Procurement Specification

This is a detailed document that will provide for well identified and described outcomes which meet the needs of the procurer, to allow competitive bids to be received. Detailed parameters and features will be included for the criteria, whilst trade / brand names would not be stated unless exceptional circumstances required this.

A specification should be written to ensure that it is there is no subjectivity or confusion in the interpretation of the content. Being able to communicate exact requirements is essential if a supplier is to correctly meet the needs and wants of the specifier. Required completion dates for submission and timings for the decision-making process will be clearly stated to the supplier/s.

A procurement specification might consist of the following sections:
• A detailed description of what is required and its purpose. This will also include the quantity needed and all the relevant features it contains.
• Another section will provide technical and performance details, expanding on features given in the description.
• Product testing to defined quality standards and conformance to these, along with compliance with regulations and issuing of relevant certifications may form the next section.
• Requirements for guarantees, warranties and any support services, which may also include training, will be identified.
• The delivery of the procured items, including timescales, prior notice of delivery, locations for delivery, timings of deliveries within a day, and any handling / off-loading requirements should be included.
• An indication of how a returned procurement documents will be evaluated, to ensure an open and transparent process is undertaken, may also be included. This would identify specific criteria, based on the sections and elements within the procurement documentation, along with any weightings given to the criteria.

An example of an outline for a procurement specification for a mower might be as follows:
• Pedestrian Rotary mower.
• Material from which the chassis is made.
• Power assisted drive, or not.
• Power source: Rechargeable battery (stating Voltage and capacity in Ah), including time to recharge.
• Cutting height range (e.g. 20mm - 80mm).
• Adjuster requirements for changing the height of cut (e.g. number of settings).
• Any specific type or shape of cutting blade?
• Cutting width range, or a specific width only (e.g. 53cm; accept range 50cm-56cm).
• Productivity range at typical (to be stated as x km/hr) operating speed (m² per hour) on flat, even ground.
• Rear roller, or not. If so ribbed or smooth?
• Collection box capacity (e.g. 70 Litres minimum).
• Mulching facility, or not.
• Maximum noise rating (dB(A) LWA, e.g. maximum 90).
• Maximum vibration (e.g. 2.2 m/s2 maximum)
• Maximum weight (e.g. 60kg, or range 40kg-60kg)
• Responsiveness (maximum number of days) for supply of replacement parts.
• Declaration of conformity to relevant Directives and Regulations.
• One-year minimum guarantee and warranty.
• Maximum cost £3,500; Ideal cost £1,500 - £2,000.
• 7 to 10-day period needed prior to delivery.
• Training on use and maintenance - 2-hour session required for group of users.
• ….