(1) Supplies when received shall be subjected to inspection by the purchasing officer or any responsible officer nominated by him.
(2) The purchasing officer shall be personally responsible for ensuring conformity of the supply with the samples.
(3) The officer appointed for inspecting the supplies shall pick up a few articles from the supply and compare these articles with the sample and the specifications, with a critical eye to ascertain whether the articles supplied, confirm in all respects, with the sample and specification. Where necessary, prescribed or practicable tests shall be carried out at random on samples to adjudge the suitability of the supplies.
(4) The numbers of articles picked up for such comparison should be such as would, in the discretion of the inspecting officer, give him a reasonable basis for concluding that the supply in general is in conformity with the approved sample and specifications. In any case the number of article picked for comparison should not be less than 10 per cent of the article picked for comparison should not be less than 10 per cent of the supplies unless this impracticable, for which reasons may be recorded.
(5) When the supply is satisfactory, the inspecting officer shall order the taking of the supply on the register of the Board and give a certificate to the effect that on carefully inspecting the supply in the prescribed manner, he found it to be conform with samples/specifications and answering prescribed/practicable tests.
(6) If the supply is not in conformity with the sample, the inspecting officer shall, if he is not himself the purchasing officer, forthwith draw the attention of the purchasing officer to the defects found by him.
(7) The purchasing officer shall then either reject the supply and ask the supplier to replace it at his own cost by goods supplies or if, due to exigencies of the work and the slight nature of defect, he does not consider it advisable to reject the supply draw the attention of the Board to this matter recording a note to the effect that such acceptance is necessary and submit his recommendation about the amount that should be deducted from the approved rates.
(8) The purchasing officer shall give his decision regarding acceptance or rejection of the supplies within, at the most, a week of the receipt of supply.
(9) Members of the Finance Committee of the Board and officers authorised under section 283 of the Act may at any time check the stock register and record pertaining to the purchase and compare the accepted supplies with the approved samples.
(10) They will be entitled to take the approved samples and specification with them under proper precautions for comparing the sample with the supplies made to the consuming departments.