Technical Specifications Preparation Gui Del Lines

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 Title

GUIDELINES Use a simple and broad description of the specified Goods for the title.

SAMPLE GOODS

SAMPLE WORKS

Supply of Ten 2.5 L Excavation for Structure Double Cab 4WD for MCA-Lesotho

Background Information

A carefully-written introduction usually increases potential suppliers’/contractors’ interest in the invitation and helps them understand the needs. Further, an understanding of the purpose can be useful to ensure that offered products are “fit for the intended purpose”.

Only where we need to explain the things such as status of place/location/situation . Describe any part or prior Goods installed by the previous supplier, which is existing at site.

The construction will be carried out for the bridge site at Maseru, near ……… The area is dry and full of stones. The water level is very low, etc.

Standards

Standards are the most common document referred to The vehicle supplied The South African Standard that is SABS

TOPIC

Specific Constraints and Limitations

GUIDELINES

SAMPLE GOODS

SAMPLE WORKS

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”.

should be will be used for carrying out the manufactured excavation Works. according to international Standards.

Some examples of specific constraints and limitations are: • Operating conditions, e.g. minimum and maximum 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.

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,

Requirements This describes the requirement in detail.

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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 Operation

How the Works will be carried out.

Not Applicable

Marking

Possible marking requirements (to be agreed with Name of the Goods: 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).

Not Applicable in General

Packing

Items may need to be packed before delivery to protect them from damage during shipment and storage: • If special packing is needed this must be specified: cartons, wooden box, wooden crates, containers, etc. • If a particular size or condition of the container (e.g. refrigerated) is required, this must be specified.

Not Applicable in General

The packing materials will not be returned, the ownership of packing material will be of Purchaser.

Construction Operation: Setting out, Excavation, Dewatering and protection, Preparation of foundation, Public safety, Backfilling, Disposal of surplus excavated materials.

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TOPIC

GUIDELINES

SAMPLE GOODS

SAMPLE WORKS

The Goods should be delivered in a container if they will be shipped by sea.

Not Applicable in General

• 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 packaging options such as the size & composition of the container. • Where different possibilities exist, specify what is required, for example, “computer screen cleaning fluid in 100ml plastic bottles”.

Quality

Specifying quality requirements associated with the Goods.

Testing

For some Goods, testing might be required: • By the supplier (the buyer should specify the testing requirements). • By a third-party organization. • If testing is specified, the provision of test results should be specified as well.

reduces

risks For Example: Only Goods produced by suppliers adhering to the ISO 9000 quality system are acceptable

For construction Works, the following or similar language should be added: Materials used in construction must pass the respective test of materials specified in SABS. Further, the construction must be carried out as per SABS…

Specific Equipment The following tests will be carried out: needs testing to Compaction: Must be 95% of Maximum determine if it provides Dry Density. the required out put. Results of the testing also need to be 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. 6

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

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