Delivery is not the end of procurement. Acceptance is the moment when the institution checks whether the delivered matches the ordered. Proper acceptance protects the budget and gives grounds to demand replacement.
Preparing for acceptance
- Prepare the specification and contract.
- Form an acceptance committee.
- Provide conditions for inspection — place, time, a test assembly option.
What to check
- Completeness against the specification.
- Conformity to characteristics — type, dimensions, materials.
- Marking — size groups for school furniture.
- Quality and defects — flat surfaces, reliable fastenings.
- Documents — conformity, passport, instructions, warranty.
- Assembly — for adjustable/modular furniture.
Documentation
The result is recorded in an acceptance act. Non-conformities are recorded in detail (preferably with photos) for claims to the supplier.
What to do in case of non-conformity
- Record the discrepancies with the specification/contract.
- Do not sign the act without remarks.
- Contact the supplier with a demand to remedy within the contract terms.
How this works with Prioritti
Prioritti accompanies delivery with a full set of documents and agrees on the order composition in advance. With more than 200 tender deliveries, we help ensure the delivered matches the ordered.
FAQ
What to check at furniture acceptance?
Completeness, conformity to characteristics, marking, quality, documents and warranty, mechanism operation.
What records the acceptance result?
An acceptance act; non-conformities are recorded with photos.
What to do if the furniture does not match the order?
Record the discrepancies, do not sign the act without remarks, contact the supplier.
Should assembly be checked?
Yes, for adjustable and modular furniture — the assembly and mechanism operation.
Expecting a tender furniture delivery? We will help acceptance go smoothly — call (044) 290-72-72.
Read also
- Warranty and documents for furniture
- How to draft a tender specification for furniture
- Furniture procurement via Prozorro
Related products: Furniture for educational institutions.