WPCxv  hHD۽HȗDql+ye #O8n9戶BQ.#u>CT6ЈȞbmMy`T䖒_D#?P)hmktQa+pC35J-t):biFo&yy១reh_o9 dD#G0 /d^j%SMJj{7S]X2DP<#b甈u~Tg0Xlj N^x_ |(fNz4돮Go'/:0t dLq޵:Oj@sٔ솚DZxf.D H:lG P:KHj`P}pUh9Gh`:bf(O t\FnZZ= eVBPrk)E$m1wF%4UB  %LR 0e 0y 0@  0o 0 0k 0 0m 0w " 0_" 0w" 0wW#f#a# B# 0K$OL$%'*+!,L-. 1u1J24U7:<;=?fAaAACuEGJAN6P6P6R6RTVrXU Bo[ 0c[\A*\ 0mbk^ 1U^ 1U"_"_ 0Lw_UN__E````` 0)`)`)`UN``````#a 72cNddddddddddddddddd 0wd 0yd 0e 0e 0Wf 0g 0g 0Dh 1,j 72jjjjjjjjjjjjjjjjjjjjjjjjjjjU>jjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj^ %k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k%k 1U1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k1k 0k]lnJml 0rqqw)r4-rAr mCrCrCrCrCrCrCrCrCrCrCrCrCrCrCrZr sstrururururururururururururururururururu 0@8v\  `*Times New RomanTT'  TABLE OF CONTENTS (Chapter 1, Sections 1 2 LEON SNEAD0LEON SNEAD .   H4heading 2heading 2  W\  `*Times New RomanTTW        XXXW\  `*Times New RomanTTWh:Default ParaDefault Paragraph Font        `:footnote reffootnote reference        8!,StyleStyle          H))4HypertextHypertext             T:endnote textendnote text  W\  `*Times New RomanTTW        XXXW\  `*Times New RomanTTW^:endnote refeendnote reference        V:footnote texfootnote text  W\  `*Times New RomanTTW        XXXW\  `*Times New RomanTTW@!0Level 1Level 1          (!$__          @!0Level 2Level 2          @!0Level 3Level 3          Table_A d(j$  10   E g+!XXXXXX   _   UXXUU      1UnitedStatesv._Spearin_,248U.S.132(1918). v g+!XXXXXX   _   UXXUU      2MonitorPlasticsCo.,_ASBCA_Ԁ14447,722_BCA_Ԁ9626at44,971.  g+!XXXXXX   _   UXXUU       ug    XXUXXXX        dXXXXXXXX  UXX  3  ڀ  lg      J.L.SimmonsCo.V.UnitedStates,188Ct.Cl.684,412_F.d._Ԁ1360(1969)at689.  g+!XXXXXX   _   UXXUU      4EngineeringTechnologyConsultants,_ASBCA_Ԁ43600,923_BCA_Ԁ25,133,_recons_.Denied,931_BCA_Ԁ25,507. t  ! g+!XXXXXX   _   UXXUU      5J.L.SimmonsCo.,id.    g+!XXXXXX   _   UXXUU      6HarrisonWestern/_Franki_ԄDenys,Inc.,_ENGBCA_Ԁ5523,921_BCA_Ԁ24,582.  g+!XXXXXX   _   UXXUU            g      ݀ dXXUXXXX    UXX  7  ڀ  _Hobbs_ԀConstr.&Dev.,Inc.,_ASBCA_Ԁ34890,912_BCA_Ԁ23,755. t 3#37=CIQYag1.a.i.(1)(a)(i)1)a)  g+!XXXXXX   _   UXXUU            g      dXXUXXXX  UXX  8  ڀ  MaitlandBros.Co.,_ASBCA_Ԁ23849,831_BCA_Ԁ16,434.    g+!XXXXXX   _   UXXUU            g      dXXUXXXX  UXX  9  ڀ  Huber,Hunt&_Nichols_,Inc.,_GSBCA_Ԁ4311,752_BCA_Ԁ11,457.   K g+!XXXXXX   _      ug      dXXXXXXXX  UXX  10  ڀ  SouthernPavingCorp.,_AGBCA_Ԁ74103,772_BCA_Ԁ12,813at62,363.  XXU  g+!XXXXXX   _   UXXUU      dXXUXXXX  UXX  11  ڀ  AleutianConstructorsv.UnitedStates,24Cl.Ct.372(1991).    g+!XXXXXX   _        UXX  12  ug      ݀IntercontinentalMfg.Co.V.UnitedStates,4Cl.Ct.591(1984)at595.XXU 1 g+!XXXXXX   _   UXXUU              13  ڀg      _Ahern_ԀPaintingContractors,Inc.,_DOTCAB_Ԁ677,681_BCA_Ԁ6949.    g+!XXXXXX   _        UXX  14  ug      ݀InletCo.,_ASBCA_Ԁ9095,1964_BCA_Ԁ4093.XXUTable_B  g+!XXXXXX   _   UXXUU              15  g      ݀TransportationAcquisitionRegulation(TAR)Clause1252.20971DISCLOSUREOFCONFLICTSOF  INTEREST(Oct1994).  g+!XXXXXX   _        UXX  16  ug      ݀PreparedbyOfficeofProcurement,TheMetropolitanTransitAuthority,HarrisCounty,Texas,datedJanuary  1987. t XXU k g+!XXXXXX   _      UXX  17  ug      ݀_MPC_Ԁ3203.XXU w g+!XXXXXX   _      UXX  18  ug      ݀TheGeorgeWashingtonUniversity'sNationalLawCenter'sGovernmentContractsProgramhaspublishedanumber  ofexcellentbooksdealingwithGovernmentcontracting.OnesuchbookisConstructionContracting(TheGeorge t WashingtonUniversity:Washington,D.C.,1991).Foracompletecatalogueofcontractingrelatedtextscontact:The 8 GWBookstore,80021st.St.,N.W.,Washington,D.C.20052,Phone:(202)9946870,Fax:(202)2969445, L http://www.gwu.bkstr.com.  XXU  g+!XXXXXX   _   UXXUU              19  g      ݀ConstructionContractAdministrationManual,PortAuthorityofAlleghenyCounty,ProcurementDepartment,  2235BeaverAvenue,Pittsburgh,PA152331080,Phone:(412)2377000,FAX:(412)2377101.ThisManual t containsmanyworthwhilethings,suchasproceduresforbiddocumentpreparation,bidding,contractaward,and 8 contractadministration;GeneralContractProvisions;amultitudeofformsforreporting,evaluating,administering, L etc.    g+!XXXXXX   _E1` hp x (#XE        UXX  20  g      ݀_Gorn_ԀCorp.V.U.S.,424F2d588(Ct.Cl.1970),notedat592.XXU  g+!XXXXXX   _H4X` hp x (#%XH   UXXUU              21  :g      ݀FTA_MA(12)_Ԁ15g.  g+!XXXXXX   _H4X` hp x (#%XH   UXXUU       g    XXUXXXX  UXX        23  g      ݀FTA_MA(12)_Ԁ23e. t   g+!XXXXXX   _H4X` hp x (#%XH        UXX  24  g      ݀FTA_MA(12)_Ԁ25.  XXU  g+!XXXXXX   _H4X` hp x (#%XH        UXX  25  g      ݀FTAMA(12)12g.XXU  g+!XX2XXXX   _H4X` hp x (#%XH   2UX2X2U2U       g    2XX2U2XXX2X        2UX2X  22  #2XX2U#g      2UX2XԀFTA_MA(12)_Ԁ30.#2XX2U{#\  `*Times New RomanTT(;3$2#  0  .3  0      7 B'XXXXXX   _ BXXXXXXXX   ;XXXX;UX;XBestPracticesProcurementManualChapter3Specificationsf!f!f!(#Page  1  #;XX;U#Ԉ  A=)  xdEs xA#XXX;X# t >$$"Small Circle0  0` (#(#$359=AEIMQ1!!!!!!!!$359=AEIMQ2"""""""">b$Large Circle0 x9 Z6Times New Roman Regular   (f3$ g+!XXXXXX   (hH  Z 6Times New Roman RegularHP LaserJet 5,,,,0i)(O;$0  2#  a  .3  0` (#(#(b$0  0` (#(#2#   .3  0 ` (#` (#(xir$0  0` (#(#0 ` (#` (#2#(  0  )3  0 (# (#($0  0` (#(#0 ` (#` (#0 (# (#2#(  a  )3  0h(#(#(F$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#2#(   )3  0h(#h(#($0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#2#  0  )3  0(#(#({$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#0(#(#2#  a  )3  0p(#(#(F$0  0` (#(#0 ` (#` (#0 (# (#0h(#(#0h(#h(#0(#(#0p(#(#2#     )3  0p(#p(# 3^_`abcdxsAGaeimquy}Bullet ListBullets Listfex9 Z&Times New RomanQx63  $359=AEIMQ3--------(2$ g+!XXXXXX   UXX  0  ڀ|x\  `*Times New RomanTTC\  P6QP\  `*Times New RomanTTXXP\  P6QXP\  `*Times New RomanTT^\  P6QPDD  *Times New RomanTTXX-DD0DXDhDX<6X9`("Courier NewTTTTXXx6X@DQX@<6X9`("Courier NewTTTTd6X@DQ@\  `*Times New RomanTT&&J\  P6Q&P<6X9`("Courier NewTTTT&&n6X@DQ&@(J+$XXXXXX  \3,D ULevel 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 5Level 1Level 2Level 3Level 4Level 52c0Quick ""0 g+!XXXXXX   __    4?cChapter3  3   UXXU XQX3#XXXXQ#EXQXXXSpecifications   EXEXQEXQXE  #XXXEXQ{#XQXXX3.0#XXXXQ4#EXQXXXOverview󀀀(6/03)  ` 50  #XXXEXQz#XQXXX3.1#XXXXQ #EXQXXXTypesOfSpecificationsandRisks󀀀(1/98) L(#(# EXEXQEXQXE8  0`   #XXXEXQO#XQXXX3.1.1#XXXXQE#EXQXXXDesignSpecifications󀀀(1/98)/ ` `  0  0` (#(##XXXEXQ#XQXXX3.1.2#XXXXQ8#EXQXXXPerformanceSpecifications󀀀(1/98)` (#` (# 0  0` (#(#3.1.3BrandNameorEqual󀀀(1/98) ` (#` (# EXEXQEXQXE0  #XXXEXQ#EXQXXX3.2#XXXEXQ#EXQXXXUsingConsultantstoPrepareSpecifications󀀀(1/98) (#(# #XXXEXQ#EXQXXX0  3.3#XXXEXQ#EXQXXXSpecificationsforEquipmentandSupplies󀀀(1/98)p (#(# 0  3.4SpecificationsforConstruction󀀀(1/98)\ (#(# 0  #XXXEXQ#EXQXXX3.5#XXXEXQ #EXQXXXStatementsofWorkforServices󀀀(1/98){H (#(# #XXXEXQU # UXXXXU3.0OVERVIEW )  UXX* ddd Xdd Xdd X(#(#,x``@+  :' OC:XXUREQUIREMENT WD,C  O  CW8.c(1)ofFTACircular4220.1Erequiresthatallsolicitationsshall: 6 UXXXXU0 h (1)Incorporateaclearandaccuratedescriptionofthetechnicalrequirementsforthe  material,product,orservicetobeprocured.Suchdescriptionshallnot,incompetitive  _procurements_,containfeaturesthatundulyrestrictcompetition.Thedescriptionmay  includeastatementofthequalitativenatureofthematerial,product,orservicetobe w procuredandwhennecessary,shallsetforththoseminimumessentialcharacteristics c andstandardstowhichitmustconformifitistosatisfyitsintendeduse.Detailed O productspecificationsshouldbeavoidedifatallpossible.Whenitisimpracticalor n; uneconomicaltomakeaclearandaccuratedescriptionofthetechnicalrequirements,Z 'h"h" 0 h a"brandnameorequal"descriptionmaybeusedasameanstodefinetheperformance F! orothersalientcharacteristicsofaprocurement.Thespecialfeaturesofthenamed 2" brandwhichmustbemetby_offerors_Ԁshallbeclearlystated.# h"h" UXXXXU15oftheMasterAgreementstatesthat: $" UXXXXU0 h d.ExclusionaryorDiscriminatorySpecifications.Apartfrominconsistent ~&K$ requirementsimposedbyFederalstatuteorregulations,theRecipientagreestocomply j'7 % withtherequirementsof49U.S.C.5323(h)(2)byrefrainingfromusinganyFederal V(#!& assistanceawardedbyFTAtosupport_procurements_Ԁusingexclusionaryor B)"' discriminatoryspecifications..*"(h"h" UXX#XXU # h e.BusSeatSpecifications.AStateorlocalgovernmentrecipientmayuse 0!  +$*  h specificationsconformingwiththerequirementsof49U.S.C.5323(e)toacquirebus ,%+  h seats.<20-&,C     < .', _ DISCUSSION 3 Asarecipientofpublicfundsyouwillhavetokeepinmindthatyourepresentthe   government,whoseobjectivesinspendingtaxpayers'moneywillalwaysinclude,asoneof   itsgoals,thegoaloffullandopencompetition.Itiseasytolosesightofthisunderthe   pressureofcompletingaprojectontime.Manyprogramsinyourdomainhavepolitical   sensitivityandmediavisibility.Thetemptationswillbegreatto"getsomethingoutnow,"   anditwillalwaysbeeasiertorespondtotheimmediatepressurethantodoacarefuland  t thoroughjobattheoutset.Buttimetakenhere,inthecarefulresearchanddraftingofthe ` specifications,willinvariablyrewardyouwithabetterproduct,atalowercost,andwith L  farfewerclaimsanddelaysduringthelifeoftheproject.Anotherageoldprobleminthis k8  areaofdraftingspecificationsisthedesiretopushthestateofthearttoanewlevel,to W$  havethebestpossiblesystem,regardlessofcost.Governmentorganizationstendtobe C  applaudedforthevisiblequalityofthethingstheydo,whetherit'stheirservices,ormajor /  transitsystems.ButagainstthesereallifepressuresstandstheFederalandState   Governmentpolicytodefinethe"minimumneeds"andtoavoidspecificationswhichmight   undulyrestrictcompetition.Weneedtoremindourselvesthatourindustrialsuppliersare  alsotaxpayerswhosetaxdollarsarehelpingtofinancethisprocurement;assuchtheyare  tobegiveneveryopportunitytocompetefortheworktheyarehelpingtofinance.  TechnicalSpecificationsandStatementsofWorkmustclearlydescribetheproductsand p servicestobeprocuredintermswhichwillpermitfullandopencompetitionandwhich \ willmeetthebuyingagency'sminimumessentialneeds. {H 3.1TYPESOFSPECIFICATIONSANDRISKS S  DISCUSSION + Specificationsmaybeverydetailedindescribingtheproductorworktobedone,ormay ! simplyrequireanendresult,ormaycontaincombinationsofthesetwoapproaches.There ! aredifferentlevelsofrisksandresponsibilitiesinherentinthesedifferenttypesof " specifications.Asageneralrulethemoredesigndetailsthereareinthespecification,the # morethebuyingagencybecomesresponsiblefortheperformanceoftheproduct. $  Conversely,themorethespecificationdescribestheperformanceoftheproductinsteadof %l! itsdesignfeatures,themoreresponsiblethecontractorbecomesfortheendproduct.The &X" legaltheoryinvolvedinthesecasesistheimpliedwarrantyofspecifications.       j  1      Followingis w'D # adiscussionofthevarioustypesofspecificationsandtherisksinherentineachtype. c(0!$    `  ,$( 3.1.1DesignSpecifications 3 DISCUSSION   Specificationsdetailingthemannerormethodofperformanceareoftentreatedasdesign   specifications.Contrastedwiththeseareperformancespecifications,whichleavethe   detailsofperformance,andthedetailsofdesign,tothecontractor'sdiscretion.Design   specificationsarethosewhichsetforthprecisemeasurements,tolerances,materials,in  t processandfinishedproducttests,qualitycontrol,inspectionrequirements,drawingsand ` otherspecificinformation.Itisthisdesigntypeofspecification,dealingwiththedetailsof L  thework,whichthecontractoris"requiredtofollowasonewouldaroadmap,"which k8  givesrisetoimpliedwarranty.Underthistypeofspecification,thebuyingagency(asthe W$  authorofthespecifications)willbeheldresponsiblefordesignandrelatedomissions, C  errors,anddeficienciesinthespecificationsanddrawings.       j  2      ׀Thereisanimpliedwarranty /  thatthedetaileddesignsorprocesseswillresultinanenditemwhichfunctionsasrequired.   Conversely,thereisnoimpliedwarrantywherethespecificationsimplysetsforthan   objectiveorendresulttobeachieved,andthecontractorisfreetoselectthemeansof  accomplishingthetask,inwhichcaseheassumesresponsibilityforthatselection.      T j  3      ׀In  thosecaseswherethespecificationcontainsbothdesignandperformancerequirements,it  willdependonwhatportionofthespecificationcausesthecontractor'sdifficulties,  whetherhehasdiscretiontochoosehowtodothework.       j  4       p Specificsituationsworkingtorelievethecontractorfromenditemperformance {H responsibilitywouldinclude: g4 *,XX4` XX*6  6-0  04(#(#  Whenthecontractorisleftnodiscretionorchoiceinthematerialstobeused.      ( j  5      6--݌? 4(#4(# Ќ  0    (#(# 6  63/0  04(#(#  Whenspecificationssetforthdimensionsandtheitembuilttothedimensions   cannotbeusedasanticipatedbecauseofthosedimensions.       j  6      63/N/݌!4(#4(# Ќ  0   9 XX (#(#  f3^_`abcde(sAy3#XX 91#  +# 4?c 4 4  6  6I20  04(#(#  Whenspecificationsdefineamethodofperformanceortheparticular 3 manufacturingprocessesacontractormustfollow(e.g.,detailedproceduresfor  pouringconcrete,detailedsolderingmethods,etc.)       j  7      6I2d2݌ 4(#4(# Ќ  0  04(#(#   4(#4(# 6  640  04(#(#  Whenspecifiedequipmentcannotbesuccessfullyusedinperformingthe   contract.       j  8      644݌ 4(#4(# Ќ  0    (#(# 6  6i60  04(#(#  Whendetailedspecificationsrequireperformancecontradictorytolocalcodesor  t ordinances.      d j  9      6i66݌`4(#4(# Ќ  0    (#(# 6  6580  04(#(#  Whenthespecificationsprovideforalternatemethodsofperformance,andthe k8  contractorselectsamethodfromamongalternativesinthespecification,the W$  contractorwillnotbeliableifthealternativedoesnotaccomplishthedesired C  results.       j  10      658P8݌/ 4(#4(# Ќ  3.1.2PerformanceSpecifications   DISCUSSION  Performancespecificationsdictatetheperformanceoftheendproduct,nothowthe  contractorwilldothework.Thesearespecificationswhichgivethecontractordiscretion p inhowtoachievetheendresultcalledforbythecontract.       j  11      ׀Performancespecifications \ placethegreatestdegreeofresponsibilityonthecontractorandrepresentthelowestdegree {H oflegalrisk(butnotnecessarilythelowestprogramrisk)tothebuyingagency.Itmustbe g4 said,however,thattherearevalidreasonsforspecifying"design"typerequirements S  withinperformancespecifications,aswherestandardizationisneeded,wherethereisan ?  opportunitytoavoidduplicationofdesigncostswhichhavealreadybeenincurred,etc. + 8Asageneralrule,whenaperformancetypespecificationisused,thebuyingagencywillnot ! beliableforacontractor'sincreasedcostsinperformingthecontractunlessthe ! performancespecificationembodiesrequirementswhichareimpossibletoattain.       $  j  12      ׀9 XX "  # #XX 9@#8Itshouldalsobenotedthatthefactthatthebuyingagencyspecifiesaminimum 3 requirementforsomecomponentorsomeaspectofperformance(e.g.,"atleast3hp";"no  morethan2"wide")doesnotchangeaperformancespecificationintoadesign   specification;i.e.,thebuyingagencyisnotwarrantingthatanitemwhichmeetsthe   minimumrequirementwillperformproperlywhenincorporatedintothesystem.For   example:,I,XX   #XX,,I>C#6  6C0  04(#(#  Aprovisionthatsurfacesbeatacertainspecifiedminimumtemperaturewhen  t paintedwasnotawarrantythatsatisfactoryresultswouldbeobtainedatthat ` temperature.      ! j  13      ,I,XX6CC݌L 4(#4(# Ќ  X #XX,,IQE#6  6E0  04(#(#  Wheretheagencyspecifiedaminimumofnotlessthan14gaugesteelitwasnot W$  warrantingthat14gaugewouldmeetperformancerequirements.      ݀" j  14       ,I,XX6EE݌C 4(#4(# Ќ  #XX,,I{G#3.1.3BrandNameOrEqual9 XX   #XX 9H#DISCUSSION,I,XX  #XX,,IH#Thesearespecificationswhichrequireaparticularmanufacturer'sproduct,partnumber,  ormodel.Thespecificationmayallowforan"equal"productandshouldclearlysetforth  thesalientphysicalandfunctionalcharacteristicsofthebrandnameproduct.Underthis p typeofspecificationifthecontractorusesthebrandnameproductoranapproved \ "equal,"thebuyingagencyassumestheresponsibilityforproperperformance(assuming {H thecontractorusedtheproductintheproperway).Ifthecontractorelectstomanufacture g4 anequalproductinhouse,hewillberesponsiblethattheproductperformsequallywith S  thespecifiedbrandnamedproduct.TheBPPMSection2.4.2.2.1containsextensive ?  guidanceontheuseof"brandnameorequal"specifications^:\XX. + #XX\^:vL#3.2USINGCONSULTANTSTOPREPARESPECIFICATIONS9 XX ! #XX 9L#*_#$ ddx``@x(#(#_,x``@+  :'"" OC:REQUIREMENT WD,"C  O  CW ,I,XXXX,,I8.a.(5)oftheFTACircular4220.1Erequiresthatgranteesavoidsituationsknownas $}! "organizationalconflictsofinterest."Anorganizationalconflictofinterestariseswhena %i" contractor,becauseofotheractivities,relationships,orcontracts,isunableorpotentially &U# unable,torenderimpartialassistanceoradvicetothegrantee,orwhenacontractor's t'A $ objectivityinperformingthecontractworkisimpaired,orwhenacontractorhasanunfair `(-!% competitiveadvantage.  L)"& ,I,XX<208*#'C     <XX,,I8DISCUSSION9 XX *#' #XX 9Q#TheFTACircularenvisionstwodistinctproblemswhenusingconsultantstoprepare  specificationsorstatementsofwork:(1)thattheconsultantwillbebiasedtowarda   particularproductorfirmbecausehehasbusinessrelationshipswiththatfirmora   financialinterestintheproduct,or(2)thattheconsultantwillhaveanunfaircompetitive   advantageifheisallowedtocompeteforaproductorservicewhichhehelpedtodefineina   specificationorstatementofwork.Whenacontractorisusedtoprepareorassistinthe   preparationofspecificationsandstatementsofwork,caremustbetakentoensurethatthe  t contractorwillbecompletelyunbiasedinhisdecisions.Buyingagenciesmustascertainthat ` thecontractorhasnofinancialororganizationalrelationshipwithapotentialsupplierwhich L  mightmotivatehimtoslantaspecificationtowardthatsupplier.Withrespecttotheunfair k8  competitiveadvantageissue,contractorsdevelopingspecificationsshouldnotbeallowedto W$  competeonprocurementsforwhichtheypreparedspecifications.9 XX C  #XX 9W#BestPractices9 XX   #XX 9kW# Contractorswhoareworkingonspecificationstobeusedforcompetitiveprocurementsshouldbe  requiredtoaccepta"LimitationonFutureContracting"provisionintheircontractforthe  specification/consultingworkwhichprecludesthemfrombiddingontheresultingprocurement.  FurtherguidancemaybefoundintheBPPMSection2.4.2.2.2"OrganizationalConflictsOf  Interest." ^:\XX p  #XX\^:Y#Itisalsoadvisablewhenusingconsultantstodraftprocurementspecificationstoobtainaformal  writtencertificationwiththeirproposalwhichdescribesalloftheirpast,presentorplanned  organizational,financial,contractualorotherinterestswithorganizationswhoseproductsor  servicesmaybeofferedinresponsetotheprocurementonwhichtheywillbeconsulting.Where  therearesuchinterestsidentifiedbythecontractor,thecontractorshouldalsoberequiredto  describewhyitbelievesthatperformanceoftheproposedconsultingcontractcanbe  accomplishedinanimpartialandobjectivemanner.Anexampleofacertificationrequirement  n usedbytheFederalDepartmentofTransportationmaybefoundinAppendixB.10.      % j  15      ^:\XX !Z #XX\^:]# 3.3SPECIFICATIONSFOREQUIPMENTANDSUPPLIES e#2 DISCUSSION =% ! Plans,drawings,specificationsorpurchasedescriptionsshouldstateonlytheminimum '# needsoftheagencyanddescribethesuppliesinamannerwhichwillencouragemaximum ( $ competition,avoidingrestrictivefeatureswhichmightrestrictoffers.9 XX (!% #XX 9_#BestPractices +~$(  Planning󀄀Amarketsurveyshouldbeconductedtodeterminesourcesthatofferproductswhich  meettherequirements.Cautionmustbeexercisedtoavoiddisclosureofagencybudgetsorother   informationwhichmightgiveasupplieranunfaircompetitiveadvantage.Descriptiveliterature   fromoneprospectivesuppliercannotbeusedasthesolebasisforwritingspecifications.   Determinewhatyouressentialrequirementsareandseparatetheseessentialsfromthosewhich   are"nicetohave"ordesirable.Inyourresearchdeterminewhatthestateoftheartisand   developyourspecificationwithinthestateoftheart.  t Content󀄀 L  86,XX4 X,XX4` X66  6c0  04(#(#  Aperformancetypespecificationisgenerallypreferabletoadesigntypespecification W$  (i.e.,don'ttellthecontractorhowtodotheworkbutratherspecifytheenditem's C  performance).Thisisinkeepingwithagoalofmaximumcontractorresponsibility /  andminimumrisktothebuyingagency.Itmaybenecessary,however,tousedesign   typedescriptions(asforcomponents,tolerances,etc.)incertainsituations,suchasthe   needforstandardization.6cc݌4(#4(# Ќ  0    (#(# 6  6f0  04(#(#  Thespecificationmustsetforththeminimumessentialcharacteristicsandstandards  requiredtosatisfytheintendeduse(e.g.,"nomorethan2"wide";"atleast3hp";"at  leastoncepermonth").6ff݌p4(#4(# Ќ  X 6  6[h0  04(#(#  When"brandnames"arebeingusedforspecificcomponents,itmaybeadvisableto {H includeatleasttwobrandnamesfollowedbythewords"orequal".Whensoused, g4 thespecificfeatureswhichmustbemetbyofferorsshouldbeclearlystated.See S  BPPMSection2.4.2.2.1.6[hvh݌? 4(#4(# Ќ  X 6  6Rj0  04(#(#  Thespecificationmustnotonlydescribetheproductbutmustalsoincludereliability   andqualityassurancerequirements(QualityControlPlan).6Rjmj݌!4(#4(# Ќ  X 6  6k0  04(#(#  Criteriaforinspecting,testingandacceptingtheproductwillhavetobeincludedin " thespecification.6kk݌#4(#4(# Ќ  X 6  6l0  04(#(#  Preservation,packaging,packing,andmarkingrequirementswillalsohavetobe %l! addressed.6ll݌&X"4(#4(# Ќ  X 6  6m0  04(#(#  IncludeaContractDataRequirementsList(CDRL)totellthecontractorwhat c(0!$ documentationisrequired,whenitistobedelivered,andwhetherthedocuments O)"% needapproval(e.g.,drawings,maintenancerecommendations,masterpartslist, ;*#& shipping/handling/storageprocedures,etc.)Whenbuyingmajorsystemsbesureto6mn݌ '+#'4(#4(# Ќ    0 4 requireacomprehensivesparepartsdatapackageasadeliverableitem.Thiswillbe 3 necessaryforcompetingtheprocurementofsparepartsaftertheinitialcomplementof  spareshasbeenused. 4(#4(#  X 6  65q0  04(#(#  Istrainingneededforusersandthosewhomustmaintaintheequipment?Are   maintenancemanualsneeded?65qPq݌ 4(#4(# Ќ  X 6  6^r0  04(#(#  Donotincludecontractualtermsandconditions,suchas,cost/priceinformation,  t warranties,deliveryinformation,etc.6^ryr݌`4(#4(# Ќ  X 6  6s0  04(#(#  Writesentenceswhichareshort,conciseandsimple.6ss݌k8 4(#4(# Ќ  X 6  6xt0  04(#(#  Usedecimalsinsteadoffractions.6xtt݌C 4(#4(# Ќ  X 6  6Gu0  04(#(#  Don'tuseopenendedrequirementssuchas"asdirected,""satisfactoryto,"etc.6Gubu݌ 4(#4(# Ќ  X 6  6Dv0  04(#(#  Donotuseunfamiliarwords,colloquialismsorwordswhichareambiguous.6Dv_v݌4(#4(# Ќ  X 6  6:w0  04(#(#  Whenyouhavefinished,readyourspecificationandaskyourself,"Isthereanyway  thatanyonecouldmisinterpretthisstatement?"6:wUw݌4(#4(# Ќ  X 6  6~x0  04(#(#  YoumaywishtoconsiderstandardizingyourAgency'sapproachtotheformatand \ contentofspecificationsandstatementsofwork.AppendixB.2providesa {H Specification/ScopeofServiceGuidewhichcontainsguidelinesandrecommendations g4 fordevelopingspecifications,datasheets,andstatementsofworkforsupplies, S  equipmentandservices.      & j  16      ׀6~xx݌? 4(#4(# Ќ  3.4SPECIFICATIONSFORCONSTRUCTION   DISCUSSION  !  Thetechnicalprovisionsofconstructionspecificationsmustbeinsufficientdetailsothat, # >[whenusedwiththeapplicabledrawingsandthedocumentsincorporatedbyreference, $  bidscanbepreparedonafairandcompetitivebasis.Incontractingwithpublicfundsthe %l! essentialobjectiveindraftingspecificationsistosatisfythefundamentalpublicpolicy &X" requiringfullandopencompetition.ThisobjectiveisnotonlyaFederalrequirementbut w'D # moststatesandlocalgovernmentshavesimilarstatutes.      ' j  17      ׀ c(0!$  O)"% ЇBestPractices9 XX 3  #XX 9~#Contractingbooks,manuals,etc.󀄀Volumeshavebeenwrittenabouttheforbiddingandexotic   worldofconstructioncontracting,andwewouldliketobeginbyadvisingyoutoobtainsome   essentialroadmapsforthisjourney,beginningwithacomprehensivetextentitled,appropriately,   ConstructionContracting.      ( j  18      ׀WewouldalsorecommendyouobtainacopyoftheConstruction   ContractAdministrationManual(whichisdevotedentirelytoconstructioncontracting)   producedbyapublicagencyworkingwithFTAgrantfunds.      )P j  19      ׀9 XX  t #XX 9#Content9 XX L  #XX 9Q#6  60  04(#(#  Materials,equipment,componentsorsystemsshouldbedescribed,wherepossible,by W$  referencetodocumentsgenerallyknowntoindustry.Suchdocumentsinclude C  Federal,military,ornationallyrecognizedindustry,andtechnicalsociety /  specificationsandstandards.Thestandardswhichbestrepresentnomoreandnoless   thanthebuyingagency'sminimumneedsshouldbeselectedforincorporationby   referenceintotheconstructionspecifications.9 XX6ă݌4(#4(# Ќ  0  #XX 9,#   (#(# 6  60  04(#(#  ݀IfyouemployanA/Efirmtodevelopyourspecificationsbesuretheyarewarned  againsttheuseofproprietaryspecifications,i.e.,writingaspecification"around"a  particularmanufacturer'sproduct,effectivelyprecludingcompetition.Thisisa p commonpracticeamongA/Efirms,especiallywhenaparticularproducthasaproven \ trackrecord,butthepracticeconflictswiththeobjectiveoffullandopencompetition {H inpubliccontracting.6݌g44(#4(# Ќ  X 6  60  04(#(#  Keepthespecificationsassimpleaspossible.Onecourtusedthesewords:6ʉ݌? 4(#4(# Ќ  64 X,XX4 X60  04(#(#"Acontractorshouldnotberequiredtowadethroughamazeofnumbers,+4(#4(# 0  04(#(#catalogues,crossreferencetablesandotherdataresemblingcrossword 4(#4(# 0  04(#(#puzzlesinordertofindoutwhatthegovernmentrequiresinaninvitationfor!4(#4(# 0  04(#(#bids."      *  j  20      ׀!4(#4(# Q1X` hp x (#4 XQ X      " >[  > >  'XX4` XXX'6  670  04(#(#  Youmaywanttoconsiderusingan"OrderofPrecedence"clausetellingbidders 3 whichbiddocumentsaretobereliedonintheeventofaconflictwithinthe  documents.Youshouldchooseaclausethatplacesthemostimportantpartofthebid   packageinthemostimportantposition.Forexample,ifyouarecertainthatthe   drawingsarecorrect,yourclausecouldgivethedrawingspriorityoverthe   specification.67R݌ 4(#4(# Ќ  X 6  60  04(#(#  Complexspecificationsarebestdiscussedwithbiddersataprebidconferencebutbe  t carefultoadvisebiddersthatnoneoftheexplanationsattheconferencewillqualify ` thetermsofthespecifications,whichcanonlybemodifiedbywrittenamendments.9 XX6݌L 4(#4(# Ќ  X #XX 9l#6  60  04(#(#  BesuretoreviewcarefullyFTACircular4220(latestversion)andtheMaster W$  Agreement(MA)forrequirementswhichmayaffectyourspecifications.Examples C  wouldinclude:6݌/ 4(#4(# Ќ  Q4X` hp x (#%XX4` XQ X 9 XX#XX 9є#0  0` (#(#-0 ` (#` (#Preferenceforrecycledproducts.      + j  21      ׀  (# (# 0    (#(# 0  0` (#(#-0 ` (#` (#Useofmetricsystem.      1T j  22      ׀^ (# (# 0    (#(# 0  0` (#(#-0 ` (#` (#Seismicsafetyforconstructionprojects.      - j  23      i6 (# (# 0    (#(# 0  0` (#(#-0 ` (#` (#Environmentalrequirements.      /( j  24      A (# (#  X 0  0(#(#0` (#(#-0 ` (#` (#RequirementsoftheAmericanswithDisabilitiesAct.      0 j  25       (# (# 0    (#(# 6  6(0  0` (#(#  Describeallofthecontractor'sobligationsasfarasmeetingcodesandstandards  thatareapplicabletotheproject(local,State,andFederal).6(C݌` (#` (# Ќ  6  6o0  0` (#(#  ReviewthesuggestionsaboveforSuppliesandEquipment,Section3.3,for   applicabilitytoconstructionspecifications.6o݌!n` (#` (# Ќ  3.5STATEMENTSOFWORKFORSERVICES =& " ЇDISCUSSION  3  Astatementofwork,ratherthanaspecification,isusedforservicescontracts.Astatement   ofworkdefinestheworkrequiredofacontractor,eithertodesigntheequipmenttobe   procuredortoprovideserviceswhicharenotrelatedtotheprocurementofhardware.   BestPractices    Statementsofworkshouldincludethefollowingelements: ` 'XX4` XXX'6  60  04(#(#  Whenbuyingservicesona"levelofeffort"basis,i.e.,whenspecifyingthenumberof k8  laborhourstobefurnishedbythecontractor,besuretodefinethelabor W$  categories/hoursforeachanddefinetheminimumyearsofexperienceandlicensing C  requirements(CPA,PE,etc.)foreach.6݌/ 4(#4(# Ќ  X 6  60  04(#(#  Include,ifapplicable,adetailedlistofalldata,propertyandserviceswhichwillbe   providedtothecontractorbyyourAgencyforhisuseinperformingthecontract.6݌4(#4(# Ќ  X 6  6W0  04(#(#  Detailalltasksthecontractormustperform,andspecifycoordinationrequirements.6Wr݌4(#4(# Ќ  X 6  6X0  04(#(#  Specifythedatathatmustbesubmittedforapproval.Alsodefinetheschedulesfor p initialsubmissionandthereview/approvaltimerequired.6Xs݌\4(#4(# Ќ  X 6  60  04(#(#  Describeallthestandardsthecontractormustfulfill,includingFederal,State,and g4 localstandardsthatareapplicabletotheproject.9 XX6¥݌S 4(#4(# Ќ  #XX 9#  Acronyms     ASBCAArmedServicesBoardofContractAppeals   BCABoardofContractAppeals "Z DOTCABDepartmentofTransportationContractAppealsBoard e$2  ENGBCAUnitedStatesArmyCorpsofEngineersBoardofContractAppeals =& " FTAMAFederalTransitAdministrationMasterAgreement ( $ GSBCAGeneralServicesAdministrationBoardofContractAppeals )"& MPCAmericanBarAssociationModelProcurementCodeforStateandLocalGovernments