The following is a typical technical specification format adopted by an operating organization.
Foreword
Provides introductory or background information which helps the reader understand the purpose and requirements of the document
Revision Summary
Lists specifics of all revisions to the document.
1.0 SCOPE
Describes intent of subject or activity, and intent of document. Indicate how document is to be used.
1.1 Scope of Vendor Proposal
Describes work that the vendor, as minimum, shall include in the proposal to assist the evaluation of their proposal
2.0 REFERENCE
Lists developmental or performance references. Identify each reference by its document title and document number if applicable. If there are no references, state “None”.
3.0 QUALITY ASSURANCE (VENDOR AND MANUFACTURER)
Specifies applicable quality requirements, in accordance with national regulatory requirements, to be imposed on the supplier of the materials or services.
4.0 GENERAL
Provides applicable requirements for materials or services being purchased. This includes work to be done, purpose, laws, standards, and codes (specific section, step, or clause of the document, including the applicable edition of the code),interface requirements (to other systems, equipment, and components; modification of physical boundaries needed), registration or certification requirements, operating organization / site specific drawings, specifications and data, spare parts requirements, commercial requirements (e.g. warrantees, guarantees etc. where not stated elsewhere) and training requirements. Supplementary specification data sheets may be referenced.
5.0 DESIGN AND FABRICATION REQUIREMENTS
Specifies design and fabrication requirements, where they are not specified in laws, standards, and codes, to adequately ensure that the integrity of the material or service meets the intent of the laws, standards, and codes (specify applicable section, step or clause of the document used). Any critical characteristics (if applicable) of system, parts or components, should be clearly specified so the vendor can recognize their importance.
Typical structure for this section contains component descriptions, design requirements, performance (operating) requirements, fabrication and material requirements including common clauses and clause(s) that materials and equipment be free of any foreign materials, equipment qualification requirements, supplementary specifications, reliability and maintainability requirements, safety requirements, seismic qualification requirements, diversification requirements (e.g. clauses and guidelines regarding Group I and Group II systems diversification requirements), radiation safety requirements, industrial safety requirements, human factors requirements, protective coating requirements, workmanship, including clause(s) that attention shall be paid to Foreign Material Exclusion (FME) while manufacturing. If an optional engineering specification
data sheet is used, any items in the above list that are not dealt with in the data sheet must be covered in additional text in this section.
6.0 TESTS AND TEST REQUIREMENTS
If all examination and test requirements are specified by applicable codes, state "Examination and test requirements are specified by the applicable codes (refer to Section 4.0)". If all aspects of this section are covered by an (optional) separate specification data sheet provide a reference to location of the data sheet (e.g., in Section 5, as an Appendix, as an attachment). Detail any aspects not covered by a data sheet. Where examination and test requirements are not specified by applicable codes, the Author should establish and specify examination and test requirements to adequately ensure integrity or performance of the material or service. Any critical characteristics (if applicable) of system, parts or components should be specified so the vendor can recognize their importance. Acceptance criteria are required to be clearly stated such as non-destructive testing and examinations, pressure test requirements, performance test requirements, leak test requirements, seismic qualification test requirements, dimensional examination requirements, inaugural or periodic inspection requirements, equipment qualification test requirements, reliability and maintainability test requirements, type tests (testing of a representative sample of material or equipment, factory acceptance tests), including clause(s) for Foreign Material Exclusion (FME), production tests, including clause(s) for Foreign Material Exclusion (FME), test and non-destructive examination documentation requirements, and commissioning and integration requirements. Note that material or equipment that was actually tested (FAT parts) are not to be shipped to site unless specifically agreed to in the specification, and identified as such to differentiate them from new, unused parts,
7.0 PRODUCT FORM AND IDENTIFICATION
This section identifies applicable form and/or identification requirements to be imposed on supplied material. Factory Acceptance Tested (FAT) material, if shipped to site with the agreement of the operating organization, should be individually identified to differentiate them from new, un-used parts. If there are no form and/or identification requirements, state "None".
8.0 SPECIAL PACKAGING AND SHIPPING, HANDLING AND STORAGE
This section defines applicable requirements for: packaging and marking (identification) for shipping, shipping and handling requirements (including any shelf life or maintenance requirements applicable to its storage), Foreign Material Exclusion (FME) methods, and related documentation. Note that Factory Acceptance Tested (FAT) material, if shipped to site with the operating organization agreement, must be individually identified to differentiate them from new, un-used parts. Foreign Material Exclusion (FME) methods should include the requirement to make any FME covers easily visible and to provide a listing of FME covers to assist in complete removal of all covers. Requirements should include clauses for the vendor to provide a detailed vendor bill of materials with the shipped package(s) in circumstances where material or equipment is ordered under a single item number but consists of multiple, easily separated components, which could potentially be shipped in multiple packages, or where the PO includes many components. The vendor bill of materials should identify each component's description, vendor part number or model number as applicable, catalogue item numbers of component(s) and quantity of each component shipped.
9.0 MATERIAL SAFETY DATA SHEET (MSDS)
This section specifies submittal requirements for all applicable MSDS Sheets. If there are MSDS requirements state YES, if they are not required state NO.
10.0 DOCUMENTATION REQUIREMENTS
Specifies supplier documentation to be submitted (includes required documentation, delivery location, quantity of copies required, media type, size, quality standards, timing schedule for submittals and reviews, and conditions for rejection). Note that if Factory Acceptance Tested (FAT) material is shipped to site, appropriate documentation must be enclosed with the shipment to make clear that the shipment includes FAT material.