FAR 46.401—General.
Plain-English Summary
FAR 46.401 explains where, when, and how the Government performs contract quality assurance and inspection. It covers the timing and location of quality assurance activities, including at any stage of manufacture or service performance and at subcontractors’ plants; the need to prepare quality assurance surveillance plans with the statement of work; the requirement to identify in each contract the place or places where the Government reserves inspection rights; restrictions on changing source-inspection locations without contracting officer approval; how destination contracts are handled when inspection occurs before delivery; who may perform Government inspection; how inspection must be documented; and the optional use of inspection approval or disapproval stamps. In practice, this section is the foundation for planning surveillance, assigning inspection responsibility, and avoiding disputes over whether the Government properly inspected or accepted supplies or services. It also helps prevent redundant inspection, supports traceability, and protects against substitution, transit damage, and fraud. For contractors, it signals where Government oversight may occur and what records may be used to prove inspection and acceptance. For contracting officers and quality assurance personnel, it sets the basic framework for writing the contract, planning surveillance, and documenting inspection actions.
Key Rules
Inspection may occur anywhere
Government quality assurance can be performed at any time and place needed to verify conformance, including during manufacture, during service performance, and at subcontractors’ facilities. The scope is driven by what is necessary to determine compliance with contract requirements.
QASP should be planned early
Quality assurance surveillance plans should be prepared together with the statement of work. The plan should identify all work that requires surveillance and the method that will be used to monitor it.
Contract must identify inspection sites
Each contract must state the place or places where the Government reserves the right to perform quality assurance. This gives both parties clear notice of where Government inspection may occur.
Source inspection changes need approval
If the contract provides for Government quality assurance at source, the place or places of performance may not be changed without contracting officer authorization. This prevents unilateral relocation of inspection points.
No ordinary reinspection at destination
When a contract calls for delivery and acceptance at destination, but the Government has already inspected the supplies elsewhere, the items are not ordinarily reinspected at destination. Destination checks should focus on quantity, transit damage, and possible substitution or fraud.
Government personnel must control inspection
Government inspection must be performed by, or under the direction or supervision of, Government personnel. The Government may use support, but the inspection function remains a Government responsibility.
Inspection must be documented
Inspection must be recorded on an inspection or receiving report form, or on a commercial shipping document or packing list, according to agency procedures. Documentation is required to support acceptance, traceability, and auditability.
Stamps may be used for control
Agencies may authorize inspection approval or disapproval stamps to identify and control supplies and material that have been inspected for conformance. These stamps are a management tool, not a substitute for proper inspection or documentation.
Responsibilities
Contracting Officer
Include the inspection/quality assurance locations in the contract, authorize any change to source-inspection locations, and ensure the contract and related procedures support proper documentation and surveillance planning.
Agency
Establish procedures for inspection documentation and may prescribe approval/disapproval stamps to control inspected items. The agency also supports the overall quality assurance framework and surveillance process.
Quality Assurance Personnel / Inspectors
Perform or supervise inspection at the required times and places, follow the surveillance plan, document inspection results properly, and verify conformance to contract requirements.
Contractor
Allow Government quality assurance at the contractually designated locations, support surveillance activities, and understand that source inspection locations cannot be changed without contracting officer approval.
Subcontractor
Permit Government quality assurance activities at its plant when required by the contract or surveillance plan, and cooperate with inspection activities affecting the prime contract.
Practical Implications
This section is a planning rule as much as an inspection rule: if the QASP is not developed with the statement of work, surveillance can become inconsistent or miss critical work.
Contract language matters. If the contract does not clearly identify where the Government may inspect, disputes can arise over access, timing, and whether inspection was properly reserved.
Source inspection does not eliminate all later checks. Even when items are inspected before shipment, destination personnel should still check for quantity, transit damage, substitution, or fraud.
Documentation is essential. Missing or incomplete inspection/receiving reports can create acceptance problems, weaken audit trails, and complicate payment or warranty disputes.
Contractors should not assume inspection authority can be moved informally. Any change to source-inspection locations requires contracting officer authorization, so operational changes should be coordinated early.
Official Regulatory Text
(a) Government contract quality assurance shall be performed at such times (including any stage of manufacture or performance of services) and places (including subcontractors’ plants) as may be necessary to determine that the supplies or services conform to contract requirements. Quality assurance surveillance plans should be prepared in conjunction with the preparation of the statement of work. The plans should specify- (1) All work requiring surveillance; and (2) The method of surveillance. (b) Each contract shall designate the place or places where the Government reserves the right to perform quality assurance. (c) If the contract provides for performance of Government quality assurance at source, the place or places of performance may not be changed without the authorization of the contracting officer. (d) If a contract provides for delivery and acceptance at destination and the Government inspects the supplies at a place other than destination, the supplies shall not ordinarily be reinspected at destination, but should be examined for quantity, damage in transit, and possible substitution or fraud. (e) Government inspection shall be performed by or under the direction or supervision of Government personnel. (f) Government inspection shall be documented on an inspection or receiving report form or commercial shipping document/packing list, under agency procedures (see subpart 46.6 ). (g) Agencies may prescribe the use of inspection approval or disapproval stamps to identify and control supplies and material that have been inspected for conformance with contract quality requirements.