The preparation of tender documents and the selection of the appropriate tender format are critical tasks in achieving procurement objectives.

Tender documents must contain all the provisions and information that tenderer´s need to submit their tenders such as the procedures to follow, the documents to provide, cases of non-compliance, award criteria, etc.

Tender dossier might include following items;

A. Instruction to Tenderer`s

B. Draft Contract, Special Conditions and Annexes (incl. Technical Specifications)

C. Further Information

D. Tender Form for a Supply Contract

A data center investment consist of two main functional units:

1. IT equipment

IT equipment includes computer servers, hubs, routers, wiring patch panels and other network equipment.

2. Facility ( Electrical and Mechanical installations )

Facility includes distribution transformer, Emergency power generator set, switchgear, UPS, lighting, chiller, CRAH/CRAC,s,..etc.

Planning of a data center starts with the definition of IT Loads. During this study, IT loads should also be classified as critical loads, emergency loads and normal loads.

Rated powers and classification of loads are required by designers of facility as design inputs. With the use of these data, designers can make calculations and define technical characteristics of facility equipments. For example; Power rate of transformers, size of cables are defined.

However, these design outputs are not enough for going to procurement of these equipments.

If you go to a transformer supplier saying that you want to buy a transformer which have 2000KVA, 25kV primary /0,4KV secondary rated values, he will probably ask to you the type of transformer which might be dry type or oil immersed. There is also quite big price difference between these two types. So, you need to prepare more information before going to supplier. In other words, you need to prepare technical specifications of equipments as well before going to supplier.

What is a specification?

A specification can be defined as:

"a document, primarily for use in procurement, which clearly and accurately describes the essential requirements for goods, products or services".

The purpose of the Technical Specifications is to define the required supplies precisely. The minimum quality standards, defined by the Technical Specifications, will enable the Evaluation Committee to determine which tenders are technically compliant.

Why are technical specifications important?

If you make a search in internet for a car which has off-road ability, search result will come with a lot of web pages.

However, if you can filter your request (Diesel, automatic,..etc.) , you will receive more targeted results and It will be more easy for you to find out what you have been looking for.

Technical specifications can not require or refer to a particular trademark, trade name, patent, copyright, design or type, specific origin, producer or supplier unless there is no other precise or intelligent way of prescribing the procurement requirement; in such cases the term ‘or equivalent’ may be used.

For Better Procurement Outcomes;

The tender documents should be aligned with the outcome of a business case study that considers a range of factors including stakeholder requirements, policy setting/relationships, market analysis, demand assessment (current/anticipated), risk analysis, total cost of ownership assessment, contractual arrangements, contract management framework, etc. The level of analysis should reflect the nature and complexity of the procurement being proposed.

It is also important;

- to clearly identify the nature, scope and the quantity of goods and services required including outputs required for services or the functional and performance requirements for goods.

- To specify technical specifications wherever appropriate in terms of performance and functional requirements rather than design or descriptive characteristics.

- To base technical specifications on international standards where such are applicable and exist except where the use of an international standard would fail to meet the procuring entity’s program requirements or would impose greater burdens than the use of a recognized national standard.