Tender Specifications Template
To ensure impartiality, competition, and the success of a connected public lighting project, your Technical Specifications document must be comprehensive and flawless.
However, certain common errors frequently recur and can complicate the process. To help you, we are gathered together the most relevant specifications issued from cities & utilities all around the world.
What's inside
Introduction : objectives & context of your project
This section includes sub-sections to describe the aim of the document, a list of words definitions to clarify all your specifications and the description of your smart outdoor lighting project : the context, the objective, a disclaimer, the proposed timetable and the expected format of the suppliers’ responses to this tender.
Principles of the expected solution
This section describes the scope of your smart outdoor lighting project, the general architecture of the expected solution, the interoperability principles, the interactions with 3rd party IT systems and the description of how the proposed solutions shall be evaluated.
Specifications part 1 : architecture, IT infrastructure, security, service continuity, scalability, performance, data retention, data export/import and API/extensibility
The first part of the specifications describe your requirement related to the architecture, IT infrastructure (Cloud or On-Premise), the level of expected security, the service continuity (including backup & restore expected timing), the scalability, the performance, the storage, the the data retention, data export & import principles, API and extensibility to add features easily and software upgrades.
Specifications part 2 : User access control, asset inventory, data model, maps and geographical organisation.
The part 2 of the specifications describe transversal services including user access control and roles, asset inventory & flexible data model, maps and geographical organisation.
Specifications part 3 : Communication services, real time control, massive data collection, data history
The part 3 of the specifications describe all the communication services between the central management software and various types of control devices including light point controllers and streetlight cabinet controllers including real time control (downstream), data collection (upstream), software upgrade and calendar and control program update.
Specifications part 4 : Outdoor lighting operations
The part 4 of the specifications include all the outdoor lighting services : design and update of lighting control program and associated calendar, management of groups of light points and cabinets, manual override service, deviations from control programs (planned and unplanned) as well as dynamic sensor-based lighting.
Specifications part 5 : Maintenance and energy reporting
The part 5 of the specificiations describe the various types of reports that are required by outdoor lighting operations team to ensure efficient maintenance services and to control and contain energy speendings. Â
Specifications part 6 : Smart city extensions
The part 6 of the specifications describe your requirement in terms of other smart city expectations as well as the ability of the central management software to connect, control and synchronize with 3rd party systems including asset management, citizen apps, work order management and GIS systems.Â
Implementation project description
This section describes your requirements related to the way the supplier should manage the implementation project to enable your team to be fully operational with the require level of quality. It includes project phase description, project team description, test and hypercare phase. It also requests suppliers to provide you with project references.
Get the file!
Get the technical and functional specification file in editable format to use it as a template to customize for your project and avoid mistakes that we have seen in past projects.
