Writing LED Lighting Specifications for Tenders: What to Include and Why

A weak specification gets weak results. I’ve seen tender outcomes where the cheapest, barely-compliant products won because the specification didn’t require quality.

Here’s how to write specifications that get you what you actually want.

Why Specifications Matter

In a competitive tender, contractors generally quote the minimum that meets the specification. If your spec allows inferior products, that’s what you’ll get.

Good specifications:

  • Define minimum acceptable performance
  • Prevent substitution of inferior products
  • Create level playing field for tenderers
  • Protect you legally if products underperform

Key Specification Elements

Performance Requirements

Lumen output: Specify the minimum delivered lumens for each fitting type. Don’t just say “equivalent to 400W metal halide”—state the actual lumen requirement.

Example: “Highbay luminaires shall deliver minimum 20,000 lumens initial light output.”

Efficacy: Specify minimum lumens per watt for efficiency.

Example: “Luminaire efficacy shall be minimum 130 lumens per watt.”

Colour temperature: State the required CCT with tolerance.

Example: “Colour temperature shall be 4000K ±200K.”

Colour rendering: Specify minimum CRI.

Example: “Colour rendering index (Ra) shall be minimum 80. For retail applications, minimum CRI 90.”

UGR (for offices): Specify maximum glare rating.

Example: “Unified Glare Rating (UGR) shall not exceed 19 when mounted at specified height and spacing.”

Quality Standards

Australian Standards compliance: List the specific standards required.

Example: “Luminaires shall comply with AS/NZS 60598.1, AS/NZS 60598.2.1 (or relevant part), and AS/NZS 62031. LED modules shall comply with AS/NZS 62031. Drivers shall comply with AS/NZS 62384.”

Testing and certification: Require evidence of compliance.

Example: “Test reports from NATA-accredited or IEC CB scheme laboratories shall be provided. Self-declarations are not acceptable.”

Component Requirements

Driver specification: Name acceptable driver brands or performance requirements.

Example: “LED drivers shall be from Philips Xitanium, Osram, Meanwell, or equivalent approved. Driver power factor shall be minimum 0.9. Driver THD shall be maximum 20%.”

Life and maintenance factors: Specify expected life and lumen maintenance.

Example: “Luminaires shall have rated life minimum 50,000 hours to L70 at 25°C ambient. Lumen maintenance at 50,000 hours shall be minimum L80.”

Environmental Ratings

IP rating: Specify minimum IP for each application.

Example: “Interior fittings: minimum IP20. Car park fittings: minimum IP65. External fittings: minimum IP66.”

IK rating: Specify impact resistance where relevant.

Example: “Car park and public area fittings: minimum IK08. High-vandal-risk areas: minimum IK10.”

Operating temperature: Specify the required ambient temperature range.

Example: “Fittings shall operate normally in ambient temperatures from 0°C to 40°C. Cold room fittings shall operate from -30°C to +35°C.”

Warranty Requirements

Duration and type: Specify the minimum warranty.

Example: “Manufacturer’s warranty shall be minimum 5 years full replacement for manufacturing defects. Pro-rata warranties are not acceptable.”

Coverage: Specify what must be covered.

Example: “Warranty shall cover complete luminaire including LED modules, drivers, and optical components. Labour for replacement is excluded.”

Control Compatibility

If you’re including controls, specify compatibility.

Example: “Luminaires shall be DALI-2 compatible with integral DALI drivers. Fittings shall support IEC 62386 commands for dimming and configuration.”

Or for simpler systems:

Example: “Luminaires shall accept 1-10V dimming signals. Minimum dimming level shall be 10% or lower.”

Submittal Requirements

What you want to see before accepting products:

Example: “The contractor shall submit for approval prior to ordering:

  • Product data sheets
  • Photometric files (IES or LDT format)
  • Test certificates for Australian standards compliance
  • Warranty documentation
  • Sample fitting for inspection (for orders exceeding 100 units)“

Common Specification Mistakes

Being Too Vague

Bad: “High-quality LED fittings” Good: “LED fittings achieving minimum 130 lm/W, CRI 80, with Philips Xitanium or equivalent driver”

Specifying by Brand Only

If you only name one brand without performance specs, you might get a poor product from that brand, or face claims of anti-competitive specification.

Better approach: “Philips CoreLine RC134B or equivalent achieving the following minimum performance…”

Forgetting Driver Quality

The driver is often what fails. If you specify LED requirements but not driver requirements, you might get quality LEDs with rubbish drivers.

Omitting Testing Requirements

Without requiring test evidence, you can’t verify claims. Self-declarations are worthless.

Ignoring Operational Requirements

You specified a great fitting. But can it be maintained? What about spare parts availability? What about local technical support?

Consider adding: “Supplier shall have Australian-based technical support and spare parts availability for minimum 7 years post-installation.”

Sample Specification Clauses

Here’s a template for a standard LED panel specification:

LED Panel Luminaire - Type A (Standard Office)

  1. Application: General office illumination, recessed in 600mm suspended ceiling grid.

  2. Performance:

    • Dimensions: 595mm x 595mm (to fit 600mm grid)
    • Light output: Minimum 3,600 lumens
    • Input power: Maximum 32W
    • Efficacy: Minimum 112 lm/W
    • Colour temperature: 4000K ±200K
    • CRI: Minimum 80
    • UGR: Maximum 19 (installed in accordance with manufacturer’s recommendations)
    • Distribution: Wide, symmetric

  3. Electrical:

    • Operating voltage: 220-240V AC, 50Hz
    • Power factor: Minimum 0.9
    • THD: Maximum 20%
    • Driver brands: Philips, Osram, Tridonic, or approved equivalent

  4. Construction:

    • Housing: Steel or aluminium, white powder coat finish
    • Diffuser: PMMA or polycarbonate, uniform appearance
    • IP rating: Minimum IP20
    • Operating temperature: 0°C to 35°C

  5. Compliance: AS/NZS 60598.1, AS/NZS 60598.2.2, AS/NZS 62031, AS/NZS 62384

  6. Warranty: Minimum 5 years full replacement

  7. Submittals: Data sheet, photometric file, compliance certificates, warranty documentation

Evaluating Tender Responses

When tenders come back, check:

  • Do products actually meet the specification? (Read the data sheets)
  • Are compliance certificates provided? (Not just claimed)
  • Is the warranty what was specified?
  • Are there any qualifications or exclusions?

If in doubt, request samples. Install them in a representative space. Look at them. That’s often more revealing than data sheets.

Final Thoughts

A good specification is an investment. It takes time to write properly. But it pays off in:

  • Better products
  • Fewer disputes
  • Longer-lasting installations
  • Protected interests

Don’t let budget pressure push you into weak specifications. Define what you need, and hold contractors to it.

That’s how you get quality results.