Specification Writing
Presentation
Training & Development
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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.
Overview
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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
What is a Specification?
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A statement of needs, defining what the purchaser
wants to buy and what the supplier is required to
provide.
Specifications are used to:
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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.
Before preparing a Specification
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Identify customer/user needs (through Acquisition
Plan where appropriate)
Market research
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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.
Importance of Clear
Specifications
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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.
Writing the Specification
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Each specification is unique
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No set format/structure – will vary depending on
the nature/complexity of the purchase
However, should list:
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Functional Requirements
Performance Requirements
Technical Requirements
3. Writing the Specification
(Cont)
Tips:
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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
Specification Content
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Must:
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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
The Structure of a Specification
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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:
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Introduction
Scope
Background Information/Requirement
List of Other/Relevant Documents
Detailed Requirements/Statement of Requirements
Types of Requirements
Implementation Timetable
Glossary
Vetting Specification &
Obtaining Approvals
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Critique specification
Identify improvements by considering:
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Readability
Simplicity of meaning
Clarity, and;
Logic
Obtain financial/purchasing delegate approval
Simple Vs Complex
Specifications
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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.:
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Specifying requirements broadly at first to see
market capabilities/opportunities
Becoming more detailed and specific as the process
moves towards selective tendering phase
Staged Purchasing
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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:
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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
DECS Procurement Policies &
Guidelines
Available from:
 DECS intranet websites:
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Refer to ‘Guidelines for developing Specifications’
Or contact Procurement Unit on 8226 1610