Charles Sturt University - Specification Checklist
1.
Section
Sub section
To include
1. Introduction and content
General background
General description of goods or services
Relevant?
Service and corporate policies including CSR community benefits
Client and end users – stakeholder consultation process is complete?
Do you have an old specification, if so, has it been reviewed? Yes/No
Is it a conformance or performance specification and why?
Is it an open or private tender using an RFI, RFQ, RFP or RFT?
Do you have sign-off by technical, stakeholders and procurement?
2. Core service
Description of each element of the
good/service
What tasks must be carried out and how?
Are the goods/service for a specific purpose?
Specific size, shape or colour?
Description of what you want achieved, and how the tenderer would provide it?
Timetable and frequency
How frequently is it going to be done?
Time critical? E.g. 3.00pm every day? How critical are timing issues?
Once a week OK, the contractor determining when in the week?
Is there a schedule?
Must the contract be completed in three weeks, months etc?
Working methods and codes of practice
Internal codes of practices? E.g. sustainability policy
National industry standards?
Contractor’s working methods?
Quality and performance standards
National quality standards/qualifications?
Minimum satisfaction/level of performance?
Testing/inspection prior to acceptance?
Performance targets
Incentives for the contractors to do well/better?
Interface with other contracts and
contractors
How does this contract relate to any other contracts you may have?
Record keeping and data storage
What accounts need to be kept?
Communication between the contractors?
Confidential records?
Management information?
Complaints /suggestions?
Payments terms
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In the specification or cross referenced to contract conditions? E. g. monthly
Revised 2010
Benchmarking
Benchmarking data / reference?
Inspection
You or the contractor? Ad hoc, daily, weekly, monthly, quarterly, annually?
Service meetings
Meetings with the contractor to monitor and review? How often?
Reports
What information do you want and how often?
Audit
What information should be kept for audit requirements and for how long?
Specification change
Any changes to the specification once the contract is in place?
Management
How will you deal with these?
Costing and authorisation
Fully costed and authorised? Who authorises?
Projects
Detail of possible projects?
Advice and consultancy
Specialist advice requirements?
After sales support
What is needed?
Maintenance
What may be relevant?
6. Definition of terms and relationship to contract
condition
Contract duration etc
Consistent terms with no confusing overlap
Contract reference e.g. “University”,
“Charles Sturt University” etc
Relevance
Consistent language
7. Appendices for additional information or
schedules
More detail of work
Does it require further clarification?
Administration
Invoices, client addresses etc
8. Linking your Award criteria
Award criteria linked to specification,
questionnaires and pricing
Detailed pricing schedule
Your evaluation model must be derived from your award criteria
Lump sums
What elements should be included? Unit costs or breakdown to make comparison easy
Discounts
What discounts apply to which elements?
Financial suitability
History, growth, decline etc
Business and management structure
How is their business structured?
Staff training
How are their staff trained / managed?
Health and safety
Certificates, policies, accident rates?
Quality standards
Certificates, policies, quality rates?
Delivery of CSR community benefits
Do they understand community benefits? Do they deliver them?
References
What references do they have?
Insurance requirements
What do they need / what do they have?
3. Reporting requirements
4. Review of procedures / changes
5. Additional services with no guarantee
9. Linking your pricing schedules to your
specification
10. Other questions if Pre-tender Questionnaire
not used
No gaps or dead ends – e.g. award criterion must relate to specification
Pricing matrix / format
Please Note: This checklist should cover most scenarios that the University may encounter. If you have issues or matters that are not covered, please contact the Wagga Purchasing Office by
email at purchasing@csu.edu.au or phone 34231 or 34066 to discuss.
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Revised 2010