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If the procurement is covered by an International Agreement, a specification should not prescribe or refer to a particular trademark or trade name (e.g.

If only part of a document is relevant, then refer to that part only.

By referencing a document, they are legally incorporated into the specification.

Documents most commonly referred to are:.

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The specification must contain an attachment listing each document and how to obtain copies if not appended to the specification. A specification may refer to other documents in order to avoid duplicating other material.acquisitions, whether already purchased and implemented or planned for in the future:.how the requirement relates to other requirements and.

what options have been dismissed and why.what options (if any ) have been considered.an outline of the research which has been undertaken.the implications for the users of implementing the solution.

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A full description of each element summarised in the scope should be included in the 'Statement of requirements.'.any goods and/or services the supplier is not required to provide which might otherwise normally be considered part of the requirement and.anticipated demand for the period of the contract.

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development implementation, installation, maintenance, upgrade or a combination of these a high level statement of what is required, e.g.The scope is a summary of the requirement specified.the application, purpose or function of the product required Briefly explain the requirement and the context of the requirement.Include a table of contents if the specification is lengthy or complex.Must clearly indicate the title of the procurement and the invitation reference number.The amount of detail in the specifications should reflect the complexity of the requirement and the nature of the procurement. Numbering of each requirement is recommended to allow for ease in referencing during the market engagement process and for contract management purposes. Preparing specificationsīy applying this guide, specifications will be more consistent in both content and format and will save considerable time in preparing an approach to market.

Where external consultants are used to facilitate the development of a specification, they must declare any actual or potential conflict of interest and that they are fully aware of VGPB procurement policies and the core principles supporting these policies. This can help to reduce the cost of the market engagement process. Organisations should consider standardising the format and applying uniformity to specifications, as far as possible. For further information relating to this process refer to the Market approach - Goods and services procurement guide. As the process moves towards the short-listing and/or limited market approach phase, the specifications must become more detailed. This may involve developing an Expression of Interest (EOI) specifying the requirements at a high level.

innovation and social procurement opportunitiesĭeveloping specifications should involve close and continuous liaison with stakeholders (specification writer, technical experts and specialists) and users of the goods and/or services.įor more complex procurement, a staged approach to developing and refining the specifications should be considered.

any government policy, international standards, Australian standards and supplier charters or codes of conduct, which are relevant to the procurement.

the evaluation criteria to be applied and the relative importance of each criteria.

customer, user and stakeholder requirements.

be clear and simple and avoid onerous or unnecessary requirementsīefore preparing a specification, procurement practitioners should have a clear understanding of:.

apply a high standard in the delivery of requirements.

It must therefore be clear and accurately define what is expected from a supplier regarding the outputs or the functional and performance requirements. A specification becomes an essential contract management document which is used to ensure that the chosen supplier provides what is specified. It is the basis of all offers and therefore the foundation for a contract. A specification details the requirements of the procurement.