46.501
General
Acceptance confirms that supplies or services meet contract requirements and must be properly documented, typically after Government quality assurance is complete.
Overview
FAR 46.501 outlines the general principles of acceptance in government contracts, emphasizing that acceptance signifies the Government's acknowledgment that supplies or services meet contract quality and quantity requirements. Acceptance can occur before, at, or after delivery, depending on contract terms, but typically should not happen before Government quality assurance is complete (with some exceptions). The regulation also specifies that acceptance is usually documented by signing an acceptance certificate on an inspection or receiving report, or on a commercial shipping document or packing list.
Key Rules
- Acceptance as Acknowledgment
- Acceptance confirms that delivered supplies or services conform to contract requirements, unless stated otherwise in the contract or subpart.
- Timing of Acceptance
- Acceptance may occur before, during, or after delivery, as dictated by contract terms.
- Quality Assurance Precedes Acceptance
- Normally, Government quality assurance actions must be completed before acceptance, except as provided in FAR 46.504.
- Documentation of Acceptance
- Acceptance is typically evidenced by an executed acceptance certificate on official forms or commercial documents.
Responsibilities
- Contracting Officers: Ensure acceptance is properly documented and only occurs after required quality assurance, unless exceptions apply.
- Contractors: Deliver supplies/services that meet contract requirements and provide necessary documentation for acceptance.
- Agencies: Oversee quality assurance and acceptance processes, ensuring compliance with contract and FAR requirements.
Practical Implications
- This section clarifies when and how acceptance should occur, protecting both the Government and contractors by ensuring clear acknowledgment of contract compliance.
- Proper documentation and adherence to quality assurance procedures are critical to avoid disputes and ensure payment.
- Common pitfalls include premature acceptance or inadequate documentation, which can lead to compliance issues or payment delays.