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AG 2006 08 21
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AG 2006 08 21
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Last modified
8/24/2006 1:40:13 PM
Creation date
11/27/2017 11:33:43 AM
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Meeting Minutes
Doc Type
Agenda
Meeting Minutes - Date
8/21/2006
Board
Board of Commissioners
Meeting Type
Regular
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<br />Appendix B <br />1. PURPOSE: Specifications are psed by Cabarrus County to describe what it intends to purchase. They are used by vendors to prepare <br />bids to supply the items or serviPes requested. During the evaluation of bids, the specifications are used to determine each bidder's <br />compliance with the requiremeI\ts and ultimately to select the winning vendor. For this reason they must be as generic as possible and <br />express Cabarrus County's minQnum needs, without any unjustified bias toward specific brands. After an item has been delivered or a <br />service performed, the written specification-to which the vendor bid-is the key legal document in settling any dispute concerning <br />the quality of the product or service received, <br /> <br />GUIDELINES FOR WRITING EQUIPMENT SPECIFICATIONS <br /> <br />2. DETERMINING YOUR REQUIREMENTS: If you have experience with different varieties and modeis of a product, it is much <br />easier to document your requirements in the fonn of specifications. If you do not have this experience, it is helpful to discuss your <br />options with the purchasing agent and often-thnes it is most helpful to have vendors demonstrate equipment for you. Although <br />vendors obviously wish to sway: your choice toward their equipment, it can be an enlightening experience which will make you much <br />more knowiedgeable of different products and their capahilities. <br /> <br />3. BRAND-SPECIFIC SPECIFICATIONS: Brand-speciflc specifications are not to be used unless the particuiar requirement can <br />only be met by the exact specifications offered by a particular piece of equipment. These items are generally more expensive since <br />they often~times contain additional features which are not needed. Generic specifications encourage competition. they should be used <br />wherever possible. If a brand~specific requisition is submitted, it must be accompanied by a written justification explaining why the <br />product is singularly able to mee:t the requirements. <br /> <br />4. WRITING SPECIFICATIONS: Equipment specifications should he clear and concise so that there will be no doubt as to the <br />intended use of the equipment and the quality level to which it must perform. To accomplish this the following information must be <br />provided: <br /> <br />a. Descriotion of Need: iThisis a basic statement of how and where the equipment will be used. Be sure to address such issues <br />as standardization requirements and future demand or anticipated needs (expandability). Describe the environment in which <br />the equipment will be. used-such as general office, medical, etc, Indicate whether the equipment will be used for service or <br />quality control work; specify whether it is a replacement or an upgrade to existing equipment; and, give the make and model <br />of the existing equipment, if applicable. <br /> <br />b. Functional Soecifications: Also known as "performance specifications", functional specifications describe the performance <br />characteristics required of the equipment. This would include requirements for ease f operations, compatibility with other <br />equipment or software, multiple use capabilities, and any other performance related specifications. Examole: A <br />specification for a ba~kllOe may include the capability to dig a three-foot trench and lift objects weight up to two tons. <br /> <br />c. Technical Soecificati{ms: These are the most difficult specifications to write because they delineate the physical <br />characteristics of the equipment in terms oflinear measurements, tolerances and/or chemical properties. Though many <br />people rely on vendor~provided technical specifications as a point of departure for creating a specification unique to the <br />particular requiremeIl:t in question, care must be taken not to create "lock out" specifications which unduly restrict <br />competition. Be sure that your technical specification reflects the "minimum requirements" for the equipment needed. <br />Anything above that tnay unnecessarily increase costs and limit vendor competition. Example: A technical specification for <br />a dump truck may include the number of axles, load capability, and maximum weight. Note: Avoid using manufacturer or <br />trademark terms and:descriptions. If a particular patented mechanism or feature is required, generically describe the <br />feature as completely as possible. <br /> <br />d. Installation Reauire11lents: These requirements which are incidental to the purchase of equipment should be inciuded with <br />the requisition. You hlay include specifications for method and time of delivery, coordination with other contractors or in~ <br />house support such a~ design and construction of modifications needed to existing space, electrical set up and power <br />modifications, and aocessory equipment installation. Do not assume that all installations are free of charge. Depending on <br />the extent of work invoived, installation costs could be quite high and are better off to be included as part of the initial <br />competitive bid rather than as an additional cost after the fact. Exarnole: A floor model centrifuge may have to be <br />stabilized, leveled, and the rotor installation accomplished by a factory authorized technician. <br /> <br />e. Traininll Reauiremeqts: If you need extra copies of operator and/or technical manuals, specify this in your requirements. <br />Also, specify any training required for in-house personnel arid any operation or troubleshooting demonstrations or seminars <br />which need to be cotiducted by a manufacturer's technical representative. Include the number of people to be trained and <br />the number of train~g sessions required. <br /> <br />f. Service and WarrantY Reouirements: All service and warranty requirements should be specified. Manufacturer's warranty <br />requirements should specify acceptable down time, response time by service technicians,length of time for warranty <br />coverage and whether it includes all parts, iabor and travel thne for service technicians. Such specifications should also <br />include the tenns anq conditions of any extended warranty contracts and any other maintenance or service contracts that the <br />manufacturers or vendors are required to offer in their bids. <br /> <br />g. Additional Reauire~nts: Other criteria which allow vendors to bid their products ta suIte the particular needs of the user. <br />Be sure to state yourirequirements so that all costs will be identified by vendors responding to a request for bids. Clearly <br />identify any special travel and per diem, hourly rates for services, or any other related costs associated with the requirement. <br /> <br />28 <br /> <br />-f-B <br />
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