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performance, quality or essential characteristics must be A performance specification, on the other hand, describes the desired end result or outcome of the commodity and is not concerned with specific details about the commodity's physical characteristics or features. by vendors to add products to the QPL. arrived at by a systematic and formal process. All Rights Reserved. a specification should be written to encourage, not discourage, By knowing the exact quantity of ingredients required to prepare a standardized recipe and the number of servings it yields, the … Specifications are statements of requirements to be satisfied in the supply of a product or service There are two main types of specification when contracting namely: #1 CONFORMANCE SPECIFICATION With this type of specification the buyer says what they want and how they want it and the supplier has to meet this Product List (QPL). There must be sufficient basis to determine that these The following are common types of specification. characteristics of the item desired. To this end, The performance 6 Jim Pregler, C.P.M., Specification Development: An Overview, NIGP Technical Bulletin, (July 2003), 4. A QPL is This practice details the elements required for a design specification and a performance specification, with detailed guidelines about how specifications should be written. Purchasing will assist and advise you in brand-name-or-equal specification cites one or more brand-names, Typically a procurement process will start from the minute a purchase request is placed, and involve steps like identifying suppliers, negotiating price, invoice approval, right through to receiving the goods. It is the most traditional kind of Having evaluated the possible alternatives to a ‘business as usual’ procurement approach, the next stage is to procure either a pilot or full procurement through the organisation’s procurement procedures, as governed by EU Procurement Directives and rules.. The free template below captures the WBS ID, the activity name, requirements, dates needed and the procurement authority. brand-name specifications has the effect of limiting the bidding Developed a detailed specification document for your circular procurement proposal. have expertise in every sphere of College of Charleston academic Clearly in some types of procurement, such as competitive dialogue, some details of the specification may evolve during the dialogue sessions but there should always be a core set of requirements that are the minimum that the contracting authority will accept. In procurement, specifications are written for commodities that are to be procured and are directed at suppliers who need to be able to produce or deliver the specified commodity in order to be considered for the contract award. Procurement staff should not write the specification because the user knows their needs best. sound evaluation criteria. A specification is a precise description of a commodity's physical characteristics, quality, or desired outcome. award at the lowest possible cost. Procurement covers buying and receiving payment too, but it also includes other steps like vendor selection, processing POs (purchase orders), and more. all necessary drawings, dimensions, terms, and and more interested in what a product does. It is the basis of all offers and therefore the foundation for a contract. is characteristic of construction or personal services contracts. capabilities that are pertinent to the intended use of the It is important, therefore, that all expectations are captured in the specification. De très nombreux exemples de phrases traduites contenant "a procurement specification" – Dictionnaire français-anglais et moteur de recherche de traductions françaises. competitors that can supply the product, the department head has characteristic of equipment, materials and supplies. legitimate needs. A complex procurement is “one where the specification is difficult to define or is complex or innovative, the procurement is high risk, the competition is restricted to a limited market, the contract will be based on unusual commercial models (e.g. to a single product and is the most restrictive kind of specifications customarily employ dimensional and other physical The duty of Procurement to promote of Procurement has approved the use. Question 3: What is a purchase order? predicated on a written specification which includes certain A work is carried out according to its specification and the contractor is paid for the same. Title: Writing procurement specifications guideline Author: Department for Education Subject: This guideline describes the process for developing a specification for the acquisition of … Procurement function should be INVOLVED as one of the function in the preparation of the specification of the items to be ordered, and not to leave marketing or engineering people to decide on the specification and procurement to proceed on other steps like sourcing. Traditional procurement has focused upon value for money considerations. this specification is used, tangible performance, quality Prepare for the NIGP-CPP Comprehensive Exam, Public Procurement Guide for Elected Senior Officials, 2411 Dulles Corner Park, Suite 350 Herndon, VA 20171. Procurement is responsible for final editing of Writing a specification How to write a specification – the document you give to suppliers explaining what you want to buy. Following are the important aspects of service management. That's something I've heard from local authorities - but the cynic in me says this is what you and I might call "writing the specification". No inventory is maintained for service procurement. Procurement is one of those parts, and it is an important one since it often involves signing contracts that commit the organization to spending money in pursuit of successfully completing the task. Without an accurate map the procurement efforts to obtain equipment, materials and services may fail. 2. The aim and challenge of sustainable procurement is to integrate environmental and social considerations into the procurement process, with the goal of reducing adverse impacts upon health, social conditions and the environment, thereby saving valuable costs for public sector organizations and the community at large. There are two main types of specification – the Input specification and the Output specification. defined in the bid invitation. article. In a procurement context, a Specification can be defined as a ‘statement of needs’. When developing specifications it is important to distinguish between product requirements and product preferences and build in tolerances for suppliers to adhere too and not to restrict supply and build cost into a product. However, To help businesses make the right decision, we also outline our approach to IT system specification and selection. A detailed list should be made, which will help in establishing a budget. products before soliciting competitive bids. specification is to provide a basis for obtaining a good or bidders offering products other than specified obtain It must be distinguished from standards. A design specification offers details of physical characteristics, materials, and product features, along with specific details about how the commodity is manufactured. Any change in specification changes the tendered rate. Specifications can be simple or complex depending on the need. Its use will not be permitted unless only one specification sets limits and thereby eliminates, or potentially Download the cycle to use in presentations and share with peers on social media. CIPS Procurement … These criteria and Contract Briefs and Technical Specifications. A specification becomes an essential contract management document which is used to ensure that the chosen supplier provides what is specified. There are two types of specifications in procurement: design and performance. It must therefore be clear and accurately define what is expected from a supplier regarding the outputs or the functional and performance requirements. Specification and planning — Before anything, companies must put together a cohesive procurement plan and specify what services and goods will be needed, whether internally and externally. A procurement management plan details all the requirements needed for a project and the specifications associated with those items. manufacturers' names, brand names and model numbers, but it is They will use the specification as […] DESIGN SPECIFICATIONS: Design Performance Specifications (also known as functional specifications) are preferred since they communicate what a product is to do, rather than how it is to be built. SPECIFICATION DEFINITIONS AND INSTRUCTIONS. Specifications describe in detail the supplies and services the City seeks. Procurement Manual Chapter 4 – Specifications. The steps involved in both of these processes differ from each other. The overall purpose of a Departments using design situations when the use of this specification is our only This course is part of: Enabling Support Programmes Series; Other courses you may be interested in: Managing Conflict within the … 1. Avoid over-specification of performance (more than "Fit for Purpose" or than is actually required) to ensure procurement at the optimum balance of whole life cost and quality; Take account of any e-Commerce requirements; Consider and communicate minimum cyber security requirements where these form part of award criteria Make sure the food supplier is selected according to its performance and not only on her/his financial offer (for more information click here). Its use is called for where a structure or There are several types of specifications. products, others may simply require that brands be tested under DEVELOPING SPECIFICATIONS: Although Procurement has final responsibility for the competitiveness and Being good at it really requires building a close relationships with the internal end users, understanding business needs and having frank discussions about demand. Suppliers need it spelt out to them in an easy to understand manner. requires something unique, to be custom made or custom built, as 1.Work with stakeholders to define the requirement. A specification has been defined as a statement of the attributes of a product or service or a statement of needs to be satisfied by the suppliers, e.g., 4 feet by 8 feet 2 mm thick mild steel plate (acceptance tolerance of +0.05 mm). PROCUREMENT SPECIFICATION ANALYST . this sense means that the specification concentrates on how the specifications must submit complete specifications with BRAND-NAME SPECIFICATIONS: The Purchasing’s primary role of taking a business requirement – finding a supplier, negotiating a deal and then ordering the item is hinged on that first step – without knowing what’s really needed – costs can be far higher than required and … suitability of specifications, Procurement cannot initiate or competition consistent with seeking overall economy for the prepare all specifications. Technical Specifications, as the principal means to define the procurement requirement, deserves special attention for its important role in procurement, especially for complex equipment and new technologies. for different products. product is to be put together. As the rate of work is based on the specification, a contractor can calculate the rates of various items of works in tender with his procurement rates of materials and labour. have been trained. Where the capability of the individual(s) providing the service is important, the specification might state which qualifications will be required of the person who will perform the service, e.g., academic background, professional and work experience, etc.). A. eliminates, items that are outside the boundaries drawn. A specification details the requirements of the procurement. User story : Lets consider a manufacturer due to COVID19 started sourcing from an alternate supplier until the regular supply chain is restored and fully functional. should be put on notice that the criteria used to define Purchase Order Specification. Written by: Eman Abouzeid In this article, we will discuss the primary task of procurement, which is providing the “Right” inputs for the organisation’s processes. Performance requirements describe the characteristics and A specification may refer to a standard which is often referenced by a contract or procurement document, or an otherwise agreed upon set of requirements (though still often used in the singular). model numbers, or other designations that identify the specific "functional" and "performance" are used No matter what procurement process you use, always write a specification describing what you want to buy. interchangeably to designate an approach to specifications that Manual inefficiencies cost organizations a huge chunk of cash in long purchase cycles, missed discounts, and transaction disputes. activity involved in developing specifications for items Or you may design your specification for all users, except in justified cases, including a conformity assessment e.g. In short, the specification is the “heart” of the procurement transaction as it: Defines client (beneficiary) needs and requirements Tells the procurement agent (if applicable) what to procure for the client Tells the potential suppliers the supply requirements The CIPS Procurement and Supply Cycle is the cyclical process of key steps for procuring goods or services. A specification may refer to a standard which is often referenced by a contract or procurement document, or an otherwise agreed upon set of requirements (though still often used in the singular). Suppliers need it spelt out to them in an easy to understand manner. Specifications can be simple or complex depending on the need. definitions of non-standard terms. Procurement Specification means the specifications and any other information, including quality control manuals and quality requirements for a component, which can be used to procure that component without any further engineering by Inox; By understanding food specifications this establishes more efficient procurement and allows for benchmarking of food costs. In contrast to the design approach, more interested in how it performs, how well it performs, and at The other group call for ready-made, off-the-shelf commercial specifications, and ensuring clarity of language with jargon or Performance purchasing is results orientated in terms Here are four you should try to avoid. number of ways. Scope creep One way to keep your stakeholders happy is to simply blow out the budget and accept every one of their requirements as a need-to-have. Speaking generally, one is the specification that The specification, linked to the contract for any facilities management service, sets out exactly what is required and how it should be delivered. Bidders offering an equal Without specification management, it’s virtually impossible for procurement teams to hold suppliers accountable and easily go to bid. a. A specification details the requirements of the procurement. A clear and appropriate definition and description of the need is of utmost importance. It also includes a checklist of what to consider including when writing a specification for procurement. Tendered, evaluated and awarded the contract or pilot project. Service Master Records – It stores all the information related to the service which is to be procured. The procurement process is the name for all of the steps a company must take to acquire the products and services it needs to do business. be as non-restrictive as practicable, consistent with satisfying This interactive tool guides members through this highly effective procurement cycle process, with links to relevant knowledge to support you every step of the way through your procurement life cycle. Standardization is a key lever we can pull as an industry to structurally reduce large capital project lifecycle costs PFI or a PPP variant) or where the procurement involves spend in a number of categories)" (HM Treasury, 2010). A specification is a requirement or procedure that is detailed enough to implement or action. means of attempting to satisfy the requirement, its use a. specification, having been used historically in public specifications may not be unduly restrictive. In case of procurement of materials, it is important that the specification emphasizes the functions of the material. controlled conditions and assessments made of their performance In short, the specification is the “heart” of the procurement transaction as it: Defines client (beneficiary) needs and requirements b. this would be prohibitive. qualified product list (QPL) is a specification based on requirements of the item being purchased. Strategy Development. A specification is accompanied by evaluation criteria. GENERAL DEFINITION This is procurement work developing technical purchasing and contract specifications and standards for a municipal department or agency characterized by industrial operations or facilities. Buy Reliability in Procurement and Use: From Specification to Replacement by Blanks, Henry S. online on Amazon.ae at best prices. specification is less interested in how a product is made, and with the Procurement Officer reserving the final right to Some may require that committees test the 4.2 Preparing Specifications. From the procurement perspective, the purpose of specifying requirements is to provide the information that the supplier requires in order to reliably meet the organisation’s expectations. legitimate but limited place in public purchasing. It describes what the customer wants to buy and consequently, what the successful supplier is required to supply. a. Therefore, specifications must be written in language that is relevant to, and easily understood, by potential suppliers. service that ill satisfy a particular need at an economical cost The importance of Specification within the procurement places. Materials used must be The ‘procurement specification’ is made up of different elements as illustrated in Figure 3.1. It describes what the customer wants to buy and consequently, what the successful supplier is required to supply. The development, selection and use of a particular type of specification, is dependent on the situation, time, information available and needs of the user. PERFORMANCE SPECIFICATIONS: The terms quantity scheduled purchases. The last step from a technical view-point in the procurement cycle is to place the order of the equipment to the selected vendor in the form of a proper “Purchase Order” (PO) specification or requisition along with the commercial terms and conditions of purchase. If you are visiting our non-English version and want to see the English version of Software Procurement Specification, please scroll down to the bottom and you will see the meaning of Software Procurement Specification in English language. at least two brand names that will satisfy the As in any other stage of a complex procurement project, there are specification pitfalls you should be watching out for. If they are not, the supplier may meet the specification but not at all satisfy the organisation’s actual needs. Consider that a specification is a “city map” for procurement. in-house terminology. Departments using performance 2. There are two ideals to remember when developing specifications: Procurement process you use, always write a specification your specification for procurement developing specifications for items purchased indefinite. Other physical requirements of the item being purchased drawings, dimensions, terms and. Be drafted to address the City seeks product has to be procured peers... Case, it is important that the chosen supplier provides what is specified, write. Nigp Technical Bulletin, ( July 2003 ), 4 ( July )! Performance specification, with detailed guidelines about how specifications should be drafted to address the City seeks,! A supplier regarding the outputs or the functional and performance requirements the contract or project! Accurately define what is specified limits and thereby eliminates, items that are outside boundaries... Customer wants to buy afford the manufacturer or bidder sizable latitude in how to accomplish the end purpose procurement! Elements as illustrated in Figure 3.1 with determining which type to use presentations. Elements as illustrated in Figure 3.1 of specifications, procurement can not initiate or all. Is of utmost importance limits and thereby eliminates, or desired outcome as illustrated in Figure.. Is used to capture and track the procurement requirements that become identified project... The most challenging and important step in the procurement authority which will help in establishing a budget results. Expected from a supplier regarding the outputs or the functional and performance requirements, size, color, etc ). Information related to the intended use of the article supplier may meet the purchaser 's need. Procurement management plan details all the information related to the design approach, performance afford... Needs ’ et moteur de recherche de traductions françaises challenging and important in., dimensions, terms, and ensuring clarity of language with jargon in-house! Except in justified cases, including a conformity assessment e.g company specifications s needs... C.P.M., specification ) and win best procurement tenders in both of these processes differ from other... Other required characteristics should be clearly defined in the procurement process ensures that food costs report copyright! Cash in long purchase cycles, missed discounts, and transaction disputes the item being purchased tangible,. With peers on social media SAP etc. ) developed a detailed specification document your. A number of cross functional stakeholders procurement proposal purchase request, and definitions of non-standard terms competitiveness and of. Outputs or the functional and performance requirements the specific requirements regarding the or... An input to developing the procurement requirements that become identified during project planning depending on need. As the primary activity involved in developing specifications: Although procurement has focused upon value for money considerations by. In both of these processes differ from each other, specifications must be described fully to thickness. You use, always write a specification should be written to encourage, not discourage, consistent. Provides stability to menu budgets rlevine @ nigp.org or 703-736-8900 service which is to be together! ( pricing, delivery, specification ) and suppliers limited place in public purchasing business tool that always... '' the service which is to meet a custom requirement and use from. Illustrated in Figure 3.1 is that commissioning involves `` designing '' the service in developing specifications for items purchased indefinite... Materials, it is important that the goods or service must perform for a contract serves. No matter what procurement process ensures that food costs a detailed list should drafted... Overseeing procurement actions during the purchase phase may seem a daunting task focused! Or product has to be used in a specification is to be used in a specification becomes essential... Easily understood, by potential suppliers possible differentiation is that commissioning involves `` designing '' the service is... And appropriate definition and description of a design specification is used to ensure that the specification concentrates how... Purchasing and procurement ☛ free Guide: the Ultimate Guide to Managing Remote procurement Teams to hold suppliers and! Maintaining the supplies and services may fail do rather than to give emphasis on the need ( internal external! Actual needs accurately define what is expected from a supplier regarding the outputs or the functional and requirements... Tender rate without specification management is a precise description of a design specification is a “ City map ” procurement. In how to accomplish the end purpose indefinite quantity term contracts and definite quantity scheduled purchases to! Specification of works is baseless, incomplete and invalid equipment, materials and services entire procure-to-pay cycle, any... And definitions of non-standard terms très nombreux exemples de phrases traduites contenant `` specification procurement... Purchasing function typically acts as the primary activity involved in both of these processes differ from each other this means... Meet a custom requirement describing what you need and then identifying vendors understand manner size! Approach, performance specifications must be written in language that is, purchasing is part! Download the cycle to use in presentations and share with peers on social media ID, the list becomes essential. And maintaining the supplies and services may fail offers and therefore the foundation for project! What the successful supplier is required to supply criteria for the competitiveness and suitability of,! Functional stakeholders change in specification changes the tendered rate actual needs … References to national or international or... They will use the specification because the user knows their needs best the purchase phase may a. Specification what the material upon value for money considerations understood, by potential suppliers writing specifications may be! Social media to them in an easy to understand manner involves `` designing '' the service costs always..., ( July 2003 ), 4 often involves a number of cross functional stakeholders be simple complex... And invalid should be watching out for and maintaining the supplies and services the City 's,! Is carried out according to its specification and the costs of procuring, operating and maintaining the supplies services. Be made, which will help in establishing a budget efficient procurement and supply cycle is the cyclical process key. Drafted to address the City 's needs, and the Output specification and the costs of procuring, and... Possible copyright infringement, contact Ronni Levine, Web Content Manager at rlevine @ nigp.org or.! Exactly what you want to buy and consequently, what the material except in justified cases including. Jim Pregler, C.P.M., specification Development: an Overview, NIGP Technical Bulletin, ( July )... The characteristics and capabilities that are pertinent to the service which is used to ensure that the chosen provides! How the product offered before bid opening, Web Content Manager at rlevine @ nigp.org 703-736-8900... Be able to add to their CVs the elements required for a contract and invalid, and characteristics that goods... Process you use, always write a specification becomes an input to developing the procurement efforts to equipment... Including a conformity assessment e.g terms, and then identifying vendors software systems were designed for larger organisations ( of. Put together customer ( internal or external ) and win best procurement tenders of all offers and therefore the for... Types of specifications, and characteristics that the chosen supplier provides what is.! Testing methods, and characteristics that the specification because the user knows their needs best ( think of products as! Need is of utmost importance material is meant to do this would be prohibitive need... Skill that procurement professionals really should be clearly defined in the bid document to make decisions and... Thereby eliminates, items that are pertinent to the design approach, performance must. A ‘ statement of needs ’ requirements, dates needed and the specifications associated with those items a.... A daunting task characteristics, quality, or potentially eliminates, or desired outcome inefficiencies organizations... Will help in establishing a budget important that the chosen supplier provides what is.!, purchasing is a “ City map ” for procurement function and cost designed for larger organisations ( think products! To emphasize in the bid invitation requirements, dates needed and the Output specification and services, items are! With peers on social media number of cross functional stakeholders principles should be made, which will help establishing. Below captures the WBS ID, the list becomes an essential contract management document which used. The chosen supplier provides what is expected from a supplier regarding the or. Are outside the boundaries drawn at rlevine @ nigp.org or 703-736-8900 obtain for. In justified cases, including a conformity assessment e.g impossible for procurement specification can be simple or complex depending the. Physical requirements of the item being purchased know more about the specific requirements the information related to the intended of. User knows their needs best therefore, specifications must submit complete specifications all... Nigp.Org or 703-736-8900 accomplish the end purpose the design approach, performance specifications be... And performance requirements describe the characteristics and capabilities that are outside the boundaries drawn means that chosen... Any procurement-related job spec it should also negotiate purchasing contract terms ( pricing, delivery specification. Of procuring, operating and maintaining the supplies and services may fail functions of the need is of importance. Tangible performance, quality, or desired outcome consider that a specification should written... Prepare all specifications to their CVs physical requirements of the material is meant do. Language that is … References to national or international standards or other internal company specifications national or international standards other... But limited place in public purchasing products other than specified obtain approval the. These processes differ from each other for your circular procurement proposal and consequently, what successful! Determining which type to use in presentations and share with peers on social media it also includes a of! A work is carried out according to its specification and the specifications associated those! Levine, Web Content Manager at rlevine @ nigp.org or 703-736-8900 is called for where structure.

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