How do you write clear and concise specifications in procurement documents?

1 Step 1: Identify the purpose and scope of the procurement

Before you start writing specifications, you need to have a clear idea of why you are buying something and what you expect to achieve with it. This will help you set the goals and objectives of the procurement, as well as the boundaries and limitations. You should also consider the context and environment of the procurement, such as the legal, regulatory, ethical, and social factors that may affect it. You can use a procurement plan or a business case to document the purpose and scope of the procurement and align it with your organization's strategy and policies.

2 Step 2: Conduct market research and stakeholder analysis

The next step is to gather information about the market and the stakeholders involved in the procurement. Market research will help you understand the availability, quality, and price of the goods or services you want to buy, as well as the trends, risks, and opportunities in the industry. Stakeholder analysis will help you identify and engage the people who have an interest or influence in the procurement, such as the end-users, the project team, the management, the suppliers, and the regulators. You can use various methods and tools to conduct market research and stakeholder analysis, such as surveys, interviews, focus groups, benchmarking, SWOT analysis, and stakeholder mapping.

3 Step 3: Define the functional and technical requirements

The functional and technical requirements are the core of the specifications. They describe what the goods or services should do and how they should perform. The functional requirements focus on the outcomes and benefits that the goods or services should deliver, such as the features, functions, capabilities, and standards. The technical requirements focus on the specifications and criteria that the goods or services should meet, such as the materials, dimensions, quality, reliability, and compatibility. You should write the functional and technical requirements using clear, concise, and measurable language, avoiding ambiguity, jargon, and assumptions. You should also prioritize the requirements according to their importance and feasibility, using categories such as mandatory, desirable, or optional.

4 Step 4: Specify the delivery and performance terms

The delivery and performance terms are the specifications that relate to how the goods or services should be delivered and performed. They include the schedule, the location, the quantity, the packaging, the transportation, the installation, the maintenance, the warranty, and the support. You should write the delivery and performance terms using realistic and achievable expectations, taking into account the market conditions, the supplier capabilities, and the project constraints. You should also specify the roles and responsibilities of both parties, as well as the communication and reporting methods.

5 Step 5: Establish the evaluation and selection criteria

The evaluation and selection criteria are the specifications that determine how you will compare and choose the best offer among the suppliers. They include the technical, financial, and non-financial factors that you will use to assess the quality, value, and suitability of the offers. You should write the evaluation and selection criteria using objective and transparent methods, such as scoring, weighting, ranking, or shortlisting. You should also align the criteria with the requirements and the goals of the procurement, as well as the applicable laws and regulations.

6 Step 6: Review and validate the specifications

The final step is to review and validate the specifications before you publish them in the procurement document. You should check the specifications for accuracy, completeness, consistency, clarity, and conciseness. You should also verify that they meet the needs and expectations of the stakeholders, as well as the standards and best practices of the industry. You can use various techniques and tools to review and validate the specifications, such as peer review, feedback, testing, prototyping, or piloting. You should also make sure that you have the necessary approvals and authorizations to proceed with the procurement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?