DOCUMENT

POL - Qualified Products List Guidance

  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a set of administrative regulations related to procurement, contract, and materials management. It outlines the procedures and guidelines for preparing specifications/scope of work for various materials, services, or construction items. The document specifies that specifications/scope of work can be prepared by the Materials Management department, using Governmental Units, or through contracts. In emergency procurement situations, specifications may be utilized without following the usual provisions. The content of specifications/scope of work can include alternate descriptions of materials or services, as long as they meet the city's requirements. The document emphasizes that specifications should not include any solicitation or contract terms. If a specification for a common or general use item has been developed or a qualified products list has been created, it should be used unless the Materials Manager determines otherwise. Functional or performance criteria should be emphasized in specifications, and using departments should include these requirements in their purchase requisitions. The document describes different types of specifications/scope of work. Common or general use items should have their own specifications, especially if they are used by multiple governmental units or have stable characteristics. Brand Name or Equal Specifications can be used when no other specifications are available, time is limited, or the nature of the product requires it. Brand Name Specifications can only be used if the Materials Manager determines that only a specific brand will meet the city's needs. A Qualified Products List can be created when testing or examination of materials or construction items is necessary. The document also emphasizes the importance of nonrestrictiveness in specifications. Proprietary specifications should not be used unless there is a technological justification, and the city should strive to use accepted commercial specifications and procure standard commercial materials whenever possible. The Materials Manager may request assistance from using governmental units in preparing specifications, but ultimately retains the authority to approve or disapprove all specifications.
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Year Created: 2004