Getting your specifications Right! Florence Gregg figpc ltd E:

What is a Specification? A clear and unambiguous “Statement of Need” as identified by the ultimate user of the goods or service It tells potential suppliers what it is you are wishing to purchase Provides the basis for a like-for-like bids Helps avoid/manage any failure of requirement during the life of the contract/framework

Why is it important? Provides an understanding of what’s required  From the bidders and within the institution Depending on the type of requirement and type of specification used  May provide an opportunity for bidders to offer alternative solutions

Preparing to draft a specification Input from the key user(s) of what is required  Make sure those involved know what’s expected What will be in the description of the requirement Understand how they will evaluate the submissions when received  Collect information on: Technical data – volumes, levels of accuracy etc. Performance – delivery schedules, output volumes to be met Interdependencies – with existing systems etc. Estimated value – to help determine procurement route The future – do you expect demand to reduce/increase

Preparing to draft a specification Identify  Essential and desirable requirements  Service levels to be met by the appointed contractor Input from potential suppliers  Market sounding is permissible, however  Beware of being over-influenced!

Technical of Specifications Details an explicit set of requirement to be satisfied by the product or service Dimensions Tolerances Component and material standards Safety and/or quality standards Environmental standards EU hierarchy ISO EN standards ↓ British Standards ↓ Other national standards ↓ Local standards

Performance Specifications Focus is on documenting the required performance  Sets out details of inputs and outputs  Requirements can be mandatory, desirable or optional Minimum standards – mandatory  Better than minimum standard - desirable Premises must be cleaned and ready for staff to begin work at 08:00 Availability of a service (365/24/7)  Can provide some flexibility of how bidder will meets you needs

Conformance Specifications Focus is on what is to be achieved rather than on how it will be achieved  Enables the bidder to be creative when drafting its tender Provision of on-campus catering services  However, the range of service provided may not be practical Hybrid Specifications  Usually specifications are combinations of types

Specifications must not Over specify the requirement Reference a particular supplier’s product or service  Use brand names, sources of supply, trade marks, origins or specific means of production  Use of “or equivalent” Unless existing interdependencies  Be careful when making your ‘first’ purchase that you’re not locking the institution in for future procurements

Be careful! Resource NI v NI Courts Service  Security Services Tender, including cash handling service Summary of cash handling requirements  Collect cash each day from the NI Courts [NIC] and take it to the cash to the NIC’s nominated bank  Money to be counted and lodged in NIC’s account by 08:00 the following morning Alternative solution offered  Taking money directly to Cash Handling Facility  Courts set the award decision aside

When drafting specifications How will you identify which applicants/bidders are capable of meeting your needs? How you will identify the bid offering best value for money (MEAT)? How will each requirement be assessed?  At selection and award stage  Be careful of Pass/Fail criteria Know how you will explain when they ‘fail

What are the risks? A good specification will help ensure you  Obtain an outcome that meets your needs and is fit for purpose A poor specification can result in  Poor value for money Buying the wrong thing or paying too much for the right one  Having to re-do the procurement Either to purchase another product or put right work that is completed wrongly or badly