Technical Data

Technical data represents the backbone of what you're actually buying in government procurement. It's the detailed specifications, drawings, instructions, and documentation that translate your operational needs into something suppliers can bid on and deliver. Without solid technical data, you're essentially asking vendors to guess what you want—and that rarely ends well.

How It Works

The Supply Manual addresses technical data directly in Section 6B: Defining the Requirement, specifically at Section 6B-4. Your technical data needs to communicate requirements clearly enough that multiple suppliers can understand exactly what you need, while leaving room for innovation in how they deliver it.

In practice, this means focusing on performance and functional requirements rather than prescriptive design characteristics. The TPP Chapter 15 on Government Procurement reinforces this approach—technical specifications should describe what the good or service needs to accomplish, not dictate exactly how it should be built. When DND needs communications equipment, for example, they specify operational range, encryption standards, and environmental tolerances rather than demanding a particular manufacturer's model. This approach keeps competitions open and often surfaces better solutions than you initially imagined.

Your technical data package typically includes specifications, drawings, test procedures, and conformity assessment requirements. Under the Canadian Free Trade Agreement's Chapter Five, Article 509, tender documentation must include applicable certification requirements, plans, drawings, and instructional materials. Base these on recognized standards whenever possible—ISO, CSA, or industry-specific benchmarks. Standards give you a common language with suppliers and reduce the risk of ambiguous requirements that lead to disputes during contract management.

Key Considerations

• Avoid naming brands unless absolutely necessary. Both CFTA and TPP rules prohibit requiring particular trademarks, patents, or suppliers except where no other sufficiently precise description exists. Even then, you must include "or equivalent" language. PSPC audit teams watch for this closely.

• Performance specs require more upfront work but pay dividends. Yes, it's easier to copy last year's descriptive specifications. But performance-based approaches attract more bidders and often reveal innovative approaches you hadn't considered.

• Technical data isn't static. Supply Manual Chapter 11 addresses ongoing technical documentation requirements throughout contract management. Complex procurements at entities like SSC often involve technical data packages that evolve through solution refinement stages.

• International standards matter for trade agreement compliance. When international standards exist for what you're buying, TPP Article 15.12 expects you to base specifications on them unless they're ineffective or inappropriate for your needs—and you may need to justify why.

Related Terms

Statement of Work, Specifications, Technical Requirements, Functional Requirements, Performance Criteria

Sources

• Supply Manual - Section 6B: Defining the Requirement - Technical Data

• CFTA Chapter Five - Government Procurement - Article 509: Technical Specifications and Tender Documentation

• Consolidated TPP Text – Chapter 15 – Government Procurement - Article 15.12

The quality of your technical data directly determines the quality of bids you receive. Invest the time to get it right at the requirement definition stage, and you'll avoid expensive clarifications, amendments, and disputes later.