Clear, detailed specifications and identified business requirements are required for each procurement including ensuring that the following are incorporated:
physical characteristics;
functional, performance or expected results;
quality characteristics defined by recognized, third-party standards bodies; and
intended use descriptors such as consumer grade, industrial grade, medical or laboratory grade, or suitability for use under extreme conditions.
When developing specifications, observe the following considerations and inclusions:
specifications cannot unduly restrict suppliers from bidding;
specifications are written in a manner that encourages open, fair and transparent competition;
specifications must be generic and non-branded where possible, except that where there is no other way to describe a specification. Trade mark or brands may be employed by way of reference, but shall not be used as the specification itself;
any specific requirement for contract performance security, if such security is necessary;
all information that goes to a bidder's decision to submit a bid or calculate proposed pricing is to be included in the solicitation. For example, specific site restrictions or conditions, engineering reports or any other factors that a bidder should know prior to submitting a bid is to be identified; and
the specifications should contain any legal requirements including any indemnification, insurance requirements or any other legal requirements affecting the delivery of the goods or services in the competition document.
