Basics of Specification Writing

Extract from 1997 audit:  A well-written specification can do more to assure success of the acquisition effort than any other element of the contracting process.

Definition: A specification is an explicit set of requirements to be satisfied by a material, product, or service. (ASTM and Wikipedia definition) Explicit means “fully and clearly expressed” (The American Heritage college Dictionary)

Specification types Statement of Work (SOW) Statement of Objective (SOO) Regardless of type, the specification should provide the essential characteristics of the services / products being purchased. Emphasize achieving a specific result, not the process of getting there. The goal is getting a solution to a defined need.

Purpose of Specifications All specifications should… Convey a complete and accurate understanding of what is required Not be restrictive to encourage competition Not require clarification to suppliers Convey minimum performance / objectives to satisfy organizational needs Utilize a standard format

Specifications should not….. Contain intended evaluation methods Contain any other “boilerplate” items Contain general or special terms and conditions Provide instructions on response preparation

Seek first to understand, then seek to be understood Do effective research What do they want? What do they really need? Be curious and ask good questions – who, what, when, where? Go and see…

Provide Clarity Define acronyms, avoid abbreviations Double check references Avoid redundancies and contradictions Use the consistent terminology throughout Bidder, Proposer, Offeror (prior to submission) Contractor, Vendor, Supplier (post-award) Short sentences and simple language

Provide Clarity (continued) Avoid ambiguous language: good quality, reasonable time, maximum reliability Proof for grammar and spelling have co-worker assist Spell check does not catch every flaw Provide drawings as appropriate Avoid “in-house” or technical jargon

Choose Words carefully Use shall only for mandatory requirements Use should or may for non-mandatory or optional requirements Avoid the use of “and/or”…..”and” connects things while “or” separates and means either

Work Cooperatively The agency is responsible for the initial draft. seek input from end users State purchasing will usually have questions and will usually make suggestions for fine tuning specifications. The agency and state purchasing will collaborate as a team to create the final draft.

Specification Example Pencil - Office Supply Catalog has 343 types: Mechanical Pencil Drawing Pencil Golf Pencil Colored Pencil Erasable Pencil

Specification Example GOOD: Pencil, #2 Lead, Wood, with Eraser BETTER: Wooden Pencil, #2, Soft Lead, 100% Cedar, Eraser, Hexagonal Barrel, Yellow, PMA Certified Non-Toxic, 12/Box