BRIEF GUIDELINE FOR PREPARATION OF

TECHNICAL SPECIFICATIONS

General:

The Technical Specifications for different Goods and Works varies considerably with respect to the requirement, availability of the Goods
and other constraints.

Content of Specifications:

The table below provides a list of information that may be included in a specification and some guidelines and examples on what they
should contain.

TOPIC GUIDELINES SAMPLE GOODS SAMPLE WORKS

Title Use a simple and broad description of the Supply of Ten 2.5 L Excavation for Structure
specified Goods for the title. Double Cab 4WD for
MCA-Lesotho

Background A carefully-written introduction usually increases Only where we need to The construction will be carried out for
Information potential suppliers’/contractors’ interest in the explain the things such the bridge site at Maseru, near ………
invitation and helps them understand the needs. as status of The area is dry and full of stones. The
Further, an understanding of the purpose can be place/location/situation water level is very low, etc.
useful to ensure that offered products are “fit for the . Describe any part or
intended purpose”. prior Goods installed
by the previous
supplier, which is
existing at site.

Standards Standards are the most common document referred to The vehicle supplied The South African Standard that is SABS
 TOPIC GUIDELINES
in a specification.
Refer as much as possible to international standards
such as ISO, EN, etc. rather than national standards as
this might limit the competition.
• If a specific standard is not mandatory, indicate “or
equivalent standards”.
Specific Some examples of specific constraints and limitations
Constraints are:
and • Operating conditions, e.g. minimum and maximum
Limitations temperatures, noise, pressure, humidity, wind
velocity, altitude, dust, etc.
• Physical space available for installing equipment.
• Compatibility with existing equipment, systems, etc.
• Availability of power supply, Water etc.
Requirements This describes the requirement in detail.
SAMPLE GOODS SAMPLE WORKS
should be will be used for carrying out the
manufactured excavation Works.
according to
international Standards.
All the cars should be The excavation will be carried out
of white colour, to between two existing structures. The
comply the colour of contractor shall be responsible for safety
the institution. and shall take all measures to prevent
damage to existing structures.
The location of construction site is
beside a Primary School, hence the
contractor take all precautionary
measures to avoid sound pollution.
Function: 4WD Excavation for structures shall consist of
Performance: All the removal of material for the
Terrain Vehicle construction of foundations for bridges,
Engine Technical: culverts, retaining walls, headwalls,
Capacity: Such as cutoff walls, pipe culverts and other
Engine 3 L Diesel, similar structures, in accordance with the
Transmission: 5-Speed requirements of these Specifications and
manual etc. the lines and dimensions shown on the
drawings or as indicated by the Engineer.
The work shall include construction of
the necessary cofferdams and cribs and
their subsequent removal; all necessary
sheeting, shoring, bracing, draining and
pumping; the removal of all logs,
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 TOPIC GUIDELINES SAMPLE GOODS SAMPLE WORKS
stumps, grubs and other deleterious
matter and obstructions, necessary for
placing the foundations; trimming
bottoms of excavations; backfilling and
clearing up the site and the disposal of all
surplus material. The excavation will be
of any type of soils and up to depth of 10
meters.

Construction How the Works will be carried out. Not Applicable Construction Operation: Setting out,
Operation Excavation, Dewatering and protection,
Preparation of foundation, Public safety,
Backfilling, Disposal of surplus
excavated materials.

Marking Possible marking requirements (to be agreed with Name of the Goods: Not Applicable in General
end-user or Project Coordinator) are: 1.8 L, Petrol Sedan for
• identification marking MCA-Lesotho
• manufacturer’s name Manufacturer: Toyota,
• model number Model: 2008
• manufacturing standard
• warnings (e.g. if fragile equipment).

Packing Items may need to be packed before delivery to The packing materials Not Applicable in General
protect them from damage during shipment and will not be returned,
storage: the ownership of
• If special packing is needed this must be specified: packing material will
cartons, wooden box, wooden crates, containers, etc. be of Purchaser.
• If a particular size or condition of the container (e.g.
refrigerated) is required, this must be specified.

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 TOPIC GUIDELINES SAMPLE GOODS SAMPLE WORKS
• If the organization wants to keep the containers,
pallets or other packing material, this should also be
specified.

Packaging • Some Goods may be available with different The Goods should be Not Applicable in General
packaging options such as the size & composition of delivered in a container
the container. if they will be shipped
• Where different possibilities exist, specify what is by sea.
required, for example, “computer screen cleaning
fluid in 100ml plastic bottles”.

Quality Specifying quality requirements
associated with the Goods.
reduces risks For Example: Only For construction Works, the following or
Goods produced by similar language should be added:
suppliers adhering to Materials used in construction must pass
the ISO 9000 quality the respective test of materials specified
system are acceptable in SABS. Further, the construction must
be carried out as per SABS…

Testing For some Goods, testing might be required: Specific Equipment The following tests will be carried out:
• By the supplier (the buyer should specify the testing needs testing to Compaction: Must be 95% of Maximum
requirements). determine if it provides Dry Density.
the required out put.
• By a third-party organization.
Results of the testing
• If testing is specified, the provision of test results also need to be
should be specified as well. provided as proof that
the equipment testing
was carried out.

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This Brief Guideline for the Preparation of Technical Specifications was prepared to assist you in the drafting the Specifications for Goods
and Works requirements. Its use is voluntary and it is not necessary to use all the topics covered in the preparation of your Specifications.
The person drafting the Technical Specifications must have a detailed knowledge of the requirement and availability of the Goods or
contractors in the market. He/She should also use from these guidelines whatever is relevant to the Goods to be procured or Works to be
constructed. He/She is encouraged to add other specific information useful to the bidders for successful preparation of their bids and the
eventual execution of the contract.

Following below are additional things to consider when drafting technical specifications.

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 THINGS TO CONSIDER WHEN DRAFTING TECHNICAL SPECIFICATIONS:

1. Precise, clear and descriptive specifications (standards of materials and workmanship

required, details of all factory tests required (type and number), details of all work
required to achieve completion, details of all pre-commissioning and commissioning
activities to be performed by the Contractor; and details of all functional guarantees
required and liquidated damages to be applied in the event that such guarantees are not
met).

2. Specifications must be drafted to permit the widest possible competition.

3. A clear statement of the required standards of workmanship need to be provided.

4. Specifications should clearly state that Goods should be new and unused and most recent
model (if applicable).

5. Provide drawings to clarify the specifications and understanding of the requirement.

6. If the contractor or Supplier is responsible for design too, then it must be stated clearly in
the specification;.

7. Care must be taken in drafting specifications to ensure that they are not restrictive to a
particular supplier/make/manufacturer, etc.

8. Whenever possible provide the reference of standard specifications (Especially for Works
Contract).

9. When reference is made to make or brand name, the statement “or substantially
equivalent” must be included in the description of the specifications to communicate to
potential bidder that equivalent Goods are also acceptable.

10. It is recommended that essential technical and performance characteristics and

requirements, including minimum or maximum acceptable values, as appropriate, be
summarized in a specific section, to be completed by the bidder against the requirement
and submitted as an Attachment to the Bid Form.

11. Only the minimum acceptable standards for certain essential technical features should be
specified in the technical specifications.

12. The person drafting the Technical Specification must have knowledge of the current state
of relevant market(s).

13. Delivery duration, packaging needs to be decided based on the requirement, availability
of goods in market and type of Goods to be procured.

14. Incorporate environmental consideration issues into specifications or conditions of

contract.

15. In cases where the MCA Entity is procuring the Goods for all PIU’s (Bulk Procurements)
it is very important for the MCA Entity to interact with all PIU’s during the preparation of
the Technical Specifications to ensure that the right Goods in adequate quantities are
ordered and delivered to the right place, at the right time.

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16. How the Quality of the Works will be tested and maintained (Quality Control Procedure)
need to be incorporated in Works contract.

Further information of Technical Specifications for Goods Procurement can be found in

MCC Guidance on Over-Specification in the Procurement of Goods, available at:
http://www.mcc.gov/documents/mcc-ppg-overspecificationintheprocurement.pdf