technical specifications preparation gui del lines

8/14/2019 Technical Specifications Preparation Gui Del Lines

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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 theyshould contain.

TTOPICOPIC GGUIDELINESUIDELINES SSAMPLEAMPLE GGOODSOODS SSAMPLEAMPLE WWORKSORKS

Title Use a simple and broad description of the

specified Goods for the title.

Supply of Ten 2.5 L

Double Cab 4WD for

MCA-Lesotho

Excavation for Structure

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 previoussupplier, 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


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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

manufactured

according to

international Standards.

will be used for carrying out the

excavation Works.

SpecificConstraints

and

Limitations

Some examples of specific constraints and limitationsare:

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 beof white colour, to

comply the colour of

the institution.

The excavation will be carried out between two existing structures. The

contractor shall be responsible for safety

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 precautionarymeasures to avoid sound pollution.

Requirements This describes the requirement in detail. Function: 4WD

Performance: All

Terrain Vehicle

Engine Technical:

Capacity: Such as

Engine 3 L Diesel,

Transmission: 5-Speedmanual etc.

Excavation for structures shall consist of

the removal of material for the

construction of foundations for bridges,

culverts, retaining walls, headwalls,

cutoff walls, pipe culverts and other

similar structures, in accordance with the

requirements of these Specifications andthe 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,

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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 beof any type of soils and up to depth of 10

meters.

Construction

Operation

How the Works will be carried out. Not Applicable Construction Operation: Setting out,

Excavation, Dewatering and protection,

Preparation of foundation, Public safety,

Backfilling, Disposal of surplus

excavated materials.

Marking Possible marking requirements (to be agreed with

end-user or Project Coordinator) are:

identification marking

manufacturers name

model number

manufacturing standard

warnings (e.g. if fragile equipment).

Name of the Goods:

1.8 L, Petrol Sedan for

MCA-Lesotho

Manufacturer: Toyota,

Model: 2008

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.

The packing materials

will not be returned,

the ownership of

packing material will

be of Purchaser.


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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 isrequired, for example, computer screen cleaning

fluid in 100ml plastic bottles.

The Goods should be

delivered in a container

if they will be shipped

by sea.


Quality Specifying quality requirements reduces risks

associated with the Goods.

For Example: Only

Goods produced bysuppliers 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

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 resultsshould be specified as well.

Specific Equipment

needs testing to

determine if it providesthe required out put.

Results of the testingalso need to be

provided as proof that

the equipment testing

was carried out.

The following tests will be carried out:

Compaction: Must be 95% of Maximum

Dry Density.

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This Brief Guideline for the Preparation of Technical Specifications was prepared to assist you in the drafting the Specifications for Goodsand 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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THINGSTO 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 guaranteesrequired 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 stateof 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 PIUs (Bulk Procurements)

it is very important for the MCA Entity to interact with all PIUs during the preparation of

the Technical Specifications to ensure that the right Goods in adequate quantities areordered and delivered to the right place, at the right time.

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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 inMCC Guidance on Over-Specification in the Procurement of Goods, available at:

http://www.mcc.gov/documents/mcc-ppg-overspecificationintheprocurement.pdf

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http://www.mcc.gov/documents/mcc-ppg-overspecificationintheprocurement.pdfhttp://www.mcc.gov/documents/mcc-ppg-overspecificationintheprocurement.pdf

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