The following example shows a breakdown for writing a specification for purchasing a computer system.

Software

The following questions might be asked when compiling specifications for computer system software:

• How many offices are included? Which offices are included?
• What tasks will the user expect to perform on the computer in each office?
• What are the product requirements needed to accomplish these tasks?
• What are the specific elements involved in accomplishing these tasks?
• Where is the information for these tasks obtained?

The specification writer must analyze all the needs and furnish all the software requirements for each office in complete detail.

A vendor needs to know all these details to understand the total job required of the computer system. This analytic process should result in performance specifications for the application software and may even result in decisions to exclude certain offices and tasks within some offices.

Compiling this information can also help officers and department heads know exactly what they need to do in preparation for receiving the new computer system.

Hardware

Usually, dimension specifications are written to describe hardware items, preferably by someone very knowledgeable about computer hardware. The dimensions might include information about the following items:

• Memory capacity
• Expansion capability
• Disk storage size and growth potential
• Number and types of terminals
• Terminal locations
• Number and speed of printers
• Printer locations

Along with the specifications obtained from these approaches, the information listed below is necessary to explain the expectations of the county to possible bidders:

• Warranties
• Maintenance service
• Training requirements
• Upgrades required by statutory changes
• Upgrades of software developed by the vendor

Information concerning penalties for failing to meet specifications agreed upon should always be included.

All of this combined information would constitute the overall specifications for the entire system and would require many pages of written information. These pages would then be attached to SA&I Form No. 4040, Invitation to Bid, which has the Non-Collusion Affidavit on the backside.

The Purchasing Agent

Upon receipt of the requisition and specifications, the purchasing agent will begin completing the Invitation to Bid packet (See Figure 10-1 for an example of the cover page.) A highly important procedure is to include clear instructions to the vendors of the county’s requirement for bid submission.

The following tasks should be done before providing the specifications to a vendor:

• Set a bid opening date allowing at least 10 days after the date of publication
• A publication lasting 10 days is required in a newspaper of general circulation under Title 19
• Prepare an affidavit listing all vendors notified
• Notification can be sent by mail or electronically.
• Prepare a detailed listing of terms and conditions as set out by the county for bid submission
• Terms and conditions are usually standard verbiage for all bids. Figure 10-2 shows an example of terms and conditions.
• Include a bid response form
• Include samples of contracts, leasing, or any forms the vendor will be required to submit or sign upon acceptance

Figure 1. Chapter 10 figure showing Form 4040 - Invitation to Bid.

Figure 2. Chapter 10 figure showing Terms and Conditions.

Figure 3. Chapter 10 figure showing Terms and Conditions continued.