By Bill Adams
Despite the good intentions of fire apparatus purchasing committees (APCs), they can inadvertently place themselves in awkward and uncomfortable situations by promulgating ineffectual purchasing specifications.
In particular, APCs should avoid writing specifications (specs) that may generate questions the committee can't answer. The intent of this article is to help keep spec writers from unintentionally placing themselves in such a position. It is directed at fire departments that follow formal bidding procedures, whether by choice or by edict, with the presumption of receiving competitive proposals. It is immaterial whether the specification format is generic, performance, or proprietary. It matters not if it is a career or volunteer entity. Nor does it matter if the APC, a consultant, or a vendor writes the document. Likewise, it is irrelevant if the authority having jurisdiction (AHJ) is a city council, town board, board of fire commissioners, or governing body of a volunteer fire company.
Readers must understand the basic premise of competitive bidding. Through the APC, the AHJ publishes, in quantifiable and comparable terms, a technical purchasing specification describing what it wants to purchase. Writing quantifiable and comparable verbiage is very important. It is the key to a successful bidding process. Bidders submit proposals based solely on the written verbiage in a specification. The APC and AHJ compare and evaluate what bidders propose to what was specified and then make a purchasing decision. It sounds simple enough. However, specification wording that is subject to multiple interpretations or has no definitive meaning can render the process difficult at the least and impossible at the most.
Leave No Doubt
A quantifiable item in a specification is one that is clearly defined. It has specific criteria that can be evaluated such as dimensions, sizes, capacities, and even manufacturer and model numbers of component parts and pieces. There should be no doubt as to what the verbiage means and what the fire department expects. Spec writers must establish a definitive baseline or benchmark to compare proposals.
The purchaser can set that benchmark as high or as low as it deems necessary by words alone. And, it can be done without necessarily writing a proprietary specification around a particular manufacturer. To illustrate, a specification may read, "There shall be one large compartment above each rear wheel." A "large" compartment cannot be measured, evaluated, or compared. It is a useless description because it is not quantifiable. It can have different meanings to different people. Any size compartment proposed will legally meet the specification. If the purchaser does not care how big the compartment is, the "large" description is adequate although not required. A similar spec may read, "There shall be one compartment with approximately 13 cubic feet above each rear wheel." The word approximately is another immeasurable description that cannot be evaluated. It's as useless as large-save the ink. Again, if any size compartment is acceptable, the word approximate will suffice but again is not required or necessary.
A measurable spec may read, "There shall be one compartment with no less than 13 cubic feet above each rear wheel." This establishes a benchmark that purchasers can use to evaluate and compare proposals. A bidder proposing a compartment with less than 13 cubic feet does not meet the specification; one proposing 13 cubic feet or more does.
A more precise specification is, "There shall be one compartment with 13 cubic feet above each rear wheel." Bids proposing more or less than 13 cubic feet will not meet the technical specification as written. Only those proposing exactly 13 cubic feet will. Hence, literal descriptions are imperative. Abstract desc