What is a specification?A specification details the requirements of the procurement. It is the basis of all offers and therefore the foundation for a contract. A specification becomes an essential contract management document which is used to ensure that the chosen supplier provides what is specified. It must therefore be clear and accurately define what is expected from a supplier regarding the outputs or the functional and performance requirements. Show
What makes a good specification?A well-structured specification should:
Before preparing a specificationBefore preparing a specification, procurement practitioners should have a clear understanding of:
How to write a specification?Developing specifications should involve close and continuous liaison with stakeholders (specification writer, technical experts and specialists) and users of the goods and/or services. For more complex procurement, a staged approach to developing and refining the specifications should be considered. This may involve developing an Expression of Interest (EOI) specifying the requirements at a high level. As the process moves towards the short-listing and/or limited market approach phase, the specifications must become more detailed. For further information relating to this process refer to the Market approach - Goods and services procurement guide. Organisations should consider standardising the format and applying uniformity to specifications, as far as possible. This can help to reduce the cost of the market engagement process. 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. Preparing specificationsBy applying this guide, specifications will be more consistent in both content and format and will save considerable time in preparing an approach to market. Numbering of each requirement is recommended to allow for ease in referencing during the market engagement process and for contract management purposes. The amount of detail in the specifications should reflect the complexity of the requirement and the nature of the procurement. Title:
Table of contents:
Introduction:
Scope:
Background:
Other documents:
Service conditions and environmental factors:
Statement of requirements:
Technology, systems and management techniques:
Records management:
Quality requirements:
Using this guideThis guide accompanies the goods and services supply policies. There are 5 supplies policies:
This guide supports the Market approach policy. For procurement of information communication and technology goods and services, consideration must also be given to the Victorian Government ICT Strategy External Link. For information relating to intellectual property and the management of data and records refer to the:
Access a document version of this guide in the Toolkit and library. For more information about developing specifications when procuring goods and services, please contact the goods and services policy team. What document is created to initiate the purchase of materials supplies?A purchase requisition form is an internal document used by an employee to purchase goods or services on behalf of their firm. These purchases may be for business operations (such as office supplies), inventory, or manufacturing inputs.
Which document is used to record a reduction to the balance due a vendor?A credit memo is a contraction of the term "credit memorandum," which is a document issued by the seller of goods or services to the buyer, reducing the amount that the buyer owes to the seller under the terms of an earlier invoice.
Which document typically triggers the process of recording a liability?GENERAL LEDGER Which document typically triggers the process of recording a liability? SUPPLIER'S INVOICE Which of the following tasks should the cash disbursement clerk NOT perform?
Which process sequence best describes the basic purchasing process?The 6 key steps of the purchasing process. Step 1: Identification of the need.. Step 2: The description of the product characteristics.. Step 3: Drafting the specifications. Is it necessary to issue a tender ?. Step 4: Supplier sourcing. Step 5: In-depth analysis of applications. ... . Step 6: Preparing for the negotiation.. |