Fogging Machine Delivery and Acceptance Checklist

Where acceptance fits in a GeM purchase, step by step

Acceptance is the last step of the purchase, and it is where problems are cheapest to fix. The usual order of steps for a department buying fogging machines on the Government e-Marketplace (GeM) is:

1. Define the need and write the specification (see our tender specification checklist).
2. Find the product on GeM and choose the buying route the GeM rules allow for the order value: direct purchase, L1 purchase or a bid / reverse auction.
3. Place the order or award the contract; the seller ships to the consignee named in it.
4. The consignee inspects the goods and issues the Provisional Receipt Certificate (PRC) on GeM.
5. After inspection and any test, the consignee issues the Consignee Receipt and Acceptance Certificate (CRAC).
6. The buyer's paying authority releases payment under GeM terms.

GeM's thresholds and timelines change, so check the current GeM terms for your order. For the buying side in detail, see our government procurement guide, fogging machines on GeM and how to buy fogging machines on the GeM portal.

On delivery: match the consignment to the order

• Model and quantity match the contract or GeM order, line by line.
• Packaging is intact; note any damage on the delivery receipt before signing.
• Record the serial number of each machine against the order.
• Tanks, caps, hoses, nozzle and frame are fitted and undamaged.
• Battery and charger are included where the model uses them (for example 12V battery-start pulse-jet machines).
• Tool kit, spare starter kit (if the contract asks for one), operating manual and warranty card are in the box.
• Markings required by the contract are present, such as the ISI mark where it was specified.
• Documents: tax invoice, delivery challan, warranty certificate, and the test report or other documents the contract names.

Function test before you accept

Run the test outdoors with the supplier's representative or a trained operator, wearing the protective equipment the manual lists. Test with fuel and carrier only, not insecticide.

• The machine starts by the method stated in the specification (battery, manual, engine or mains) within a few attempts.
• It runs steadily for several minutes without fuel or liquid leaks.
• The fog or mist is produced at the rated setting, and the flow control works.
• It stops by the shutdown procedure in the manual, and the operator can repeat the start.

Thermal and cold machines: what to check on each

For thermal foggers used in municipal drives, look for a dense, visible fog at the nozzle, a heat guard in place, and no fuel smell around tank joints. For cold (ULV) machines, check that the droplet-size adjustment moves through its range and that electric units run on your site's supply (our electric ULV models use 230-240V single-phase AC). Engine-driven cold foggers, such as the 100XMCF42, should idle and spray without stalling.

Not sure which type the department should be buying? See thermal vs cold fogging machine.

Training, spares and records

• Operators are shown how to start, run, flush and stop the machine, and how to mix and load the formulation safely.
• The store keeps the manual, the serial-number list and the warranty documents together.
• A maintenance routine is agreed (see our maintenance guide) and the spare-parts contact is recorded. We dispatch spare parts in 24-48 hours.
• Any shortfall is written on the receipt and sent to the supplier before the acceptance certificate is issued.

Frequently asked questions