Specification Writing

1. Specification Writing Office of State Purchasing

2. 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

3. Governing Authority • LA Revised Statute 39:1651-1657 (Procurement Code) • LA Administrative Code, Title 34, Chapter 3 (Purchasing Rules and Regulations)

4. 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.

5. Purpose

6. State’s Policies

7. Specifications The Key Element to a successful purchase.

8. Good Spec Bad Spec

9. Useful Tools

10. Additional Tools • Pre-bid conference • Period of Inquiry • Addenda • RFI (request for information) • Protest

11. Types of Specifications • Generic • Describes physical characteristics, function • No brand referenced • Examples of Use: • Services • Custom Printing • Food

12. 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

13. 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

14. Characteristics of a Good Specification

15. 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

16. 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

17. 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

18. 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

19. 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

20. Specification Problems • Unclear specifications • Ambiguity • Inaccurate information • Omission of important information • Assumptions

21. Best Tip

22. Results of a Good Specification

23. Results of a Good Specification

24. Results of a Good Specification

25. Results of a Good Specification

26. Results of a Good Specification

27. Results of a Good Specification

28. Questions