Wednesday, January 12, 2011

Specifications - Using Supplier Specifications

Frequently there may be Supplier specifications that may be used. Prior to using them, it is important to do a thorough review of them to ensure that:
1.     They clearly define what you want or need.
2.     Any parameters, such as use parameters, are acceptable.
3.     They don’t include any restrictions or exclusions you don’t want.
4.     The terms don’t conflict with your contract’s terms (like warranty coverage or term)
5.     They aren’t written in a manner that allows multiple interpretations of the requirements.
6.     They are under formal revision control and can be fixed in time so the requirements don’t change.

If there are any problems with the Supplier’s specifications, prior to incorporating those into your contract or purchase document, you should clarify and document any changes, additions, or deletions to the Specification and include that as part of your contract or purchase document giving priority of that clarifying document over the specifications.

In many law suits or disputes between Buyer’s and Seller’s the critical factor may be what is in the Specification, Statement or Work or Scope of Work as that establishes what was required. If you can’t prove what was required, you won’t be able to recover if you get something different, something less that you expected, or something that doesn’t work in the manner you wanted.      

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