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 2

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

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. 4

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. 5

To promote overall economyTo encourage maximum competitionTo describe requirements without being unduly restrictiveTo procure commercially standard products 6

The Key Element to a successful purchase. 7

Bad Causes delays Questions/Phone calls Bad Addenda Rebid Bad Protest Good Streamlines the process Good Enables bidders to understand what is being requested Good Encourages competition 8

PartnershipResearchHistoryVendors 9

 Pre-bid conference  Period of Inquiry  Addenda  RFI (request for information)  Protest 10

 Generic › Describes physical characteristics, function › No brand referenced › Examples of Use:  Services  Custom Printing  Food 11

 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 12

 Sole Source  Proprietary Specifications  Qualified Products List or Approved Brand list  Common or General Use Item  Functional or performance Specification  Statement of Work 13

Good Specification Competitive Simple and Clear Accurate Measurable and verifiable Flexible 14

 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 15

 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 16

 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 17

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 18

 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 19

 Unclear specifications  Ambiguity  Inaccurate information  Omission of important information  Assumptions 20

Never OVER specify Never UNDER specify 21

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Supports fair and equitable treatment of vendors 23

Supports fair and equitable treatment of vendors Agency gets what they need 24

Supports fair and equitable treatment of vendors Agency gets what they need Time is minimized 25

Supports fair and equitable treatment of vendors Agency gets what they need Time is minimized Best price or value 26

Supports fair and equitable treatment of vendors Agency gets what they need Time is minimized Best price or value Customer satisfaction 27

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