Writing a CFO/CFA Technical Spec: The Mistakes That Cost Public Institutions

A poorly written CFO/CFA specification doesn't only hurt the contractors who respond to it — it hurts the institution that receives bids it can't compare, or awards a contract that turns out non-compliant once the work is done. Three errors appear almost every time: conflating CFO and CFA lots, missing regulatory references, and imprecise bills of quantities.

The three most common errors

• Merging power and low current into a single technical lot — two distinct trades, two different design logics. Combining them without distinction makes bid evaluation harder and dilutes accountability.
• Omitting references to applicable decrees and standards — particularly Decree 09-410 for any lot including surveillance. Without that explicit reference, nothing prevents an unlicensed contractor from bidding without disclosing it.
• Approximate quantities — "provide the necessary network cabling" instead of a specific outlet count, linear meter specification and access point number. That ambiguity makes bids incomparable.

Vague vs. usable specification language

• Vague: "The contractor will install a surveillance system appropriate to the site."
  Usable: "Installation of N cameras compliant with Decree 09-410, covering zones X, Y, Z, by a contractor holding a valid Type 1/A licence."
• Vague: "Provide the building's network infrastructure."
  Usable: "Category 6A structured cabling, N RJ45 outlets per workstation, patch panel sized for a minimum of N active ports."

What a solid specification must contain

• A clear separation between the CFA lot and the CFO lot.
• The applicable regulatory references for each lot, with a requirement for contractors to justify any required licences.
• A detailed line-item bill of quantities, as the common basis for all bids received.
• An explicit eligibility criterion requiring licence verification before bids are opened.

Frequently asked questions

Who should write a CFO/CFA technical specification?
An engineering firm or experienced integrator, before the tender is published — not just the institution's procurement team working alone.

Should Decree 09-410 be explicitly cited?
Yes, as soon as a lot includes surveillance — it obliges every bidder to justify their licence at the point of submitting the bid.

Can a specification be modified after publication?
Generally no, or only through a formal amendment procedure — which is precisely why getting it right before publication matters.