Technical Specifications

Technical specifications are the detailed written description of what a procuring entity wants to buy. They define the physical, functional, performance, and quality requirements that goods or works must satisfy, forming the foundation against which bids are evaluated for technical responsiveness and against which the contract is administered during delivery.

What are Technical Specifications?

In a bidding document for goods, technical specifications define the required characteristics: dimensions, materials, performance ratings, safety standards, compatibility requirements, and applicable international or national standards (such as ISO, IEC, or ASTM). For works contracts, they describe the construction methods, material grades, testing protocols, and quality assurance requirements. The boq (Bill of Quantities) or schedule-of-requirements specifies the quantities; the technical specifications define what each item must be.

Development banks require that technical specifications be written without reference to proprietary brand names, trade names, patents, or designs in a way that restricts competition. Where a specific standard must be cited for clarity, the specification must add "or equivalent" to allow bidders to offer products meeting the same performance standard. Specifications that are unnecessarily restrictive or that favour a particular supplier's product are a common basis for bid protests on MDB-financed projects.

Why Technical Specifications matter for bidders

The technical specification defines the compliance threshold for every item in the bid. Offering a product or construction method that does not meet a specified standard - even one that is technically superior by a different measure - can result in the bid being declared non-responsive for that item. Bidders should prepare a technical compliance table that maps each specification requirement to the evidence in their bid (product data sheet, test certificate, method statement) before submitting. If a specification appears ambiguous or seems to favour a specific brand, the formal clarification process before submission is the right time to raise it; doing so on the record may result in an addendum that levels the field.

FAQ

What happens if a specification cites a specific brand?

Bidders should submit a clarification question pointing out the restriction and requesting an "or equivalent" addition. On development-bank projects, overly restrictive specifications violate procurement rules and the bank may require revision before the bidding process continues.

Are technical specifications the same as Terms of Reference?

Not exactly. Technical specifications apply to goods and works contracts and describe the physical requirements of what must be supplied. Terms of Reference (TOR) apply to consulting service contracts and describe the scope of work, outputs, and qualifications required from the consultant. Both serve as the technical definition of what is being procured.

Who determines whether a bid meets the technical specifications?

The evaluation committee assesses technical compliance against the published specifications. For complex goods or equipment, the committee may rely on external technical experts. Bidders can only make the case for compliance through their written submission; post-submission verbal explanations are not accepted.