Specification Writing

Office of State Purchasing

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Class Objectives

To teach specification preparation the importance of well-prepared

specifications in procurement the different types of specifications basic writing principles and

characteristics of good specifications

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Governing Authority

LA Revised Statute 39:1651-1657 (Procurement Code) LA Administrative Code, Title 34, Chapter 3 (Purchasing Rules and Regulations)

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Definition

Spec’-i-fi-ca’-tion

Any description of the physical, functional, or performance characteristics, or of the nature

of a supply, service, construction or major repair item.

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Purpose

A Specification serves as a basis for obtaining a supply, service, or major repair item adequate and suitable for the state’s needs in a cost effective

manner.

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State’s Policies

To promote overall economy

To encourage maximum competition

To describe requirements without being unduly restrictive

To procure commercially standard products

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Specifications

The Key Element to a successful purchase.

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Bad

•Causes delays

•Questions/Phone calls

Bad

•Addenda

•Rebid

Bad •Prot

est

Good

•Streamlines the process

Good

•Enables bidders to understand what is being requested

Good

•Encourages competition

Good Spec Bad Spec

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Useful Tools

Partnership Research History Vendors

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Additional Tools

Pre-bid conference Period of Inquiry Addenda RFI (request for information) Protest

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Types of Specifications

Generic› Describes physical characteristics, function› No brand referenced› Examples of Use:

Services Custom Printing Food

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Types of Specifications

Competitive with Brand Name or equal› Brand names and numbers represent

quality and performance desired› Must include desired specifications – not

just brand and number› Cannot evaluate bid on criteria not listed in

the specifications› Most frequently used type of specification

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Other Types of Specifications

Sole Source Proprietary Specifications Qualified Products List or Approved

Brand list Common or General Use Item Functional or performance Specification Statement of Work

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Characteristics of a Good Specification

Good SpecificationCompetitive

Simple and Clear

Accurate

Measurable and

verifiable

Flexible

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Writing Tips

Be selective with brochure language Begin description with common name Use current brand and model with “or

equal” Include enough detail – any criteria used in

award must be stated in specification Size and weight – use ranges and

approximates Specify options if to be included Use appropriate unit of measure

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Writing Tips

Delivery, installation, warranty, maintenance and/or training requirements

Packaging requirements Compatibility requirements Instructional materials or service

manuals to be provided Sample requirements Compliance with industry test methods

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Writing Tips

Outline performance indicators if applicable

Eliminate unnecessary mandatory requirements

Don’t mandate submittal of literature, proof documents, etc. with bid

Long technical specifications Describe generically

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Writing Tips

Understand the meaning of following words:

Shall – imperative May – permissive And – both or multiples Or – either is acceptable Use active voice, simple words, short

phrases, and key words

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Writing Tips

Specify criteria to be used in award Specify award formulas Don’t mix specifications with

instructions to bidders or terms and conditions

Make invitation for bids visually pleasing – for clarity and ease of understanding

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Specification Problems

Unclear specifications Ambiguity Inaccurate information Omission of important information Assumptions

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Best Tip

Never OVER specify

Never UNDER specify

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Results of a Good Specification

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Results of a Good Specification

Supports fair and equitable treatment of vendors

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Results of a Good Specification

Supports fair and equitable treatment of vendors

Agency gets what they need

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Results of a Good Specification

Supports fair and equitable treatment of vendors

Agency gets what they need

Time is minimized

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Results of a Good Specification

Supports fair and equitable treatment of vendors

Agency gets what they need

Time is minimized

Best price or value

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Results of a Good Specification

Supports fair and equitable treatment of vendors

Agency gets what they need

Time is minimized

Best price or value

Customer satisfaction

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Questions