Specification Writing How to get What you want when you want it at the “best value”. Cheryl Shanaberger, MPA, CPPO March 10,

What is a Specification? A Description 1.Communicates to the vendor what you want 2.Communicates to prospective suppliers what is required 3.Serves as the heart of the resulting order 4.Establishes the standard against which inspections, test and quality checks are made 5.Directly affects the quality and performance of the item purchased and the price paid.

Specification Requirements l Accurate l Clear l Logical l Economical l Prepared for standard products not vendor specifications l Identify essential functions/performance l Consistent terms l 8 th grade level l Non restrictive

Performance/ How do you want the product to function? Describes the capabilities that the article or service must satisfy. The end result is the priority consideration. When would the agency use Performance Specifications?

Brand Name Specifications Sites a brand name, model number, or some other designation that identifies a specific product. Limited place in public purchasing. Not a statement of reference.

Samples/Testing Use of samples are under used. Samples can be used for comparison and testing of substitutes of brand names. Samples can be used after award for testing for compliance.

Qualified Products List Used to determine in advance the products that are acceptable for use. To provide conformity and standards to lessen inventory and provide economy in quantity purchasing.

Don’t reinvent the wheel l Using agencies l Federal government l State & local governments l Associations l Co-operatives l Technical societies l Colleges l Trade Associations l NIGP, ISM l FAPPO l ANSI,ASOC l Federal Bureau of Specification

Do’s and Don’ts l Do be as specific and detailed as possible in stating mandatory function requirements l Do state a requirement of fact only one time and avoid duplication l Do write specifications on an 8th grade level l Do explain the intent and purpose of the item

???????? l Woman without her man is nothing

Do’s and Don’ts l Don’t mark something a mandatory requirement if it is simply an optional enhancement l Don’t write specifications which are restrictive to one bidder l Don’t state the obvious in writing specifications l Don’t list specifications that are desired but ones that are required

Specification Checklist l Does it describe exactly what the function of the product is l Is it clear and understandable l Does it encourage competition l Does it describe needs in terms of performance required, Minimums l Do you need to indicate the end usage

Specification Checklist l If a specific brand and model are referenced have you included the term “or equal” l How much knowledge of the item will you need to have in recommending award l How will you verify that an item is equal l Is there anything unusual to consider

Q & A Thank you for your questions!

Thank you!!!!!