A. Writing Specifications: Specifications should be written like a fact sheet containing all information such as engine size, equipment types, types of materials, and the function it is meant to fill, etc.
B. Sending Requisitions: When sending requisitions for an item(s) bid, remember that the purchasing division needs detailed specifications. If the information cannot be obtained, contact the purchasing division and they will try to provide a source that can assist you.
C. Using Brand Names: Brand names may be referred to in the specifications but only as a reference. The purchasing division must give all vendors an equal opportunity to bid the product; therefore, the city is obligated by law (Utah procurement regulations manual #4-104 (2-b)) to add "or equivalent".
1. Avoid asking for specific brand names with "no substitutes" unless it can be justified in writing that every effort has been made to use available brands and they do not meet requirements.
2. Also, list the specific item(s) and their shortcomings. If a department is unable to do this, the purchasing division must bid the item(s) with the "or equivalent" designation.
D. Closed Specifications: It is inappropriate to write specifications around a particular product, thus closing the specifications to all other bidders. This is against the Utah procurement regulations manual #4-104.
When requesting the purchase of a specialized item, the requisitioner must exercise care to avoid using a "closed" description of specifications which describes the product of one manufacturer and prevents other competition.
E. Sole Source: At times a situation arises when there is only one source for a particular item. When this situation arises, the purchasing division should be notified either by writing it on the requisition or by a separate memo.
F. Standardization: Sometimes it is in the best interest of the city to standardize equipment.
To standardize purchases, a letter of justification must be submitted to the purchasing division. The purchasing division will forward the letter to the director of management service for approval. The letter is to be filed in the purchasing division office for later reference.
G. Other Legal Requirements: Other legal requirements pertaining to specifications can be obtained from the state of Utah procurement regulations manual or Ogden City ordinances title 3. Any other questions in this area can be answered by the purchasing division.
H. Final Approval; Review: Final approval for specifications is the responsibility of the purchasing division. Depending on the type of specification and the amount of money to be spent, the specifications may also be reviewed by engineering or inspections, fleet manager, director of management services, and/or the chief administrative officer. The specifications will be routed to the proper department through the purchasing division. (Eff. 3-14-2007)