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Appendix "I3" Guidelines for Writing Equipment Specifications PURPOSE: Specdications are used by Cabarrus County to describe what it intends to purchase. They are used by vendors to pre,ate b~, to supply the items or services requested. During the evaluation of bids, the specifications are used to determine each bidder's Complianc- with the requirements and ultimately to select the winning vendor. For this reason they must be as generic as possible and eXpress Caba~ County's minimum needs, without any unjustified bias toward specific brands. After an item has been delivered or a service performed. written specification--to which the vendor bid--is the key legal document in settling any dispute con¢~nning the quality of the product or service received. DETERMIN~G YOUR REQUIREIRE/~ITS: ffyou have experience with different varieties and models ora product, it is much easinr~ document your requirements in the form of specifications. If you do not have this experienco, it is helpful to discuss your options with the purchasing agent and often-times it is most helpful to have vendors demonstrate equipment for you. Although vendors obviously wi~ to sway your oho/ce toward their equipment, it can be an enlightening experience which w/il make you much more knowledgnmble ofdifl'er¢ products and their capabilities. BRAIh'D-SPECIFIC SPECIielCATIONS: Brand-specific specifications are not to be used unless the particular 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-tim~ contain additional features which are not hooded. Generic specifications encourage competition. They should be used wherever pessibl~ Il a brand-specific requisition is submitted, it must be accompanied by a written justification explaining why the product is singularly able to mee~ the requirements. WRITING SPECIFICATIONS: Equipment specifications should be clear and concise s0 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 thi~ the following information must be provided: ~li!IiPJiP. g-g~: This is a basic statement ofhowand where the equipment will be used. Be sure to address such issues as standardization requirements and future demand or anticipated non:ds (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 existL equipment. ct'o a 'ca ' : Also known as "performance specifications", functional specifications describe the performance characteristics required of the equipment. This would include requirements for ease oS'operations, compatibility with other equipment or solb,vare, multiple use capabilities, and any other performance related specifications. Example: A specdicatjon for~ backhoe may include the capability to dig a three-foot trench and lift objects weighing up to two tons. ec ' a ' cat' : These are the most dil~cult specifications to write because they delineate the physical characteri~ics ~ the equipment in terms of linear 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 requirement i~ question, care must be taken not to create "lock out" specifications which tmduly restrict competition. Be sure that your technic~ specification reflects the "mlnimRm requitelllellts" for the equipment n_,~ed__ed. Anything above that may tmnecessarily 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: ~4void u~ing manufacturer or trademartr terms and descriptions. DCaparticularpatente mechanism or feature is required, generically describe the feature as completely o~ possible. at' u' : These requirements which are incidental to the purchase of equipment should be included with the requisition. You may include specifications for method and time of delivery, coordination with other contractors or in-house support such as design and construction ofmodifications a~,'ded to existing space, electrical set up and power modifications, and accessory equipment installation. Don't assume that all installations are fi'ee oS'charge. Depending on the extent of work involve~/ installation costs could be quite high and are better offto be included as part of the initial competitive bid rather than as an additional cost after the fact. Example: A floor model centrifuge may have to be stabilized, leveled, and the rotor installation accomplished by a factory authorized technician. ~: ffyou need extra copies of operator and/or technical manuals, specify this in your requirements. Also spocif3t any training required for in-house persomlel and any operation or troubleshooting demonstrations or seminars wlxich need to be conducted by a manufacturer's technical representative. Include the number of people to be trained and the nmnber oftraini sessions required. Service and Warranty Reouirernents: All service and warranty requirements should be specified. Manufacturers warranty requirements should specify acceptable down time, response time by service technicians, length oftime for warranty coverag= an~--- whether it includes all parts, labor and travel time for service tecknicians, Such specifications should also include the tenns and conditions of any extended warranty contracts and any other maintenance or service contracts that the manufacturers or vendors required to offer in their bids. iAdditional Recuirements: Other criteria which sllow vendors to bid their products to suit the particular noeds of the user. Be sure to state your requirements so that all costs will be identified by vendors responding to a request for bids. Clearly identify an)' special travel and per diem, hourly rates for set. ices, or any other related costs associated with the requirement. __