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Specification Writing Presentation

Specification Writing Presentation. Training & Development. This presentation has been designed to assist in the preparation of Specifications for the purchase of goods/services.

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Specification Writing Presentation

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  1. Specification Writing Presentation Training & Development

  2. This presentation has been designed to assist in the preparation of Specifications for the purchase of goods/services. • Use this presentation to guide you through the Accredited Purchasing Unit’s Guidelines for Writing Specifications document.

  3. Overview • Definition • Before preparing a Specification • Importance of Clear Specifications • Writing the Specification • Specification Content • The Structure of a Specification • Vetting and Obtaining Approvals • Simple Vs Complex Specifications • Staged Purchasing • DECS Procurement Policies & Guidelines

  4. What is a Specification? • A statement of needs, defining what the purchaser wants to buy and what the supplier is required to provide. • Specifications are used to: • Ensure chosen supplier provides what is specified and; • Measure the performance of the supplier throughout the contract. • Specifications are based on information provided in the Acquisition Plan – will form part of a tender document or a request for quote.

  5. Before preparing a Specification • Identify customer/user needs (through Acquisition Plan where appropriate) • Market research • i.e. available strategies/solutions, time and costs • Risk assessment • Identify what is to be procured and the ‘scope’ – likely demands on a supplier and the range of goods/services required. • Evaluation criteria – to determine the relative importance of each requirement to the buyer.

  6. Importance of Clear Specifications • Risks Controlled – to ensure product/service is delivered as required. • Obtain Value for Money - allows vendors to evaluate and respond efficiently and with assurance • Maximises success – true and accurate statement of the buyer’s requirements improves the entire purchasing process.

  7. Writing the Specification • Each specification is unique • No set format/structure – will vary depending on the nature/complexity of the purchase • However, should list: • Functional Requirements • Performance Requirements • Technical Requirements

  8. 3. Writing the Specification (Cont) Tips: • Simple, clear & concise • Define terms, symbols & acronyms (Glossary of Terms) • Avoid Jargon • Avoid repetitiveness • Define each aspect of the requirement • User-friendly format • Number sections and paragraphs • Seek feedback • Discuss and refine draft

  9. Specification Content • Must: • Be clear, concise, comprehensive • Include enough information for vendors to determine and cost the goods or services they will offer. • Not restrict competition • Not prevent alternative products or new and advanced technology • Encourage innovative options/solutions, which contribute to the Department’s ability to conduct business more cost-effectively. • Support product standardisation and rationalisation

  10. The Structure of a Specification • Will vary in length and complexity depending on the nature of the purchase • Use judgement to determine the options to include in a specification – the following topics are a guideline: • Introduction • Scope • Background Information/Requirement • List of Other/Relevant Documents • Detailed Requirements/Statement of Requirements • Types of Requirements • Implementation Timetable • Glossary

  11. Vetting Specification & Obtaining Approvals • Critique specification • Identify improvements by considering: • Readability • Simplicity of meaning • Clarity, and; • Logic • Obtain financial/purchasing delegate approval

  12. Simple Vs Complex Specifications • Type/purpose of the specification, and length and complexity, will vary depending on the nature of the acquisition. • For Complex procurements, a Stage Approach is recommended – e.g.: • Specifying requirements broadly at first to see market capabilities/opportunities • Becoming more detailed and specific as the process moves towards selective tendering phase

  13. Staged Purchasing • Specifying the requirements generally in the first instance, to ascertain market capabilities - as the process moves forward to short listing/selective tendering, specifications must become more specific. Key considerations: • All participants understand it is a staged approach • Specification revised after each stage • Functional and performance nature of specification is maintained • Ensure final specification allows development of practical and effective Evaluation Criteria • Ensure all activities meet needs of the user

  14. DECS Procurement Policies & Guidelines Available from: • DECS intranet websites: • Refer to ‘Guidelines for developing Specifications’ • Or contact Procurement Unit on 8226 1610

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