Subject 665-2-3 SPECIFICATIONS
There shall be two general types of specifications. A standard specification shall be originated and developed by GTA or any other agency or commission, statutorily authorized to develop standards. It shall be comprehensive in nature, intended for repeated use and may be changed, as quickly and as often as is necessary, to address changes in the technology marketplace. An example of this type of specification is one that complies with the required statewide Technical Architecture as developed by the GTA for statewide use. The other general type of specification shall be originated by the user and modified as necessary by GTA to accomplish the overall efforts to manage the area of information technology effectively. This type of specification may include, but is not limited to,"brand name or equal" or "brand specific" technical and functional specifications.
GTA may inquire into the need for and level of quality of goods or services requested by an agency. After consultation with the agency, GTA may modify the level of specification requested to enhance overall direction of the state's program in the area of information technology.
|(1)||A standard specification is intended for general use and kept current by GTA. In formulating such a specification, advisory committees made up of personnel from various agencies and the private sector may be employed for advice and assistance at the CIO's discretion. This type of specification may be offered also for the review and comments of manufacturers and suppliers who may participate in the procurement process on the items in question.|
|(2)||Where competition is available and advantageous to the state, every purchaser shall use/write specifications and requirements that are reasonable to satisfy the need, but not unduly restrictive, and that shall encourage competition in the open market and result in the best possible contract for the good or service needed.|
Where articles are to be used for educational or training purposes, by persons with disabilities, for test and evaluation or research purposes, or for any purpose deemed necessary by the CIO or his designee, special or overriding consideration may be given to the factor of suitability in the preparation of specifications, evaluation of offers, for waiver of competition, and the award of contracts. GTA shall consult with the agency prior to modification by GTA of any information or recommendation submitted by the end user.
Upon completion of all studies, reviews, and drafts; any proposed standard specifications shall be submitted to the CIO or his designee for consideration. A specification shall be adopted as a standard if advantageous to the state. GTA may modify a standard specification on an interim basis as deemed necessary or advantageous to the state.
GTA shall distribute copies of standard specifications to interested parties through electronic media and these shall be available for customer and public inspection at GTA and on the GTA IT procurement website.
All information and documentation relative to the development of a specification/needs document shall be deemed confidential in nature until specification adoption or finalization of the procurement process for a specific contract.