For elements of the specification where you know what you require, an input-style specification should be used (i.e. proscriptive about the goods or services and the way they should be delivered). Where you know what you want to achieve but do not necessarily have a preference as to how it is delivered, an Output or Outcome style specification should be used, perhaps in conjunction with Method Statements (i.e. proscriptive about what should be achieved and how it will be measured, but inviting suppliers to propose how they would meet that need).
In most cases, a combination of Input and Output/ Outcome and Method Statements may be used to provide the most comprehensive specification for the contract.
Writing the Specification
The specification must state clearly the scope of the service to be covered, be consistent and properly liked with the other parts of the Invitation to Tender and might be structured along the following lines:
Example Specification Content & Structure
|
Section
|
Content
|
|
Introduction and Context
|
background information, give a brief general description of the service/goods, corporate policies (if relevant), service policies and objectives (if relevant – be careful not to use these as the specification since it is your job to ensure corporate/service policies and objectives are met through the letting of the contract) and give a brief description of the client and/or end users.
|
|
Core Service
|
A detailed description of each element of the service/goods including, for example: what tasks must be carried out and how, whether the service/goods are for a specific purpose, whether the product must be a specific size, shape or colour, a description of what you want achieved, asking the tenderer to suggest how they would provide it.
|
|
Timetable
|
how frequently it is going to be done/ delivered, is the time critical – must it be done at 3.00pm every day? How critical are timing issues? is once a week OK, the contractor determining when in the week? is there a rota? must the contract be completed in three weeks, months, etc?
|
|
Working methods and codes of practice
|
are there any internal codes of practice that need to be followed? are there standards across the industry nationally? must the contractor state what their working methods are?
|
|
Quality and performance standards
|
are there any national quality standards/qualifications that should apply as a minimum? should details of how the contractor manages/trains their staff be included? is there a minimum frequency/level of satisfaction/level of performance that needs to be met? is there a process for testing/inspection prior to acceptance?
|
|
Performance targets
|
are there any incentives for the contractor to do well/better?
|
|
Interface with other contracts and contractors
|
how does this contract relate to any other contracts you may have? what communication between the contractors should there be?
|
|
Record keeping and data storage
|
what accounts need to be kept? do they have to keep confidential records? what information do you want fed back to you? how should complaints/suggestions be monitored?
|
Specification Checklist
When preparing the specification, ask:
- Have all the “musts” been covered?
- Is it complete? Are all the significant aspects of the service covered?
- Is it capable of being monitored?
- Is it clear, concise and unambiguous?
- Is it contradictory?
- Is it as simple as possible?
- Does it focus on all the significant matters?
- Are all relevant, appropriate and permissible standards cited (e.g. no brand names or only UK standards)?
Using the Specification
The Specification should be included in the Invitation to Tender (ITT) or Request for Quotation (RFQ) as appropriate for the purchase.
For complicated or high-value purchases, Legal should be asked to review the Terms & Conditions to ensure they reflect the specification.
Once the ITT or RFQ document is complete, follow the instructions for the relevant process.
