FAR 52.246-15—Certificate of Conformance.
Plain-English Summary
FAR 52.246-15, Certificate of Conformance, explains when a contractor may use a signed certificate in place of source inspection for supplies, and how that certificate must be handled in the shipment and payment process. It applies only when the clause is prescribed and when the conditions in FAR 46.504 are met, and it depends on written authorization from the cognizant Contract Administration Office (CAO). The clause preserves the Government’s inspection rights, so a certificate does not waive the Government’s ability to inspect, reject, or require correction of defective supplies or services. It also sets out the required placement of the certificate with inspection or receiving reports, including special handling when Defense Contract Administration Services performs contract administration. Finally, it provides the exact certification language the contractor must use, including statements about contract compliance, quality, quantity, packaging, marking, identification, and shipment details, and it states the Government’s right to reject defective items within a reasonable time after delivery.
Key Rules
Written CAO authorization required
A contractor may use a Certificate of Conformance only when the cognizant Contract Administration Office authorizes it in writing. Until that authorization is issued, shipments of items that would otherwise require source inspection may not be made under the contract.
No waiver of inspection rights
Using a certificate does not limit the Government’s right to inspect supplies under the contract’s inspection provisions. The clause expressly preserves the Government’s ability to examine the work and enforce contract quality requirements.
Certificate must accompany shipment records
The signed certificate must be attached to or included on the top copy of the inspection or receiving report sent to the payment office, or attached to the CAO copy when DCAS performs contract administration. A copy must also accompany the shipment or be entered on the relevant receiving/inspection report copies.
Government may reject after delivery
Even after delivery and certification, the Government may reject defective supplies or services within a reasonable time by written notice. If rejection occurs, the contractor must promptly replace, correct, or repair the items at its own expense.
Exact certification language matters
The clause provides mandatory certification text that must identify the date, contractor, contract number, carrier, shipping document, and a statement that the supplies or services conform to all applicable requirements. The certification also must cover quality, specifications, drawings, preservation, packaging, packing, marking, physical item identification, and quantity.
Applies to source-inspected items only
The clause is aimed at supplies that would otherwise require inspection at source under the contract. It is not a blanket substitute for acceptance procedures; it is a controlled exception used only when the regulatory conditions are satisfied.
Responsibilities
Contracting Officer
Include the clause when prescribed by FAR 46.315 and the conditions in FAR 46.504 apply. Ensure the contract’s inspection and acceptance terms are clear and coordinate with the cognizant CAO regarding whether certificate of conformance authority is appropriate.
Cognizant Contract Administration Office (CAO)
Provide written authorization before the contractor may use a certificate of conformance for items otherwise requiring source inspection. Monitor administration of the clause and, where applicable, receive the certificate on the CAO copy of the inspection or receiving report.
Contractor
Do not ship covered supplies until written CAO authorization is received or inspection and acceptance have occurred. Prepare and sign the certificate using the required language, attach it to the proper reports and shipment copies, and ensure the certified items conform to all contract requirements.
Government/Receiving Activity
Receive the certificate with the shipment documentation, process it with the inspection or receiving report, and retain the right to inspect, accept, or reject supplies or services. If defects are found within a reasonable time after delivery, issue written rejection notice.
Payment Office
Use the top copy of the inspection or receiving report with the attached certificate as part of the payment support package, consistent with the contract’s administrative procedures.
Practical Implications
This clause can speed shipment and reduce source-inspection burden, but only if the contractor has the required written authorization first. Shipping early without authorization can create compliance problems and payment delays.
The certificate is not a substitute for quality control. Contractors should verify conformance before signing because the Government can still reject defective items and require correction at the contractor’s expense.
Documentation handling matters. Missing signatures, wrong report copies, or failure to attach the certificate to the shipment paperwork can disrupt receiving and payment processing.
The exact wording is important. Contractors should use the prescribed text and accurately complete all blanks, especially contract number, carrier, shipping document, date, and item identification.
Because the Government may reject within a reasonable time after delivery, contractors should maintain traceability and records showing what was shipped, when it shipped, and how it met contract requirements.
Official Regulatory Text
As prescribed in 46.315 , insert the following clause in solicitations and contracts for supplies or services when the conditions in 46.504 apply: Certificate of Conformance (Apr 1984) (a) When authorized in writing by the cognizant Contract Administration Office (CAO), the Contractor shall ship with a Certificate of Conformance any supplies for which the contract would otherwise require inspection at source. In no case shall the Government’s right to inspect supplies under the inspection provisions of this contract be prejudiced. Shipments of such supplies will not be made under this contract until use of the Certificate of Conformance has been authorized in writing by the CAO, or inspection and acceptance have occurred. (b) The Contractor’s signed certificate shall be attached to or included on the top copy of the inspection or receiving report distributed to the payment office or attached to the CAO copy when contract administration (Block10 of the DDForm250) is performed by the Defense Contract Administration Services. In addition, a copy of the signed certificate shall also be attached to or entered on copies of the inspection or receiving report accompanying the shipment. (c) The Government has the right to reject defective supplies or services within a reasonable time after delivery by written notification to the Contractor. The Contractor shall in such event promptly replace, correct, or repair the rejected supplies or services at the Contractor’s expense. (d) The certificate shall read as follows: I certify that on ______ [ insert date ], the ____ [ insert Contractor’s name ] furnished the supplies or services called for by Contract No._____ via ____ [ Carrier ] on ________ [ identify the bill of lading or shipping document ] in accordance with all applicable requirements. I further certify that the supplies or services are of the quality specified and conform in all respects with the contract requirements, including specifications, drawings, preservation, packaging, packing, marking requirements, and physical item identification (part number), and are in the quantity shown on this or on the attached acceptance document. Date of Execution: ________________________________ Signature: _______________________________________ Title: ____________________________________________ (End of clause)