PURPOSE: Assists faculty and staff in providing product specifications in a manner that will preclude the procurement of incorrect materials and products.
- DETAILED SPECIFICATIONS
It is the responsibility of the originator of each request to give detailed and complete specifications and/or description of each item requested. The Procurement Department is available to assist in writing specifications and will review all specifications for clarity and accuracy.
Specifications should be nonrestrictive and as generic as possible. Examples of questions to answer in writing specifications are:
- What specifically do you want the item to do?
- At what rate?
- At what efficiency?
- Any physical size limitations?
- What utility service connections are required?
- What type of environment must it be suited for?
- What type of warranty do you need?
- What installation requirements do you have?
- What criteria would you look for in an item presented to you as an equal to determine whether or not it is equal.
- WRITING OF SPECIFICATIONS
The writing of specifications and quality determinations is a responsibility of both the Procurement Department and the using department. The respective share of the responsibility of each depends on the nature of the item being purchased; and the commodity knowledge of the personnel involved.
- PURCHASING AUTHORITY
The Procurement Department has the authority to question the quality, quantity, and kind of material asked for, in order that the best interests of the College may be served.
- BE SPECIFIC
It is necessary that the originator of the purchase request be specific when writing the description of the item requested. Include:
A. the name of the item,
B. the item description,
C. the manufacturer and the manufacturer's model number or catalog number,
D. if applicable, list the catalog number and page number if the item information is taken from a current catalog.
If the item information is taken from an order form or brochure, attach the form or brochure to the purchase request. Include any unique information with the specifications. For example, vendor to deliver to third floor of AMIC Building, install ready for operation, etc.
- QUANTITY ORDERED
It is generally desirable to order supplies in the largest quantity practical. The level of quality is as specified by the originator.