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This guide has been developed to assist you in writing Specifications which are
required for all purchases where suppliers are invited to quote. Specifications,
(sometimes called a ‘Statement of Works’ or a ‘Terms of Reference’) need to be a
clear, complete and unambiguous statement of the technical or essential
characteristics that describes your requirement. Specifications need to be written
with sufficient detail to ensure that suppliers understand your requirements and can
measure the degree of their conformance.
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Writing Style
Style is the cornerstone of readability, ensuring text is relevant
and capable of being clearly understood by its intended readership.
Style includes a good approach to grammar, simple sentence structure
and correct punctuation.
Style in relation to Specification writing means:
Clarity Accuracy
Repetition Logic
Accuracy
Ensure consistency and accuracy by using the same simple
terms throughout (e.g. ‘use’, 'supply’, ‘submit’), and employing
accurate and consistent phraseology for repeated clauses.
Avoid the following:
Generalisations, unclear words or phrasing, acronyms and
abbreviations unless very well-known.
Nominating specific control functions to particular persons (e.g.
architect, engineer) unless this is intended.
Listing overly specific or immeasurable requirements such as
‘best trade practice’, ‘first class work’ or ‘acceptable standard’.
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Repetition
The principles to follow are:
Say everything, but only say it once. Repetition is inadvisable
and legally dangerous.
Avoid erroneous information (such as listing a standard that is
not referenced in the text).
Just in case something applies, include it once. If something
does not apply, leave it out.
If information is on the drawings don’t repeat it in the
Specification itself.
If an issue is covered in the Conditions of Contract don’t repeat
it in the Specification.
Logic
Specifications should:
Have sub-headings and a logical numbering system for all
headings. Cross-referencing within the Specification is kept to a
minimum because of possible future changes.
Have matters of contract and administration separate from the
technical sections of the Specification, except for specific
instructions on quality or for instructing/informing others (such
as a sub-contractor). For example, the obtaining of samples,
tests and certification, the setting of standards of performance,
requirements to provide guarantees, warranties or maintenance
information.
Not specify for failure, such as specifying repairs following
damage. This is for the conditions of contract to resolve.
Be outcome focussed by stating what is to be achieved not how
it is to be done.
Not be written to favour one supplier over another (don’t
specify brands).
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Types of Specifications
There are three (3) key types of specifications. All three types of
Specifications may be combined to form the one Specification.
1. Functional specifications
These are Specifications that define the function, duty or role of
the goods or services. It nominates what the goods or services are
broadly required to do. Functional specifications define the task or
desired result by focusing on what is to be achieved rather than how it
is to be done. They do not describe the method of achieving the
intended result. This enables suppliers to provide innovative solutions
to defined problems.
Example
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Example
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Overseas brand names may be specified only where there are
no Australian or New Zealand manufactured products available which
meet similar functional, performance and/or technical standards, and
again, offers of equivalent products should be invited.
Maps
Training
Sustainability requirements
OH&S and risk mitigation
Reports
Milestones
7. Performance Standards
8. Quality requirements and applicable standards
9. Relevant Documents – resource material and manuals
10. Assistance provided by UQ (Customer)
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