Specification Writing Danielle Tomerlin, ERP Trainer, City of Mesa NIGP Career Seminar Series Workshop #2 (10:15-11:15 am)

Poll Everywhere (Free Version) Please text the number: Write/Text: DanielleTome675 This will facilitate your participation in the class polls.

While we wait: Lets Poll… What is your Procurement Resolution for National Procurement Month?

Specification Writing Danielle Tomerlin, ERP Trainer, City of Mesa NIGP Career Seminar Series Workshop #2 (10:15-11:15 am)

Course Developers Danielle Tomerlin, MPA, CPPB ◦ ERP Trainer, City of Mesa (9/2014-Current) ◦ Procurement Trainer, Maricopa County (9/2012-9/2014) ◦ All class materials available for Joe Guy, CPPB ◦ Maricopa County, Procurement Officer  2013 Joint Project  Created worksheets  Taught similar courses

Definition and Purpose of a Specification/Statement of Work Specification vs. Statement of Work Statement outlining the specific performance, generally indicating the type, level, quality, and timeframe required. Baseline for the supplier's proposals, products and work efforts. Generates a more accurate vendor proposal

Importance of Specifications Clearly describes needs and requirements Essential for superior Product/Service Overall success, perhaps the most important element of a solicitation

Planning Includes… Effective internal planning and communication among the work groups involved in the particular sourcing and acquisition as early as possible Minimization of ambiguities that might otherwise arise during the contract management phase by adequately defining the relationship and responsibilities between the buyer and seller Clear description of who will do what and clear indication of the standards of measurement that will be employed to determine whether or not the seller has complied with the requirements of the buyer's needs

Specifications The three frequently used Specification Types are: Functional Design Brand Name or “Equal”

Scopes of Work- Responses The four frequently used Scopes of Work are: Performance Functional Design Level-of-Effort

Class Participation: What information do you always include in a Specification?

Elements in a Specification Scope/background Deliverables: interim and final Delivery/Install/performance schedule and venue Timeline and milestones Packaging/packing/marking/shipping instructions, if applicable Technical specifications/Licenses Inspection/test/acceptance criteria

Even more elements… Supplier resource requirements Identification of subcontractors Management tools Reporting/operations reviews Buyer and supplier responsibilities and obligations Applicable documents Pricing and cost criteria (fixed, time & material, unit rate, rate schedule) Actual pricing/cost detail will be documented in the contract.

Tips for Effective Writing Be clear: use simple, direct language. Be precise: especially about task descriptions. Limit abbreviations to those in common usage. Proofread for errors and omissions, as well as for format and information consistency.

Specification Tips… Do not write specifications specifically tailored to a single vendor or product. Spell out your obligations carefully. (Will you provide workspace, materials, security access…) Remove useless statements. Include all relevant reference documents. Look at other contracts for examples.

Communication Tips Build a relationship with your customers Be involved as soon as possible Give them the tools they need early and often Have a team in place with clear roles and always include the contract administrator

Poor Specs can… Produce poor quality products or delivery of inadequate services Waste time and money Cause unfavorable pricing Contractual disputes and lawsuits and uninvited scrutiny by protesters, attorneys, and in some instances government officials Negatively impacting supplier relationships

Specification Questionnaire If time permits, in class example

Class Participation: What are future class topics you would like to attend?

Upcoming Events: National Procurement Month CPPO/CPPB Review Sessions 3/19-4/30 Lunch and Learn 4/7 Developing & Managing RFP’s 4/13-4/15 May Chapter Meeting 5/12

Thank you for Attending Please feel free to network with each other or ask any questions you may have. Danielle Tomerlin Next up: Workshop Lunch Area