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Tips for preparation of Technical Specifications of goods and equipment.
A technical specification (tech spec) is a comprehensive document that outlines the requirements of a product. The requirements may be in respect of input, output or outcome. Preparation of Technical Specifications is a very important step for goods procurement. Success of goods procurement largely depends on the proper tech specs.
* A good technical specification also should contain the following information:
i) The required testing of the goods or equipment and where such tests should be conducted;
ii) Required after sales service;
iii) Training of the purchaser's personnel to operate the equipment;
iv) Warranty requirements for different goods / components;
v) Requirements for health, safety and environmental protection;
* Few essential tips for writing technical specifications:
i) A fixed value should not be specified for any attribute of the good / equipment. Rather minimum / maximum / a range / tolerance limits should be mentioned. A fixed value should only be mentioned if such fixed value is an essential technical requirement for that particular good.
ii) Avoid using the words like should / might / may which implies that the mentioned attribute is optional. Thus such clauses do not add any value in technical specs. Write the clauses of technical specifications using 'shall' instead of may /might /should. 'Shall' implies binding requirements.
iii) Provide an overview or brief summary of the project and/or the organisation at the very begining of tech spec document.
iv) If you ask for international certifications like ISO or IEC etc., then clearly mention that only the certificates provided by an organisation which is a member of the International Accreditation Forum (IAF) are acceptable. The certificates given by any institute which is not a member of the International Accreditation Forum (IAF) can not be considered as reliable. To make it more clear, ISO certifications are given by IAF affiliated organisations as well as by the other organisations not affiliated with IAF. Quality, reliability and trustworthiness of the organisations which are not member of IAF can not be guaranteed. Such non-IAF-affiliated firms most often simply sell certificates and provide certifications without ensuring required standards set by ISO. So we should accept only those certificates whith are given by the IAF affiliated labs.
v) Proofread your tech spec by someone else and get feedback from your co-workers before you publish it.
i) The required testing of the goods or equipment and where such tests should be conducted;
ii) Required after sales service;
iii) Training of the purchaser's personnel to operate the equipment;
iv) Warranty requirements for different goods / components;
v) Requirements for health, safety and environmental protection;
* Few essential tips for writing technical specifications:
i) A fixed value should not be specified for any attribute of the good / equipment. Rather minimum / maximum / a range / tolerance limits should be mentioned. A fixed value should only be mentioned if such fixed value is an essential technical requirement for that particular good.
ii) Avoid using the words like should / might / may which implies that the mentioned attribute is optional. Thus such clauses do not add any value in technical specs. Write the clauses of technical specifications using 'shall' instead of may /might /should. 'Shall' implies binding requirements.
iii) Provide an overview or brief summary of the project and/or the organisation at the very begining of tech spec document.
iv) If you ask for international certifications like ISO or IEC etc., then clearly mention that only the certificates provided by an organisation which is a member of the International Accreditation Forum (IAF) are acceptable. The certificates given by any institute which is not a member of the International Accreditation Forum (IAF) can not be considered as reliable. To make it more clear, ISO certifications are given by IAF affiliated organisations as well as by the other organisations not affiliated with IAF. Quality, reliability and trustworthiness of the organisations which are not member of IAF can not be guaranteed. Such non-IAF-affiliated firms most often simply sell certificates and provide certifications without ensuring required standards set by ISO. So we should accept only those certificates whith are given by the IAF affiliated labs.
v) Proofread your tech spec by someone else and get feedback from your co-workers before you publish it.
Rule 29: Procedure for Preparation of Technical Specifications of Goods.
Public Procurement Rules 2008 has given an outline regarding the preparation of technical specs of goods in the rule number 29.(1) A Procuring Entity (PE) shall provide, inter alia, the following information, namely -
(a) name and description of the Goods, Works or Services;
(b) quality standard of Goods, Works or Services;
(c) required performance Standards and life span;
(d) safety standards and limits;
(e) symbols, terminology to be used in packaging, marking and labelling for the Goods;
(f) processes and methods to be used in the production of the Goods to be procured, where applicable; and
(g) test procedure, if any, for conformity assessment of the Goods.
(2) Technical Specifications shall, where appropriate, be -
(a) expressed in terms of performance or output requirements, rather than specifications linked directly to design or descriptive characteristics which may tend to limit competition;
(b) described in clear terms on the basis of international standards, if any, or national or authorized national standards or code or generic name.
(3) There shall be no reference, in technical specification of Goods, to a particular trade mark or trade name, patent, design or type, named country of origin, producer or service Supplier
(4) Not withstanding any thing contained in Sub-Rule (3), if a Procuring Entity does not posses adequate technical expertise for preparing generalized technical specifications to make the specifications fully understandable to the Tenderers it can make a reference to a particular branded product, but in such case shall add the words “or similar" / "or equivalent” to the specification.
(5) Procuring Entities shall, where possible, prepare the specifications in close cooperation with the concerned user or beneficiary of the Goods or Works or Services, and follow, among others, the Standards approved or published by -
(a) the International Organisation for Standardisation (ISO);
(b) the International Electrotechnical Commission (IEC); and
(c) Standards determined by Bangladesh Standard and Testing Institute (BSTI) or any other national or international institute.
(6) Procuring Entities, in consultation with manufacturers, may standardize specifications for commonly used Goods, such as paper, office equipment and other consumables which are repetitively purchased, and publish them on their website.
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