In this article
1. What is a Technical Specifications Document?
The Technical Specifications Document (PPT) is the contractual document that establishes the technical, functional and quality characteristics of the contracted services or supplies. In other words, it answers the question: what exactly must the contractor do?
Unlike the Administrative Clauses document (PCAP), which covers legal and financial aspects (price, deadlines, guarantees), the PPT focuses exclusively on the technical specifications of the contract object.
It is mandatory in all public administration contracts except minor contracts, where it may be replaced by a simplified justification memorandum. However, even for minor contracts, having a proper technical document is good practice that protects the organisation in the event of a dispute.
2. Legal basis: LCSP 9/2017
The Law 9/2017 of 8 November on Public Sector Contracts (LCSP) regulates technical specifications mainly in:
- Art. 124 — Technical specifications: definition and principles (non-discrimination, openness to competition)
- Art. 125 — Accessibility: services must be accessible to people with disabilities
- Art. 127 — Award criteria must derive from the technical specifications
Key principle: Technical specifications may not reference specific brands, patents or processes that artificially exclude competition, unless it is impossible to describe the contract object otherwise (art. 124.9 LCSP). This error frequently triggers procurement appeals.
3. Mandatory structure of the Technical Specifications Document
Although there is no formally mandatory structure prescribed by law, consolidated practice and OIRESCON (Independent Office for Procurement Regulation and Supervision) recommendations establish the following sections:
Contract object and scope
Detailed description of the service or supply. Must match exactly the object stated in the PCAP. Include the relevant CPV code.
Technical characteristics of the service
Specific requirements: dimensions, materials, performance levels, functionalities, applicable technical standards (ISO, EN, UNE). Never mention specific brands.
Execution conditions
Location, deadlines, working hours, methodology, coordination with the organisation's own staff, access to facilities.
Minimum human and material resources
Where required: minimum staff qualifications, minimum equipment, required licences.
Quality control and monitoring
Performance indicators, progress reports, periodic meetings, penalties for technical non-compliance.
Deliverables and documentation
List of documents the contractor must submit: reports, manuals, certificates, acceptance minutes.
Technical evaluation criteria
If technical criteria are included in the award, define them precisely here. They must be objective and verifiable.
4. Most common errors and how to avoid them
Mentioning commercial brands
Impact: HighSolution: Use functional specifications or "or equivalent". If a brand reference is essential, justify it in the memorandum with reference to art. 124.9 LCSP.
Copying previous specifications without updating
Impact: HighSolution: Review regulatory references, dates, unit names and technical requirements. An outdated PPT may contain impossible or unlawful requirements.
Award criteria not derived from the PPT
Impact: HighSolution: Every technical award criterion must be grounded in the PPT. If the PCAP includes a technical criterion, the PPT must define how it is evaluated.
Discriminatory technical specifications
Impact: Medium-HighSolution: Avoid requirements that only one specific company can meet (e.g. "minimum X years of experience with this authority"). The CJEU has annulled many specifications on these grounds.
No accessibility requirements
Impact: MediumSolution: For ICT supply contracts, public works or public-facing services, always include accessibility requirements under Royal Decree 1112/2018 and Directive (EU) 2019/882.
5. How AI can accelerate procurement specification drafting
Generative AI has transformed many technical documentation processes. In public procurement, however, generic tools (ChatGPT, Copilot) have a critical limitation: they don't know your organisation, your contract history or your specific institutional terminology.
Comparison: Traditional drafting vs. specialised AI
| Aspect | Traditional drafting | LicitadIA (RAG) |
|---|---|---|
| Time per PPT | 4–8 hours | 15–30 minutes |
| Consistency with previous specs | Manual, error-prone | Automatic — learns from history |
| Regulatory updates | Requires ongoing training | Built-in LCSP validation |
| Institutional terminology | Depends on the officer | Replicated automatically |
| Legal error risk | High under time pressure | Reduced with integrated validation |
The key differentiator of an AI system specialised in public procurement is the RAG (Retrieval-Augmented Generation) approach: the model does not generate text from scratch but retrieves relevant fragments from your own historical documentation and integrates them coherently into the new document. The result is a draft that already reads as if your administration wrote it, with your usual clauses and institutional style.
6. Checklist before publishing the Technical Specifications
Before publishing the specification on the Public Procurement Platform, verify these points:
What if the PPT draft was ready in 15 minutes?
LicitadIA generates PPT, Memoranda and PCAP drafts using your administration's own document history. No learning curve, no generic data.
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