60.46 - Specification Writing

Owner:

  • Position: Purchasing Services Director
  • Email: purchasing@uidaho.edu

Last updated: July 2026.

A. Purpose. This policy establishes requirements for writing clear, accurate, and appropriate specifications for materials, products, and services used in formal solicitations (RFQ, RFB, RFP) at the University.

B. Scope. This policy applies to University personnel who develop or approve specifications included in Requests for Quotations (RFQs), Requests for Bids (RFBs), and Requests for Proposals (RFPs).

C. Definitions.

C-1. Brand Name. A commercial product described by brand and make and offered for sale by a particular manufacturer, producer, or distributor.

C-2. Brand Name or Equivalent. A description referencing one or more brand-name products followed by “or equivalent,” used when a detailed descriptive specification is not feasible and that sets forth salient characteristics essential to University needs.

C-3. Experience Clause. A requirement that prospective bidders have a record of satisfactory operation or performance for a specified period.

C-4. Sole Source. Materials, equipment, or processes known to be available only from a single source.

D. Policy.

D-1. General Requirement. All solicitations must include specifications appropriate to the project.

D-2. Nonrestrictive Provisions. Specifications must avoid proprietary, exclusionary, or discriminatory requirements, except when performance-based or necessary for interchangeability, or when such requirements are justified in writing and approved by Purchasing Services.

D-3. Sole-Source Restrictions. Specifications must not require materials, equipment, or processes available only from one source unless the Director of Purchasing Services, or their designee, determines the justification is adequate.

D-4. Experience Clause Restrictions. Experience clauses may be used only when adequately justified in writing and approved by the Director of Purchasing Services, or their designee.

D-5. Brand Name or Approved Equal. “Brand name or equivalent” descriptions may be used when detailed descriptions are not feasible, provided salient physical, functional, or other characteristics essential to University needs are stated and bidders are allowed to offer products meeting or exceeding those minimum essential specifications.

E. Procedure.

E-1. Preparation. When drafting specifications, (a) define needs using nonrestrictive, performance-based language; (b) document any justification for interchangeability, sole source, or experience clauses; and (c) identify salient characteristics when using “brand name or equivalent.”

E-2. Approvals. Obtain written approval from Purchasing Services for any justified restrictive provisions, sole-source requirements, or experience clauses before solicitation issuance.

F. Contact Information. Purchasing Services (Owner Office) — Email: purchasing@uidaho.edu; uidaho.edu/purchasing.

G. Forms.

  • Sourcing Event Request Form in Jaggaer.

H. Related Policies.

  • 60.10 - Requests for Quotations (RFQs)
  • 60.11 - Requests for Bids (RFBs)
  • 60.12 - Requests for Proposals (RFP)

Version History

2026 July. Update to clarify existing expectations, improve consistency with related procurement policies, and strengthen usability and compliance without altering the underlying policy intent.

2005.