Relationship between specification and procurement process

15 reasons why specifications are still important | NBS

relationship between specification and procurement process

There are three basic approaches to the development of a specification as outlined below. Input or process specifications. This specification is process based. The revised processes and documentation system is explained in this series Specification writing is part of STAGE 3 in the Cycle of Procurement detailed below. .. reporting requirements and relationships, specific task responsibilities etc). There are several of types of specifications that are commonly used. The following are some of the most common forms: Performance Specification—A type of.

In construction, the specification can cover everything from the establishment of the site, the type of contract to be used, the performance criteria of the asset, the quality of the systems and products, which standards are applicable and how they should be executed, to even the products which are to be used.

The type of specification can relate to the project or the procurement route, whether it is performance-based, prescriptive or proprietry, all of which are dependent on the project requirements.

relationship between specification and procurement process

Specifications are required during the design stage, are part of the contract documentation, and play a key role in project fulfilment. It provides clear instructions on the intent, performance and construction of the project.

It can reference the quality and standards which should be applied. The requirements for installation, testing and handover can be identified. Classification in the specification can be used to support handover and running of the asset. The drawing or model does not need to be overloaded with detailed information, which can sometimes be difficult to identify. It can be used to support the costing of a project: It supports the interpretation of the client brief and gives the client assurance that the asset which they commissioned is being delivered.

The Advantages of Composition Specification in Procurement

It is not only essential for the construction phase but also used as part of the soft landing process, subsequent asset management and the lifecycle plan. By being clear and concise and containing all the information, it saves the project team, the client and the contractor time and money by providing answers to many of the on-site construction questions.

There is the option for the design team to build a suite of office masters, which would improve efficiency, provide quality assurance and project consistency. Office masters can save the team time and money by being developed over a period of time and then being adapted to suit the project specifics, therefore drawing on specialist knowledge when needed.

relationship between specification and procurement process

The specification should be used by all the project team throughout the construction phase; it should be a living document and not stop being used at the design phase.

Its use will not be permitted unless only one product will meet an intended need, there are at least ten competitors that can supply the product, the department head has submitted written justification to this effect and the Director of Procurement has approved the use.

A brand-name-or-equal specification cites one or more brand-names, model numbers, or other designations that identify the specific products of a particular manufacturer as having the characteristics of the item desired. Any other brands or models substantially equivalent to those named are considered for award, with the Procurement Officer reserving the final right to determine equivalency. Brand-name-or-equal specifications have a legitimate but limited place in public purchasing.

The Advantages of Composition Specification in Procurement |

Although there may be situations when the use of this specification is our only means of attempting to satisfy the requirement, its use should be limited and justified before solicitation. If this specification is used, tangible performance, quality or other required characteristics should be clearly defined in the bid invitation. Bidders offering an equal should be put on notice that the criteria used to define performance, quality or essential characteristics must be met to be considered responsive.

The best position is to list at least two brand names that will satisfy the requirements. Another alternative is the requirement that bidders offering products other than specified obtain approval for the product offered before bid opening. There must be sufficient basis to determine that these products are equal and this basis must be predicated upon sound evaluation criteria.

Vendors should be provided the criteria for the purpose of qualifying the bid document. A qualified product list QPL is a specification based on manufacturers' names, brand names and model numbers, but it is arrived at by a systematic and formal process.

A QPL is predicated on a written specification which includes certain tests or other criteria for comparing, examining and approving products before soliciting competitive bids. These criteria and the methods for establishing and maintaining a QPL varies widely for different products. Some may require that committees test the products, others may simply require that brands be tested under controlled conditions and assessments made of their performance and others may require laboratory tests.

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Departments wishing to establish a QPL must list the products that have been tested and are considered equal, state testing methods used to establish the QPL and indicate steps to be taken by vendors to add products to the QPL. Design specifications customarily employ dimensional and other physical requirements of the item being purchased. It is the most traditional kind of specification, having been used historically in public contracting for buildings, highways, and other public works, and represents the kind of thinking in which architects and engineers have been trained.

Its use is called for where a structure or product has to be specially made to meet the purchaser's unique need. Departments using design specifications must submit complete specifications with all necessary drawings, dimensions, terms, and definitions of non-standard terms.

Materials used must be described fully to include thickness, size, color, etc.