Specification

A detailed technical description of the goods, services or works required by a contracting authority, setting out performance standards, functionality and quality requirements.

How it works

A specification is the cornerstone document that defines exactly what the contracting authority needs to procure. It translates business requirements into measurable technical criteria that suppliers can understand and price against. The specification must be clear, complete and unambiguous to ensure fair competition and successful delivery.

Specifications can be written in different ways: performance-based (focusing on required outcomes), technical (detailing specific products or methods), or functional (describing what the solution must achieve). Under the Public Contracts Regulations 2015, specifications must not favour particular suppliers or create artificial barriers to competition.

Types of specification

Output specifications describe the required results without prescribing methods. Input specifications detail specific products, materials or processes. Conformance specifications reference established standards like British Standards or European norms.

Legal requirements

Specifications must comply with technical standardisation rules and avoid discriminatory requirements. They should reference accessible standards and accept equivalent alternatives unless objectively justified. The specification forms part of the contract, making accuracy crucial for both procurement success and dispute avoidance.

Best practice

Effective specifications balance being comprehensive enough to ensure quality whilst remaining flexible enough to encourage innovation. They should include clear acceptance criteria, testing methods and performance measures. Environmental and social considerations should be integrated where relevant to the subject matter of the contract.