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Appendix B 1. PURPOSE: Specifications are psed by Cabarrus County to describe what it intends to purchase. They are used by vendors to prepare bids to supply the items or serviPes requested. During the evaluation of bids, the specifications are used to determine each bidder's compliance with the requiremeI\ts and ultimately to select the winning vendor. For this reason they must be as generic as possible and express Cabarrus County's minQnum needs, without any unjustified bias toward specific brands. After an item has been delivered or a service performed, the written specification-to which the vendor bid-is the key legal document in settling any dispute concerning the quality of the product or service received, GUIDELINES FOR WRITING EQUIPMENT SPECIFICATIONS 2. DETERMINING YOUR REQUIREMENTS: If you have experience with different varieties and modeis of a product, it is much easier to document your requirements in the fonn of specifications. If you do not have this experience, it is helpful to discuss your options with the purchasing agent and often-thnes it is most helpful to have vendors demonstrate equipment for you. Although vendors obviously wish to sway: your choice toward their equipment, it can be an enlightening experience which will make you much more knowiedgeable of different products and their capahilities. 3. BRAND-SPECIFIC SPECIFICATIONS: Brand-speciflc specifications are not to be used unless the particuiar requirement can only be met by the exact specifications offered by a particular piece of equipment. These items are generally more expensive since they often~times contain additional features which are not needed. Generic specifications encourage competition. they should be used wherever possible. If a brand~specific requisition is submitted, it must be accompanied by a written justification explaining why the product is singularly able to mee:t the requirements. 4. WRITING SPECIFICATIONS: Equipment specifications should he clear and concise so that there will be no doubt as to the intended use of the equipment and the quality level to which it must perform. To accomplish this the following information must be provided: a. Descriotion of Need: iThisis a basic statement of how and where the equipment will be used. Be sure to address such issues as standardization requirements and future demand or anticipated needs (expandability). Describe the environment in which the equipment will be. used-such as general office, medical, etc, Indicate whether the equipment will be used for service or quality control work; specify whether it is a replacement or an upgrade to existing equipment; and, give the make and model of the existing equipment, if applicable. b. Functional Soecifications: Also known as "performance specifications", functional specifications describe the performance characteristics required of the equipment. This would include requirements for ease f operations, compatibility with other equipment or software, multiple use capabilities, and any other performance related specifications. Examole: A specification for a ba~kllOe may include the capability to dig a three-foot trench and lift objects weight up to two tons. c. Technical Soecificati{ms: These are the most difficult specifications to write because they delineate the physical characteristics of the equipment in terms oflinear measurements, tolerances and/or chemical properties. Though many people rely on vendor~provided technical specifications as a point of departure for creating a specification unique to the particular requiremeIl:t in question, care must be taken not to create "lock out" specifications which unduly restrict competition. Be sure that your technical specification reflects the "minimum requirements" for the equipment needed. Anything above that tnay unnecessarily increase costs and limit vendor competition. Example: A technical specification for a dump truck may include the number of axles, load capability, and maximum weight. Note: Avoid using manufacturer or trademark terms and:descriptions. If a particular patented mechanism or feature is required, generically describe the feature as completely as possible. d. Installation Reauire11lents: These requirements which are incidental to the purchase of equipment should be inciuded with the requisition. You hlay include specifications for method and time of delivery, coordination with other contractors or in~ house support such a~ design and construction of modifications needed to existing space, electrical set up and power modifications, and aocessory equipment installation. Do not assume that all installations are free of charge. Depending on the extent of work invoived, installation costs could be quite high and are better off to be included as part of the initial competitive bid rather than as an additional cost after the fact. Exarnole: A floor model centrifuge may have to be stabilized, leveled, and the rotor installation accomplished by a factory authorized technician. e. Traininll Reauiremeqts: If you need extra copies of operator and/or technical manuals, specify this in your requirements. Also, specify any training required for in-house personnel arid any operation or troubleshooting demonstrations or seminars which need to be cotiducted by a manufacturer's technical representative. Include the number of people to be trained and the number of train~g sessions required. f. Service and WarrantY Reouirements: All service and warranty requirements should be specified. Manufacturer's warranty requirements should specify acceptable down time, response time by service technicians,length of time for warranty coverage and whether it includes all parts, iabor and travel thne for service technicians. Such specifications should also include the tenns anq conditions of any extended warranty contracts and any other maintenance or service contracts that the manufacturers or vendors are required to offer in their bids. g. Additional Reauire~nts: Other criteria which allow vendors to bid their products ta suIte the particular needs of the user. Be sure to state yourirequirements so that all costs will be identified by vendors responding to a request for bids. Clearly identify any special travel and per diem, hourly rates for services, or any other related costs associated with the requirement. 28 -f-B