Annex F: Guidelines for Verification upon Taking-over
These guidelines provide the standard for verification certificate upon (final) taking-over in
relation to projects financed under Danida’s Mixed Credit Programme. The verification is
undertaken by an independent third party appointed and financed by Danida.
Table of contents for Verification Certificate upon (Final) Taking-over
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(1)
Executive summary
Brief presentation of project to be verified
Verification of services and equipment delivered (for projects in China, verification of origin
shall be included)
Verification of equipment installation
Verification of final taking-over
Verification of training
Verification of spare parts delivered
Verification of operation and maintenance manuals
Log book
Specific issues raised by Danida
Executive summary
An executive summary of the reporting.
(2) Brief presentation of project to be verified
A brief presentation of the project and background shall be prepared on the basis of
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Danida’s appropriation note (projektbevilling) approved by the Committee for Mixed
Credits and the Final approval of mixed credit support (letter to lending bank);
Commercial contract and possible amendments approved by Danida.
(3) Verification of services and equipment delivered
Firstly, it shall be verified whether the commercial contract between the buyer and the
contractor/exporter corresponds fully to the contract, including amendments approved by
Danida. Deviations shall be reported.
Secondly, it shall be checked whether all equipment and services are delivered according to the
contract. Types, quantities, qualities, origin and possibly brands shall be as specified in the
contract. Prior to undertaking the assignment, it shall be agreed upon with Danida whether the
checks shall be 100% or based on random sample methodology and arguments for random
sample, if proposed.
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(4) Verification of equipment installation
The installation of equipment is checked to verify if all delivered equipment has been installed
and put into the use foreseen in the contract, and the total installation has been satisfactorily
completed.
(5) Verification of final taking-over
It shall be checked whether the final taking-over follows the requirements stipulated in the
contract and whether the performance guarantees are met. It shall be ensured that the test-run
certificates and acceptance tests as specified are signed by both parties. Possible deviations,
deficiencies and disputes shall be reported.
(6) Verification of training
It shall be checked whether training has taken place as specified in the contract. Documentation
of the training shall be attached to the verification report detailing who has received training,
where (Denmark, region or local), in which subjects and for how long.
(7) Verification of spare parts delivered
A 100% check shall be carried out for spare parts verifying whether spare parts have been
delivered in accordance with the contract and specifications.
(8) Verification of operation and maintenance manuals
It shall be checked whether the operation and maintenance manuals fits the equipment delivered
and meet the requirements specified in the contract, i.e. that (i) all operation manuals for the
plant shall be in both English, and local languages if required, and that (ii) the consolidated
maintenance manual consisting of suppliers maintenance manuals in English (or local language if
available) shall be supplied with a table of contents in the local language, if required.
(9) Log book
The buyer shall keep a log book on operation and maintenance for the defects notification
period. It shall be ensured that such log book has been established and that the buyer and
contractor/exporter have agreed to the types and frequencies of information to be entered into
the log book.
(10) Specific issues raised by Danida
If specific issues have been raised by Danida these shall be assessed or verified.
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