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Specification Writing. Office of State Purchasing. Class Objectives. 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.
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Specification Writing Office of State Purchasing
Class Objectives 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
Governing Authority • LA Revised Statute 39:1651-1657 (Procurement Code) • LA Administrative Code, Title 34, Chapter 3 (Purchasing Rules and Regulations)
Definition 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.
Purpose
State’s Policies
Specifications The Key Element to a successful purchase.
Good Spec Bad Spec
Useful Tools
Additional Tools • Pre-bid conference • Period of Inquiry • Addenda • RFI (request for information) • Protest
Types of Specifications • Generic • Describes physical characteristics, function • No brand referenced • Examples of Use: • Services • Custom Printing • Food
Types of Specifications • 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
Other Types of Specifications • Sole Source • Proprietary Specifications • Qualified Products List or Approved Brand list • Common or General Use Item • Functional or performance Specification • Statement of Work
Characteristics of a Good Specification
Writing Tips • 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
Writing Tips • 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
Writing Tips • 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
Writing Tips 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
Writing Tips • 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
Specification Problems • Unclear specifications • Ambiguity • Inaccurate information • Omission of important information • Assumptions
Best Tip
Results of a Good Specification
Results of a Good Specification
Results of a Good Specification
Results of a Good Specification
Results of a Good Specification
Results of a Good Specification
Questions
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