FAR 46.502—Responsibility for acceptance.
Plain-English Summary
FAR 46.502 addresses who has the authority and responsibility to accept supplies or services on behalf of the Government. It establishes the default rule that the contracting officer is responsible for acceptance, and it also covers the exception where that responsibility is delegated to a cognizant contract administration office or another agency under FAR 42.202(g). The section matters because acceptance is the formal Government act that confirms contract performance is satisfactory and can trigger payment, closeout, and the transfer of risk for accepted items or services. In practice, this rule helps ensure there is a clear, authorized decision-maker for acceptance and prevents disputes over whether the Government is bound by an acceptance decision. It also signals to contractors that acceptance by the properly designated office or agency is legally effective and binding on the Government.
Key Rules
CO is default acceptor
The contracting officer is the default official responsible for accepting supplies or services. Unless responsibility is properly assigned elsewhere, the CO must ensure acceptance decisions are made on behalf of the Government.
Delegated acceptance is binding
If acceptance responsibility is assigned to a cognizant contract administration office or another agency under FAR 42.202(g), that office’s or agency’s acceptance binds the Government. Contractors and other Government personnel must treat that acceptance as final and authorized.
Assignment must be proper
The section does not create a free-floating authority to accept; it depends on a valid assignment of responsibility to the contract administration office or another agency. The delegation must be consistent with the FAR framework, especially FAR 42.202(g).
Acceptance has legal effect
Acceptance is not just an administrative step; it is the Government’s formal acknowledgment that the supplies or services meet contract requirements. Because acceptance is binding, it can affect payment, warranty issues, and later disputes over conformity.
Responsibilities
Contracting Officer
Serve as the default official responsible for accepting supplies or services unless that responsibility has been properly assigned to another office or agency. Ensure acceptance authority is clearly established and that acceptance actions are taken by an authorized party.
Cognizant Contract Administration Office
When assigned acceptance responsibility, perform acceptance actions for the Government within the scope of the delegation. Its acceptance decisions are binding on the Government and must be made in accordance with the contract and applicable procedures.
Another Agency
If assigned acceptance responsibility under FAR 42.202(g), carry out acceptance on behalf of the Government for the designated contract or items. Its acceptance is legally effective and binds the Government just as if performed by the CO or delegated office.
Contractor
Deliver supplies or services for acceptance to the authorized Government representative and rely on acceptance only when it is issued by the proper official or delegated entity. Confirm who has acceptance authority to avoid disputes over whether performance has been formally accepted.
Practical Implications
Acceptance authority must be clear at the outset of performance; otherwise, there is a risk that the wrong person will purport to accept deliverables.
Contractors should verify whether acceptance will be performed by the CO, a contract administration office, or another agency, especially on multi-agency or administered contracts.
Once properly made, acceptance is binding on the Government, so agencies should be careful not to let unauthorized personnel imply acceptance informally.
This section helps prevent disputes about payment and completion by tying acceptance to an authorized Government official or delegated office.
A common pitfall is confusing inspection, technical review, or informal approval with formal acceptance; only authorized acceptance under this rule has binding effect.
Official Regulatory Text
Acceptance of supplies or services is the responsibility of the contracting officer. When this responsibility is assigned to a cognizant contract administration office or to another agency (see 42.202 (g)), acceptance by that office or agency is binding on the Government.