Standard Inspection, Acceptance and Rejection Requirements - 2000.3

Inspection, Acceptance and Rejection Standards

The State has standard inspection, acceptance and rejection requirements as described in the General Provisions entitled “Inspection, Acceptance and Rejection” to ensure these activities are conducted in accordance with State requirements.

Inspecting a Shipment

Departmental receiving and/or designated staff (dependent upon the goods received and whether or not staff with specialized expertise is necessary), should, upon acknowledging delivery of an order, conduct an inspection for the following minimum conditions:

• Verify that what was ordered conforms to Contract/PO documentation (Statement of Work, specifications, attachments, etc.), including the product description, model, brand and product numbers.
• Verify the quantity ordered against the quantity shipped or delivered.
• Inspect for damage or breakage.
• Check for operability/functionality.
• Confirm instructions regarding special handling or packaging were followed.
• Verify that the unit of measurement count is correct (e.g. if the unit of measurement on the Contract/PO document is one dozen, count 12 in the unit package).
• Verify that delivery documentation (packing slip, certifications, etc.) is acceptable.
• Verify that packaging integrity is preserved (no leakages, damages, etc.).
• Verify that perishable items are in good condition and expiration dates have not been exceeded. 

Conduct Timely Inspections

Inspections should be completed in accordance with the terms and conditions identified in the General Provisions or as specified in the Contract/PO document.  If a department knows that the inspection will not be immediate, then the purchase document or Contract/PO must provide when the inspection will occur and how it will be accomplished.

Partnering Inspections

Departments determining that an authorized person(s) other than a State employee will inspect the goods on the state’s behalf (this may occur in shipments to multiple field locations and where set-up and/or installation services are required), will describe in the documentation what activities will be performed.  Upon notification by the supplier that the final “turn-key” product installation has been completed as specified in the Contract/PO documents, the State will then determine the final acceptance of the goods.

Installation Checklist

Documentation may include a standard installation checklist for the supplier to complete and provide to a state representative upon completion of the tasks.

Documenting the Results

Departments are advised to document all inspection results and enter the results in the system, accessible to the department procurement office.

The document should, at a minimum, identify what action was performed and inspection procedures when applicable, who was in attendance, both department and supplier personnel by name and title, when and where the inspection occurred, and the inspection results.

Documentation shall be retained within the procurement file.