

   Swimming pool - all swimming pools (including fencing and changing rooms)                     Yes / No        $

   Permanent school building - if yes, complete PART B                                           Yes / No        $

   Total project cost remaining                                                                                  $




PART B - Permanent school building component values:                                          Percentage of $
                                                                                                                   Percentage of
                                                                                   Typical      value being
                                                                                                                 component being
                                                                                 Percentage   replaced on this
                                                                                                                     replaced
                                                                                                component

Fabric - all main structural components, foundations and cladding
(preliminaries, reinforcing steel, structural steelwork, concrete masonry,         35.0%
metal windows and doors)

Fit-out - all internal linings and coverings (joinery, plasterboard linings,
                                                                                   44.0%
floor coverings, painting and specialist finishes)

Lift - all lifts                                                                    0.0%

Roof - all external roofing                                                         7.0%

Services - all plumbing and electrical work                                        14.0%


   Total of component values                                                      100.0%



- This information should be recorded to a reasonable level of accuracy.

- A quantity surveyor is not required to determine the breakdown.

- An estimate of proportions is entirely adequate.

- Any fees and project management costs should be applied pro-rata.

- PMIS default component values are identified above. Actual component values should be updated by




                                                                                                      1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
School Property Advisor before project closure.



Name of project manager

Signed

Date




                                                  1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                     Form 12: Procurement Report Form
Return to Contents Page

Original documentation to be kept by school on project file.

(Copy to be sent to the Ministry of Education ministry accompanying project documentation)

School number

School name


Description of works being tendered for




The procurement report form intends to describe the procurement process and results. It must be noted that all
tenders for work greater than $100,000 must be posted on the Government Electronic Tenders Service
(GETS) with a copy of the listing attached to this form.

The exceptions are projects that were subject to emergency or selected procurement and had the ministry's prior
approval to either of these processes.


PART A - PROCUREMENT PROCESS QUESTIONNAIRE

A1     Was emergency procurement used with prior ministry approval?                           Yes / No

       (If Yes, attach ministry approval and go to PART D)


       Was selected procurement used with prior ministry approval?                            Yes / No

       (If Yes, attach ministry approval and go to PART D)


       Did you seek quotations - RFQ (only for projects less than $100,000)?                  Yes / No

       (If No, go to A2)


       If Yes, how many were asked to quote?

       How many responses did you get?

       If this number was less than three, how were additional suppliers identified?




       (Go to PART B)




                                                                                                   1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
A2   Competitive Tenders

     Did you ask for Registrations of Interest (ROI)?                                         Yes / No

     (If No, go to A3)

     If Yes, was it advertised on GETS?                                                       Yes / No

     (If Yes, attach GETS notice)

     How long was it advertised on GETS?

     How many responses did you get?
                                                        1
     How many were subsequently asked to tender?

     If the number of responses was insufficient, how were additional tenderers identified?




     Describe the assessment criteria against which ROIs were evaluated:




     (Go to A4)


A3   Request for Proposal (RFP) / Request for Tender (RFT)

     Did you advertise on GETS?                                                               Yes / No

     (If Yes, attach GETS notice)

     How many responses did you get?

     If the number of responses was insufficient, how were additional tenderers identified?




     (Go to A4)


A4   Tender Period

     When did tenders open?

     When did tenders close?

     (Go to PART B)




                                                                                                  1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
PART B - QUOTATIONS/PROPOSALS/TENDERS RECEIVED (project manager to complete)

The following is the schedule of quotes/proposals/tenders received:

                                   Name                                   Amount                Date

  1.                                                                  $

  2.                                                                  $

  3.                                                                  $

  4.                                                                  $

  5.                                                                  $

  6.                                                                  $



       Date quotations/proposals/tenders opened



       Quotations/tenders/proposals opened by (name)

       Designation

       Signed

       Date



       In the presence of (name)

       Designation

       Signed

       Date




PART C - QUOTATION/PROPOSAL/TENDER ANALYSIS (project manager to complete)

Assessment Criteria

       Describe the assessment criteria that was applied to the quotes/proposals/tenders received in PART B:




                                                                                                   1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
1.   Name of tenderer:

     Price                           $

Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




             Comments on tenderer (include previous work experience, quality of previous work etc.)




2.   Name of tenderer:

     Price                           $

Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




             Comments on tenderer (include previous work experience, quality of previous work etc.)




                                                                                                  1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
3.   Name of tenderer:

     Price                           $

Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




             Comments on tenderer (include previous work experience, quality of previous work etc.)




4.   Name of tenderer:

     Price                           $

Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




             Comments on tenderer (include previous work experience, quality of previous work etc.)




                                                                                                  1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
5.   Name of tenderer:

     Price                           $

Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




             Comments on tenderer (include previous work experience, quality of previous work etc.)




6.   Name of tenderer:

     Price                           $

Comments on quote/proposal/tender (include tags, quality of bid, well-timed start/finish, requirements met etc)




             Comments on tenderer (include previous work experience, quality of previous work etc.)




                                                                                                  1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
PART D - QUOTATION/PROPOSAL/TENDER RECOMMENDATION (project manager to complete)



       Recommended supplier

       Price                            $

       Comments on recommendation (why this is the quote/proposal/tender recommended to the board for
       acceptance in terms of the assessment criteria described in Part C above).




       Recommended by (name)

       Designation

       Signed

       Date



(person peer reviewing recommendation must have had no part in the analysis of quotes/proposals/tenders)

       Name of independent peer reviewer

       Designation

       Signed

       Date



Certification

In signing, the signatories to this quote/proposal/tender report certify that the above information accurately reflects
the results of the quotes/proposals/tenders obtained for this project and that all other aspects of the procurement
process required by the Ministry of Education’s Toolbox requirements have been met.

In particular the procurement process has met the Ministry of Education’s requirement for a contestable and
transparent process. Contestable means that more than one quote/proposal/tender has been obtained to ensure the
best possible price and service (three prices is a useful guide). Transparency means that the procurement process is
well documented, clear and has met with the board’s approval prior to quotes/proposals/tenders being called. A
documented and clear process ensures fairness to those tendering for the work so that the board in turn can act in a
fair manner to all tenderers in considering this report.




                                                                                                        1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
PART E - QUOTATION/PROPOSAL/TENDER PREFERENCE (Board of Trustees to complete)



         Company name of proposed supplier
         (subject to Ministry of Education sign-off of documentation)

         Price                                                  $



         The Board of Trustees certifies that it agrees to the above proposed supplier
                                                    2
         Name of authorised board representative

         Signed

         Date



         If this is not the quote/proposal/tender recommended by the project manager, explain the reason why (the
         board's decision is a requirement for a contestable and transparent procurement process):




                                    3
PART F - FOLLOW UP ACTION                (Board of Trustees to complete)



         Date ministry signed off documentation

         Date project manager advised all successful tenderers
         (including advertising on GETS if applicable 4)


         Date post award notification put on GETS (if applicable)



         Date Procurement Report Form placed on project file



         Name of board representative

         Signed

         Date




1
    If ROI respondents were not asked to tender, please explain why in assessment criteria box.
2
    An authorised board representative is a current board member with delegated signing authority and may sign
    off documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in
    the project file eg board minutes.
3
    For school file, and not required to be re-submitted to the ministry.
4
    Advertising on GETS is optional for projects < $100,000.




                                                                                                        1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                                       Form 13: Tax Invoice
Return to Contents Page

To be forwarded to the local office of the Ministry of Education (ministry)

Date

Unique Invoice No                                  (From schools accounting/ledger system)

GST number



School number

School name


School address




To                        Ministry of Education

Office

Office address




Project description




Ministry Funding                                               MOE Project ID    Financial Year        Budget
    5 Year Agreement                                                                              $
    Roll Growth                                                                                   $
    SPG Deficiencies                                                                              $
    Other ministry (please specify)                                                               $


Approved ministry funding                                                                         $
                                                   1
Less 10% retention of approved ministry funding                                                   $
Less advanced funds                                                                               $
Subtotal                                                                                          $
Amount requested                                                                                  $
Plus GST                                                                                          $
Invoice amount payable to school                                                                  $


GST inclusive invoice amount payable to school




1
    Not applicable if funds are being reimbursed to school




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1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                             Form 14: Occupancy Use Certificate
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To be forwarded to the local office of the Ministry of Education (ministry)

School number

School name

MOE block number                                                            MOE block name


Project description




Practical completion date                        (the date that the building is available for use NOT when the COC is issued)


(All amounts GST exclusive)

Ministry Funding                                               Project ID      Financial Year       Paid To Date       Budget
  5 Year Agreement                                                                              $                  $
  Roll Growth                                                                                   $                  $
  SPG Deficiencies                                                                              $                  $
  Other ministry (please specify)                                                               $                  $

                                                                                                $                  $


Total ministry funding                                                                                             $
Total ministry funding paid to date                                                                                $




Total Board of Trustees (board) contribution                                                                       $




Total project cost (contract price)                                                                                $


Spending Summary

Total project cost                                                                                                 $
- Total ministry funding paid to date                                                                              $
- Total board contribution                                                                                         $

Balance                       (Final invoice to be attached)                                                       $
                          If returning funds to the Ministry, please add GST to the figure above

Note: Where a school is allocated a fixed budget for a project under the 5YA, roll growth or SPG programme and the project
comes under budget, the board is required to return the funds to the ministry. Any project savings will be credited to the next
Priority 1, Priority 2, Priority 3 project undertaken by the school which can include modernisation of existing buildings or
adding additional square metres if the school has an SPG deficiency. It is required that another project is set up from the
funding source of the remaining funds.


When funding is provided for a specific project such as unforeseen work or a special needs modification, unspent funds must
be returned to the ministry.




                                                                                                           1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
Certification

Attached are, if required:

●    A Construction Observation Certificate (Form 16)
                                            1
●    Updated building plans in CAD format
                                                               2
●    A completed Project Component Information (Form 11)
●    A cheque for unspent funds when funding is provided for a specific project

●    Confirmation of PMIS update forms



This project has been completed to the satisfaction of the board (subject to the normal maintenance period and retentions
applying to the contract) and the funds provided by the ministry have only been expended on the project as detailed above.



     Name of project manager

     Signed

     Date


                                    3
     Name of board representative

     Signed

     Date


                                                  Schedule of payments and receipts

Income received from MOE, BOT contribution or other           Expenditure on this project - please include all costs/expenditure

Name                                                       Name                                    Projected           Actual

MOE

MOE




Total income                                               Total expenditure                                   0                   0

                                                           Balance owing to school/Ministry
1
    Not required if no change to building walls
2
    Only required if changed from form submitted earlier
3
    An authorised board representative is a current board member with delegated signing authority and may sign off
    documentation on behalf of the entire board of trustees. The instrument of delegation should be kept in the project
    file eg board minutes.




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1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                               Form 15: Design Certificate
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This form must be completed for all projects and forwarded to the local office of the Ministry of Education
(ministry). 'Design' denotes detailed design plans, specifications, scope of work or any other form of
documentation that outlines the requirements of the project prior to work starting.



School number

School name


Description of works:




Certification
Explanatory note: All projects must have a project manager. All projects requiring a building consent must have a
professional project manager. If there is only a project manager (professional or non-professional) engaged on a
project, that person must complete PART A and certify that the design has been prepared in accordance with all
applicable legislation and standards, including the relevant ministry design requirements in the Toolbox . If there
are other consultants engaged on the project, then each of these persons must complete PART B and provide
design certification for the work they are responsible for, with the project manager responsible for the collation of
these certificates and attaching them to this form. (In some cases the project manager may have to provide a
design certification and collate the certificates from other consultants if they are involved in both management and
design).
PART A - Project manager with no other consultants

I certify that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all
applicable legislation and standards, including the relevant ministry design requirements in the Toolbox. Where
the consultant contracted to provide the design service(s) is a limited liability company, this certificate is signed on
behalf of the company only. The signatory does not accept any personal liability for its contents. The ministry and
the board of trustees agrees that any claim arising out of or in connection with this certificate in contract, tort or
otherwise may only be pursued against the company and not against the signatory personally. This certification is
not to be construed as a guarantee.


Name of project manager

Signed

Date


PART B - Project manager with other consultants

I certify that, in my opinion, based on reasonable grounds, the design has been prepared in accordance with all
applicable legislation and standards, including the relevant ministry design requirements in the Toolbox. Where
the consultant contracted to provide the design service(s) is a limited liability company, this certificate is signed on
behalf of the company only. The signatory does not accept any personal liability for its contents. The ministry and
the board of trustees agrees that any claim arising out of or in connection with this certificate in contract, tort or
otherwise may only be pursued against the company and not against the signatory personally. This certification is
not to be construed as a guarantee.



1. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

Name of Consultant/Designer/company

Nature of design work completed

Signature of authorised person

Date


2. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

Name of Consultant/Designer/company

Nature of design work completed

Signature of authorised person

Date




                                                                                                          1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
3. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

Name of Consultant/Designer/company

Nature of design work completed

Signature of authorised person

Date


4. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

Name of Consultant/Designer/company

Nature of design work completed

Signature of authorised person

Date


5. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

Name of Consultant/Designer/company

Nature of design work completed

Signature of authorised person

Date


6. As a suitably qualified design professional authorised to certify work, signed for and on behalf of

Name of Consultant/Designer/company

Nature of design work completed

Signature of authorised person

Date




I certify that all design consultants contracted to provide design services on this project have made the required
certifications above

Name of project manager

Signed

Date




                                                                                                         1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls
                                    Form 16: Construction
                                    Observation Certificate
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This form must be completed for all projects and forwarded to the local office of the Ministry of Education (ministry).
'Construction' denotes any work that has been undertaken, or the ordering of any product or service.

School number

School name


Description of work that has been undertaken and observed:




Observation Certification
Explanatory note: All projects must have a project manager. All projects requiring a building consent must have a
professional project manager. The project manager must certify that they and/or personnel under their control have
carried out periodic reviews of the work and that they believe on reasonable grounds that the works have been
completed in accordance with the approved design to which the Design Certificate (Form 15) relates. The project
manager must also attach any certificates from the contractors and/or subcontractors and/or other consultants to
support this certification.

I or personnel under my control have carried out periodic reviews of the work appropriate to the engagement and,
based on this periodic observation of the work and the certifications listed below from the contractors and/or
subcontractors and/or other consultants, believe on reasonable grounds that the works have been completed in
accordance with the approved design to which the Design Certificate (Form 15) relates. These certifications are
listed fully here for completeness:

Name of signatory

Company (if applicable)

Signed



Name of signatory

Company (if applicable)

Signed



Name of signatory

Company (if applicable)

Signed


Where the project manager/consultant providing the observation service(s) is a limited liability company, these
certifications are signed on behalf of the company only. The signatory does not accept any personal liability for its
contents. The ministry and the board agree that any claim arising out of or in connection with this certificate in
contract, tort or otherwise may only be pursued against the company. This certification is not to be construed as a
guarantee.


Name of project manager

Signed

Date




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1eabe48e-a59b-4bfa-9902-6a2b4b8769ed.xls

				
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