Material & Disbursement Services
POLICY 5
Effective Date: 07/01/1995
Last Modified Date: 11/13/2003
Specifications
Specifications are used by the University to describe what it intends to purchase. They are used by vendors to prepare bids to supply the items or services requested. During the evaluation of bids, the specifications are used to determine each bidder's compliance with the requirements and ultimately to select the contracted vendor. For this reason they must be as generic or as performance based as possible and must express the University's minimum needs, without any bias toward a specific brand. After an item has been delivered or a service performed, the written specifications—to which the vendor(s) bid—are the key legal documents in settling any dispute concerning the quality of the product or service received. They must, therefore, be as complete as possible in describing all of the using department's needs and requirements.
Determining Requirements
Experience with different varieties and models of a product makes it easier to document requirements in the form of specifications. Also, consider discussing the options with a purchasing agent and/or having vendors demonstrate equipment. Although vendors obviously wish to sway the choice toward their equipment, a demonstration can nevertheless be an enlightening experience.
Brand-Specific Specifications
Brand-specific specifications are not to be used unless the particular requirement can be met only by the exact specifications offered by a particular piece of equipment. These items are generally more expensive since they often contain additional, unneeded features. Generic or performance-based specifications encourage competition and should be used whenever possible. If a brand-specific requisition is submitted, it must be accompanied by a written justification explaining why the product is singularly able to meet the requirements.
Additional Information
See also:
MSD Policy 7, Single-Source or Brand-Specific Purchases
MSD Policy 19, Product and Service Demonstrations by Vendors
MSD Policy 20, Evaluation of Equipment by Departments
MSD Policy 35, Delayed Receiving/Payment for Special Acceptance Considerations
MSD Procedure 3, Writing Equipment Specifications
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