A poorly written technical specification creates two opposite risks: too vague, it lets non-compliant equipment through; too precise, it risks a legal challenge for restricting competition. This guide walks through, clause by clause, how to write a technical specification for emergency cooling equipment.

Short answer: a technical specification for emergency cooling equipment should describe measurable performance criteria (structural stability on uneven ground, whole-body immersion for up to 2 people, continuous patient access) rather than a brand, and condition award on a timed demonstration under representative conditions.

For the full method of preparing the tender (scoping, procedure, evaluation), see our guide on preparing a public tender for emergency cooling equipment. This document focuses specifically on writing the specification itself.

Standard structure for this type of specification

  1. Purpose and context of use
  2. Functional and clinical requirements
  3. Measurable technical requirements
  4. Demonstration and acceptance terms
  5. Warranty, support, and spare parts availability
  6. User training requirements

Purpose and context of use

"This procurement covers the supply of a cold water immersion cooling system for the treatment of exertional heat stroke during operational response and at fixed posts, consistent with the 'Cool First, Transport Second' protocol recommended by the ACSM, IOC, and Korey Stringer Institute."

Functional and clinical requirements

"The equipment must allow whole-body immersion, shoulders and scalp included, while keeping the airway clear of the water. The structure must remain open throughout immersion to allow continuous airway monitoring, periodic rectal temperature checks, IV access, and CPR if required."

Avoid wording that cannot be objectively verified, such as "easy patient access" without defining what that means in practice.

Measurable technical requirements

This is the section most exposed to over- or under-specification. Every criterion should be measurable and verifiable:

"The structure must remain stable and level on unprepared, uneven ground, supported by a minimum of 6 ground contact points, and must accommodate 2 patients in simultaneous immersion. This requirement will be verified through a timed demonstration under representative conditions prior to contract award."

"The structure must withstand repeated use under demanding field conditions (impact, UV exposure, disinfectant products). The bidder shall specify the exact structural and liner materials used, along with any available durability test results."

"Folded dimensions and weight must be compatible with integration into [specify vehicle type], without reducing the carrying capacity for existing equipment."

Avoid citing a specific product or brand: describe the expected performance, not the means of achieving it.

Demonstration and acceptance terms

"The successful bidder shall carry out a timed deployment demonstration for the contracting authority prior to final award, under conditions representative of real operational use. Any discrepancy from the performance stated in the technical submission may result in rejection of the bid."

Warranty, support, and spare parts

"The bidder shall specify spare parts delivery timelines, warranty terms, and support contact procedures in the event of equipment failure in service."

This clause is often overlooked despite determining operational availability over the equipment's full service life.

User training

"The bidder shall propose an initial user training program along with materials to maintain proficiency over time, suited to both career and volunteer/on-call personnel."

Common drafting mistakes

Kollder One™ meets these requirements

Kollder One™ is built on a 6-point steel frame for stability on uneven ground, with room for 2 people in simultaneous immersion, a food-grade stainless steel structure, and full patient access throughout immersion, consistent with the standard clauses described above.

For a demonstration or a quote: kollder.com/#contact

Further Reading

Sources

Kollder is the emergency cooling tub built for stability, folds flat for transport, and fits 2 people at once.

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