Writing Specifications
One of the most important elements of the procurement (purchasing) process is creating quality specifications. The preparation of good specifications can be one of the most difficult tasks in the procurement process, but is essential for laying the expectation framework. Inadequate or poorly written specifications are the cause of many bidder challenges and can considerably delay the procurement process. The most important objective of a purchase specification is to provide a basis for obtaining a product or service that will:
- Satisfy a particular need,
- At an economical cost,
- At minimum acceptable standards, and
- Provide the basis for comparing offers.
Definition of Specification:
The term “specification” refers to a description of the characteristics of a product or service required or desired. Specifically, it is defined as the explicit requirements furnished with a solicitation upon which a purchase order or contract is to be based.
Specifications set forth the characteristics of the product and/or services to be purchased, to enable the supplier to determine and understand what is being requested. This information may be in the form of a description of the physical, functional, or performance characteristics, a reference to a brand name or both.
- Specifications are written not to restrict bidding but to encourage open competition. They provide for quality control, to assure that the quality of an item is suited to its intended use and to eliminate unnecessary features that could increase overall costs.
- Specifications must be as generic as possible and define the university’s minimum needs, without any unjustified bias toward a specific brand.
- In some cases, manufacturers' brand or model designations can be used to indicate general performance and quality level with the understanding that other brands or models will be accepted on an "or equivalent" basis.
- Specifications are used during the evaluation of bids to determine whether or not bids are responsive and ultimately, to select the contracted supplier.
- After an item has been delivered or a service performed, the written specifications – to which the supplier bid – is the key legal document in settling any dispute concerning the quality of the product or service rendered.
- Collect as much information as possible from the end user and other stakeholders as to the function and performance of the requested product or services. Use their expertise and knowledge.
- Collect product information from the industry (brochures, catalogs, specs, etc.).
- Include any figures, photos, drawings, etc. that will clearly communicate your needs.
- Look for standards and test information from professional societies where available.
- The first lines of a specifications document should be a general description, classification, scope of the product or services desired, and the intended use or desired outcome.
- Use active voice only.
- "Shall" denotes imperative
- "May" denotes permissive
- "And" means it must have both or multiples
- "Or" means either is acceptable
- Be clear, yet concise.
- Avoid using abbreviations, acronyms, slang or jargon.
- Do not be so specific as to eliminate competition.
- If the product or service needs to be compatible with an item your department currently uses, clearly describe the current item.
- Do not copy specifications directly from a manufacturer's quote or service proposal.
- Clearly denote which specifications are optional, if applicable. Only requirements that are in the specifications can be used to evaluate a bid.
- In addition to your current needs, consider your future ones as well. It may be cost beneficial to solicit bids for a open-ended contract than to make one purchase now and then a similar one in a year or two.
- Would a walk-thru or pre-bid meeting help the potential supplier gain a full understanding of the product or service you are requesting? These can be held via video conferencing software.
Things to consider:
- Color
- Physical Dimensions
- Design Standards
- Standard of Workmanship
- Performance
- Output
- ENERGY STAR certified / qualified
- Composition
- Does the product need to be compatible with any existing products in your department?
- Describe the equipment, connectors, interfaces, software, etc.
- Accessories
- Consumables
- Spare Parts
- Delivery
- If product is needed by a certain date, state such.
- Review your delivery dock limitations.
- If a forklift is needed to unload the product, it will need to be stated in the specifications, as will if inside delivery is desirable.
- Installation
- Training
- In-Person vs Remote?
- For how long?
- For how many people?
- Warranty
- standard, extended, parts, labor, service, etc.
- Upgrade Options
- How would you like to request pricing?
- E.g. labor & materials only, lump sum, life cycle cost for 5 years, 12 month usage, etc.
Things to consider:
- What time frame will the services need to be provided?
- Do the services need to be compatible with any existing products in your department?
- Describe the equipment, connectors, interfaces, software, etc.
- Will the services be provided remotely or on University property?
- Training
- In-Person vs Remote?
- For how long?
- For how many people?
- Service / Maintenance Contracts
- parts, labor, travel, service calls, off-hour service calls, etc.
- Determine the minimum number of preventative maintenance inspections you would like required.
- Is there a maximum response time you would like stated?
- Would you like the supplier to possess any special certifications or licenses?
- How would you like to request pricing?
- E.g. labor & materials only, lump sum, life cycle cost for 5 years, 12 month usage, etc.
