1.The work of the committee
The IAC may inspect goods, works or services at any reasonable time or place, including:
- During manufacture or construction;
- Prior to shipment;
- On delivery or completion; or
- Prior to final acceptance.
- The IAC may also inspect subcontractors
The IAC may observe tests conducted by the contractor, or any subcontractors, under their own quality control procedures; or the procuring entity may employ an independent third party to undertake technical inspection where it lacks capacity. The Procuring Entity has to ensure that all goods, works and services are subject to inspection and verification inspection and acceptance committee, as appropriate, prior to their acceptance. The inspection and acceptance comprises all necessary verifications and tests to ensure that the goods, works and services delivered are compliant to the bidding document specifications and to the proposal of the bidders. Verifications may comprise such checks as:
- The correct quantity has been received;
- The goods, works or services meet the technical standards defined in the contract;
- The goods, works or services have been delivered or completed on time, or that any delay has been noted;
- All required deliverables have been submitted; and
- All required manuals or documentation have been received.
The inspection and acceptance committee responsible for inspecting the goods, works or services shall issue interim completion acceptance certificates or goods received notes, as appropriate and in accordance with the contract.
2.Treatment of Partial Supplies
The treatment of partial supplies may or may not be permitted in the bidding document and contract. Partial delivery of supplies should be used as a tool for supply chain management and for reducing the costs of storage and handling for the Procuring Entity.
In such a case, the partial delivery of supplies should be duly recorded and should permit tracking all partial deliveries and accumulated deliveries in order to manage the contract. If the partial delivery is not envisaged in the bidding documents and contract, the Procuring Entity may treat it as follows:
- record and accept the partial supplies delivered as meeting the necessary standards and establish a prorata delivery and acceptance certificate that will lead to a prorate payment;
- reject all the supplies delivered on the basis of partial delivery and treat it as a breach of contract.
It should be Noted that a rejection might involve an appeal from the vendor with the possibility of legal proceedings. Thus in taking such a decision the Procuring Entity should ensure that:
- The partial delivery is not a delay;
- The delay in delivery or the partial delivery is not the results of the Procuring Entity’s delays in addressing contract management issues;
- The partial delivery or delay is not the results of an unforeseeable event;
- The partial delivery or delay is causing a clear and demonstrable harm to the Procuring Entity‘s activities.
- Inconveniences shall be avoided by having clear clauses on partial deliveries in the contract