DEFINITION
A specification is a purchase description and it is at the heart of the procurement process. A specification means any description of the physical or functional characteristics, or of the nature of a supply, service or construction item. It may include a description of any requirement for inspecting, testing, or preparing a supply, service or construction item for delivery. It may also include drawings or samples.

A specification identifies what the buyer is to buy, informs prospective suppliers what is specifically required, provides the basis for the resulting purchase order or contract and establishes the standard against which inspections and tests are made.

A specification may influence the amount of competition.

CITY POLICY ON SPECIFICATIONS
All specifications shall seek to promote overall economy and functionality for the purposes intended and to encourage competition in satisfying the City's needs and shall not be unduly restrictive.

In order that the City receive the best quality of goods and services at the most advantageous price, the Purchasing Division will not issue bids for any article of a specific brand, nor any patented apparatus or appliance, when such requirements would prevent competition on the part of dealers or manufacturers of other articles of equal value, utility or merit. This means simply that Purchasing will not exclude competition by insisting on a particular manufacturer's product when other products of equal quality and functionality are available. Purchasing will ask for bids on approved equals. If a specific product is required, the requisitioning department must justify in writing to the Purchasing Agent, that the product desired has significant features which are lacking in other goods or services marketed by competitors.

However, Purchasing will not procure a brand or model that differs from that specified by the requisitioning department unless the department agrees that an "equal" unit is satisfactory. If it is not satisfactory, the requisitioning department must clearly state why it is not and may be asked to justify the rejection in writing.

DEPARTMENT RESPONSIBILITIES
It is the responsibility of the requisitioning department to write and justify specifications for materials, equipment or services of a technical nature or those requiring engineering. Purchasing has the authority to question any specification which seems unreasonably restrictive, luxurious or otherwise inappropriate. Requestors should contact Purchasing if assistance is needed from them or from vendors. In all instances, final approval of the specifications rests with Purchasing.

Vendors can be valuable sources of information, but care must be taken not to obligate the City to a particular vendor and not to tailor a specification to a particular vendor's product.

TYPES OF SPECIFICATIONS
Standard Specifications are a result of standardization. A standard specification describes the quality of materials to be purchased and are developed after carefully considering the requirements of the City and the various types of products and supplies purchased by the organization. Examples of items lending themselves to standardization are office supplies, computer supplies, paper towels, toilet tissue and public safety equipment such as ammunition, ballistic vests, lightbars, mobile radios and even fire apparatus.

Brand Name Specifications are the most restrictive type of specification. This specification lists trade names, catalog numbers and model numbers of a particular manufacturer. Ideally, more than one brand name should be specified. When listing brand names, vendors should always be given the opportunity to submit bids for "Equal" products. Brand name products typically cost more because specifying them limits competition. Brand name specifications should only be used when time or resources are not available to prepare other types of specifications.

Qualified Products Lists can be generated with the help of vendors. During initial specification development, the specifications are sent to several vendors who are asked to comment on the specifications. Adjustments are made to the specifications based on the vendor comments and products are tested to determine suitability. Once a Qualified Products List is generated additional tests are not required. Qualified Products Lists are typically used for construction materials.

Design Specifications detail how a project is to be constructed or equipment is to be built. These specifications are typically used in public works construction projects.

Performance Specifications are less concerned with how a product is made and focus more on how well it performs. They describe a product by its capacity or operation, not by its physical characteristics. The vendor must show acceptable performance of his product as demonstrated by testing.

SPECIFICATION CHECKLIST
The description of the item should be written without the use of confusing abbreviations. As part of the description, the following should be included:

• Size - dimensions, weight, volume, etc.
• Color
• State an estimate of requirements, i.e., quantity.
• If known, a satisfactory make, model and part number. List all necessary features and do not list unnecessary ones. This information will be used to determine "equal" makes, models and part numbers.
• Drawings or photographs, when useful.
• Packaging - describe how the units are packaged, such as cartons of 52 packages per carton or cases of 20 cartons per case.
• Purpose - briefly describe the intended use(s) of the item. For instance, mention the make and model of equipment when buying a supply item for that equipment. Mention other significant factors such as 24-hour, 7-day per week usage and anything else that may be unique to your use of the item.
• Goods and services brochures or literature.
• State estimated cost.
• List known source(s), include company name, address and phone number.
• State previous purchase order number if this is a reorder.

SOLE SOURCE PURCHASES
Sole source purchases must be well documented and provide verification that a good faith search for competition has been made. Sole source documentation shall be provided by the using department and subsequently verified by the Purchasing Agent. If a department believes that only a specific make and model of equipment or type of material will meet its needs, it must attach to the requisition, a Sole Source Justification Form (See Appendix).

If other brands and models have been tested or previously used and determined to be unsuitable, the department should specify the brands and models used, the dates used, and why they are not acceptable.

A contract may be awarded without competition when the Purchasing Agent has determined in writing, after conducting a good faith review of the available sources, that there is only one source for the required supply, service, material or equipment.

The Purchasing Agent shall conduct negotiations, as appropriate, as to price, delivery and terms. A record of the sole source procurement shall be maintained as a public record and shall list the vendor’s name, amount and type of each contract, a listing of the item(s) procured under each contract and the bid number of each contract file.

VALUE ANALYSIS
Value analysis involves analyzing the intended function of a product and then specifying only the features that are actually needed.

The goal is to eliminate the purchase of unnecessary features and functions, thereby reducing cost and buying the most basic product capable of doing the job required. For example, if a mid-size automobile meets your requirements, the specifications should not be written for a luxury vehicle. The requesting department should employ value analysis when writing specifications.

STANDARDIZATION
It is the policy of the City of Visalia Purchasing Division that supplies, materials or equipment may be standardized when the Purchasing Agent has determined that it is the best interest of the City of Visalia or when required for the health, safety or welfare of the public or of the employees of the City of Visalia. Standardization may occur when significant cost savings can be demonstrated. Standardization may limit the purchase to a single brand, trade name or sole source provider.

Standardization involves the creation of a specification through value analysis that will economically perform the needed function for multiple users of the product.

Standardization can result in cost savings because the purchase of fewer unique type items in larger quantities earns better discounts. Also, by calling for industry standard rather than custom features, availability is increased and cost is decreased.

Standardization can also reduce maintenance and training costs.

Standardization Process
The factors to be taken into consideration in standardization of equipment, materials or supplies are as follows:

• Repair and maintenance costs would be minimized.
• User personnel training would be minimized.
• Supplies or spare parts would be minimized.
• Modifications to existing equipment would not be necessary.
• Training of repair and maintenance personnel would be minimized.
• Match to existing supplies, materials and equipment is needed for efficient operation of a function or program.

Standardization is a collaborative effort between Purchasing and the departments. If standardization is deemed necessary, a department should prepare a memo to the Purchasing Agent requesting standardization, outlining the reasons for such action, based on one or more of the factors listed above.

USE OF RECYCLED PRODUCTS

Overview
This policy shall be known as the "City of Visalia Recycled Product Procurement Policy". Its purpose is to promote the development of markets for recycled products and recyclable products by establishing preferential purchase programs applicable to City departments and contractors, thereby diverting materials from the solid waste stream.

Buying recycled products benefits the City in the following ways:

• The recycling of waste materials into new products reduces the resources disposed of in landfills. The City benefits by reduced transportation and landfill costs.
• Buying recycled products conserves resources by reducing our dependence on virgin raw materials whose cost will continue to climb as sources are depleted. As much as 90% energy savings can be achieved in the manufacturing process.
• The growth in recycling results in the creation of jobs and economic development opportunities.
• Buying recycled provides a proactive, rather than reactive approach to our waste management.
• Enhancement of the City’s image as a result of environmental stewardship.
• Many recycled products are competitively priced or less expensive than their non-recycled counterparts.

Definitions

Lead Department. The Purchasing Division of the Finance Department.

Recycled Material. Waste material and by-products that have been recovered or diverted from solid waste and that can be utilized in place of raw or virgin material in manufacturing a product. Recycled material may consist of materials derived from post-consumer waste, manufacturing waste, industrial scrap, agricultural wastes and other items, all of which can be used in the manufacture of new products.

Post-consumer Recycled (Recovered) Materials. A material or product that has served its intended use and has been discarded for disposal or recovery by a final consumer. Examples of post-consumer recovered materials include, but are not limited to, used newspaper, office paper, yard waste, plastic bottles, aluminum cans, oil, asphalt, concrete and tires.

Pre-consumer Recycled (Recovered) Materials. Material or by-products generated after manufacturing of a product is completed, but before the product reaches the end-consumer. Examples of pre-consumer recovered materials include, but are not limited to, obsolete inventories of finished goods, rejected unused stock, and paper wastes generated during printing, cutting and other converting operations.

Practicable. Sufficient in performance and available at a reasonable price and within a reasonable time period.

Recycled Product Preference. To provide for the purchase of products by the City that, price, and quality being equal, preference shall be given to recycled products or vendors utilizing them.

Recycled Product. A product which, after its intended end use, is reusable or refillable, or can demonstrably be diverted from the solid waste stream for use as raw material in the manufacture of another product.

Total Recovered Material. The total pre- and post-consumer recovered material contained in a product.

General Policies

• All City departments shall use recycled products and recyclable products whenever practicable. Special emphasis shall be placed on the purchase of products manufactured with post-consumer recycled material.
• All departments may, at their option and with Purchasing's concurrence, require procurement of designated recycled products or recyclable products above the levels required by this policy.
• The City shall require its contractors and consultants to use and specify recycled products and recyclable products in fulfilling contractual obligations whenever practicable.
• The City shall promote the use of recycled products and recyclable products by publicizing its procurement program whenever practicable.

Recycled Content Preference
It is City policy, whenever practicable, to purchase products which contain, in order of preference, the highest percentage of:

• Post-consumer recovered materials available in the market place.
• Pre-consumer recovered materials available in the market place.

Recyclability and Waste Reduction
In addition to the recovered material content of the product, important criteria in selecting products shall also be:

• The ability of a product and its packaging to be reused, reconditioned for use or recycled through existing recycling collections programs; and
• The volume and toxicity of waste and by-products that a given product and its packaging generate in their manufacture, use and recycling and disposal. Products and packaging designed to minimize waste and toxic by-products in their manufacture, use, recycling and disposal shall be preferred.

Equipment Compatibility
Equipment purchased or rented by the City shall be compatible, whenever practicable, with the use of recycled-content products. If deemed impracticable, a specific reason for such finding must be included in the purchasing record.

Designated Recycled Products

• Primary Products

1. paper and products
   • Paper for printing and writing must be selected and purchased containing at least 20% post-consumer material, if that paper is available at a cost equal to paper made of virgin material and meeting the quality and specifications of the virgin material paper.
   • City departments and agencies shall use shall use for their letterhead stationery, envelopes and business cards, recycled paper that includes post-consumer content and state on the paper, envelopes and business cards that they contain recycled material.
   • City departments shall ensure that all contracts for printing, Invitations to Bid, Requests for Proposals, etc., shall:
     • Use recycled paper for all printed or photocopied material whenever practicable.
     • Use both sides of paper sheets for reports, bids, proposals, etc., whenever practicable.
   • Purchasing shall purchase copiers and printers capable of using recycled paper of the appropriate grade.
2. Lubricating oil with refined oil content
   • Oil for use in all City vehicles must be selected and purchased that is rerefined oil, if that rerefined oil is available at a cost equal to virgin oil and meets the quality, performance and specifications of the virgin oil, for intended use.
3. Remanufactured tires (retreads or recaps), consisting of two components:
   • A retreading service to retread the City's used tire casings must be selected if practicable.
   • Retread tires must be selected and purchased for use on all City vehicles if those retread tires are available at a cost equal to brand new tires and meet the quality, performance and specifications of the City for intended use.
4. Building insulation products
   • Price being equal, each department shall ensure minimum-content guidelines are met for the amount of recovered material that should be in the insulation products they purchase as established by the United States Environmental Protection Agency.
   • Each department shall use case-by-case procedure when purchasing insulation materials for which minimum-content guidelines have not been established.
5. Cement and concrete containing fly ash
   • Each department shall ensure minimum-content guidelines are met for the amount of fly ash that should be in the products they purchase. Minimum-content guidelines are recommended by the United States Environmental Protection Agency.

Responsibilities of the Lead Department
The lead department shall:

• Coordinate the implementation of this policy.
• Designate recycled products that shall be purchased by the departments whenever practicable. These designated recycled products shall include, but not be limited to, the products listed in this policy.
  
• Work with departments on establishing minimum recycled content standards for designated recycled products to maximize recycled product availability, recycled content and competition.
  
• Inform departments of their responsibilities under this policy, communicate to departments the list of designated recycled products, provide departments with information about recycled product procurement opportunities and review the recycled product procurement activity annually.

Responsibilities of All Other Departments
Each City department shall:

• Evaluate each designated recycled product
1. REVIEW - As products come up for competition, departments will review their relative specifications. This review is to determine whether existing specifications either require the use of products manufactured from virgin materials or exclude the use of recycled products, reusable products or products designed to be recycled.
   
2. ELIMINATE - In the event specifications exclude the use of recycled products or require the use of virgin materials, the department or agency will document to Purchasing's satisfaction that the recycled products would not achieve a necessary performance standard or that the product will negatively impact health, safety or operational efficiency.
   
3. PLAN - Within the bidding cycle, City departments and agencies must ensure that performance standards for particular products can be met and that specifications are not unnecessarily stringent. Also, the departments must ensure that specifications will incorporate a requirement for recycled materials, reusable products and products designed to be recycled to the maximum extent practicable.
   
• Ensure that contracts issued by the City require recycled material content whenever practicable and that contractors provide certification of this content and report of amounts used.
• Meet periodically with the lead department to report the progress of policy implementation by the department, including the results of product evaluations conducted by the department, types of recycled products purchased by the department and its contractors and the status of departmental efforts to maximize recycled product procurement.
  
• Monitor total purchases of recycled products and non-recycled products by the department and its contractors.

Exemptions

• Nothing contained in this policy shall preclude user departments from specifying "recycled" material content as a bid specification
• Nothing in this policy shall be construed as requiring a department or contractor to procure products that do not perform adequately for their intended use or are not available at a reasonable price in a reasonable period of time.
• Nothing in this policy shall be construed as requiring a department or contractor to procure products where the warranty for recycled products is not equal to virgin products or where the recycled material voids, shortens, interrupts or cancels warranty of other supplies or units of components.