What is a
requirements specification
A requirements specification is a document that describes exactly what a contracting authority wants to purchase in a procurement. This is one of the most important documents in a tender procedure, as it tells potential suppliers precisely what they must deliver to win the contract.
What must a requirements specification contain?
A good requirements specification typically consists of:
- Absolute requirements (mandatory requirements) that the supplier must meet
- Desired requirements (should-have requirements) that earn additional points in the evaluation
- Technical specifications and standards to be followed
- Any requirements for documentation and testing
For example: When purchasing new office furniture, mandatory requirements might be that the chairs must support 120 kg and come with a 5-year warranty, while desired requirements could be that the furniture is made from recycled materials.
How to create a good requirements specification?
An effective requirements specification should be:
- Clear and specific - avoid vague wording
- Measurable - requirements must be objectively evaluable
- Relevant - every requirement must serve a purpose
- Proportionate - requirements must be in proportion to the procurement's value and complexity
It is also important to conduct a market dialogue before finalising the requirements specification. This provides insight into what the market can deliver and helps avoid unrealistic requirements.
Modern tools like Cobrief can help analyse requirements specifications using artificial intelligence, which increases the chances of successful procurements and reduces the risk of complaints to KOFA (the Norwegian Public Procurement Complaints Board).
A good requirements specification is the foundation of a successful procurement. It ensures that the contracting authority gets the product or service they actually need, while giving suppliers equal competitive conditions. The more clearly the requirements are formulated, the easier it becomes to evaluate tenders and select the right supplier.