What is accepting a deliverable?
Accepting a deliverable acknowledges that:
- the service has been delivered
- the product supplied conforms with the contract
Some contracts allow for partial acceptance when:
- part of the deliverable is acceptable, but the entirety is not
- delivery is in stages, and performance of later stages are dependent on earlier stages
Typical acceptance methods are set out in the following table:
| Deliverable | Acceptance test | Purpose of tests |
|---|---|---|
Consumer goods Off-the-shelf items | Visual inspection | Delivery includes the correct number of the correct items |
| Specially manufactured goods | Range of tests set out in the contract | Specific functions and features are included Performance standards are met |
| Information communication and technology | Range of tests set out in the contract Schedule of acceptance tests | Specific functions and features are included Performance standards are met |
| Buildings and works | Range of inspections and tests set out in the contract Certification by regulators, such as building surveyors | Specific functions and features are included Mandatory standards have been met Standard of work is of the same standard as expected by a similar competent service provider |
| Consultancy reports | Scope of the study and tasks to be undertaken, as set out in the contract | Items to investigated have been delivered Deliverable meets professional standard, as expected by a similar competent service provider |
How to accept deliverables
Step 1: Conduct acceptance testing
Conduct acceptance testing as set out in the contract.
Step 2: Determine outcome of acceptance testing
Did the deliverables pass acceptance testing?
- If yes, go to Step 4.
- If no, go to Step 3.
Step 3: Resolve shortcomings
Consult with the service provider to resolve the shortcomings.
Is the service provider able to resolve the shortcoming?
- If yes, direct the service provider to resolve the shortcoming, and go to Step 1.
- If no, go to Resolve disputes.
Step 4: Accept deliverables
Accept the deliverables. Complete any acceptance paperwork.
Record acceptance of deliverables.
If the deliverables are goods, arrange delivery to the user.
Step 5: Asset management
Record the deliverables as assets following local Agency processes, if needed.
Deliverables that may require recording as an asset include:
- buildings and works
- information communication technology systems
- deliverables that include intellectual property
- deliverables that include data
Step 6: Comply with special policies
Special policies apply to certain deliverables. Apply the following policies when they apply:
- DataVic access policy– requires that certain datasets be made available on DataVic
- Protective Data Security Standards – applies to data held, used, managed, disclosed or transferred by the service provider
- Geoscience data – ownership and custody of geoscience data is transferred to the State
- Procurement-related policies - see, Monitor commitments under procurement-related policies
Consider:
Manage probity and conflicts of interest
Manage probity – consider issues raised at Probity issues by stage and task.
Conflicts of interest can arise during this task. Identify, declare and manage these.
Address Agency rules
Consult Agency procurement team for advice on meeting:
- procurement rules and policies
- Agency specific rules and policies related to accepting deliverables
Follow Agency specific rules on when to seek an approval and who can give the approval.
Follow Agency specific rules for recording decisions and storing records.
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