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Interim Internal Purchasing Guidelines > 2 Purchase Planning > 2.3 Specifications and Statements of Work
2.3 Specifications and Statements of Work
2.3.1.a Specifications
1. Specifications are generally used when purchasing an end item rather
than a service. Specifications must state the Postal Service's needs
completely, considering the nature of the commodities being
purchased.
2. Specifications may be stated in terms of:
(a) Function, so that a variety of commodities may be considered;
(b) Performance, including the range of acceptable characteristics or
the minimum acceptable standards; or
(c) Design requirements, providing exact dimensions, materials or
characteristics.
3. In order to enhance competition and invite innovation, specifications
and statements of work should be written in as non-restrictive a manner
as possible.
2.3.1.b Statements of Work
1. Statements of work (SOWs) are generally used when purchasing a
service rather than an end product. SOWs may include specifications or
product descriptions. SOWs must describe the work as precisely as
practicable and in enough detail to allow a best value decision.
2. After award, SOWs are the standard for measuring performance, and
are used by both parties to determine rights and obligations under the
contract.
2.3.1.c Product Descriptions
1. Whenever standard or modified commercial products will meet Postal
Service requirements, product descriptions must be used instead of
specifications.
2. Product descriptions should include:
(a) A common generic identification of the item.
(b) Known acceptable brand-name products, identified by model or
catalog number, and the commercial catalogs in which they
appear.
(c) The name and address of the manufacturer or distributor of each
brand-name product referenced.
(d) The application or use of the product.
(e) A description of any required modification.
3. If at least three acceptable brand names are specified, the solicitation
may provide that only those specified will be considered.
4. Except for construction specifications, if fewer than three acceptable
brand name products are specified, or if proposals for equivalent
products other than those specified will be considered:
(a) The product description must include a description of the item's
essential characteristics, such as material, size or capacity, the
equipment with which the item will be used, and any restrictive
operating environment conditions.
(b) The brand name in the product description must be followed by
the words "or equal."
(c) Space must be provided for suppliers to identify the
manufacturer's brand names and models or catalog numbers
proposed (see A.2.3.b.6).
(d) The solicitation must include Provision 2-7, Brand Name or Equal.
2.3.2 Technical Data Packages
2.3.2.a General. A Technical Data Package (TDP) is a complete set of
documentation which may include specifications, engineering drawings, or
associated lists required to build and support an end item. Every TDP is
under the control of a design-responsible organization (such as Engineering,
Research and Development, or the Mail Equipment Shops) which maintains
the integrity of the end-item's design.
2.3.2.b Responsibilities. When a purchase will be made using a TDP, the purchase
team must use the most current version. Any modifications to a TDP before
or during solicitation or after award must, before implementation, be
coordinated with and approved by the design-responsible organization as
well as with the requesting organization.
2.3.2.c Deliverables. When a TDP will be purchased, the contracting officer must
ensure that the design-responsible organization reviews all supplier
submittals to ensure that the final product is in accordance with Postal
Service standards and the terms and conditions contained in the contract.
Once the purchase team determines TDP requirements, they should not be
negotiated without the purchase team's concurrence.
2.3.3 Component Parts
When component parts in a deliverable contract line item are described in the
specifications by a brand or manufacturer's name, the contract must include
Clause 2-21, Component Parts.
2.3.4 Construction Specifications
The supplier may seek approval to substitute equal products or processes for
those specified by brand name (see Clause B-63, Materials and
Workmanship). Accordingly, the solicitation should identify any products or
processes that may not be substituted after award.
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