4-4.10 Acceptance with Limitations

Acceptance with limitations occurs when products or services partially conform to the contract specifications or criteria, nonconformities remain that can be worked around, or part of the deliverable is accepted (or the whole deliverable is conditionally accepted). If the Postal Service accepts with limitations, the contract must be modified.

The purchase/SCM team may not accept products or services where nonconformance adversely affects a basic contract objective unless acceptance is clearly in the Postal Service’s interest and acceptable to the client. The purchase/SCM team’s decision to accept these products or services must be put in writing by the CO (who must also modify the contract) and be based on:

• Information on the nature and extent of the nonconformance.
• Advice of technical specialists that the material is safe to use and will perform its intended purpose.
• The supplier’s request for acceptance of the product or service .
• A recommendation for acceptance by the intended user, with supporting rationale.
• Appropriate monetary or other considerations.

The purchase/SCM team may accept minor nonconformities (e.g., defects). When minor nonconforming products or services are accepted, the CO need not modify the contract to provide for appropriate consideration, unless:

• It appears that the savings to the supplier in fabricating the nonconforming products or performing the nonconforming services exceed the cost to the Postal Service of processing and enforcing a modification.
• The Postal Service’s interests otherwise require a contract modification.

Clause 4-1: General Terms and Conditions and Clause 2-1: Inspection and Acceptance address postacceptance Postal Service rights and supplier obligations.