When putting out a Request for Quotation (RFQ), a Technical Specification might be an essential part of the documentation. It is a document that outlines the technical requirements and specifications of the product or service being requested in the RFQ. In this blog post, we will explore the role and content of a Technical specification as part of a RFQ.

Role of a Technical Specification.

The Role of a Technical Specification (TS) is to serve as a definitive guide for potential vendors in understanding the precise technical demands associated with a product or service outlined in the Request for Quotation (RFQ). This document plays a crucial role in clarifying the project’s scope, ensuring that all vendors are equally informed and capable of submitting competitive and precise quotes.

Moreover, the TS functions as a binding agreement between the customer and the vendor. It meticulously details the expected standards and stipulations for the product or service in question, which are obligatory for the vendor to adhere to. Given its significance in shaping vendor expectations and obligations, it is imperative that the Technical Specification is exhaustive and meticulously accurate, leaving no room for ambiguity or misinterpretation. This ensures a mutual understanding of the project requirements and commitments, thereby fostering a reliable and transparent procurement process.

Content of a Technical Specification

The content of a TS can vary depending on the product or service being requested, but it generally includes the following elements:

1. Introduction: The introduction should provide an overview of the project scope, objectives, and technical requirements.
2. Product or Service Description: The Technical Specification should provide a detailed description of the product or service being requested, including the type of product or service, any specific features, and any performance or quality requirements.
3. Technical Requirements: The Technical Specification should include specific technical requirements, such as size, weight, materials, and tolerances.
4. Performance Requirements: The Technical Specification should outline the required performance of the product or service, such as speed, accuracy, and reliability.
5. Testing and Validation: The Technical Specification should specify any testing and validation requirements that the vendor must meet to ensure that the product or service is fit for purpose.
6. Delivery and Installation: The Technical Specification should provide information on the delivery and installation of the product or service, including any site preparation requirements, installation procedures, and timelines.
7. Maintenance and Support: The Technical Specification should outline any maintenance and support requirements, including service level agreements, warranty periods, and repair procedures.
8. Quality Assurance: The Technical Specification should provide information on the quality assurance processes that the vendor must follow to ensure that the product or service meets the required standards.

Technical Specification for Triple A (AAA) Alkaline Battery (example)

1. Overview: This specification (illustrative example) outlines the technical and performance requirements for Triple A (AAA) alkaline batteries intended for general consumer use in electronic devices such as remote controls, wireless mice, and small household appliances.

2. Battery Type:

• Chemistry: Alkaline
• Size: AAA

3. Electrical Characteristics:

• Nominal Voltage: 1.5 volts
• Minimum Voltage: 1.2 volts
• Typical Capacity: 1200 milliamp-hours (mAh) when discharged at a standard rate of 10 mA to 0.8 volts at 20°C

4. Physical Characteristics:

• Diameter: 10.5 mm ± 0.2 mm
• Length: 44.5 mm ± 0.5 mm
• Weight: Approximately 11.5 grams per battery

5. Performance Requirements:

• Service Output: Batteries must deliver a minimum of 360 minutes of continuous service at a discharge rate of 250 mA to 0.8 volts.
• Shelf Life: Minimum of 7 years from the date of manufacture when stored at 21°C ± 2°C.

6. Environmental and Safety Standards:

• Mercury-Free: Must comply with applicable environmental regulations prohibiting the use of mercury.
• Leakage Resistance: Batteries should be free from leakage under normal use conditions.
• Disposal: Must include disposal instructions complying with local environmental regulations regarding battery disposal.

7. Labeling Requirements:

• Brand Name: [Your Company’s Brand Name]
• Date of Manufacture: Clearly marked on each battery.
• Warning Labels: Must include safety warnings against recharging, exposure to fire, and mixing with used or other battery types.

8. Packaging Requirements:

• Primary Packaging: Batteries must be packaged in child-resistant blister packs of 4 batteries each.
• Secondary Packaging: Cartons of 24 packs, clearly labeled with battery type, chemistry, and barcode.
• Transport: Packaging must comply with international transport regulations for alkaline batteries.

9. Quality Assurance:

• Supplier Qualifications: Suppliers must provide certification of compliance with ISO 9001 Quality Management Systems.
• Testing: Random samples from each batch will be tested by the buyer to ensure compliance with these technical specifications.

When drafting TSs, particularly for products like batteries that can have significant environmental impacts, it is essential to include applicable standards, eco-labels, and regulations to ensure compliance and promote sustainability. Here are some standards, eco-labels, and regulations from the EU and the US that you might consider including in a technical specification for a Triple A (AAA) battery:

Standards and Eco-labels

IEC 60086-2

This is the International Electrotechnical Commission standard for primary batteries, covering battery dimensions and specifications. Compliance ensures interoperability and quality.

EU Ecolabel

For batteries, products bearing the EU Ecolabel must meet stringent environmental standards throughout their life cycle, including reduced harmful substances and improved energy efficiency.

Energy Star

While more common for electronic devices, suppliers can be encouraged to develop and use batteries that contribute to the overall energy efficiency of the devices they power, potentially qualifying the device for Energy Star certification.

RoHS Compliance (Restriction of Hazardous Substances)

Applicable in the EU, this restricts the use of specific hazardous materials found in electrical and electronic products.

REACH Compliance

A regulation of the European Union, aimed at protecting human health and the environment from the risks that can be posed by chemicals.

US and EU Regulations

Battery Directive 2006/66/EC (EU)

This directive requires batteries to be free of mercury and cadmium. It also includes provisions for the collection, recycling, and disposal of batteries, aiming to minimize the impact of batteries on the environment.

California Proposition 65 (US)

Requires businesses to provide warnings to Californians about significant exposures to chemicals that cause cancer, birth defects, or other reproductive harm.

UN Transportation Testing (UN Manual of Tests and Criteria)

Applies to the shipment of batteries, ensuring safety during air, sea, and land transport.

Including These in a Technical Specification as part of your RFQ

When including these standards and regulations in your TSs, be clear about which certifications and compliance marks are required. For example:

• RoHS and REACH Compliance: Specify that all batteries must comply with RoHS and REACH regulations, ensuring that they do not contain or release any restricted hazardous substances.
• EU Ecolabel Certification: If aiming for eco-friendly products, require that the batteries either meet or exceed the criteria for the EU Ecolabel to ensure environmental sustainability.
• IEC 60086-2 Compliance: Ensure that the battery dimensions and specifications meet the IEC standards for interoperability and performance.
• UN Transportation Testing: Specify that all supplied batteries must have passed UN Transportation Testing if they are to be shipped, ensuring compliance with international safety standards for transportation.

By incorporating these standards and regulations into your technical specifications, you not only ensure regulatory compliance but also promote environmental stewardship and sustainability, which can enhance the brand image and marketability of your products.

Conclusion: Technical specification as part of a RFQ.

In conclusion, a Technical Specification is an essential part of an RFQ that outlines the technical requirements and specifications of the product or service being requested. It plays a critical role in ensuring that potential vendors have a clear understanding of the project scope and can provide a competitive and accurate quote. The content of a Technical Specification should be comprehensive and accurate, including an introduction, product or service description, technical requirements, performance requirements, testing and validation, delivery and installation, maintenance and support, and quality assurance. By providing a comprehensive Technical Specification, you can ensure that vendors understand the project scope and can provide a competitive and accurate quote.

Learn more about creating a RFQ, and Technical specification as part of a RFQ, in Learn How to Source’s basic level course: Sourcing process. In the book “Profit from Procurement – Add 30% to your Bottom line by Breaking down silos”, written by there founders of Efficio, the leading Procurement Management consultancy firm in the world, sourcing execution is the engine of a procurement department. Knowing how to successfully manage a sourcing event, including managing stakeholders is a key capability of a professional buyer. The learning objectives of this course is to create an understanding of a modern sourcing process and provide insight in the basic steps needed to conduct a successful sourcing event. This course is the first of three.

The course RFQ Template. Developing a Request for Quotation (RFQ) is a crucial step in the procurement process, setting the foundation for a competitive supply chain. Our course is designed to guide procurement professionals through the nuances of creating an RFQ that elicits strong and relevant responses from suppliers. It delves into the essential information required in an RFQ, how market conditions and sourcing tactics influence its structure, and the strategies needed to establish the desired negotiation position and foster the optimal supplier relationship.

About Learn How to Source

Learn How to Source is an online platform based in Sweden, offering a range of procurement courses accessible globally. It serves as a community where procurement experts share their knowledge through online courses, designed for various experience levels from introductory to expert. Courses are concise, about 30 minutes each, and cover different aspects of procurement, tailored for different buyer roles. The courses focus on practical knowledge, presented by seasoned professionals, and include quizzes and certificates. They can be accessed from any device, emphasizing micro learning for flexibility and efficiency.

Note: Illustration to the blogpost “Technical specification as part of a RFQ.” is created by DALL-E on March 7, 2023.

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