SPEC WRITING 101 AASBO SPRING CONFERENCE AASBO SPRING CONFERENCE Presented by Cindi Hostetler & Bill Munch Mesa Public Schools

Why is this important right now?  Attorney General Report on REMS grants  Down turn in economy-Vendors are hungry, protests on the rise  Rise in discussions on Purchasing Ethics

Specifications (R through R ) The Procurement rules require that… Specifications seek to promote overall economy for the intended purposes. Specifications seek to promote overall economy for the intended purposes. Specifications encourage competition in satisfying the district’s needs. Specifications encourage competition in satisfying the district’s needs. Specifications not be unduly restrictive. Specifications not be unduly restrictive. Specifications generally describe the district’s requirements in a manner that does not unreasonably exclude a material, service or construction item. Specifications generally describe the district’s requirements in a manner that does not unreasonably exclude a material, service or construction item.

Specifications (R through R ) Specifications generally be accepted commercial specifications for procurement of standard commercial materials. Specifications generally be accepted commercial specifications for procurement of standard commercial materials. Contracts for preparation of specifications by persons other than the district require the specification writer to adhere to rules applicable to the district. Contracts for preparation of specifications by persons other than the district require the specification writer to adhere to rules applicable to the district. No person preparing specifications for a district shall receive any direct or indirect benefit from the utilization of such specifications. No person preparing specifications for a district shall receive any direct or indirect benefit from the utilization of such specifications.

Hard to find Specs  Look for similar solicitations  Use resources from other districts or consortiums, but only as a source not as the final scope.  Research on the internet  Plagiarize

Avoiding the Pitfalls of Proprietary Specs  Proprietary Specifications Shall Not be Used Per A.A.C. R  Types of Specifications A.A.C. R Common or general Common or general Brand Name or equal Brand Name or equal Brand Name Specification (Careful!) Brand Name Specification (Careful!) Qualified Product List Qualified Product List Written Determinations Written Determinations

True or False?  It is ok for a district to use manufacturer specifications if there are several retailers that can provide the product.  As long as we specify “or approved equal” we can spec whatever brand we want to use.

True or False?  $35,0000 of ACME widgets are written into a Grant that has been approved by ADE. We are not required to bid the widgets.  TRUE/FALSE  Does this change if it is a Federal Grant award?

Request for Information  Informal process allowed by rules  To bring in multiple vendors  Allow input to assist district in scope of work  Gives all vendors a fair opportunity for input  District determines procedures  Results in issuance of fair bidding specs

Best Practices for scope writing  Know the players assisting with the scope of work. Make sure they understand conflict of interest, non-collusion, and will sign statements to such.  Identify any assistance provided by outside sources, ie procurement specialists, consortiums, etc….  Allow ample time for solicitation and transition in a contract

Questions Contact Information: Cindi Hostetler, Buyer Assistant Mesa Public Schools Phone: Bill Munch, Director of Purchasing Mesa Public Schools Phone: