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How does the COR document inspections?

The format to be used for documentation and the results of inspections that need to be documented are specified by:

The contract

Agency policy

Office procedure.

Documentation can take the form of a letter, memorandum, or report. The documentation should support one of the following conclusions:

The item conforms to contract specifications

The item shows minor nonconformance

The item does not conform but can be made to conform

Recommending Acceptance if Products Conform to Requirements

What should the COR take into consideration when determining whether to accept supplies or services?

Supplies or services should be accepted when they conform to contract requirements. Some other acceptance criteria are:

Nonconformance

Time of acceptance

Point of acceptance

Transfer of ownership

Evidence of final inspection or acceptance

Finality of acceptance.

When is nonconformance determined?

A nonconformance occurs when the contractor presents a deliverable to the government that does not strictly conform to the contract requirements. A nonconformance is evaluated to determine if it is a major (substantive) departure from contract requirements or a minor one.

When may nonconformance be accepted?

Minor nonconformities may be accepted "as is" when the savings realized by the contractor do not exceed the cost to the government for processing a formal modification.

Usually, nonconformance may be accepted if it does not adversely affect one or more of the following:

The safety or health of the product user

Reliability, durability, or performance

Interchangeability of parts or assemblies

Any other basic objective of the contract.

What should the COR do in the case of minor nonconformance?

Minor nonconformance may be accepted without modifying the contract. Written documentation to support the decision to accept nonconformance should be placed in the contract administration file. The COR should note and remind the contractor that accepting a nonconformance on one contract does not provide relief for correcting similar defects on pending or future work.

What should the COR do in the case of major nonconformance?

The acceptance of supplies or services with critical or major nonconformities requires:

A modification to the current contract and that

The government obtain an equitable reduction in price, or the contractor offer the government another type of adjustment, such as additional units of end products.

How much time is allowed for acceptance?

After delivery is made, a reasonable period of time is allowed for government acceptance or rejection. There is no specified time period because the government's ability to respond depends on numerous factors, such as the complexity of the delivered item(s), acceptance test requirements, and the particular circumstances of the contract.

When may acceptance be implied?

Although the government may not have formally accepted items, acceptance may be implied by:

The government's conduct (e.g., government personnel are using the items)

The government's delay in making a formal statement of acceptance or rejection.

What and where is the point of acceptance?

The contract determines the physical location where items will be accepted. The point of acceptance may be:

At the contractor's plant, when a contract requires government quality assurance actions

A prescribed destination point, when quality assurance actions are performed at the destination

or

Any other location that can be mutually agreed upon.

 
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