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procurement specification example

category of purchase and contributing competitive Procurement Strategy Example Specification Development It is important to spend time developing the specification detail to ensure consistency on pricing, product quality, operational functionality and products are fit for purpose in order to reduce the financial impact of the wrong specification further down the line. Design Specification—These are detailed descriptions of a good or service, including such things as details of construction or production, dimensions, chemical composition, physical properties, materials, ingredients and other details needed for the provider to produce an item of minimum acceptability. It was developed with the aim of providing an open, XML-based file format specification for office applications. An example is the UIL standard for electrical products. There are 2 types you can use, Conformance and Performance. Details of operations conducted in every screen 2. They will use the specification as the basis for explaining how they will meet your requirements. Once you have some ideas, it is important to discuss these with the Procurement Office who will be able to guide you through the process of having a specification that will mee… For example Purchase Specification for a major development may include a detailed acceptance process and procedure that must be followed. For detailed breakdown purchase an evaluation example from A- Z templates section. A good specification should do four things: (1) Identify minimum requirements, (2) allow for a competitive bid, (3) list reproducible test methods to be used in testing for compliance with specifications, and (4) provide for an … More information can be found on the evaluation page. A specification is accompanied by evaluation criteria. The following are some of the most common forms:             1Williamson County, Texas, Purchasing Manual Policies, (Revised 2001), 52. This would be a description off a formal procedure to manage the resolution of conflicts that arise during the provision of the work or services. There are several of types of specifications that are commonly used. Of course, the perceived need is not always as complex as in the example above. Understanding the importance of the specification. 2. You may also like job plan examples & samples. Ensuring your specification is as accurate as it can be and aligned to the outcomes you require is the desired outcome but so often specifications are copied from previous contracts, not updated for changes in technology or service levels and authorities end up with just the “same old, same old”. Strategic Plan  Solicit a representative group of potential suppliers to submit products for testing and examination. 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 … Details. Note : this is written to specifically help those putting together specifications for equipment, however the general ideas contained in this document can be translated into specifications for other areas including software and services A good technical specification should incorporate the following: 1. a brief description of the science to be performed 2. 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 … How the syste… Once you have approval to go ahead with the procurement, you should finalise your specification before you begin the procurement process. Brand Name or Equal—This type of specification is used to describe a commodity of a fairly common nature. reduction in the number of item colours purchased ; the sizes of envelopes purchased and kept in stock and; This can be a valuable tool when creating a specification for large collaborative procurements. Combination Specification—This type of specification includes elements of both design and performance specifications. Admania Theme All Rights Reserved, C Tenders #Catering#Couriers#Construction, E Tenders #Employee Assistance#Employee Benefits, F Tenders #Financial Services# FM #Financial System, Procurement Project Initiation Template (££), Quality Assurance ITT Major Construction Projects, User Acceptance Test (UAT) Checklist for IT Projects, Suitable for specs. School procurement: example contracts Model documents for schools developing a contract with a supplier of goods or services. Procurement managers prefer output spec. Not all sections may be relevant to your requirements, however this guide is for generating ideas for what needs to be incorporated into a specification. (also called functional/outcome/output specification). Procurement staff should not write the specification because the user knows their needs best. 2. 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The template below must be adapted and tailored to suit each individual requirement. Contact Us  A specification details the requirements of the procurement. Procurement staff should not write the specification because the user knows their needs best. 4. www.ctas.tennessee.edu. However, prior to release of a specification, as part of a solicitation, the buyer must be satisfie… They may include such details as required power, strength of material, test methods, and standards of acceptability and recommended practices. 1.Work with stakeholders to define the requirement. A specification becomes an essential contract management document which is used to ensure that the chosen supplier provides what is specified. Procurement's Relation to Other Financial Functions, Procurement's Relation to Other Departments, Organization of the ITB/IFB/RFP (Specification), Legal Authority for Specific Purchasing Issues, Legal Authority for Cooperative Purchasing, Disposition of Surplus Property in the Education Department, Disposition of Surplus Property in the Highway Department, Contracts for Purchase of Natural Gas, Propane Gas or Electric Power, Solid Waste Authorities Competitively Bidding Contracts, Purchase of Confiscated Vehicles and Surplus State Property, Professional Purchasing Organizations and Publications, Laws that Govern How You Manage Your Records, Jurisdiction and Authority of the Public Records Commission, The Advantages of a Public Records Commission, Special Issues in Providing Access to Court Records, Providing Access to Records in Non-Paper Formats, Providing Access to Electronic or Computerized Records, Denial of Access to Public Records—Liability. It is important that each specification is drafted by appropriately skilled personnel with knowledge of the specific subject matter. The vehicle used for the demonstration for example does not have to be in operating conditions (i.e. Identify the elements of a procurement specification and principles of specification writing. Hence, a procurement management plan can be deemed as an organizational tool that allows project teams to be well-guided in all the steps that they will undergo in relation to procurement. The system’s functionality spans the entire procurement lifecycle, from employee requisitions, through the approvals … Complete information about the workflows performed by the system 5. Success in optimizing manufacturing processes and capitalizing on revenue generation opportunities. Introduction. Skilled in performing financial analysis to influence procurement decisions and managing multimillion … CTAS Recruitment 3. Since the purpose of a specification is to translate a user's need into the delivery of goods or services, the development of specifications must be a cooperative effort between the ordering department and Procurement. The procurement process includes five major steps, as follows: Specification. They are used by suppliers to prepare bids to supply the items or services requested. It should have descriptions of system reports or other outputs 4. Email Us, University of Tennessee County Technical Assistance Service (CTAS) Suppliers need it spelt out to them in an easy to understand manner. 7 1 Williamson County, Texas, Purchasing Manual Policies , (Revised 2001), 52. For example by removing different design types, sizes, grades etc. Performance Specification—A type of specification in which the goods and/or services are described in terms of required performance. Typically this isn’t used in most procurement exercises. This step involves the purchasing department in communicating with the project manager to develop and approve a list of procurement items necessary for project implementation. A specification should allow suppliers to understand exactly what you need to buy, including the quality and delivery date. They will use the specification … What is Procurement in the Public Sector? We Serve Business and Government to Improve the Lives of Tennesseans. Private Sector Purchasing, Purchasing in County Education Departments. Remember if you are submitting a New Work Request Form to CPD, your draft specification should accompany the completed form. The customer must know exactly what they want in advance. The following principles should be observed by all specification writers: 1. 2 | SPECIFICATION WRITING GUIDE CONTENTS CONTENTS Introduction to G&T 3 Purpose of the Knowledge Paper 4 What is a Specification? If something is not specified it is unlikely to be provided — The consequence is that all requirements should be stated in the specification before awarding the order. Escalation procedure . General Sessions and Other Inferior Courts, ‹ Purchasing Specifications and Standards, County Technical Assistance Service (CTAS), Municipal Technical Assistance Service (MTAS), Naifeh Center for Effective Leadership (NCEL), EEO/AA Statement/Non-Discrimination Statement. Specification Writing 2 What is a Specification? Successful procurement relies on you preparing your documents. For example by removing different design types, sizes, grades etc. advantage to the purchaser. It must therefore be clear and accurately define what is expected from a supplier regarding the outputs or the functional and perfor… An example is the UIL standard for electrical products. Specifications must comply with the broad legal obligations for public procurement, ethical sourcing and contracting under UK and EU law. This document forms part of a series of guidelines on sustainable procurement for use by UN agencies. What you will learn on this course is how your procurement … Nashville, Tennessee 37219, Phone: 615.532.3555 At its simplest this might be seen as the: reduction in the number of item colours purchased, sizes of envelopes purchased and kept in stock and This can be a valuable tool when creating a specification for large collaborative procurements. The free template below captures the WBS ID, the activity name, requirements, dates needed and the procurement authority. § 8-8-212, Special Deputies - Emergency Appointment Under T.C.A. § 8-22-110, Relationship to County Legislative Body and Other Officials-Sheriff, Accessibility, Enforcement and Compliance, County Buildings, Property and Space Allocations, County Buildings, Hours, and Office Space, Purchase, Sale and Lease of County Property, School Board Mandatory Duties and Discretionary Powers, School Resource Officers and Security Officers, Reference Materials on County Departments of Education, Solid Waste Management, Collection and Disposal, Public Ownership of Solid Waste Facilities, Flow Control and Regional Approval Options, Landfill Approval by County - "Jackson Law", Public Water Supplies and Wastewater Treatment, Authority to Comply and Regulatory Powers, Special Rules for County Commissioners who are County Employees, Other Statutory Conflict of Interest Provisions, The County Purchasing Law of 1957-Conflict of Interest, County Financial Management System of 1981-Conflict of Interest, Additional Purchasing Conflicts of Interest, Felonies in Office-Forfeiture of Retirement Benefits, Misconduct Involving Public Officials and Employees, Suspension, Removal and Discharge from Office, Purchasing Property Sold Through Court or Sheriff's Sale, Misrepresentation of Information to Auditor, Destruction of and Tampering with Governmental Records, Private Use of County Road Equipment and Materials Prohibited, Inmate Labor for Private Purposes Prohibited, Duties of the Chief Administrative Officer, Duties of Popularly Elected Highway Commissions, Contracts with other Governmental Entities; No Private Use of Equipment, Opening, Changing and Closing County Roads, Alternative Procedure for Opening, Changing and Closing County Roads, Underground Utilities Damage Prevention Act, Sources of Revenue for the Highway Department, Relationship to Other County Officials-Highways, Interaction with State Offices and Departments, Industrial Development Corporation Board of Directors, Tennessee Regional Megasite Authority Act of 2007, Joint Economic and Community Development Board, Consolidation of City and County Governments, Tennessee Clean Energy Future Act of 2009, Tennessee Governmental Tort Liability Act, Regulation of Adult-Oriented Entertainment and Massage, Appointment and Education of Election Officials, Statewide Organization of Political Parties, Campaign Financial Disclosure Act of 1980, Closing Out Accounts and Using Unexpended Funds, Cash Contributions and Aggregate Contribution Limits, Conflict of Interest Disclosure Statements, School Board and Highway Commission Districts, Limited Exception for Attorney-Client Discussions, State and Federal Laws Prohibiting Employment Discrimination, Preventing Discrimination in the Workplace, Reasonable Accommodation and Undue Hardship, FAQ's about Medical Examinations under the ADA, Periodic Testing and Monitoring under the ADA, Defending Against Workplace Harassment Claims, Immediate and Appropriate Corrective Action, Employee’s Duty to Exercise Reasonable Care, State Drug Free Workplace Program (Workers’ Compensation), Governmental Employee Drug Testing - The Constitutional Issues, Elected Officials and Their Personal Staff, Executive, Administrative and Professional Exemptions, Determination of Applicable Workweek or Work Period, Show-up, Call-in, Roll Call or Reporting Time, Leave for Birth, Adoption and Foster Care, Amount and Timing of Leave under the FMLA, Intermittent Leave and Reduced Leave Schedules, Required Notices and Designation of Leave, Reports of Status and Intent to Return to Work, Protections for Employees Who Assert FMLA Rights, Interaction with Tennessee's Parental Leave Act, Non-discrimination and Sexual Harassment Policies, Adoption of Required Policies by County Officials, Adoption of Required Policies by County Mayor/County Legislative Body, Distribution of Required Information and Other Duties, Sample Policy - Bereavement/Funeral Leave, Sample Policy - In Line of Duty Injury Leave (for counties covered by Workers’ Compensation), Sample Policy - In Line of Duty Injury Leave (for counties not covered by Workers’ Compensation), Sample Policy - Administrative Leave with Pay, Sample Policy - Administrative Leave without Pay, Sample Non-Discrimination and Harassment Policies, Sample Policy - Equal Employment Opportunity, Sample Policy - Discrimination/Harassment Complaint Procedure, Sample Drug-Free Workplace and Drug Testing Policies, Providing Employee Information to Prospective Employers, FIT, FICA Withholding, and Miscellaneous Reporting Matters, Disposal of Unlawful Telecommunications Devices, Disposition of Conveyance Used in Robbery or Felony Theft, Disposition of Controlled Substances and Related Property, Execution of Class 3 Weapons Purchase Documents, Investigation of Drug Trademark Counterfeiting Cases, Notification to Next of Kin - Serious Accidents, Quarantine of Property Where Meth Was Manufactured, Registration of Sexual Offenders and Violent Sexual Offenders, Reports to the Tennessee Bureau of Investigation, Reporting of Stolen and Recovered Motor Vehicles, Transportation of Persons with a Mental Illness, Assignment of Officers to Judicial District Drug Task Force, Authority to Authorize Deputies to Carry Handguns, Disposition of Stolen Property in Possession of Pawnbroker, Exchange of Officers With Other Law Enforcement Agencies, Investigations of Adult-Oriented Establishments, Seizure of Conveyance Used in Robbery or Felony Theft, Seizure of Controlled Substances and Related Property, How a Dispute Becomes a Lawsuit: The Complaint and Summons, Avoiding Difficulties, Dilemmas, and Disasters, Service of Process by an Employee of a Party Is Prohibited, Parties Who May Petition for an Order of Protection, Ex Parte Protective Orders and Standard Orders of Protection, Scope, Duration, and Enforceability of Protective Orders, The Duty to Arrest a Respondent Who Violates an Order of Protection, Ex Parte Orders and “Actual Knowledge”, Tennessee Code Quick Reference for Service of Civil Process, Litigation Tax for Jail and Workhouse Construction, Jailer Qualifications and Training Requirements, Emergency Detention of a Person with a Mental Illness or Serious Emotional Disturbance, Delayed Commitment to the Department of Correction, Report by Sheriff to Department of Correction, Strip Searches (Visual Body Cavity Search), Collection of Biological Specimens for DNA Analysis, Monitoring of Inmates by Guards of the Opposite Sex, HIV Testing of Persons Convicted of Sexual Offenses-Release of Test Results, Information to At-Risk Employees Regarding Infectious Diseases, Reimbursement for State Inmate Medical Care, Applicability of the Blind Vendors Program, Jail or Workhouse Sentences of less than one year, Penalties for Violating Inmate Labor for Private Purposes, Correspondence From State and Federal Courts, Monitoring Inmate Telephone Conversations, Religious Land Use and Institutionalized Persons Act (RLUIPA), Access to Inmates by Alcohol and Drug Treatment Organizations, Board of Control - TN Corrections Institute, Tennessee Minimum Standards for Local Correctional Facilities, Standards Compliance-Tennessee Corrections Institute, Operation of Workhouse Under Control of County Mayor, Operation of Workhouse Under Control of Sheriff, Contracts with Department of Transportation, Punishment for Refusing to Work-Workhouse, Inmate Labor for Private Purposes Prohibited-Workhouse, Wages or Salary of Employed Prisoners - Cost for Boarding, Employment of Prisoners in Another County, Contracts with Other Governmental Agencies, Charging Inmates for Issued Items-Workhouse, Drug Law Enforcement and Drug Abuse Prevention, County Purchasing vs.

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