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Drawing up Specification of Requirements
What to Include in the Description of Your Requirement
When funding has become available we have to make a more formal approach to the market. A model Specification will include a brief overview of the University of Aberdeen and its activities; a section on the background to the requirement; a description of the present range of equipment or services used, then a detailed description of what is needed.
The specification should also include your award criteria and the weightings of the criteria. These will be the things which are important to you and which will allow you to make your final decision. They might include price, proposed maintenance and technical support, experience, references and delivery lead time.
There are two main elements to the specification: a brand-less, generic statement of need accompanied by a request for a "whole-life costing" for equipment offered.
3.1 The Specification should describe what is important to you and might express your requirement in terms of:
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The application: where and how the equipment will be used and what for;
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Minimum required performance: volumes, speed, magnification, data to be produced etc.;
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Inputs and outputs;
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Results expected;
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Quality requirements;
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Ease of use;
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Operator requirement;
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Upgradeability;
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Physical limitations: weight and dimensions, mobility, access, floor strength, building requirements (such as for room modifications or shielding);
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Compliance with prescribed standards;
- An opportunity for the tenderer to include an alternative offer which might include joint research, use of the University as a reference site, a novel approach, application of new technology or ex-demonstration equipment etc.
3.2 The "Whole-Life Costing" will reveal the true cost of ownership and provide a proper
basis for comparison between competitive quotations; it is not unknown for a supplier
to quote a low capital cost to secure the business, then uplift the cost of maintenance
services to increase their margin.
Consideration should be given to:
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Capital purchase price;
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Delivery date (does this meet your timescale?);
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Delivery to site and insurances;
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Rigging into position;
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Installation;
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Testing;
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Training for operation and local maintenance (both on and off-site);
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Number of operators required;
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Expected life of the equipment in a normal working environment:
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Anticipated running costs over the expected life, including an estimate of annual costs for utilities in a similar operation and cost of replacements and wearing arts (with a guarantee that these will remain available);
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Product life and upgradeability – when will the model offered cease to be produced and what is the approach to upgrading? Warranties and extended warranties;
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Post-warranty service and maintenance proposals for the life of the equipment (if this is not known then request that details for a five-year period be included);
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WEEE: Waste electrical and electronic equipment legislation requires manufacturers to participate in a scheme for removal at end of economic life. Request costs associated with the supplier/manufacturer meeting their responsibilities within the regulations;
- End of life replacement or disposal: what options are available when the equipment is no longer required, and what are the costs involved? (top)
