Invitations for Bid and Request for Purchases shall contain technical and descriptive requirements of commodity and its intended use or application.. Performance specifications shall be used whenever possible so as to describe the capabilities that are required for the intended use of the commodity.. Specifications will not be unnecessarily restrictive so as to impair competition.. The use of brand name specifications should be limited insofar as possible, and when used should be accompanied with the statement "or equal". All bid specifications shall be developed by the user department and reviewed and approved by the Materials Management Department.
Specifications describe what is required or desired and, therefore, what the successful bidder is to furnish. Specifications, relate to the technical and descriptive requirements of a product or service and to its intended use or application. As such, the degree to which specifications are open or restrictive directly affects the type and extent of competition obtained.
Specifications describing the essential characteristics and, to the extent possible, performance requirements are required for all items being purchased. User departments will be responsible for developing the initial specifications to be included on Request for Purchases forms. Specifications must be sufficiently specific to provide bidders with a complete understanding of exactly what the University wants to buy thereby ensuring a common basis for all bidders to compute their bids. As a general rule, when user departments develop specifications, they should rely as much as possible on existing standards and specifications from sources, other than manufacturers, that have done significant work in the area. For example, specifications developed by other local universities may be a helpful and timesaving source of information. Federal Government specifications may also provide another excellent basis for establishing University specifications.
Items for similar use frequently are bought on a recurring basis by one or more user departments. Given that user departments are responsible for developing initial specifications for items they purchase, it is possible that similar items are purchased under many different specifications. In order to eliminate duplications of effort and inconsistencies in developing standard specifications for recurring and common use items. A standard specification establishes a University-wide norm with respect to the essential attributes of an item.
To determine which items are most suitable for standard specifications, MMD must know the number of items required and the associated purchasing volume. To accomplish this, MMD will monitor the frequency of requests and associated dollar values. Items which are ordered on a recurring basis in a volume that represents a high dollar expenditure can then be identified as potential candidates for standard specifications and stocked in general stores.
When developing standard specifications, MMD will consult with appropriate user departments to ensure that all essential characteristics and requirements have been considered. Once a standard specification is established, user departments will be provided such information.