Preparing Specifications:
Specifications should be developed with the knowledge that a bid shall
be awarded to the bidder who submits the lowest price for a good or
service that meets the stated specifications with delivery within a
time frame that meets the University's need and is reasonable for the
particular industry under current market conditions.
In obtaining material or equipment which meets the requirements for performance and quality, the preparation of clear and complete specifications is essential. Specifications may be as simple as a list of requirements that could be described over the telephone, or very complex requiring detailed explanation in writing. Kansas statutes prohibit specifications from being fixed in a manner to effectively exclude any responsible bidder from offering a comparable product or service. The Office of Purchasing will assist in the preparation of specifications upon request.
In general, specifications should be as simple as possible while specific enough to assure that no loophole exists by which a vendor may take advantage of competitors or the buyer. Specify the brand and model number of the desired equipment (e.g, Model 351OD ATT facsimile or equivalent) including the names and model numbers of two or more manufacturers whenever possible. Identify the features and/or characteristics considered essential to the function or intended use of the product. Flexible specifications allow more competition and better pricing.
Specifications should be edited for nonessential proprietary
features
of characteristics of the named brands which tend to effectively
exclude
competition in bidding. Minor deviations in size and operational
characteristics from those set forth in the specifications will be
considered
when such deviations do not deter the user from accomplishing the
intended
use or function at the desired level of performance.
Revision Date:
August 1, 2009