XL EagleInspection and acceptance
Inspection and acceptance. Inspection is the government's check that supplies or services meet the contract requirements. Acceptance is the government's formal act of agreeing that they do. The contract says where and by whom inspection and acceptance will happen, such as at the source or at the destination.
Acceptance is important because it is usually final. After it, the government generally cannot reject the work except for latent defects, fraud, gross mistakes amounting to fraud, or warranty rights. Acceptance also usually starts the payment clock, and many DoD contracts record it electronically in the PIEE system.
Why it matters to a small contractor
Payment often waits on acceptance, so know who accepts your work and how. Make sure the receiving report is done promptly, and fix rejected items quickly. Keep delivery records and photos in case acceptance is disputed.
Example
A small supplier delivers chairs to a federal office. The government inspects them at destination, finds two with damaged frames, and accepts the rest. The supplier replaces the two and invoices for the full lot after acceptance.
Inspection and acceptance: common questions
Is acceptance final?
Generally yes, except for latent defects, fraud, gross mistakes amounting to fraud, or warranty rights.
When does the payment clock start?
Usually on the later of receiving a proper invoice or acceptance. Check the payment clause.
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