Writing Specifications: Key Elements and Best Practices
Understanding the importance of being specific in product specifications for procurement processes. Learn about the essential elements such as product description, packaging details, serving sizes, and main ingredients to enhance vendor understanding and selection.
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Writing Specifications Do I have to be specific about what I want? 2 CFR 200.319
What is a Specification? A description of the product or service a user seeks to procure and a description of what a bidder must offer to be considered for an award The goal with product specifications is to be: Specific enough for vendor to provide exactly the product needed by the sponsor But not so specific as to limit the number of vendors that can provide the specified product.
Elements of a Specification Name of Product Developing specifications for multi-ingredient, processed food products is more involved. New products may require research or sampling before writing specification.
Elements of a Specification Description of Product A vendor will need a description of the product. If specifying brand= must allow equal When specifying a brand include: oManufacturer s name oManufacturer s name for product (e.g. rounds, triangles, etc.) oManufacturer s code number oManufacturer s pack size
Elements of a Specification Case and Pack Weight How should the item be packaged and how big are the cases? Examples 6/#10 cans 4/5# loaves Case not to exceed 25#
Elements of a Specification Minimum and Maximum Size and Pieces What is the Minimum Size? What is the Maximum Size? Examples: Minimum serving size 3.9 ounces Maximum serving size 4.1 ounces 6 nuggets per 5 ounce portion
Elements of a Specification Main Ingredients Some possible examples: Pinto beans Black beans Whole muscle white chicken breast meat Natural proportion chicken meat
Elements of a Specification Other Product Ingredients Some possible examples: Whole-grain pasta Whole-wheat flour Spices Emulsifiers Vegetable purees Thickening agents
Elements of a Specification Prohibited Ingredients What ingredients are prohibited? Some possible examples: Food additives Artificial colors and flavors Hydrogenated fat Monosodium glutamate (MSG) Assorted allergens
Elements of a Specification Nutritional Standards What are the nutritional standards for the product? Some possible examples could include: Pinto beans Black beans combined must provide a 1.5 ounce equivalent for the Meat/Meat Alternate Whole grain-rich tortilla must provide a 1.5oz equivalent for the Grains component for CNP
Elements of a Specification Unit on which Award is Made How will you determine which company is offering the best price for an acceptable product? Some possible examples could include: Price by the case Price by the serving size Price per pound
Elements of a Specification Quality Indicators What are some quality indicators for a particular product? Some food items are very basic and are either defined by their single-ingredient, such as iodized salt, or by their standard of identity, such as yogurt.
Elements of a Specification Quality Indicators Cont. Grade standards are USDA quality standards and are based on measurable attributes that describe the value and utility of the products. Some states require grading on certain products Many food processors participate in grading voluntarily
Elements of a Specification Quality Indicators Cont. Due to the diversity in the nature of produce products, specific standards have been established for individual products. Including grade standards on the solicitation document specification ensures the quality of produce purchased will meet the needs of your nutrition program.
Elements of a Specification Meal Pattern Requirements/Child Nutrition (CN) Label Does the product contain certain meal components? Does the product have a CN label?
Simple Specification Example Description of the Product: Raisins Product specifications: Dehydrated, regular moisture Thompson seedless, individual packages of 1.3 ounces, U.S. Grade A, small (1/4 cup serving) Packaging: 50 individual packages per case Quantity: 500 cases
Simple Specification Example When would a simple specification like this be adequate? Item only has one ingredient Item already has a Standard of Identity Item does not vary much between manufacturers Simple Specification Simple Item
Complex Specification Example Description of the Product: two-bean burrito on a whole grain-rich tortilla Case Pack/Weight: 72 to the case; paper between layer; individual bulk pack; individually quick frozen (IQF), bulk case cannot exceed 22 pounds in total weight. Minimum and Maximum Size and Pieces: 3.9 ounces and cannot exceed 4.1 ounces Main Ingredient(s): pinto beans, black beans, and an individual whole grain-rich tortilla Other Product Ingredients: product may include spices, emulsifiers, vegetable purees, and thickening agents Prohibited Ingredients: product cannot contain dairy, beef, chicken, pork, fish by-products, or monosodium glutamate (MSG) Nutritional Standards: pinto beans and black beans combined must provide a 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent and must include 50% whole grains by weight or have whole grain as the first ingredient for the Grains component for the National School Lunch Program; product must contain between 300-350 calories, must have less than or equal 35% calories from total fat, less than 10% calories from saturated fat, zero trans fat, and may not exceed 230 mg sodium. Meal Pattern Requirements/Child Nutrition (CN) Label: CN Label preferred or product must meet 1.5 ounce equivalent for the Meat/Meat Alternate, and the whole grain-rich tortilla must provide a 1.5 ounce equivalent for the Grains component for the National School Lunch Program. Unit on Which Award is Made: based on unit price for acceptable products Quality Indicators: private label or manufacturer s brands are subject to internal quality screening; golden brown color; ability to hold in warming cabinet for up to one hour
Complex Specification Example When would a complex specification like this be adequate? Item has multiple ingredients Item does not have a Standard of Identity Item varies greatly between manufacturers Complex Item Complex Specification
What if I used a simple specification for complex item? A burrito would be an example of a complex specification. A simple specification for a product like this could result in: When you really wanted this:
What if I used a complex specification for simple item? An apple would be an example of a simple specification. This item has a single ingredient and besides grade does not vary much. A complex specification for a product like this could result in: When you really wanted this:
Do specifications apply to just food? No! Specifications apply to non-food items such as: Office Supplies Kitchen Equipment Janitorial Supplies Security Marketing Materials Phone plans
Sample Specification for a Kitchen Oven Description of the Product: Convection Oven Product specifications: Convection single deck; insulated door handles; glass window door panels; standard depth to fit 18 x26 sheet pans; stainless steel exterior 16-20 gauge, no. 4 finish; 4 insulation on sides, 2 on doors; automatic fan shut-off; ability to cook without fan; cook and hold feature; solid state control with digital display; energy star preferred Power Type: Electric 220/240 VAC single phase; quick disconnect Installation Type: 6 legs for floor Quantity: 1
Sample Specification for a Computer Description of the Product: Computer Product specifications: Minimum dual core 2.4 GHz (Intel i5 or i7 processor or equivalent); minimum 8 GB RAM, minimum 256 GB Hard Drive; Graphics Card with HDMI or DVI support; minimum 23 widescreen LCD with HDMI or DVI support; DVD re- writable drive; 3 year warranty Operating System: Windows 10 or equivalent Computer Type: Desktop, Mini Tower preferred Quantity: 1
Resources USDA Agricultural Marketing Service (AMS) Specifications for all USDA Foods products: https://www.ams.usda.gov/selling-food/product-specs Grades and Standards for American agricultural products: https://www.ams.usda.gov/grades-standards Institute of Child Nutrition Procurement in the 21st Century, Product Specifications, page 79 http://www.instituteofchildnutrition.org/ (click procurement in search box) http://www.instituteofchildnutrition.org/ (click equipment purchasing in search box)
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