Upon delivery, perform a visual inspection of the supply. Inform the Contractor in case of issue.

Tips:

The supply must be in good shape. In case of issue:

• Take pictures
• Inform the Contractor and make reservations forthwith, with Procurement and Reception service in copy.

Perforrm acceptance tests of the supply and, where applicable, check the corresponding documentation, in accordance with the contract requirements.

Tips:

Acceptance tests take up to 3 months as foreseen in the General Conditions of CERN Contracts. Beyond that date, if no action is taken, the supply will be deemed accepted. Should the acceptance tests take more than three months, the technical specification should already warn bidders so that there is no surprise nor claims afterwards. 

 

If the supply is not in conformity with the Contract, the Technical officer shall notify the Contractor thereof in writing, with the Procurement officer in copy. In that event, the Contractor shall forthwith, and at its own expense, take remedial measures, including replacement if necessary, as required to ensure the conformity of the supply.

 

In case the supply involves some installation and commissioning at CERN, the Technical officer should involve the relevant stakeholders to confirm, that the supply.

Warning: 

Acceptance triggers payment. The Technical officer should accept and pay the supply only in case the supply is 100% compliant, in accordance with the contract requirements.

In case activities are performed on the CERN site, clean the area and remove waste from the work site, in accordance with the document “Working on the CERN site”.

Check the EDH acceptance workflow and in particular that the invoice matches the contractual prices.

Warning: 

Acceptance triggers payment. The Technical officer should accept the supply only in case the supply is 100% compliant, in accordance with the contract requirements.

Tips:

In case the Technical officer receives the EDH acceptance workflow before completion of acceptance tests, he/she should postpone the workflow until such acceptance tests are completed.

 

In case of delay, consider applying contractual penalties. The decision must be made in collaboration with the Procurement Officer.

Evaluate the performance of the Contractor in the EDH workflow.

Tips:

Evaluations are consolidated by the Procurement office to assess the performance of Contractors. When initiating a procurement procedure, the Technical officer may ask the Procurement officer to provide an evaluation report of the firms concerned.

Check the conformity of contractual penalties, and approve the EDH workflow, where applicable.