Do I have to be specific about what I want Federal Procurement Roadmap All CNP Sponsors Purchasecontract less than 150000 Purchasecontract greater than 150000 Use Informal Process Use Formal Process ID: 587744
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Part 8: Writing Specifications
Do I have to be specific about what I want?Slide2
Federal Procurement Roadmap
All CNP Sponsors
Purchase/contract less than $150,000
Purchase/contract greater than $150,000
Use Informal Process
Use Formal Process
Is
the
purchase or contract worth more than $150,000
Micro
Small
Sealed
Bid
Competitive
ProposalsSlide3
What is a Specification?
A description of the product or service a user seeks to procure and a description of what a bidder must offer to be considered for an award…
The
goal with product specifications is to be:Specific enough for vendor to provide exactly the product needed by the sponsor But not so specific as to limit the number of vendors that can provide the specified product. Slide4
What are the elements of a specification?Slide5Slide6Slide7Slide8Slide9Slide10Slide11Slide12Slide13Slide14Slide15Slide16Slide17
Simple Specification Example
›
Description
of the Product: Raisins›Product specifications: Dehydrated, regular moisture Thompson seedless, individual packages of 1.3 ounces, U.S. Grade A, small (1/4 cup serving)›Packaging: 50 individual packages per case›Quantity: 500 casesSlide18
Simple Specification Example
When would a simple specification like this be adequate?
Item only has one ingredient
Item already has a Standard of IdentityItem does not vary much between manufacturersSlide19
Complex Specification Example
›
Description
of the Product: two-bean burrito on a whole grain-rich tortilla› Case Pack/Weight: 72 to the case; paper between layer; individual bulk pack; individually quick frozen (IQF), bulk case cannot exceed 22 pounds in total weight. › Minimum and Maximum Size and Pieces: 3.9 ounces and cannot exceed 4.1 ounces› Main Ingredient(s): pinto beans, black beans, and an individual whole grain-rich tortilla› Other Product Ingredients: product may include spices, emulsifiers, vegetable purees, and thickening agents › Prohibited Ingredients: product cannot contain dairy, beef, chicken, pork, fish by-products, or monosodium glutamate (MSG)› Nutritional Standards: pinto beans and black beans combined must provide a 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent and must include 50% whole grains by weight or have whole grain as the first ingredient for the Grains component for the National School Lunch Program; product must contain between 300-350 calories, must have less than or equal 35% calories from total fat, less than 10% calories from saturated fat, zero trans fat, and may not exceed 230 mg sodium
.› Meal
Pattern Requirements/Child Nutrition (CN) Label: CN Label preferred or product must meet 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent for the Grains component for the National School Lunch Program.›
Unit on Which Award is Made: based on unit price for acceptable products› Quality
Indicators: private label or manufacturer’s brands are subject to internal quality screening; golden brown color; ability to hold in warming cabinet for up to one hour Slide20
Complex Specification Example
When would a complex specification like this be adequate?
Item has multiple ingredients
Item does not have a Standard of IdentityItem varies greatly between manufacturersSlide21
What if I used a simple specification for complex item?
A burrito would be an example of a complex specification.
A simple specification for a product like this could result in
: When you really wanted this: Slide22
What if I used a complex specification for simple item?
An apple would be an example of a simple specification. This item has a single ingredient and besides grade does not vary much.
A complex specification for a product like this could result in:
When you really wanted this: Slide23
Do specifications apply to just food?
No!
Specifications apply to non-food items such as:
Office SuppliesKitchen EquipmentJanitorial SuppliesSecurityMarketing MaterialsPhone plans Slide24
Sample Specification for a Kitchen Oven
Description of the Product:
Convection Oven
›Product specifications: Convection single deck; insulated door handles; glass window door panels; standard depth to fit 18”x26” sheet pans; stainless steel exterior 16-20 gauge, no. 4 finish; 4” insulation on sides, 2” on doors; automatic fan shut-off; ability to cook without fan; cook and hold feature; solid state control with digital display; energy star preferred›Power Type: Electric 220/240 VAC single phase; quick disconnect ›Installation Type: 6” legs for floor›Quantity: 1Slide25
Sample Specification for a Computer
Description of the Product:
Computer
›Product specifications: Minimum dual core 2.4 GHz (Intel i5 or i7 processor or equivalent); minimum 8 GB RAM, minimum 256 GB Hard Drive; Graphics Card with HDMI or DVI support; minimum 23” widecreen LCD with HDMI or DVI support; DVD re-writable drive; 3 year warranty›Operating System: Windows 10 or equivalent›Computer Type: Desktop, Mini Tower preferred›Quantity: 1Slide26
QuestionsSlide27
Resources
USDA Agricultural Marketing Service (AMS)
Specifications for all USDA Foods products:
https://www.ams.usda.gov/selling-food/product-specsGrades and Standards for American agricultural products: https://www.ams.usda.gov/grades-standards Institute of Child NutritionProcurement in the 21st Century, Product Specifications, page 79http://www.instituteofchildnutrition.org/ (click procurement in search box)http://www.instituteofchildnutrition.org/ (click equipment purchasing in search box)Slide28
In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:
http://www.ascr.usda.gov/complaint_filing_cust.html
, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
(1) mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410;
(2) fax: (202) 690-7442; or
(3) email:
program.intake@usda.gov
This institution is an equal opportunity provider.”