GENERAL INFORMATION
Quotation and agreement activities are performed to provide adequate information and acceptable conditions to the Client regarding DNV Certification services and to reach formal arrangements with respect to these services. Additionally, it is used to ensure that DNV properly understands and is capable of meeting the needs of the Client and the facilities, products or services that are to be covered by the Scope of the desired certification.
DNV must ensure themselves to be recognized by the appropriate authorities for the specific Standard Industrial Codes (SIC) or NACE codes applicable for the Accreditation Mark(s) requested by the Client. Qualified Audit staff must also be reviewed to ensure availability, as expertise in the specific industry is required and special knowledge may be needed for the processes or services to be assessed. Accreditation authorities require that Registrars provide at least one member of the Audit Team that is an "Expert" in the primary industrial code to which the products or services pertain.
Additionally, formal agreement must be reached with the Client in respect to the services to be provided by DNV and appropriate terms and conditions of renumeration agreed upon for these services. A formal Acceptance Letter is furnished by DNV for this purpose. For complex organizations or agreements, detailed contracts may be developed to suit the specific needs of the Client.
DNV AND CLIENT ACTIVITIES
As with any product or service, upon recognition of the need for such items, Clients require preliminary information upon which to make their baseline decisions. Our Clients will receive a Request For Quote (RFQ) package from DNV when such information is requested. This may be obtained by calling or faxing any of the five District DNV Certification offices in the United States. Inquiries regarding DNV's services are conducted in the following manner:
DNV upon receiving an inquiry, shall mail or fax an RFQ form to the Client, along with any other pertinent information, brochures, etc., which may be requested. Depending on the situation a telephone contact may also be initiated to ensure proper and adequate information is being furnished to the Client.
The Client completes the RFQ form and forwards it to the DNV Quotation Processing Center in Houston, Texas, via letter, fax, E-Mail, or any other convenient method. Alternately, the completed RFQ may be sent to the local DNV District office, if desired. If special circumstances exist which the Client recognizes may effect the certification process the information may be either noted on or attached to the RFQ form. Initially, it is recommended that the Client assess the readiness of their Management System for compliance and determine the extent of work which may be needed to the System prior to having an Accredited third party audit. Considering the extent of work required to prepare the system and the resources available for the work, time lines should be established and an audit date projected. This projected date should be used in completion of the RFQ.
DNV will review the RFQ information upon receipt to ensure the requirements of the Client are clear and that DNV can meet all requirements, such as the desired Accreditation Marks, SIC or NACE Codes, available qualified auditors with expertise in the given industry, etc. if needed, DNV may initiate a telephone call to clarify any ambiguous or special requirements. DNV will calculate the number of mandays needed to perform the required assessments and calculate the manday costs. The number of mandays required is based, typically, upon the minimum mandays stipulated by the pertinent Accreditation body. A Quotation form is then completed and forwarded, along with an Acceptance Letter, to the Client for review and acceptance.
The Client should review the DNV completed Quotation and the accompanying Acceptance Letter upon receipt to ensure that the information of the proper Scope of Certification, the desired Accreditation Mark and the appropriate Standard (e.g., IS0 9001/2, ISO l4OOO, QS-9OOO, etc.) have been stipulated and that financial terms and conditions are agreeable. When satisfied, the Acceptance Letter should be signed returned to the Houston office (or local DNV District office). Any questions or issues requiring resolution may be addressed to the local DNV District Manager.
However, either the DNV Technical Manager or Marketing Manager, located in Houston, Texas, is also provided to the Client as a resource for resolving any relevant questions. To ensure the desired date is available, the Client is encouraged to complete the Acceptance Letter as early as possible and confirm their Schedule. It is always easier to postpone an established date than to move a date up or attempt to have personnel scheduled which are already committed to other activities.
DNV, after the Acceptance Letter has been authorized and returned by the Client, will enter the information into the DNV system and open a project file. The Client is contacted and notified that DNV has received the documents and that a project file has been setup for them. Formal assignment of a Lead Auditor and scheduling of the required audits is then accomplished.
While DNV makes every effort to be flexible with the desires of Clients, prior scheduling commitments must always be honored. Audits are therefore officially scheduled only after formal agreement (Acceptance Letter) is obtained from the Client (Reference: SCHEDULING)
