SPEC WRITING 101SPEC WRITING 101

AASBO SPRING CONFERENCEAASBO SPRING CONFERENCEPresented byPresented by

Cindi Hostetler & Bill MunchCindi Hostetler & Bill MunchMesa Public SchoolsMesa Public Schools

Why is this important right now?Why is this important right now?

Attorney General Report on REMS grantsAttorney General Report on REMS grants Down turn in economy-Vendors are hungry, Down turn in economy-Vendors are hungry,

protests on the riseprotests on the rise Rise in discussions on Purchasing EthicsRise in discussions on Purchasing Ethics

Specifications (R7-2-1101 through R7-2-Specifications (R7-2-1101 through R7-2-1105)1105)

The Procurement rules require The Procurement rules require that…that…

• Specifications seek to promote overall economy Specifications seek to promote overall economy for the intended purposes.for the intended purposes.

• Specifications encourage competition in Specifications encourage competition in satisfying the district’s needs.satisfying the district’s needs.

• Specifications not be unduly restrictive.Specifications not be unduly restrictive.• Specifications generally describe the district’s Specifications generally describe the district’s

requirements in a manner that does not requirements in a manner that does not unreasonably exclude a material, service or unreasonably exclude a material, service or construction item.construction item.

Specifications (R7-2-1101 through R7-2-Specifications (R7-2-1101 through R7-2-1105) 1105)

• Specifications generally be accepted commercial Specifications generally be accepted commercial specifications for procurement of standard specifications for procurement of standard commercial materials.commercial materials.

• Contracts for preparation of specifications by persons Contracts for preparation of specifications by persons other than the district require the specification writer other than the district require the specification writer to adhere to rules applicable to the district.to adhere to rules applicable to the district.

• No person preparing specifications for a district shall No person preparing specifications for a district shall receive any direct or indirect benefit from the receive any direct or indirect benefit from the utilization of such specifications.utilization of such specifications.

Hard to find SpecsHard to find Specs

Look for similar solicitations Look for similar solicitations Use resources from other districts or Use resources from other districts or

consortiums, but only as a source not as consortiums, but only as a source not as the final scope.the final scope.

Research on the internetResearch on the internet PlagiarizePlagiarize

Avoiding the Pitfalls of Proprietary Avoiding the Pitfalls of Proprietary SpecsSpecs

Proprietary Specifications Shall Not be Proprietary Specifications Shall Not be Used Per A.A.C. R7-2-1009Used Per A.A.C. R7-2-1009

Types of Specifications A.A.C. R7-2-1102Types of Specifications A.A.C. R7-2-1102 Common or generalCommon or general Brand Name or equalBrand Name or equal Brand Name Specification (Careful!)Brand Name Specification (Careful!) Qualified Product ListQualified Product List Written DeterminationsWritten Determinations

True or False?True or False?

It is ok for a district to use manufacturer It is ok for a district to use manufacturer specifications if there are several retailers specifications if there are several retailers that can provide the product.that can provide the product.

As long as we specify “or approved equal” As long as we specify “or approved equal” we can spec whatever brand we want to we can spec whatever brand we want to use.use.

True or False?True or False?

$35,0000 of ACME widgets are written into $35,0000 of ACME widgets are written into a Grant that has been approved by ADE. a Grant that has been approved by ADE. We are not required to bid the widgets.We are not required to bid the widgets.

TRUE/FALSETRUE/FALSE Does this change if it is a Federal Grant Does this change if it is a Federal Grant

award?award?

Request for InformationRequest for Information

Informal process allowed by rules Informal process allowed by rules To bring in multiple vendorsTo bring in multiple vendors Allow input to assist district in scope of Allow input to assist district in scope of

workwork Gives all vendors a fair opportunity for Gives all vendors a fair opportunity for

inputinput District determines proceduresDistrict determines procedures Results in issuance of fair bidding specsResults in issuance of fair bidding specs

Best Practices for scope writingBest Practices for scope writing

Know the players assisting with the scope Know the players assisting with the scope of work. Make sure they understand of work. Make sure they understand conflict of interest, non-collusion, and will conflict of interest, non-collusion, and will sign statements to such.sign statements to such.

Identify any assistance provided by Identify any assistance provided by outside sources, ie procurement outside sources, ie procurement specialists, consortiums, etc….specialists, consortiums, etc….

Allow ample time for solicitation and Allow ample time for solicitation and transition in a contracttransition in a contract

QuestionsQuestions

Contact Information:Contact Information:

Cindi Hostetler, Buyer AssistantCindi Hostetler, Buyer AssistantMesa Public SchoolsMesa Public Schoolsclhostetler@mpsaz.orgPhone: 480-472-0141Phone: 480-472-0141

Bill Munch, Director of PurchasingBill Munch, Director of PurchasingMesa Public SchoolsMesa Public Schoolsblmunch@mpsaz.orgPhone: 480-472-0150Phone: 480-472-0150