4-3.6 Inspecting Goods

Inspection is a time-consuming activity for the Postal Service. The supplier is responsible for performing or having performed all inspections and tests necessary to substantiate that the items or services furnished conform to contract requirements.

The inspection type required to ensure that an item meets specification requirements is determined before the contract is issued. Items may be subject to:

• 100 percent inspection.
• Sampling — various types of sampling may be used (e.g., single, double, or sequential).
• No inspection (e.g., if a supplier is certified through the technique below).

When authorized in writing by the contracting officer, and if the contract includes Clause B–5: Certificate of Conformance, the supplier may use a Certificate of Conformance for supplies or services that would otherwise require inspection. The supplier’s signed certificate must be attached to the inspection or receiving report. By issuing a Certificate of Conformance, the supplier is certifying that it is furnishing the supplies called for by the contract and that the supplies are of the quality specified and conform in all respects with the contract requirements.

The Postal Service will inspect (for preliminary review at receipt, and further if required) items at destination for:

• Type.
• Quantity.
• Damage.
• Operability.
• Preservation.
• Packaging.
• Marking.

The purchase/SCM team must determine what quality requirements are needed. In most cases, the supplier performs all necessary inspection and testing for conformance before delivery. The Postal Service reserves the right to inspect the goods at the point of destination. For goods that will not be fully inspected until they are used, the contracting officer must ensure that the contract does not imply acceptance of any supplier’s terms tending to limit the period of time during which defects must be reported if redress is to be obtained.

Refer to Loss and Damage Reporting above for procedures for documenting, reporting, and remedying damaged or discrepant shipments and receiving and reporting concealed damage.