46.601
General
Agencies and contractors must ensure proper preparation and distribution of inspection and receiving reports to document Government inspection and acceptance.
Overview
FAR 46.601 requires agencies to establish procedures and instructions for the use, preparation, and distribution of material inspection and receiving reports, as well as commercial shipping documents and packing lists. These documents serve as official evidence of Government inspection and acceptance of supplies or services. The section references FAR 46.401 (inspection) and 46.501 (acceptance), emphasizing the importance of proper documentation in the contract administration process. This ensures that all parties have clear records of what has been inspected and accepted, supporting accountability and compliance throughout the supply chain.
Key Rules
- Agency Procedures Required
- Agencies must create and enforce procedures for handling inspection and receiving documentation.
- Documentation as Evidence
- Material inspection and receiving reports, along with shipping documents/packing lists, are required to serve as proof of Government inspection and acceptance.
Responsibilities
- Contracting Officers: Ensure contractors provide required documentation and that agency procedures are followed.
- Contractors: Prepare and submit accurate inspection and receiving reports, and include necessary shipping documents/packing lists.
- Agencies: Develop, communicate, and enforce procedures for documentation and distribution.
Practical Implications
- This section exists to ensure traceability and accountability in the delivery and acceptance of goods and services.
- Proper documentation helps prevent disputes over delivery, inspection, and acceptance.
- Common pitfalls include incomplete or missing documentation, which can delay payment or contract closeout.