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STANDARD TERMS AND CONDITIONS OF SALE


Client Implementation Terms & Conditions

1. Scope of Work

Our engagement includes the phased implementation of your chosen system. Each phase will be discussed and agreed upon in writing before execution. Deliverables and responsibilities will be explicitly defined.

2. Responsibilities

Client Responsibilities:

  • Provide all required business data, documentation, and internal resources in a timely and accurate manner.
  • Ensure decision-makers are available for sign-offs and feedback.
  • Participate actively in training and onboarding.

Implementer Responsibilities:

  • Deliver implementation services professionally and diligently.
  • Provide documentation and training materials relevant to each phase.
  • Maintain regular communication on timelines, risks, and progress.

3. Phased Implementation Approach

  • Implementation will be rolled out in prioritized phases.
  • Early phases will focus on core functionality; later phases may include customizations or optimizations.
  • Changes in scope or timeline must be communicated in writing and may incur additional costs.

4. Change Management

  • Requests for additional features or changes after a phase is approved will be treated as change requests.
  • All change requests must be submitted in writing.
  • The implementer will issue a revised quote or delivery timeline for approval before proceeding.

5. Communication and Project Coordination

  • A single point of contact will be assigned by both parties.
  • Regular check-in meetings will be scheduled (weekly or bi-weekly).
  • Agendas, decisions, and follow-ups from meetings will be documented.

6. Data Security and Confidentiality

  • Both parties agree to keep confidential all shared business information.
  • A separate Non-Disclosure Agreement (NDA) can be signed before the start of the engagement.
  • Security best practices will be followed for storing and accessing client data.

7. Support and Maintenance

  • Support during the implementation phase is included.
  • Post-implementation support will be quoted and agreed upon separately.
  • Any recurring maintenance or system check-ins must be defined under a separate retainer agreement.

8. Payment Terms

  • Implementation costs are invoiced in advance for each agreed-upon phase or milestone.
  • Payment is due within 5 days of invoice date unless otherwise agreed.
  • Delayed payments may result in paused work or delayed timelines.

9. Termination

  • Either party may terminate the agreement with 30 days written notice.
  • Upon termination, completed work will be handed over to the client.
  • Any outstanding payments for completed work will remain due.

10. Dispute Resolution

  • Any disputes shall first be attempted to resolve amicably between parties.
  • Failing that, arbitration or mediation will be used before legal action.
  • Jurisdiction: Republic of Namibia.

Document Control: This document is subject to revision and must be signed or agreed upon by both parties prior to commencement of services.

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