1) The initial request for bid
can be in the form of an approved
requisition or a memorandum and
should include the following information:
a) Complete description of the
product or service including manufacturer's
name, stock number, catalog number,
size, color, finish, configuration,
quantity, dimensions, etc. Do
not assume that if a manufacturer's
name and stock or model number
are specified that all bidders
will expend the time and effort
required to determine the specifications
of the specified brands and/or
model numbers and respond with
an item or items which would be
acceptable. It is extremely important
to accurately describe the desired
product or service. Too much detail
in infinitely better than too
little. In the absence of a manufacturer's
name, catalog number, and/or model
number specifications are imperative.
The Purchasing staff is available
to ordering departments for advice
in preparing complete and accurate
bid specifications.
b) Technical specifications made
available to the end user by a
vendor or manufacturer during
initial investigation of the product
or service. Technical Specifications
should be forwarded referencing
the appropriate requisition number.
c) Special requirements of the
end user that should be included
in bid specifications
1) Is installation required?
2) Are there required delivery
dates?
3) What features or accessories
are needed?
4) Is training to be furnished
by the successful vendor?
5) Are samples required for
evaluation?
6) Is maintenance service required?
7) Are there compatibility requirements
with existing equipment?
8) Are there any other special
requirements?
