Specifcations Notes September

KYAMBOGO UNIVERSITY
FACULTY OF ENGINEERING
DEPARTMENT OF CIVIL AND BUILDING ENGINEERING
BACHELOR OF ENGINEERING IN CIVIL AND BUILDING ENGINEERING
[Date]
YEAR THREE SEMESTER ONE

HANDOUT
COURSE Name: Specification Writing
COURSE Code: TCBE 3107
LECTURER: Paddy Mulamba
Mob. Contact: +256 702865555
Date: August 2018
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1.0 Introduction

1.1 General Purpose and Goals

These lecture notes will provide a convenient resource for the recommended principles and
approaches used for specification writing in Building and civil-engineering projects, however, its
recommended that use of other resources like Construction Specification Institutes (CSI) for
additional information on required skills and recommended practices for writing specifications that
provide the controls needed to construct a quality project. These notes will also give guidelines related
to preparation of specifications including allocation of time and resources, quality input, coordination
between disciplines, coordination between drawings and specifications, reviews, interfacing with
outside agencies and site personnel, developing contract document components and quality
assurance for documents.
Principles and procedures of specification writing
A knowledge of specification writing principles and procedures is essential to the specifier in the
Architect’s and Engineer’s office in the preparation of sound, enforceable specifications. Unless these
skills are properly developed, an expert knowledge of materials, contracts, and construction
procedures cannot be communicated successfully to the ultimate users of the finished specifications.
The users, namely, contractors and materials suppliers, will also have a better understanding of the
nature of specifications. What, then constitutes the principles of specification writing? Basically, the
principles of specification writing should encompass those factors which permit the architect or
engineer to understand more clearly the relationship between drawings and specifications, between
the graphic and the verbal, and to enable him to communicate more effectively by setting forth in a
logical, orderly sequence the material to be incorporated within a specification.
A specification as per NBS specification 2017 report can be defined as a document that describes, in
words, what cannot be visualized or explained on a drawing or in a model.
Also, Webster’s unabridged dictionary defines a specification as a written or printed description of
work to be done, forming part of the contract and describing qualities of materials and mode of
construction, and also giving dimensions and other information not shown in the drawings.
In construction, the specification can cover everything from the establishment of the site, the type of
contract to be used, the performance criteria of the asset, the quality of the systems and products,
which standards are applicable and how they should be executed, to even the products which are to
be used. The type of specification can relate to the project or the procurement route, whether it is
performance-based, prescriptive, proprietary or referenced, all of which are dependent on the project
requirements. Specifications are required during the design stage, they also form an integral part of
the contract, and they play a key role in project implementation.
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LECTURE NOTES (2018): TCBE 3107 – Specification writing; by P.M Mulamba
Bidding Requirements
General
Bidding requirements consist of documents that are used in the solicitation of bids by an owner or
any agency, and are directed to bidders who might be interested in submitting bids for a project.
These documents consist of three essential forms dealing with advertising, or notifying interested
bidders of the existence of a proposed project; instructions pertaining to the submission of a proposal
or bid; and the sample form on which the bid is to be executed by a bidder. The three documents are
Invitation to Bid, Instructions to Bidders, and Bid Form. Because of the varying practices of the
individual specifiers and the lack of order and terminology of the material preceding the technical
specifications, some chaos and non-uniformity in the arrangement and nomenclature of these
documents has existed previously. Bidding requirements are not specifications. Generally speaking,
certain information contained in the bidding requirements which is pertinent to a contractor’s
obligations – such as time for completion, base bid, alternatives, and unit prices – should be entered
into the agreement or contract form to insure its fulfilment by the contractor. Invitation to Bid are
generally circulated in the case of private work to certain selected bidders, and in the case of public
agencies, they are advertised in the local newspapers. In any event, the Invitation to Bid, along with
the Instructions to Bidders and a sample copy of the Bid Form, should be bound in the specifications.
Other documents include;
a. Bills of Quantities / pricing and scheduling information,
b. Terms and conditions of contract or conditions of contract (draft),
c. Technical specifications, and
d. Drawings related to the work.
A. Invitation to Bid
Other terms have been used to mean Invitation to bid, like Request for quotation, Expression of
interest, Request for proposal, Request to bid etc.; but are used somewhat incorrectly as the heading
for this document. These include Advertisement to Bid (sometimes used in public work for public
advertising), Notice to Bidders, and Notification to Contractors. The term “Invitation to Bid” is
preferred since it best describes the intent of this document. This letter is not long because essential
information is normally set out in the tender documents. The letter is needed to tell the bidders which
drawings have been sent, arrangements for site visits / pre-bid meeting, date for return of the tender
and how the tender should be submitted. The purposes of an Invitation to Bid are to attract bidders
in sufficient numbers to ensure fair competition, and to notify all parties who might be interested in
submitting proposals. It should be limited to information that will tell a prospective bidder whether the
work is in his line, whether it is within his capacity, and whether he will have the time to prepare a bid
prior to opening. It should be brief and simple, and free from extraneous and irrelevant subject matter
not consistent with its purpose. The Invitation to bid should comprise the following elements:
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a. Project Title. State the name of the project, its location, and project number if any.
b. Identification of Principals. State the name and address of the architect or issuing agency,
together with the date of issue.
c. Time and Place for Receipt of Bids. State the time and place where bids will be received and
whether they will be publicly opened. If opened privately, indicate whether prime bidders can
attend.
d. Project Description. Provide a brief but adequate description of the project, setting forth size,
height, and any unusual features so that the bidder will be in a position to determine whether he
has the financial and technical ability to undertake the construction of the project.
e. Type of Contract. State whether bids are being solicited for a single or segregated contract and
on what basis.
f. Examination and Procurement of Documents. State where the tender documents can be
examined and when and where they can be obtained. Indicate whether a deposit or a charge will
be required for procurement of the documents and whether there will be any refunds.
g. Bid Security. State whether a Bid Bond or other type of bid guarantee will be required to ensure
the execution of the contract.
h. Guarantee Bonds. State whether Performance Bonds and Labor and Materials Payments Bonds
will be required to ensure the completion of contract.
B. Instruction to Bidders
The Instructions to Bidders have also been identified by other terms, such as Information for Bidders
and Conditions of Bid. It’s a document included as part of the bidding requirements that sets forth
specific instructions to candidate constructors on procedures, expectations and disclaimers of
the owner, and other necessary information for the preparation of proposals for consideration by the
owner for a competitive bid. The purpose of the Instructions to Bidders is to outline the requirements
necessary to prepare and submit a bid properly. As such, they are truly detailed instructions to a
bidder; they guide him in soliciting information concerning discrepancies in the contract documents
and provide him with all the information necessary to execute the bid form. The Instructions to Bidders
consist of the following elements:
(i) Form of Bid. Identify the form of bid and indicate the number of copies to be submitted.
(ii) Preparation of Bid. Describe which blank spaces in the Bid Form are to be filled in by the bidder,
including base bids, alternatives, unit prices, and so on.
(iii) Submission of Bid. State how bids are to be sealed, addressed, and delivered.
(iv) Examination of documents and Site. Instruct the bidder to examine the tender documents and the
site of the proposed project in order to familiarize himself with all aspects of the project.
(v) Interpretation of documents. State how discrepancies in tender documents discovered by bidders
will be interpreted and resolved by the Project consultant / Employer.
(vi) Withdrawal and Modification of Bids. State how bids can be withdrawn or modified prior to bid
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opening and consequences after bid opening but prior to the expiry of the bid validity.
(vii) Award of Contract. Describe the procedure under which the award of the contract will be
made.
(viii) Rejection of Bids. State the conditions under which the bids can be rejected.
(ix) Other Instructions to Bidders. State whether certain information relative to financial status,
subcontractor, and substitutions are to be submitted with the Bid Form.
C. Bid Form
The Bid Form, sometimes termed the Proposal Form or Form of Proposal or Form of Bid, is a
document prepared by the architect or issuing agency in order to assure similarity in the preparation
and presentation of bids by bidders and to obtain a uniform basis of comparison. This is a pre-printed
formal statement, often in form of a letter, in which a tenderer fills in the blank spaces, his name and
address, completion period and the sum of money for which he offers to carry out the works in
accordance to the contract documents. By using only, the forms prepared by the issuing agency, the
owner is assured that all bidders are submitting proposals on an equal basis. The Bid Form is
prepared in the form of a letter from the bidder to the owner, and contains the necessary blank spaces
for the bidder to fill in contract prices as well as spaces for the required signatures and addresses.
The Bid Form consists of the following essential elements;
• Addressee. State the name and address of the individual receiving bids.
• Name and Address of Bidder. State the name of the organization and address of the bidder.
• Project Identification. State the name of the project.
• Acknowledgement. Provide an enumeration of the documents and a statement to the effect that
the site has been visited and examined.
• Bid Schedule. Set forth a bid list of all the major bid proposals.
• Alternatives. Set forth a list of all alternative prices. A description of the alternatives should be set
forth under the General matters.
• Unit Prices. Provide a list of unit prices and their description.
• Time of Completion. Establish the time of completion or permit the bidder to insert his own time
of completion.
• Acknowledgment of Addenda. Provide spaces for acknowledgment of receipt of addenda by
bidders.
• Agreement to Accept Contract. State the conditions under which the bidder agrees to enter into
a formal contract within a specified time.
• Signature and Address of Bidder. Provide spaces to be filled in by the bidder for his signature,
address, and seal where necessary.
D. Bills of Quantities / pricing and scheduling information;
These are issued to tenderers for them to prepare a price for carrying out the works. The Bills of
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Quantities (BOQs) assists tenderers in the calculation of construction costs for their tender, and, as it
means all tendering contractors will be pricing the same quantities (rather than taking-off quantities
from the drawings and specifications themselves), it also provides a fair and accurate system for
tendering. The contractor tenders against the bill of quantities, stating their price for each item. This
information is very key at tender negotiations and project implementation.
E. Conditions of the contract;
This document sets out the obligations and rights of the parties and the detailed conditions under
which a subsequent contract will operate. If a standard form, such as the FIDIC form, is used it will
not be sent out with the invitation to tender, it being assumed that the tenderers will have a copy or
can readily obtain one. The clause headings will, however, be listed in the first (Preliminaries) section
of the BOQs and/or specification. Conditions of the contract have two parts, that is general
conditions covering the rights and responsibilities of the parties and the special conditions or
contract data or particular conditions covering the requirements specific to a project.
F. Technical specifications;
These describe the materials and workmanship required for a development. They do not include cost,
quantity or drawn information, and so need to be read alongside other information such as Bills
quantities, conditions of contract and drawings. Having a prescriptive specification when a contract
is tendered gives the client more certainty about the end product, whereas a performance
specification gives suppliers more scope to innovate and adopt cost effective methods of work,
potentially offering better value for money. Typically, performance specifications are written on
projects that are straight-forward and are well-known building types, whereas prescriptive
specifications are written for more complex buildings, or buildings where the client has requirements
that might not be familiar to suppliers and where certainty regarding the exact nature of the completed
development is more important to the client. Specifications are an important part of the system for
obtaining bids and administering construction contracts. To be efficiently applied, the specifications
must be prepared and utilized within the context of the total system. The purpose of specifications is
to convey specific written, technical information from the design engineer to contractors, suppliers,
and inspectors so that the required materials can be provided and construction can be performed
and monitored. The relationships between the specifications and the complement of documents and
the methods by which specifications are integrated into the system will be explained in this guide.
Included is a detailed discussion of the use of a standardized format, professional preparation,
independent checking of contents, and a means to relate the specifications and drawings to the
work
G. Drawings;
Drawings are those documents that graphically show the relationships and requirements for the
finished project. Drawings may contain specifications in the form of notes, charts, and other
instructions Normally general arrangement, drawings will be provided, showing site location, position
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of the proposed facility and means of access to the site and floor plans / elevations. Tenderers are
not normally given working drawings as they are not considered to be necessary for pricing purposes,
full descriptions of the work being incorporated in the bills or specification. Tenderers are informed,
however, that they can inspect drawings not supplied to them, at the architect’s / Employer’s office.
Contractual Relationships of specifications and other contract documents
Contract documents describe the relationships between the owner, the engineer and the contractor
or supplier. They include the description of the work to be done and the materials and equipment to
be furnished. A large percentage of the misunderstandings and disputes concerning work
responsibilities can be prevented if more emphasis is placed on development and review of
specifications. Construction specifications should be clear, concise, correct, consistent and well
organized. They should be based on detailed standards that include clearly stated requirements and
acceptance criteria. Satisfying the needs of all parties on a project depends on promoting a clear
understanding of these concerns early in the project, and carrying that understanding through the
completion of the project by developing and maintaining a professional degree of trust and confidence
between the parties.
Contract- A contract is an agreement between two parties involving the mutual exchange of some
things of value, known as "consideration." Ordinarily it's simply money in exchange for some goods
or services, but sometimes it defines a complex set of duties and compensation for both
parties. Such is most often the case in engineering contracts, of which the specifications are the
core. When you write specifications, you must therefore be aware that you are writing a contract,
which is subject to a stringent set of concepts and rules. Consequently, you should keep the
following contract fundamentals in mind when drafting your specifications.
Your contract will be presumed complete at the time of contract award. If you've as an employer
inadvertently left something out and want to add it after contract award, you will have to negotiate a
supplementary agreement and furnish something, like more money, to your contractor in
exchange. Explicit requirements to agree about something at a later date violate this principle.
Changes to contracts are never unilateral. The only exceptions are rare situations in which the
Government has to use its sovereign power to respond to an emergency. Even in those cases, both
parties have to sit down later on and agree upon equitable compensation.
Also presumed upon contract award is the unlikely fact that both parties fully understand and agree
upon all the words written in the contract. The truth with engineering projects is often that neither
party fully understands what work has to be done until the work is actually under way. Only then do
many details become evident, and only then do we find out that the contractor had interpreted some
of our words differently from what we had intended.
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Coordination of Contract Documents
The conditions of contract, the drawings, Bills of Quantities and the specifications must all work
together. Drawings show the quantities, dimensions and geometric relationships of the work. The
specifications cover the qualitative aspects of the materials and workmanship. Each of these parts
of the contract has a defined purpose; they must network without overlap or gaps. Duplication
should be avoided because it can often lead to contradictions.
Coordination with the drawings is especially critical. Extensive written material and equipment
requirements should be avoided on the drawings as much as possible and placed in the
specifications. Terms used on the drawings should be consistent with the specifications. Dimensions
should appear only on the drawings.
Coordination problems can be avoided by:
• Assigning one person to coordinate the tender / contract documents.
• Establishing a communication process between the various disciplines or groups involved with
the project.
• Requiring the design team to keep well-organized notes about materials and products that are
incorporated in the design. These notes must be readily available to the specification writer.
• Having the drawings completed before finalizing the specifications.
Well-coordinated tender / contract documents will reduce construction problems, claims, delays and
will ultimately reduce project costs. Specifications may be transmitted by hard copy or electronically.
Regardless of whether the reviewer provides changes through hard copy or electronic format, final
changes to the document should only be made by a person proficient in the use of the word
processing software that the document was created in so that formatting and language style errors
are minimized. The specification writing procedure should require revision of the specifications only
by the specification processing group and revisions should be stringently controlled.
Significance of specifications are crucial in the construction industry
• They provide clear instructions on the intent, performance and construction of the project.
• They reference the quality and standards which should be applied.
• Materials and manufacturers’ products are clearly defined.
• The requirements for installation, testing and handover are identified.
• Classification in the specification are used to support handover and running of the asset.
• The drawing or model does not need to be overloaded with detailed information, which can
sometimes be difficult to identify.
• They are used to support the costing of a project: not only the materials and products but also
the performance and workmanship.
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• The specification forms part of the contractual documents, along with the drawings, and therefore
can help minimise disputes and provide support should there be any legal disputes.
• They support the interpretation of the client brief and gives the client assurance that the project
which they commissioned is being delivered.
• They are not only essential for the construction phase but also used as part of the soft-landing
process, subsequent asset management and the lifecycle plan.
• By being clear and concise and containing all the information, they save the project team, the
client and the contractor time and money by providing answers to many of the on-site construction
questions.
• Specifications are used by all the project team throughout the construction phase; in other words,
its considered as a living document and not stop being used at the design phase.
• The specification and any variations or value engineering can also be used for the project audit
trail and should form part of the handover documents. It will then form the basis for the running of
the property by the asset management team.
Tasks performed before writing specifications
• Talk and Listen to the people who will be using the service and find out exactly what is their need.
Some of the questions you might ask include; what to do they need it for? What purpose do they
want it to serve? Who will be using it? When do they need it? How long do they need it for?
Customer requirements are the central to the specification.
• Research the market (by making general enquiries of suppliers or purchasers, or by placing formal
advertisement for expression of interest) to determine currently available solutions to
requirements, likely cost and time scales.
• Identify the risk- Are there any risks in the specifications such as over ordering and wasting goods
or too few suppliers who could fulfill the requirements? Then assess the outcomes and how large
that risk is. Is there anything that can be included in the specification to the limit that risk? Or is it
better to do nothing and not seek supply of the goods and services rather than take the risk?
• Determine the scope of the tender- this includes the extent and limitations of the requirements.
Principles of specification writings

In broad terms, the principles of specification writing can be set forth as follows;
1. The Role of the specifications:
Specifications constitutes one of the contract / tender documents, together with the drawings and
the agreements among others. Since they are written instructions, they are frequently adjudged by
the courts as having greater importance than drawings when these two documents are in conflict,
and judgements are frequently resolved on the basis of the specifications. Also, the drawings, except
for structural, mechanical, and electrical drawings, make no attempt at segregating the work of the
various trades, and all of the architectural work is shown on them as an integrated whole. The
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specifications, on the other hand, segregate the information depicted on the drawings into various
specification sections so that a contractor can generally let his subcontracts on the basis of the
specification breakdown sections.
2. The relationship between Drwaings and Specifications:
Drawings are in a graphic portrayal of the various elements. Specifications should describe the quality
of materials, processes (methodology), and workmanship. There should not be duplication between
these two documents; instead, they should be complimentary. To improve coordination between
drawings and specifications, there should be standardization of the information appearing in them
3. The organisation of specifications;
For many years specifications were arranged in series of sections based on order or chronology in
which the various trades appeared on the construction scene. However, it was found that the
increasingly complex building structures did not necessarily follow these simple rules, nor was there
a uniform, nationwide system of specifications.
4. The Technical section and its arrangement;
The technical section, which generally forms a subcontract, must be defined in terms of its scope
and content. Until the promulgation of the CSI 3-part section format, there was no universal
arrangement of information in an orderly, coherent series of paragraphs dealing with the content of
the technical section.
5. Types of specification;
Specifications can be prepared on the basis of earlier methods or results. The specifier can elect to
specify in detail the method by which a contractor does certain operations in order to achieve a certain
result. Conversely, he can prepare a specification placing on the contractor the responsibility for
securing the desired result, leaving to the contractor the method by which he secures it. Generally,
there are four different types of specifications; (i) Description, (ii) Performance, (iii) Proprietary, and (iv)
Reference.
6. Specification Writing and Techniques;
These techniques involve the use of scope clauses, the work of other sections, the use of “or equal”
or base bid specifications, the avoidance of duplication and repetition, and use of the residual legatee
technique.
Considerations when writing specification

In broad terms, the procedures to be followed are based on the developed standard by various
authors. These include the following;
• General requirements; These are non-legal, non-technical portions of the specifications which
are described in detail in the General matters of the standard specifications from Ministry of works.
• Specifying materials; This parameter deals with the approach to writing open, closed or base
bid specifications for materials and products, citing the advantages and disadvantages of each
system.
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• Specification language; The use of clear technical language that can be understood by
contractors, superintendents, and foremen is imperative. Legal phraseology or highly stilted
formal terms and sentences are to be avoided. Sentences should be clear and concise; they
should be written in simple terms to avoid misunderstanding. Sentence structure, punctuation,
and the phraseology used in specification writing are an art in themselves.
• Specification Reference sources; Knowing where to look for information to be used in
specifications is quite important. Materials standards were by the Governments, the American
society for Testing and materials, the American national standards institutes, and others.
Association standards were developed by materials manufacturers and subcontractors for
materials and workmanship. Many textbooks on specification writing are available for reference
purposes.
• Materials evaluation; A systematic approach to the evaluation of materials is outlined suggesting
the parameters to review in evaluating and selecting materials.
• Specification Writing procedures; A guide is recommended for the procedure to be used in
gathering information, research, and writing to dovetail the completion of the specifications with
the finalization of the drawings.
The role of the specifications
Whenever an Architect or an engineer is commissioned by an owner to design a building or a
structure, he must develop six basic documents which a third party, the contractor, must utilize when
he undertakes to build the structure, these six basic documents are drawings, conditions of contract,
specifications, instructions to bidders, the agreement and Bills of Quantities, they all constitute the
tender / contract documents. Specifications as one of the tender / contract documents, it is imperative
that practicing architects and engineers have a good working knowledge of the role that specifications
play. Whether the specifications are written by a specifier in a large office or by the job captain or
architect and engineer in a small office, they are utilized by rather a diverse group of participants.
• To begin with, they are written for the contractor to tell him how to construct, manage, and direct
the construction.
• They are written for the estimator in the contractor’s office who prepares the estimate based on
the specifications.
• They are written for the purchasing agent in the contractor’s office who procures the materials
and equipment described in the specifications.
• They are written for the resident project representative / clerk of works, who must be given a
document that can aid him in inspecting and controlling the quality of work.
• They are written for the owner, who would like to know what he is buying and what he is entitled
to receive.
• They are written for the subcontractors so that each can readily discern the scope of his
subcontract.
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• They are written for the manufacturers of building materials and equipment so that the grade and
type are clearly defined with respect to the many variations they may manufacture.
Functions of specifications
a. Legal considerations; (i) As a written document, courts have generally held that in the event of
conflict between drawings and specifications, the specifications govern and judgments are most
frequently resolved on the basis of the specification requirements. (ii) General conditions, whether
they consist of any standard form of contract or individually prepared general conditions of
contract which are usually bound with the specifications and by reference, made part of the
specifications. Essentially, however, the general conditions of contract establish the legal rights,
responsibilities, and relationships of the parties to the contract.
b. Insurance considerations; Insurance requirements governing workmen’s compensation,
contractor’s All Risks, fire insurance etc., are usually incorporated in the general conditions or in
the supplementary conditions and a gain, made a part of the specifications by incorporation
therein.
c. Bidding requirements; The bidding requirements include, the invitation to bidders, instructions
to bidders, the bid form, Other forms and the bid security format. These bidding requirements are
developed by the Architect or an engineer solely for the use of the bidder and intended to provide
the bidder with information required to submit a proposal.
d. Alternatives, options; (i) The specifications provide a basis for the bidder’s estimate and the
submission of a bid. Alternatives are established and owner for the deletion of work, the addition
of work, and for the substitution of materials. Alternatives are listed in the bid form / Tender form
/ form of bid / form of proposal. (ii) The technical specifications may permit the contractor, at his
option, to use one of the several materials or manufacturers’ brands specified for use in the work.
e. Subcontract’s limits; Drawings generally show all of the work to be done and the inter
relationship of the various parts. No attempt is made on the drawings to segregate the work of
the several subcontractors, except in some cases where separate drawings are prepared for
plumbing, air conditioning, ventilation, electrical works etc. The specifications segregate the work
shown on the drawings into many sections, or units of work so that the main contractor can sublet
the work to various subcontractors.
f. Inspection and testing procedures (Quality control); The specifications establish inspection
and testing procedures to be followed during the construction operations. Standards for office
and field inspection are described for numerous materials and building systems. Test procedures
are given for evaluating the performance of completed mechanical installations.
g. Design criteria; In some instances, the drawings cannot be utilized to show or delineate design
decisions. For example, the architect’s selection of finish hardware for doors can be described
only in the specifications. Specifications for paint materials, the number of coats of paint, and the
degree of luster or sheen are similarly given only in the specifications.
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Typical Bid documentation • Bid guarantee requirements
Bidding requirements- these are bound with • Performance guarantee
the contract documents for convenience of the • Procedure for execution of bids
bidders. • Procedure for submission of bids
a) Invitation to Bid or Advertisement for • Procedure for withdrawal or
Bids modification of bids
• Exact title of project, • Procedure for opening of bids
procurement/contract reference • Conditions for rejection of bids
number and its location • Evaluation criteria
• Name of owner • Procedure for award of contract
• Name of Architect / project manager / • Submission of post- bid information
consultant • Return of biding documents
• Pre-bid meeting date and place • Other instructions to bidders
• Person to receive queries c) Sample forms
• Person bids will be addressed to • Bid form
• Place for receipt of bids • Bid security guarantee
• Time and location for receipt of bids • Power of attorney
• Type of bid opening • Bidder’s Qualification questionnaire
• Short description of project, scope and • Agreement form
type of construction • Performance and payment guarantee
• Type of contract • Declaration form for no conflict of
• Place for examining bidding documents interest
• Place for obtaining bidding documents • Consent of surety
• Time for bidding documents to be • Application and certificate for payment
available • Other sample forms
• Statement of what bonds / guarantees d) Agreement
are required (i) Conditions of contract / Form of
• Statement on time of completion and contract
liquidated damages, if any • Any standard / individually drafted form
b) Instructions to bidders of contract
• Qualification of bidders (ii) Supplementary conditions / Particular
• Bidder’s representation conditions of contract / Contract data
• Examination of bidding documents • Examination of the site
• Clarification of bidder’s queries / • Labour standards
questions • Wages and hours
• Addenda • Insurance requirements
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• Unit prices, predetermined • Notices and Fees
• Payment to contractor • Definition “FIX only”
• Time of completion • Attendance of nominated sub-
• Value engineering / substitution of contractors
materials • Temporary roads
• Partial completion / sectional handover • Temporary fencing
• Bonus and penalty clause • Storage of materials
• Liquidated damages • Sheds for operatives
• Guarantees and affidavits • Site office
• Other conditions as required • Site meetings
e) Schedule of drawings • Works Diary
• Architectural drawings • Forman-in-charge
• Structural drawings • Temporary latrines and Ablutions
• Mechanical drawings • Water of works
• Electrical drawings • Light and power for the works
• Landscape drawings • Signboards
• Furniture and fittings layout • Protection of works
f) Specifications • Keeping and delivering site and works
1.0 General matters clean
• Interpretation of terms • Contingencies
• Workmanship 2.0 Works of demolition and alterations
• Code of practice • Demolition
• Materials • Obstruction of public roads etc.
• Ordering of materials • Prevention of dust and fans
• Proprietary materials of materials • Removal of rubbish
• Samples • Disposal of rubbish
• Prove vouchers • Use of suitable material for hardcore
• Tests • Dustproof screens
• Payment of Tests • Shoring
• Rejected workmanship and materials • Building openings
• Overtime or night work • Cutting openings in existing walls
• Nuisance of adjoining buildings • Existing public service mains
• Existing and adjacent property • Employer to retain ownership of
• Damage to public and private roads salvageable materials
• Existing services • Materials to be removed from site
• Watching and lighting • Definition of “make out and make
• Licences and permits good”
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3.0 Excavation • Concrete mixes by volume or weight
• Clearance of site • Concrete mixes
• Trees and bushes to be preserved • Design mixes
• Felling trees • Trial mixes
• Anthills • Mixing of concrete
• Removal of vegetable soil • Hand mixing Transporting and placing
• Excavation to reduce levels concrete
• Excavation to foundations • Ready mix concrete
• Bottoms of excavations to be approved • Compaction of concrete
• Soft spots • Construction joints
• Excess excavations • Movement / expansion joints
• Working space • Protection of concrete
• Excavation in rock • Concrete surface finishes
• Definition of solid rock • Fair / Fine face finishes of concrete
• Determination of rock excavations • Form hole chases
• Payment for rock excavation • Steel reinforcement
• Blasting • Bending reinforcement
• Return, fill and ram • Spacing of reinforcement bars
• Filling to make-up levels • Fixing and assembly of reinforcements
• Borrow pits • Cover to concrete
• Replacement of vegetable soils • Inspection of reinforcement
• Disposal of surplus excavated material • Formwork to non-exposed concrete
• Definition of “Get out” • Formwork to exposed concrete
• Planking and strutting • Preparation of formwork before
• Keeping excavations free of water concreting
• Hardcore • Approval of formwork
• Temporary retaining boards • Removal of formwork
• Ant-termite treatment • Composite concrete / hollow clay block
4.0 Concrete structures
• General requirements • Free span and maxspan suspended
• Cement structures
• Aggregate for concrete • Free span units or beams
• Grading of aggregates • Maxspan precast rib and filler block
• Sand / fine aggregates structures
• Grading of aggregates • Concrete lintels
• Maximum sizes of coarse aggregates • Precast concrete

• Storage of aggregates • Concrete apron
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• Attendance • Block boards
• Wood chips
5.0 Walling • Veneers
• General requirements • Adhesives
• Brick / block walling • Nails and screws
• Stone walling • Workmanship
• Provisions, allocations for other works • Flush doors
6.0 Roofing • Priming
• General requirements • Ironmongery
• Steel sheet • Mosquito gauze
• Aluminum sheets 9.0 Metal work
• Roof tiling • Materials generally
• Bituminous felt roofing • Structural steel
• Roofing shingles • Metal windows and doors
• Proprietary roofing systems • Composite windows
• Roof screeds • Fly screens
• Making good
7.0 Carpentry 10.0 Paving
• Timber • Cement
• Preventive treatment for timber • Sand
• Seasoning • Granolithic coarse aggregates
• Samples and testing • Granolithic paving
• Sawn timber • Chemical surface treatment
• Wrot timber • Screeds
• Workmanship • Terrazzo paving
• Jointing • Concrete and quarry tile paving
• Connectors • Cork tile paving
• Nails and bolts • Flexible PVC floor tiling
• Insect damage 11.0 Wall and ceiling finishes
• Cleaning • Cement
8.0 Joinery and Ironmongery • Lime
• Timber • Sand
• Species of timber for joinery works • Plastering generally
• Preventive treatment • Internal plastering
• Seasoning • External rendering
• Samples for testing • Tyrolean finish
• Plywood • Wall tiling
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• Insulation boards • Site lighting
• Flat sheets • Lightning protection
12.0 Glass works • Centralized television system
• Glass • Fire detection and alarm system
• Putty • Training of client personnel
• Glazing • Air conditioning and mechanical
• Beading strips ventilation
• Cleaning on completion • Inspection, testing and commissioning
13.0 Painting
• Workmanship
• Sub-letting work
• Materials
• Paint
• Wax polish
• Lacquer treatment
• Preparation
14.0 Fire extinguishers etc.

• Cabinets
• Fire extinguisher
• Accessories
• Pumps
• Hose reel installation
15.0 External works
• Standards
• Generally
• Site clearance and earthworks
• Construction of sub-base and bases
• Drive ways and parking areas
16.0 Building sanitation
• Plumbing
• Drainage
• Storm and surface water drainage
17.0 Electrical services
• General requirements
• Electrical works
• Standards and specifications
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2.0 PHILOSOPHY OF SPECIFICATIONS
Specifications writers;
Specification writers / spec writers or specifiers, work to interpret construction documentation, such
as specifications, drawings and schedules, as they assist other members in the construction industry
in interpreting drawings (Architectural, Structural, Electrical, Mechanical etc.), ordering of materials /
products, and developing detailed bidding procedures and contracts. Their task is to improve the
coordination and dissemination of information relevant to the construction process. They also Provide
documents that clearly identify and define the owner’s requirements for a given project, so that the
contractor understands the project expectations and a specifier / specification writer should always
be aware of any risks involved in the document prepared.
Construction specifications should:
• Define qualitative requirements for all products, materials and systems to be used on the project,
as well as the standards of workmanship required for their effective installation and use.
• Specifications must harmonize with the architect’s, engineer’s or designer’s drawings, as well as
the other consultant’s drawings.
Because specifications provide material information and recommendations to the entire project team,
writing a specification requires a thorough understanding of construction materials and how the
materials are effectively and safely used. Product research goes beyond the understanding of
materials; research must also take into consideration the particular project’s requirements. Local
jurisdictional rules and regulations, knowledge of suppliers, an understanding of maintenance and
replacement services, the expected life cycle of the materials and other cost factors. Specifiers must
understand the conceptual project documents so that they can discuss all risks with the parties
involved. For example; costs of design by change order, currency inflation, time delays, overall project
schedule, occupancy date. Specifications type, project delivery and staging are determined at the
beginning of conceptual design. However, these may change up until the design development
drawings are complete. The specifier must be able to adapt and write the specification accordingly,
and so must know how to create and work with each type of project delivery method. While the
construction industry grows and changes - there are constantly new technologies and new
techniques used to create innovative design - the role of the specifier remains as critical as ever. A
good specifier recognizes that every project is unique and has its own exciting challenges.
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Types of specifications
In general, there are two basic approaches to the writing of specifications; the method system and
result system. When the method system is employed, the specifier describes in detail the materials,
workmanship, installation and erection procedures to be used by the contractor in the conduct of his
work operations in order to achieve the results expected. When the specifier instead elects to specify
results, he places on the contractor the responsibility for securing the desired results by whatever
methods the contractor chooses to use. The method system can be described as a descriptive
specification; the result system is best described as a performance specification. An appropriate
analogy can be made by comparing these approaches with building code standards. The
specifications code sets forth specific materials and methods that are permitted under the law in the
construction of a building. Under the performance code, materials and methods are left to the
Architect and Engineer, provided that performance criteria for fire protection, structural adequacy,
and sanitation are met. As a matter of fact, both the descriptive specification and the performance
specification can be used together in the same project specification, each in its proper place, in order
to achieve the prime objective. The major types of specifications include the following;
• Prescriptions (ingredient) / Descriptive specifications
• Performance (criteria) specifications
• Reference specifications
• Proprietary or Base Bid (trade name) specifications
Descriptive / Prescriptive Specifications; can be defined as one that describes in detail the
materials to be used and the workmanship required to fabricate, erect and install the materials.
Described in cookbook fashion are the materials, workmanship, installation and erection procedures
employed by the contractor. This approach is based on the wealth of information and experience that
has been produced on known materials and methods. The specifier is aware that if he specifies known
bricks and mortar and proper workmanship techniques that have previously been used and put
together in a specific fashion, the contractor can erect a quality masonry wall. As an example, a
descriptive specification for a masonry wall would describe the materials to be used; the brick and
mortar ingredients, composition of the mortar, test of individual components, weather conditions
during erection, workmanship involved in laying up the brick, type of brick bond, jointing and finally,
the cleaning procedures. This allows all those concerned with specifications an opportunity to check
each of the items specified. The supplier furnishes the brick and mortar specified; the laboratory tests
the components in accordance with the specified test requirements; and the inspector checks the
workmanship requirements so carefully specified. If the specifications have been accurately prepared,
the masonry wall is erected accordingly, and the result the architect envisioned has been achieved
through his minute description.
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Under this method of specifying the exact properties of the materials and methods of installation /
construction are described in detail without using proprietary or manufacturer’s names. Descriptive
specifications are commonly used for products for which no standards exist, on projects where using
proprietary names is restricted, and in in situations where the Architect / Engineer want to exercise
tight control over the specified work.
Preparatory steps to develop specifications for the product, installation, and testing
requirements include:
• Research and determine the end product
• Research and determining the primary features that make up the end product.
• Determine which features to describe in the specification and which features to show in drawings
• Reviewing product data and manufacturers' literature to determine which equipment is best suited
to the project.
• Developing an outline of project specific installation and construction procedures.
• Determining the extent of testing the needed and the responsible party for accomplishing the
testing.
• Describe the important features
• Specify quality assurance measures (i.e. submittals, certifications, testing or inspection activities
Remember that the prescriptive specification is a "how-to" specification. Accomplishing the desired
end result is directly related to the adequacy of the specifications. A contractor cannot be faulted if
the construction follows the specification requirements and the desired result is not achieved. In such
a case, the engineer will be deemed responsible for the failure. Specifying a product by trade name
or brand name is a form of prescriptive specification. One method is to specify the exact product by
name, another is to list a group of suitable suppliers; yet another is to specify the name with an "or
equal" qualification. Specifying a product by name may seem like a good procedure, but it often
introduces other complications such as reduced competition, limited opportunity for innovation, and
allowing vendors to “package” the named product with other non-specified products that they also
represent in a “take it or leave it” demand to the contractor.
The "or equal" approach can save specification preparation time and may allow for options and
increased competition. However, when used incorrectly, it can also appear to be unfair and partial.
For instance, if there are no practical equals available as a result of the way a specification is written,
an “or equal” clause may be construed as unlawful under certain governmental contracts. In
addition, using an "or equal" may result in differences of opinion about the equality of a product. If
a bidder has few parameters to base his choice of equals upon, he may choose items which the
engineer does not consider as being equal. This can affect bid preparation and result in
administrative problems.
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In order to address these concerns, it is critical for a specifier to include all necessary significant
characteristics of the desired product when an “or equal” clause is used. This will provide the basis
that will be used to evaluate the equality of the proposed “or equal” product submitted by the
contractor. When “or equal” provisions are used, the submittal specification should also include
details of what product information is required and the process that will be used to evaluate it.
Advantages to using descriptive specifications
• Descriptive specifications specify exactly what the design intends
• They are applicable to all conditions, methods or situations of a project.
• They are applicable to all sizes and types of projects
• They permit free competition because they do not restrict the use of specific products or
manufacturers
Disadvantages of descriptive specifications
• They require the specifier to take special care in describing the design intent in order to achieve
the desired results.
• Descriptive specifications tend to take up more space because they require more verbiage than
other methods
• They may be more time consuming than other methods to create and write.
• They are being used less often as more complete reference standards are being developed and
implemented.
Performance specification; Until the advent of systems building, the performance specification was
used to a very limited extent. Buildings were designed utilizing unit materials that could be defined
and specified by means of descriptive, proprietary, or referenced specifications. Performance
specifications were utilized primarily when the specifier required the contractor to match or obtain a
result consistent with an existing situation. Specifying in this manner constituted a performance
specification. Other examples of performance specifications are involved with relatively simple
requirements. Since end results are paramount, a performance specification can be defined as
specifying end results by formulating the criteria for its accomplishment. The criteria for materials are
established on the basis of physical properties of the end product. The criteria for equipment of a
mechanical nature are established by operating characteristics. As an example, in a performance
specification for a paint material, the end result is obtained by specifying or formulating the following
criteria;
a) The painted surface shall withstand ten washings with a mild detergent.
b) The painted surface shall show no sign of alligatoring or crazing.
c) The painted surface shall be resistant to abrasion when using the taber abrasive method.
d) The painted surface shall have an egg shell finish
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Under this method the required end results are specified along with the criteria by which the
performance will be judged and the method by which it can be verified. The contractor is free to
choose the materials and methods that comply with the performance specification They are generally
used to encourage the use of new and innovative techniques that may lead to more economical
construction. They are also used to supplement other specification methods.
Another example of a performance specification is one for a complete installation of heating system.
The specification spells out the following performance requirements;
• The heating plant shall be capable of providing an interior temperature of 70°F when the outside
temperature is 0°F.
• The heating system shall utilize No.6 oil and shall be a hot water system.
• The heating elements shall be fin-type base board radiation.
• Controls such as thermostats, aquastats, and other safety devices shall be provided to regulate
heat and prevent explosion.
Since the advent of systems building using major assemblies and sub-assemblies, there developed
a need for more sophisticated procedures to specify end results. Performance specifications
encompassing these parameters are more fully explained under “system building and performance
specifications” The contractor is given the opportunity to develop methods to accomplish the end
result.
The specifier of a performance specification needs to consider that:
• The end result must be completely described. Failure to completely define the end result will allow
for the possibility of a final product that does not meet the intended outcome.
• The end result must allow for straightforward testing or inspection to avoid conflicts. Testing and
inspection criteria must be detailed.
• The bidders may have to undertake preliminary research and developmental work to prepare a
bid. This may require a longer bidding period.
Advantages to using performance specifications
• Only the end result of design intent is specified, this gives the contractor flexibility in selecting and
applying products.
• They permit free competition
• They can be applicable in all types and sizes of projects
• Performance specification delegate the technical responsibilities to the construction industry,
where the contractor instead of the Architecture / Engineering firm is responsible for the results.
Disadvantages to using performance specifications
• They can be time consuming to produce and may result in long detailed specifications.
• They are more difficult to enforce than other methods of specifying.
• They may be too elaborate for simple and minor projects.
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• Performance specifications delegate the technical responsibilities to the construction industry,
where the contractor instead of the Architecture / Engineering instead of the Engineering firm is
responsible for the results. (This is both an advantages and disadvantage)
Systems Building and Performance Specifications; sometimes referred to as systems building
specifications are always described in their relation to basic materials and simple systems. With the
advent of systems building, a design concept which rather than utilizing basic building materials as
building blocks combines integrated assemblies and composites, early pioneers experimented with
performance criteria and in turn with performance specifications. Systems building originated in
Europe after World War II primarily to reconstruct the continent initial applications in the United States
began with the California School Construction Systems Development (SCSD) in 1961. In turn, this
development was followed by California University Residential Building Systems (URBS); Florida
Schoolhouse Systems Project (SSP); Toronto Study of Educational Facilities (SEF); Building Systems
Project (BSP), a joint study by the Public Buildings Service and the National Bureau of Standards; and
by a host of other organizations. The difficult part of the subject is to tell the experienced specifier how
to write performance specifications for building components and systems, let alone the novice or
student, in as much as there is yet no consensus. It should be possible, nevertheless, to outline the
steps that have been taken in such a manner that the student and the specifier can better comprehend
the direction and make an intelligent beginning. Systems building and design are concerned more with
sub-assemblies and composites rather than with individual materials and products. Very few standards
exist on the performance of sub-assemblies and composites. In addition, the design of a building
system cuts across the design disciplines as we know them today. It requires the merging of architects
and engineers to design composite units and, in turn, it requires a joint effort to evolve performance
specifications.
First, new test methods have to be devised to cope with the requirements of sub-assemblies and
assemblies. This requires the establishment of criteria for structural adequacy, fire resistivity, thermal
conductivity, sound attention, and mechanical and electrical properties to provide for physical comfort
by controlling heating, cooling, and illumination. One approach to systems building requires that the
design team establish the parameters for a project, setting forth aesthetic controls, with the
specifications team establishing the performance characteristics required to meet these conditions.
Obviously, the specifications team will no longer be dealing with items of specific materials or products,
but rather with the broader range of sub-assemblies and components. The process will require
performance and results rather than description and methods. Individual or combined sections on
materials and their installation, as currently specified in descriptive specifications, are replaced by
systems performance specifications where technical sections establish the parameters of assemblies
of floors, ceilings, walls, roofs, mechanical systems, and so forth, on the basis of life safety, acoustic
environment, durability, and other recognized attributes.
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The term “specifications team” is used here to denote that the criteria to be established to prepare
performance specifications require the input of several professionals rather than the specifier alone.
This is based on the fact that the requirements may cut across a number of design disciplines, and, in
addition, no one individual has the broad knowledge that encompasses building science,
manufacturing processes, cost control, and maintenance and operation to make the judgments
required in the performance approach. Performance requirement is developed on the basis of three
major categories: requirement, criterion, and test. These three elements constitute a performance
specification for a proposed subsystem. For example; If a ceiling is selected as the sub-system and
the attribute, fire safety, is to be considered, the performance requirements can be developed as
follows:
Requirement 1: Provide fire safety
Criterion 1: Maximum flame spread 25
Test 1: ASTM E84
Criterion 2: Smoke development not to exceed 75
Test 2: ASTM E84
Criterion 3: Heat potential not to exceed 5000 btu / Ib
Test 3: Potential heat per ASTM, 61, 1336 – 1347 (1961)
Obviously, each attribute listed for the ceiling sub-system must be investigated and performance
requirements stated in terms of requirement, criterion, and test. The nature of the space in which the
ceiling is used requires differing performance requirements to the ceiling is used requires differing
performance requirements to the ceiling is used requires differing performance requirements to the
ceiling is used requires differing performance requirements to be developed. The specification team
will include acoustical consultants, fire safety consultants, materials experts, and others as necessary
to obtain as complete input as possible. In specifying performance, the process is much more difficult
since the specifier and specification team are breaking new ground and must have the foresight to
specify all parameters of a component or an assembly to assure that the requirements are properly
evaluated and assessed. It is suggested that anyone considering a performance specification
approach to the design of building systems obtain and review the following documents to find more
detailed information on attributes and performance requirements.
Comparison of Prescriptive and Performance Specifications
Prescriptive specifications are generally used when the end result cannot be adequately defined or
where loss of design control cannot be tolerated; whereas Performance specifications are generally
used when it is normal practice to specify end results (i.e. concrete strength) or when new processes
or products are needed and it is desirable to have the contractor provide the creativity for
development.
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Some advantages and disadvantages of descriptive / performance specification philosophy:
Bidding. Under prescriptive specifications, the contractor has a greater amount of detail available
and can develop a bid with relative ease. Under performance specifications, bidding is more difficult
because of the unknowns associated with developing a process or system.
Innovation. Definitely favors performance specifications where the contractor is encouraged to
develop efficient and cost-effective methods and to use innovative products.
Design Control. The advantage rests with prescriptive specifications. Each aspect of design is
specified. The creativity is generated by the designer and the contractor merely follows the recipe.
With performance specifications, certain design Costs. Cost advantages will vary depending on the
complexity of the project. For complex projects, performance specifications will generally result in
lower total costs because the contractor is not restricted to a specific procedure; the contractor can
innovate to reduce costs. On less complex projects, there is probably very little difference in cost
between the specification types.
Testing and Inspection: Depending on the category of work specified, testing and inspection
involvement may be heavy for either type of specification. Generally, detailed prescriptive
specifications require more testing as the work is put in place, while performance specifications
require more testing of the end result to verify that it meets the desired functional criteria.
Prescriptive specifications are more common than performance specifications, although newer
project delivery methods such as Construction Manager at Risk and Design-Build typically rely more
heavily on performance specifications. Most projects utilize master specifications and reference
standards that are applicable to the project, greatly easing the burden of specification preparation.
Pure performance specifications are used much less because of their emphasis on development
activities and loss of design control. However, performance specifications are preferable if they can
be effectively prepared, since the project can benefit from the contractor's construction experience
and skills. Unfortunately, with the limited use of performance specifications in the industry to date,
few engineers really understand the hints of writing an effective and enforceable one.
Combination of Prescriptive and Performance Specifications
Combining prescriptive and performance requirements in the same specification is a very common
practice in specification writing. Combining both types of specifications in the same project is also
quite common. These approaches create no significant problems, as long as the specification
philosophies are not combined or confused on the same product or activity. As an example, concrete
is often specified with both a minimum compressive strength and mix design constraints. This
combines an end result and a procedure, a practice that is used frequently when cast-in-place
concrete is required on a project. Care needs to be taken to ensure that conflicting requirements do
not occur because of combined prescriptive and performance specifications.
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Reference Specification; is one which makes reference to a standard that has been established for
either a material, a test method, or an installation procedure. These standards similarly are predicted
either on description or performance criteria. Before the advent of materials standards such as ASTM
specifications, ANSI standards, or federal specifications, materials were minutely described in the
specifications so that the contractor was completely cognizant of what the specifier wanted. In many
instances, these descriptive specifications for materials have been supplanted by the aforementioned
standards. For example, in lieu of describing Portland cement in detail, as to quality, fineness module,
and other characteristics, the specifier now simply states Portland cement “meets the requirements
of ASTM C-150, Type …”. This method of specifying resulted in a type of specification that can best
be described as a reference specification. By making reference to a standard, the standard becomes
a part of the specification to the same degree as descriptive or performance specification language
is used. The term “reference specifications” can similarly be applied to workmanship standards.
Various trade associations, such as the Tile Council of America, the Gypsum Association, the Painting
and decorating contractors of America, and others, prepared standard workmanship specifications
for ceramic tiles; furring, lathing, and plastering; painting and so on; these can be incorporated by
reference in project specifications. By so doing, the detailed descriptive workmanship clauses for
these sections no longer need to be copied, but can simply be incorporated into the project
specifications by means of the reference method. It is essential that the architect and specifier be
thoroughly familiar with standards he incorporates in his specifications. Some standards cover several
types and grades, and unless the type or grade is specifically stated, the choice then becomes the
contractor’s option and not the architect’s. In addition, a particular type or grade may be more suited
for a particular project so that it should be selected and specified by the Architect in preference to
another type or grade. Sometimes the types or grades apply to a specific climate or geographical
area, which becomes automatic unless another quality is specified. Most standard specifications were
developed by committees representing materials manufactures, governmental authorities, testing
agencies, consumers, and those having a general interest in the particular standard. A reference to
standards developed by technical and trade associations is another form of prescriptive specification.
These standards include those published by ASTM (formerly American Society for Testing and
materials. Referencing standards is a good specification approach because they are widely available,
familiar to those involved in particular specialties, and they have consensus authority. To incorporate
the standard, refer to proper title, number, and date. Be sure that revisions are recognized by referring
to the latest revision of the standard. Also, consider that reference standards:
• May not be readily available in the home office or field.
• May refer to other standards or require that options be designated by the specifier.
• May contain inapplicable or undesirable workmanship requirements.
• May conflict with other reference standards if more than one is used.
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Read the standards before specifying them; do not use them blindly. Reference standards can be
very helpful, but they must be understood, available, and appropriate for the project.
• Under this method reference is made to unestablished standard defined by associations very
knowledgeable about a certain part of phase of construction.
• Reference standard specifications are used for “commodity” products in the market place, where
brand names are not important.
Steps of preparing reference standard specifications;
a. The standard must be recognized as authoritative by the industry.
b. The standard must be available to all parties involved in the project
c. The specifier must know the standard. Assure that the standards relate to the current project and
does not present duplicate or conflicting information.
d. Establish a date of the standard.
e. Incorporate the standard correctly into then specifications.
f. Enforce the requirements of the standard
Advantages to using reference standard specifications:
• The standard is usually widely known and accepted by the industry.
• They do not limit competition
• They dramatically shorten the length of specifications
Disadvantages to using reference standard specifications
• They may be no appropriate standard to reference, because standards are written for the most
commonly used and generally available products.
• Standards generally refer to the minimum requirements
• The standard may become obsolete or out of date, because of advances and changes in
technology and the creation of new products.
• They require a lot of research and care in use.
• They must be incorporated properly, including all supplementary information.
Proprietary Specifications; A proprietary specification is one in which the specifier states out- right
the actual make, model, catalog number, and so on, of a product or the installation instructions of a
manufacturer. It describes a product, material, assembly or piece of equipment by its trade name and
model number, rather than by a performance specification; sometimes includes the names of one or
more manufacturers who may produce a product acceptable to the owner and or/or his or her design
professional. A proprietary specification allows the bidder to suggest an alternate or substitute
product. The correct use of alternate, option, and substitution is important when writing proprietary
specifications as each has a fundamentally different meaning.
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• Under this method the actual brand names, model numbers and other proprietary information is
specified.
• They are primarily used for private commercial projects where the owner knows what products
they want.
• They are two types of proprietary specifications i.e. closed and open.
The primary difference between the two types concerns substitutions are,
1. Closed proprietary specifications;
• Closed specifications generally prohibit substitutions
• One or more products are specified, and no substitutions will be considered.
2. Open proprietary specifications
• Open specifications permit substitutions
• One or more products are specified, but other manufacturers will be considered.
• It is necessary to specify the criteria and the alternative manufacturers will be judged.
Advantages to using proprietary specifications
• They allow for close control of product selection
• The drawings can be more complete and more detailed because they can be prepared based on
precise information from the selected manufacturer.
• The specification can be shorter.
• They simplify the bidding by narrowing competition and eliminating product pricing as a major
variable.
Disadvantages to using proprietary specifications:
• They reduce the competition
• They may specify products the contractor is not familiar with or has little experience with
• Care should be taken to assure no error is made when specifying model numbers or product
designations.
Selecting a method of specifying
The following questions are helpful to consider when deciding which method of specifying is most
appropriate.
• What does the owner require?
• What method is most appropriate for the project size and complexity?
• What method best describes the design intent?
• What method will result in the best quality of work?
• What method will result in the best price for the work?
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3.0 Specifications Writing Techniques
General
Specification writing techniques embody certain presentation methods of information and instructions
peculiar to this literary form, and are therefore different from an essay or a novel. The specifications
are written instructions intended to complement the graphic illustrations. Since both documents are
combined to convey the entire message, the information contained in the specifications should be
presented in a form that interlocks and does not overlap nor contradict. Specifications provide the
written administrative and technical requirements for a construction project and are a part of the
contract documents. They describe the work to be performed, list applicable references, codes, and
standards, dictate the type and quality of materials to be supplied, the methods of construction or
required finished properties, and list the testing and inspection required. Separate measurement and
payment paragraphs in each technical specification are discouraged; these provisions should be
consolidated instead in one location, elsewhere in the contract documents.
Since specifications provide written direction for a project and generally define the overall quality of
the project, clarity and fairness are essential ingredients. Arbitrary or ambiguous language will create
uncertainty that can lead to increased project costs. Specification writing requires close coordination
with drawings, consistency in terminology, clarity of intent, and the elimination of superfluous
information. Proper grammar and sentence structure are absolutely necessary.
The specifications for completing a project such as a highway, bridge, treatment plant, or office
building consist of an accumulation of subordinate requirements for the performance of each phase
of construction, e.g. earthwork, structural steel, concrete, building enclosure, and other features. The
number of subordinate requirements depends on the complexity of the project.
Each technical or project specification commonly consists of the following major sections or parts:
• Description of specification coverage
• Materials and fabrication requirements
• Installation or construction requirements
• Testing and quality requirements
The complexity of the project will dictate the level of detail needed in the specifications. An analytical
approach to the preparation of specifications is advised. The work to be done or the result to be
accomplished should be divided into various components, such as materials required or test results
to be achieved. Each part should then be scrutinized to evaluate its relationship to the project. An
outline should be prepared for the project that covers, in logical order, the subject matter to be
considered.
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After the outline has been prepared, the individual specifications may be written or provisions from
other guide specifications may be used to the extent that they apply. Project requirements are
generally prepared from guide specifications written by trade associations, government agencies,
institutes, and similar groups, and from manufacturers’ specifications that describe the properties of
materials and installation details. Some organizations and firms develop their own set of guide
specifications that are updated as needed, and then utilized in the preparation of a specific project
requirement. Reference standards are another source of information, such as ASTM and AASHTO.
Through advances in word processing and similar automated techniques, cutting and pasting can
now be accomplished electronically. This is a powerful tool that has enabled reviewers to streamline
the specification editing process, reducing cost and expediting the preparation of contract
documents. This technique however, when carelessly applied, can often lead to conflicts between
sections of the contract and even internally, within an individual specification. Grammar may be
adversely impacted, formatting may be erased or overwritten, and information directly related to
another project may be mistakenly included in the subject contract.
Copying specifications from previous jobs, while seemingly efficient, can be dangerous, as well, and
may result in incomplete specifications or specifications with meaningless requirements.
Specifications and project- specific references that have no direct relationship to the current project
may be mistakenly included.
Specification Writing Procedures
How does one write a specification? The uninitiated practitioner faced with the task of writing a
specification for his first project does what all other beginners have done who have not had a basic
understanding of the principles of specification writing. In his emergency, he begs from some friend
of older practice the specifications of another undertaking as like in character to his own as he can
find, and then cuts, pastes, writes in, and crosses out as well as he knows how, to make a patch work
that will apply more or less to the structure he has planned. However, armed with the principles of
specification writing, the task becomes less onerous and more manageable. A system of specification
writing procedures should include the work preliminary to the actual writing of the specifications, the
outline or preliminary specifications, the actual writing of the specifications, and finally the
reproduction and binding of the specifications. These procedures deal with time- tested methods
such as the use of a guide, checklists, work sheets and catalog files. Reduced to their simplest form,
specifications should be written according to an organised system. A good office has logical
standards for indication of doors, windows and the other countless elements of the drawings, similarly
a specifier must have a system for the preparation of specifications, especially since they must be
written after the drawings have progressed to a point where they are about 50% completed and the
time available to write thus makes a systematic approach essential.
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One of the first documents that the specification writer should have is preliminary, or outline
specifications. This is generally prepared by the project architect or designer with the collaboration of
the specifier, and briefly lists materials and finishes without describing workmanship or fabrication.
The next step is to prepare a complete takeoff of every item from the working drawings and in
conjunction with the standard checklist. With the technical sections established on the basis of the
preliminary takeoff, the specifier is now in a position to start and complete some sections, and do to
start and gather information on other sections, and to start and gather information on other sufficient
information. The nature of specification writing is such that one cannot start writing immediately and
continue until the project is completed. There will be need for conferences with the owner and
designer to arrive at decisions on many items, and it will be necessary to obtain information from
manufacturers and their representatives on materials and products when the architectural details
involving these items are in doubt and require clarification and research. There are many sections
that can be written on the basis of incomplete drawings. These should be written at the outset since
they are not likely to change during the development of the drawings. Such sections include Finishes
for example, ceramic tiles, terrazzo, resilient flooring and acoustic treatment. Other sections that can
be written around partially completed drawings include earthwork, concrete toilet partitions and
masonry. To write these sections, many specifiers will have their own guide which they have carefully
developed over the years. To be truly effective, these guides should not be static, and they should be
revised as dictated by experience by the experience and new developments. Some people refer to
these guides as canned specifications. However, it is difficult to see how many specification writers
can do without such a valuable tool, which comprises the sum total of his experiences and his best
efforts to write better specifications. Specifiers, like any other individuals, naturally develop their own
personal idiosyncrasies with respect to the systems they will develop in organizing themselves, their
work habits and their approach to the task of writing specification. Some use collection of notes and
checklists. Whatever system is employed, it should be orderly and systematic.
The following principles will aid the beginner in establishing a procedure for writing his specifications
when he approaches the task before him:
1) Review the preliminary or outline specifications to obtain a better understanding of the project.
2) Review the preliminary drawings to visualize the project and obtain a better insight.
3) Since the architectural specifier is the focal point all the specifications, determine who the
consultants are for the structural, mechanical electrical and site specifications. Coordinate their
activities and establish the form, arrangement, and numbering system of the technical sections.
To ensure coordination between the respective sections so that there is no duplication or
overlapping, submit a coordination list to all consultants for agreement on whatever goes where.
4) Review the working drawings and prepare a table of contents of the technical sections.
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5) Make a takeoff from the drawings of all the items and list them on work sheets under the drawings
of all the items and list them on work sheets under the appropriate section titles. For example,
under sections “Metal work” make a listing of such items as structural steel, metal windows, metal
doors, composite windows and fly screens and indicate the drawings on which the details occur
so that they can be easily found again when the final specification is written.
6) Discuss questions relating to any of these item with the employer, designer or any other individual
and determine what will be shown on the drawings and what will be specified. Determine which
items require additional research, note these and perform the necessary investigation a time when
a lack of sufficient drawings precludes actual writing of specifications.
7) Commence the actual writing of the specifications. Use guide or brief where these are available
and utilise the takeoff list and a check list to ensure completeness of each section.
8) Select those sections that will not be affected by further development of the drawings as
previously described and complete these sections. Start those sections on which there is good
deal of information that can be gleaned from the drawings. Note the information that can be
required in order to complete them at a later date. Arrange the information within each section.
9) Do the required research on unknowns when you can no longer proceed with any actual
specification writing.
10) Leave until the very last those sections that require almost complete working drawings such as
carpentry etc.
The recommendations and procedures that follow were the focus for development of these lecture
notes have been established to provide positive results. A comprehensive specification preparation
procedure which recognizes the above concerns, the use of standard or guide specifications, and a
separate scope of work memo can help to reduce pressure on the Quantity surveyor / specification
writer by minimizing the time spent on non-technical aspects of specification development.
Availability of a current library of standard specifications eliminates reliance on specifications from
past projects and the need to reinvent specifications for each new project. Standard specifications
that are updated periodically are superior to specifications from the last similar project since project
specifications are usually customized and thus may be more project-specific than is readily
apparent. In addition, specifications from previous projects most likely will not incorporate lessons
that have been learned since the project bid, leading the specification engineer to a repeat of past
omissions and mistakes. Schedules can be more realistically prepared, by both engineers and
project personnel, when all the steps required for specification preparation and approval are spelled
out. If specification writing procedures are made part of the specification writing policy, they provide
a strong framework for systematic and budgeted production. Care must always be exercised in
reviewing the completed document to ensure applicability to the project.
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Specification Development Planning
To be effective, specification writing should follow a well thought out plan that can be used for most
projects. Specification development is improved through the use of a specification processing flow
chart. The chart may be enhanced and expanded with the specific project in mind. Use of an
established procedure, such as a flow chart, can help the specifications engineer manage the time
required for engineer and owner review. Receipt of delayed review comments is common and can
result in major changes late in the process.
The following is an example flow chart that might be used to detail the process to be followed to
provide specifications on a project. The example uses a specification writer as the key individual
controlling the production of the overall project specifications.
Step 1:
The scope of work is developed as agreed upon between the owner and the specifications writer. It
is important for the specifications writer to meet the owner in the beginning of a project to formalize
the project specification philosophy.
Step 2:
Some owners provide the specifier with contract terms and conditions and standard technical
specifications; some owners provide only basic minimum requirements or none at all.
Step 3:
The specifier reviews the owner's documents (if provided) and determines applicability to the scope
and type of project.
Step 4:
The specifier with the project manager and develops an outline of the scope of work, determines the
specification sections necessary, and develops a preliminary production schedule.
Step 5:
The specifier starts the development of outline specifications and suggests certain clauses to be used
in conjunction with the technical specifications such as:
• Schedule incentives
• Differing site conditions
• Price escalation
Step 6:
Technical reviews by project, construction, and engineering personnel will reveal whether the engineer
is on the right track.
Step 7:
The owner reviews the preliminary output and suggests revisions.
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Step 8:
The bulk of the work involves expanding the list of sections and working the applicable owner-
provided documents into draft sections.
Step 9:
Documents are reviewed for constructability and engineering quality.
Step 10:
The owner reviews and suggests additional revisions, if desired.
Step 11:
Meetings should be conducted often and as required to respond to comments from the owner and
to resolve the differences. The specifier should be part of the review process and participate in these
meetings.
Step 12:
The specifier prepares the final draft document, incorporates all comments, and submits for final
review. The owner's checks and reviews could be continuous and go back and forth repeating steps
10, 11, and 12 several times during fine-tuning.
Step 13:
The owner issues documents for bidding purposes after all issues have been addressed.
See Specification processing chart
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Scope of Work
A common form of duplication in specification writing that is superfluous and that can be dangerous
is the use of heading entitled “scope of work,” or “work included,” under which the work specified in
detail in the ensuing section is summarized in outline form under this heading. Many specifiers may
disagree with this assertion, and I cannot hope to make any converts out of this group. However, a
review of the fundamentals of specification writing will convince the specifications trainee that the
scope of work subhead, as written by some practitioners, is redundant, dangerous, time-consuming,
and simply amounts to padding the specifications. The danger in preparing a scope of work lies in
duplication. The difficulties created by duplication are elaborated under the heading “Duplication –
Repetition” in this chapter. For example, there have been specifications with a scope of work written
for masonry which goes into such detail as follows:
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The works shall include all labor and materials required for the construction of the masonry work as
follows:
a) Exterior face brick in cavity wall construction with concrete block back up.
b) Exterior face brick with stone concrete backup
c) Exterior face brick with common brick backup for parapets.
d) Common brick for interior partitions where noted.
e) Concrete block for back up in exterior masonry walls.
f) Concrete block for interior partitions where noted.
g) Structural facing tile soaps at exterior walls.
This is not quite the end of the scope of work. What has the specifier accomplished? Has he given
the estimator information to price the work, the builder’s superintendent directions in construction, or
the architect’s supervisor a check on the character and quality of materials and workmanship? The
drawings, if properly rendered, indicate the location of all the materials. The specifications should not
and need not describe their location since the draftsman can make subsequent changes without
notifying the specifier. Another danger which sometimes results is that the scope of work list is not
expanded on later in the specification, leaving only a brief outline in the scope of work that is
incomplete and the forms no sound basis for bidding. The estimator cannot use the scope of work as
complete for fear that he will not make a comprehensive takeoff. The danger with the scope of work
paragraphs is that they are not complete, but only indicate the major portions of the work as complete
and fail to read the remainder of the specifications, which contains other information essential for an
accurate estimate. There may be some items listed in the scope of work that are not completely
described in the specifications, whereas there are other items of work sometimes described in the
specifications, but not listed in scope. A contractor may contend that he should not be required to
furnish anything not listed in the scope of work. Law suits have been started on lesser grounds, but
this is not the only problem. It is the incident trouble and annoyance to the owner and the possible
delay to the job that must be avoided. The argument in favor of the scope of work clauses is that they
are a convenience to the contractor, but such clauses tend to lead the estimator, who is pressed for
time, into the too common error of accepting the scope of work as sufficient in itself – with disastrous
results. The general conditions, in turn, are part of the contract documents, and when the technical
sections are written specifying clearly all materials, labor, and everything necessary to secure the
construction of all that part of the building properly included in that technical section, a scope of work
becomes redundant. In general, the section title should be indicative of the scope of the section, and
the table of contents is useful in alerting a contractor to any subdivision of similar work. For example,
the section “Concrete work” by itself in the table of contents would indicate that this section included
all concrete work; whereas a table of contents that included such sections as “Concrete Roads and
Walkways,” “Concrete Work,” and “Precast Architectural Concrete” would inform the contractor that
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there is a subdivision of these items of concrete. Similarly, if the table of contents listed only “Unit
Masonry,” then all masonry work would be included under this heading; whereas a table of contents
listing “Brickwork,” “Structural Facing Tile,” and Gypsum Blockwork,” would alert the contractor to a
breakdown of masonry work shown on the drawings as being specified under separate section titles.
There are instances, however, where a section title may not necessarily be completely informative,
and a delineation of the work included under the section may be required. For example, the section
title “Curtain Wall” can be used in one specification, but its content may include glazing, sealing,
venetian blind pockets, and convector enclosures. In another specification, the section title “Curtain
Wall” may be limited to only the metal framing and metal panels, with glazing, sealing, and other items
specified under their respective sections. In this instance, a comprehensive scope of work would be
appropriate to define the content of the section entitled “Curtain Wall”. If it is necessary to provide
the contractor with an itemized list of the subjects contained in the specifications, it can be furnished
in the form of a complete table of contents. This is quite evidently a convenience only, and an omission
cannot do the legal harm that might be caused by an incomplete statement of work included under
the scope of work. In effect, when the specifier utilizes a section title for a scope of work, or if he
writes an abbreviated scope of work as follows:
“The work under this section of the specifications includes all labor, materials, equipment and services
necessary to complete the concrete work as shown on the drawings and herein specified.”
Here the specifier has specified all concrete work under this one section. There is, then, no reason for
him to enumerate concrete work under this one section. There is, then, no reason for him to enumerate
concrete foundations, pits, walls, slabs, beans, and girders. It should be obvious that if the drawing
indicates an item to be concrete, a specification for concrete materials and the placing of same has
included all concrete shown. This simplified scope and the heading “Work of Other Sections,” which
is described next, should be sufficient to define what is and what is not the work covered by a specific
technical section.
Work of other sections

The heading “Work of Other Sections” should be reserved to exclude from a section those items a
contractor might normally expect to find under a specific section, but which the specifier for good
and sufficient reasons has elected to specify under another section. For example, under the earthwork
section the heading “Work of Other Sections” could list the following:
• Excavation, trenching, and backfilling for mechanical and electrical work are specified under their
respective sections.
• Furnishing of topsoil is specified under “Lawn and Planting,”
Under the concrete section the heading “Work of Other Sections” could list the following:
• Concrete bases for mechanical and electrical equipment are specified under their respective
sections
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By utilizing the section title “Concrete Work” as a scope of work, or by writing an abbreviated scope
of work in the manner previously illustrated, the specifier, in effect, is stating that all concrete work is
specified in this section, and that the only exceptions are the concrete bases for mechanical and
electrical equipment, which are listed under “Work of Other Sections.” It is far simpler and safer to
exclude an item by the device of the “Work of Other Sections” than to attempt to enumerate under a
scope of work the sum of the parts that make up the whole. Unfortunately, there are some
specifications that use headings such as “Work by Others” and “Work Not Included” as a substitute
for “Work of Other Sections.” These headings can be misleading, in as-much as they imply that the
work listed under these headings are not part of the contract. The heading “Work Not Included”
should be reserved for, and used only for, listing those items that are not to be included as part of a
contract. The heading “Work of Other Sections” should not list related items which are not pertinent
to the scope of a particular section. For example, under the heading “Work of Other Sections,” in a
built-up roofing section, the following has been listed:
Work of Other Sections

1) Membrane waterproofing
2) Damp proofing
Any subcontractor understands that work which is in no way related to his own is naturally not
included, especially if it is not mentioned in the section. It is only work that reasonably might be
inferred to be part of this work that should be listed as specified under the work of another section
when that is the architect’s intention.
A heading “Work Not Included,” if properly used, should not be encumbered with work that is not
normally done, and can be illustrated by a typical paragraph found in a painting section as follows:
Work Not Included
1) Painting of asphalt tile
2) Painting of glass
3) Painting of marble
Certainly, if the specifier describes paint materials and their application on specific surfaces – such
as wood, ferrous metal, plaster, and concrete block – the contractor will not paint asphalt tile, glass,
and marble, whether listed under the “Work Not Included” heading or not.
Grandfather Clauses
Individuals who are not properly grounded in the principles of specification writing habitually fall back
on general and all-inclusive language, which often results in what are termed “grandfather clauses”
by specifiers and “murder clauses” by contractors – clauses that embrace everything, yet fail to be
specific. A typical example of a grandfather clause might read as follows: “the contractor shall furnish
and include everything necessary for the full and complete construction of the building whether shown
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or specified or not shown or described.” When an architect is incompetent, he entrenches himself
behind such a series of clauses, which may be interpreted to mean anything or nothing. In their failure
to be specific, these clauses will, during the course of construction, require interpretations by the
architect that may be difficult to enforce. A clause such as “concrete floors shall be finished level as
approved by the architect” without stating a tolerance means to the contractor, “Guess what I will
make you do.” An instruction to a contractor by means of a drawing or a specification must be
specific, and no architect should expect a contractor to fulfill a nonspecific requirement. Where
several different kinds or classes of similar materials are used, they should be described in a manner
that permits some material to be specified for every part of the building. Such a technique has been
borrowed from the legal profession and is a system knowns as the residuary legatee. To illustrate,
let us assume that in preparing a will an individual wish to leave the bulk of his estate to his wife, but
wishes to make several minor bequests to his children or to relatives. He first enumerates his minor
bequests and then states, in substance, “the residue of my property I bequeath to my wife.” She is
then known as the “residuary legatee.”
In applying this principle to specification writing, the materials occurring in the smallest quantity or in
the fewest places should be listed first, and the material occurring in the remaining places becomes
the residuary legatee and can be covered by some such phrase as “the rest of the building.”
As example of this technique the following samples are offered:
1. In specifying glass, one can list the following:
(a) Obscure glass – all toilet rooms
(b) Tempered glass – entrance doors and side lights
(c) Plate glass – borrowed lights
(d) Window glass – all other locations
2. In specifying paint:
(a) Plaster surfaces in toilets – semi-gloss enamel
(b) Plaster surfaces in kitchens – gloss enamel
(c) Plaster surfaces in bedrooms – flat enamel
(d) All other plaster – latex emulsion paint
3. In specifying concrete:
(a) 2500 psi concrete – concrete foundations
(b) 3000 psi concrete – concrete pavements
(c) 3500 psi concrete – all other concrete work
If this method is followed, some material will always be specified for every part of the building,
whereas any other plan obliges the specifier to check all his listings most carefully for fear of not
including some minor portion.
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Duplication –Repetition
Earlier on, it was noted that the necessary information for the construction of a building is
communicated to a contractor in two forms, graphic (the drawings) and written (the specifications),
and that these documents should complement one another. If this information overlaps, there can be
duplication which may lead to a difference in instructions and disagreement as to which is the proper
document to follow. If this duplication were exact in each instance and remained so, it might be
harmless at best; but too often the information presented on the drawings and that specified either
does not agree in the first place, or, owing to last minute changes, errors and differences develop
which create entirely new meanings. Repetition in the contract documents is always dangerous and
should be avoided. Technically, duplication is an exact repetition, word for word, of a sentence or a
paragraph in a specification, or else it is an exact repetition of a detailed on a drawing, giving the size
of the side members and the diameter and spacing of the rungs. The specification should describe
the quality of the material and how the rungs are let into the side members, but it should not repeat
the sizes and spacing since the drawings may be altered by the draftsman, with a resulting conflict in
the two documents. The unnecessary expense involved in writing and reproducing statements that
merely repeat may be minor in comparison to the ultimate cost to the owner of mistakes in
specification interpretation. An exact duplication in the specification or drawings should cause no
misunderstanding. However, it is seldom that we see an exact duplication. In most cases the specifier
attempts to avoid duplication or repetition by stating in different words what has been said or stated
elsewhere, in order to amplify. But it is precisely in attempting to amplify or reiterate in different words
that conflict and ambiguity occur. It is therefore good practice to make a statement only once; if it is
not satisfactory, it should be discarded and rewritten, rather than amplified or explained in other
terms.
Specification Writing Groups
Construction Document Production Organization

Integrated specification production can be implemented through an in- house organization
responsible for construction documents, as maintained by many engineering companies. Engineers
from each engineering discipline/department involved in the project should channel their input and
requirements through this document group for consistency and coordination of the documents. The
specifications group, through familiarity on a wide range of projects, will bring their extensive
experience to bear on the current work and will prevent the necessity of relearning specification
writing for each project. Assignment of a group, or at least an experienced individual, to obtain
specification information from other engineers will assist the design effort. A specification writing
group that is responsible for all aspects of document production can reduce the turnaround time
for development, review, and issuance. The group's basic functions are to correctly separate the
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technical, commercial, and legal information; to ensure that all required article categories are
included such as reference codes, required submittals, and inspection criteria; and to check that the
format for all technical sections is consistent for the project and is compatible with the complete
bidding or contracting document.
Keys to a successful specification writing program include:
• Formalization of a specification writing procedure and,
• Development and maintenance of standard or guide specifications.
• Charging the specification writing group with full responsibility for construction document
production will result in an efficiently prepared and professionally organized product.
Maintaining Standards and Procedures
The maintenance of standard specifications may be performed by a specialist within each
engineering discipline/department or by the specification processing group. In either case, it is
critical that the task be performed in accordance with established procedures.
The maintenance of the specification writing procedure should be handled by the specification
processing group with appropriate input from management and the appropriate engineering
disciplines/departments.
Language in specifications
• Vocabulary: know correct terms and meanings of words and how to use them within
specifications
• Spelling and word use: understand the importance of correct spelling, use of abbreviations and
symbols, metric terms and numbers.
• Grammar: recognize grammar and sentence structure appropriate for specification writing.
• Style: understand the need for simple direct language and how to write using it.
• Specifications follow writing rules: these rules are proper vocabulary, correct and precise
grammar, consistent style and accuracy in detail and statement.
Once specifiers understand these rules and are able to apply them, they will follow a format and their
work becomes clearer.
Sentence structure
a) Imperative mood
Imperative mood puts the verb that defines the action as the first word in the sentence. It is the
recommended method for specifications covering installation of products and equipment. It is
easily understandable and concise.
Examples:
• Spread adhesive with notched trowel.
• Install equipment plumb and level
• Apply two coats of paint to each exposed surface
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b) Indicative mood
Indicative mood uses the passive voice with the use of the word shall in nearly every sentence.
Sometimes this can create unnecessary wordiness and monotony.
Examples
• Adhesive shall be spread with notched trowel
• Equipment shall be installed plumb and level
• Two coats of paint shall be applied to each exposed surface.
c) Streamlined writing
This technique uses a colon (:) to mean shall or shall be. Streamlined specifications are very
concise and clear to read. The subject before the colon is helpful when scanning the specifications
for key words.
Examples
• Adhesive: Spread with notched trowel
• Equipment: Install plumb and level
• Portland cement: ASTM C 150, Types 1
1) Clear and consistent writing is necessary for:
• Obtaining the correct systems and products for the project,
• Making the bid process as fair as possible,
• Reducing errors,
• Reducing disputes, and
• Enforcing the requirements of the construction contract.
2) A successful Specification avoids disputes about meaning by:
• Proper vocabulary with enforceable statements,
• Correct and precise grammar,
• Consistent style throughout the project manual, and
• Accuracy in detail and statement
Most standard specifications use prescriptions and Performance Specs that aim to achieve a
standard of performance by using imperative language and reference standards by recognized
standards writing bodies. Imperative language examples; “Supply and install.” NOT “The Contractor
shall supply and install...” or “shall be” not “should” “can” “may”.
• Performance specs are short, simple, clear and specific
• No narrative descriptions
• Avoid repetition
• Eliminate possibilities for subjective or multiple interpretations by specifying detail beyond
referencing standard minimums.
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Vocabulary in specifications
• Simplify
• Clear, simple, unambiguous
• Words that do not require a dictionary or legal consultation
• Two ways may appear to have the same meaning;
a) Repair any cracks could mean only those selected by the contractor
b) Repair all cracks definitely means every crack
• Only Words that do not require a dictionary or legal consultation to be used.
• Within one project manual, a particular word should be used whenever that specific meaning is
intended.
• Carefully select and use each word in context with its precise meaning.
Trade name vs Product name
• In the construction industry, it is common to use a trade name for a product although we really
mean that product and any competitors’ similar products.
• Example, “drywall” when we mean “gypsum board or “gypsum panels”.
• It is important to use a generic term to avoid precluding an otherwise equal product.
• “Fire code C” or “Type X” are trade names Generic term is fire- rated gypsum board.
• “Styrofoam” is a trade name. Generic name is “rigid extruded foam insulation”.
Spelling and Word use
• Be correct and consistent. Incorrect spelling distracts the reader, while correct spelling allows the
reader to focus on the meaning.
• Designate a particular dictionary as an official standard for spelling.
• Office may establish a preferred word list for spellings that do not agree with a dictionary, or You
may need to set a default dictionary in your computer software packages to English Canada or
English UK or English USA.
Examples include the following:
• Calk should be caulk
• Catalog should be catalogue
• Color should be colour
• Database should be data base
• Defense should be defence
• Facia should be fascia
• Labor should be labour
• Gage should be gauge
• Lite should be light
• Mockup should be mock-up
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• Molding should be moulding
• Nite should be Night
• Programme should be program
• Sub-contractor should be subcontractor
Abbreviations & Acronyms
• Oversimplifying can be problematic
• C/w for complete with is distracting since readers need to think through it and may stumble over
it.
• CT ceiling tile is it for or ceramic tile?
• Gypsum board is it GWB, GB, GYP BD or something else.
Symbols & Expressions
Use only those that are common throughout the industry such as:
• % - for percent
• “ - for inches of measurement or seconds of time,
• ‘ - for feet of measurement or minutes of time.
o
• - for degree
• / - for per (forward slash)
• + - for plus
• - for minus or to separate dimensional measurements
• Kg - for kilogram
• X - for “by” as in 1220mm x 2400mm; or as a multiplier
• m - for metre
• mm - for millimeter
• kpa - for kilopascal
• MPa for mega pascal
Miscellaneous Rules
• It is the specifier’s job to minimize disputes in the bidding process and on the jobsite.
• Minimize use of parentheses and quotation marks, an exception.
• Both drawings and specifications should reference the material with the same term and only that
term. Use of multiple terms reveals lack of coordination.
• Omit underscoring completely. Do not use italics, boldface or capitals.
• A specification should be accurate, brief and clear.
• Avoid complex sentences and pompous language.
Numbers or Numerals
Use numbers or figures rather than words by following these suggestions:
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• Write numbers less than 13 in words, over 13 in Arabic numerals.
• Use numbers for dimensions, degrees of temperature, percent, dollars and cents
• Express clock time and dates in numbers on the 24-hour clock, exceptions noon or midnight,
noon not 12 noon or 12:00 pm
• Use numbers for decimals, use zero to the left of numbers less than one.
• Omit unnecessary zeros in time / money.
• Use individual keys for fractions for uniformity.
• When spelling out dimensions, use mm or m, separate numbers greater than four digits with a
space in groups of three.
• When associated with a number use characters such as 16sqm.
• Separate expressions with a slash for per without separating spaces between characters,
0.011/s/m2
• Dimensions should appear on the same line and not separated by two lines, use hard or
connecting spaces in your word processor or spec editor. Do not permit them to be word wrapped
over 2 lines.
Rules to Live By
o Be Clear
o Be correct
o Be concise
o Be consistent
o Be accurate
Some authorities say the 4Cs = Accurate and some include the 5th “C” which could be co-
ordination.
Words to Avoid
Typically, the articles a, an and the are not necessary and can be deleted where clarity is not
diminished. Avoid making an article or pronoun out of the following words;
• Such, said, and same
• The use of the word all is usually unnecessary.
Avoid: Install the equipment plumb and level
• Such accessories shall be silver plated.
• Polish said floor with wax
• Polish same floor with wax
• Store all millwork under shelter.
Recommendations to a good specifier;
• Keep technically current / competent on the changing construction materials and methods,
codes, acts, regulations, litigation.
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• Treat specifications throughout the process, not an add on at the end of the contract
documents.
• Hire qualified specifiers or upgrade your own specification skills.
• Know your contract.
• Should know his/her audience.
• Work as a Team, not isolated individuals
• Enjoy rather than endure specifications
• Do not include information that is more appropriate on drawings.
• Provide detailed requirements for: Physical properties, chemical constituents, performance
requirements, standards of workmanship.
Resources / Authorities used
• CSC Construction Specifications Canada Manual of Practice, Master Format etc.
• CCDC standard contracts and construction forms and courses.
• OAA/PEO Manual of Practice.
• Master Specifications.
• Reference Standards & Technical Library.
• Training and Mentoring.
Specifications in the third person

Normally we write specifications so that they always refer to the third person. Forcing your writing
into the third person is difficult, and often makes the sentences difficult to read. It runs contrary to the
advice of modern writing teachers who are trying to reform us, and is also contrary to the advice of
the Construction Specifications Institute. BUT, the rest of the world is expecting to see
specifications written in the third person, and writing them otherwise is inviting criticism. Hence, using
the words "I," "we" and "you" is frowned upon.
If you MUST refer to the first or second person, be sure you define the meaning of the pronouns, and
use them only as defined.
Lists
Whenever you compose a list in the text of your specifications, you should take pains to make it
complete and easy to read, and that its elements all consist of parallel parts of speech.
a. Completeness of lists
Take the time to think of everything you could possibly want to include in your list. Generally speaking,
the best policy for specification writers to follow is "If you don't mention a thing explicitly, then don't
expect to get it." Adding generalized list elements, like "and others," "and the like," or the words "not
limited to" will probably not get you something you haven't mentioned explicitly. Generalized list
elements add little meaning to the text, and can often be ignored by readers. If you must use
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generalized terms, then use them alone and unaccompanied by specific items. By mentioning one
thing explicitly, you may be excluding others. So often and for so many years has this method of
interpretation been used that lawyers have a Latin name for it: "Expressio unis est exclusio alterius,"
which means "to say one thing is to exclude the other." Sometimes generalized list elements are
subject to interpretation according to another legal canon known as "ejusdem generis," which limits
the unwritten elements to members of the same family. For example, the list "resistors, capacitors,
inductors and other components" could be interpreted as not applying to transistors, since transistors
are active components and all the listed components are passive.
b. Readability of lists
When the elements of a list become numerous, the visual clutter of the text makes it difficult to read,
and readers are therefore likely to miss one or more of the elements. This human-factors problem is
easily solved by listing the elements vertically with bullets or subparagraph labels and separated by
blank lines. For example:
Temperature-rise specifications shall apply to
• resistors,
• capacitors,
• inductors, and
• transistors.
As a rule, indented lists are always preferred in technical documentation.
c. Parallelism in lists
The elements of each list should all be the same part of speech. For example, the list:
• safety,
• rowboats,
• resuscitate, and
• life preservers
is incorrect because "resuscitate" is a verb and all the other three elements are nouns. This list's
elements should have been all nouns.
Use of words and phrases in specification writing
Vocabulary - Specifications consist of words. The language should be clear and exact. Although
technical terms or vernacular may be used, they should be used correctly. The common or local usage
may not be the way that these terms will be interpreted by bidders and contractors from other areas.
Be careful with the use of certain words. Be sure the exact meaning in the specification is easily
understood. Coordinate specification terminology with the contract definitions contained in the
conditions of the contract.
• Day. This word could refer to a calendar day, working (8-hour) day, or 24-hour day. The conditions
of the contract commonly define the term for use in that contract.
• Shall and Will. Do not interchange since it is usually understood that "shall" refers to the contractor
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and "will" to the owner or engineer. Part of the problem may be eliminated by using imperative
sentences where "contractor shall" is understood, e.g. "Finish concrete with a steel trowel." Again,
this should be defined in the contract conditions.
• Any and All. The word "any" refers to a selective action, while “all" means everything. Usually
there is no need to use "any" or “all" since they should be understood by the context, e.g. "Steel
shall be erected within the tolerances specified."
"Affect" and "effect"
"Affect" is always a verb, meaning either "to influence" or "to pretend to have or feel."
"Effect" is nearly always a noun meaning "result" or "consequence." It is sometimes used in formal
writing as a verb to mean "to bring about" or "to make happen."
"Effective" is an adjective whose meaning is rarely clear.
"And/or" -This use of the virgule is particularly confusing. It leaves the reader free to choose whether
the sentence ought to read "and" or to read "or," whichever reading is cheapest to satisfy. Because
of the confusion and expense that may result from the use of this phrase, don't use it in specifications
and statements of work
"Any"- is an ambiguous word . Writers may intend it to denote "plurality" and readers may interpret
it to denote "oneness." Also, when "any" is used to describe the selection of items from a set, it's the
reader who selects, not the writer. Which, and how many items the readers select depends upon their
point of view. A good way of testing is to substitute "any old" for "any." If the meaning changes,
the sentence needs to be rewritten.
To correctly rewrite sentences with "any," it may be necessary to first make a Venn diagram of the
situation to be described. Check it carefully. Then assemble words that describe your diagram. Don't
use the word "any."
"ANY OR ALL" means readers may choose any item(s) (they choose which and how many) OR all of
them, whichever they prefer. If you have used this phrase, you probably meant "each," "every," or
"each and every," which is a phrase of emphasis often used by lawyers. "Each," "every" or "all" nearly
always does the job perfectly well on its own.
Here are some examples of misused "anys":
• "Any voids greater than 1 mm across shall be filled." This requirement says that some voids
greater than 1 mm, but not necessarily all of them, must be found and filled.
• "There shall be less than 10 mV of error measurable between any two of the three test points."
Here the specification says that if the tester finds one of the measurements yielding less than 10
mV, the equipment passes the test.
Now that you know just how slippery "any" is, you must be wondering how you're going to express
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yourself without using it. Don't feel alone. Your formerly liberal use of the word "any" is an expression
of your American origin.
"As a minimum" and "not limited to"- These phrases serve no purpose other than to give the
specification writer a false sense of security. Don't use them in specifications. You must clearly spell
out all requirements in full. If you don't know what is required, the front-end work needs to be revisited.
Buying from the low bidder, no reasonable person can expect to get more than the absolute minimum
required by the contract. What sense does it make then, to say "We'd like more, but we're only paying
for..."? Lawyers often use the phrase "not limited to" in an attempt to dodge a rule of interpretation
known as "expressio unis est exclusio alterius," which means "the mention of one thing is the
exclusion of the other." This maneuver doesn't always work for lawyers, and is even less likely to
work for engineers.
"As well as"- We often use the phrase "as well as" in ordinary writing to avoid monotonous repetition
of "and." In most cases, our ideas are conveyed very well by such usage. In specifications, however,
we must bear in mind that we have readers who are trying very hard to keep down the cost of doing
exactly, to the letter, what we've told them to do.
When we tell such a reader to do task "A" as well as task "B," we haven't explicitly required tasks "A"
and "B" to be done; we've required only that both be done equally well.
"Because"- Be very careful how you use "because" in specifications. Specifications specify; they do
not explain. Explaining may needlessly provide grounds for disputes, as in the "reflectivity" case.
Furthermore, the word "because" may introduce both essential and nonessential subordinate clauses.
Many readers and writers are not equipped to distinguish between the two. Here's an example:
"The fasteners shall not be sandblasted because of corrosion."
Does the sentence mean "Corrosion shall not constitute reason to sandblast the fasteners," or does
it mean "The fasteners shall not be sandblasted since sandblasting them may cause corrosion"?
Which did the writer intend? The way it is punctuated requires that we accept the first interpretation,
regardless of the meaning intended by the writer.
Capable- Remove the word "capable" from your specification vocabulary.

When you use "capable" to describe equipment, you're not specifying that the equipment be
delivered ready to do the job. To do the job it may need other equipment that is not furnished, or it
may need to be modified
In short, when you use the insidious word "capable" in specifications, you will be unwittingly
specifying the need for an ECP
…It doesn't require that you actually make the thing work underwater, it only requires that you
make it capable of working underwater.
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The fact that we often have equipment delivered that actually does things that were specified only as
capabilities is evidence of the goodwill of our contractors .
Coined words- While it's OK to coin words when you're writing literature, or even when you're writing
memos and reports, it's not OK in engineering specifications.
A fine example of this is the word "vendorized." This coined word was used by a spare-parts specialist
when referring to parts that are nearly identical to regular commercial items, but have been slightly
modified and given a new part number by a systems integration firm. Its meaning is not obvious from
its construction. Even when used in context, and the reader knows it modifies the word "parts," the
meaning is elusive.
"Comprise"- The word "comprise" is nearly always misused. The phrase "is comprised of" is often
seen in engineers' writing, but is logically incorrect. Comprise means to include or contain: The whole
comprises the parts. The training device comprises the instructor station, the student stations, and
the computer system. Instead of tackling this commonly misused word, I recommend that you use
"consist," which is nearly always used correctly
"Critical"- The word "critical," which is very often used by engineers, is likely to cause trouble
because it is both vague and ambiguous . Here are a few of its definitions:
• Prone to criticize,
• Relating to a turning point,
• Uncertain, and
• Able to sustain a chain reaction.

If you must use the word "critical," be sure that the sentence cannot be interpreted two or more ways
by choosing different definitions. Also, be sure that, within the scope of 2. or 3., you haven't allowed
the reader to decide what your product is supposed to be.
"Designed to" - You'd be better off to specify that the equipment actually "shall DO" whatever you
need it to do or "shall BE" what you need it to be. A contractor can reason that, since your spec has
numerous cases of "shall be X" and "shall Y," you meant something different in the few instances
where you said "shall be designed to Z."
A few phrases you might use in your rewrite are "designed and built to," "designed, built, and installed
to," "built to," and "equipped to."
"Ensure," "insure" and "assure"
Ensure means to make sure or certain or to guarantee.
Insure is ambiguous. Use it only when you mean "to issue or procure an insurance policy." Make it
clear from the context that an insurance policy is what you're writing about.
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Assure means to declare earnestly.
The salesman assured us that the car had been owned by a little old lady who drove it only to church
on Sundays.
"Etc."- The abbreviation "etc." is short for "et cetera," which is Latin for "and others" or "and the rest."
Its use is inappropriate in specifications because contractors are not required to deliver things that
are not specifically mentioned. This means that you must take the time to figure out everything you
need to specify, and then spell it out completely.
Forbidden words and phrases
This is our rogues' gallery for specification words. These words and phrases are more trouble than
they're worth. Use your word processor to search them out and destroy them. They are:
• And/or
• Etc.
• Up to
• Capable
"Include"- This ambiguous word could mean "consists of" or it could mean "contains as a subset."
Remember, it's the contractor who has the authority to interpret our specifications. Even though you
meant "contains as a subset," the contractor may interpret what you wrote as "consists of" and be
entirely correct as far as the law is concerned. The result is that you get only the items you spelled
out in the list that follows "including."
Even if you add "not limited to," you haven't solved your problem. The same goes for "as a minimum".
You must explicitly state the requirements or they are not enforceable.
To reword, sometimes you can fix this one by using the words "be equipped with," "consist of," or
"have." Be careful of "comprise".
"Limited"
Make another jump for advice on:
• "Limited" in general
• "Not limited to"
Minimum- There are two types of error likely when one sees the word "minimum" used in
specifications.
a) The first occurs when the writer says something like "The wire shall have a minimum ampacity of
20 Amperes." The logic of such a statement is ambiguous: it could mean the ampacity shall be
no less than 20 Amperes, or it could mean the ampacity of the wire shall not be greater than 20
Amperes.
b) The other case is when the word appears in the phrase "as a minimum."
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"Or"- The simple word "or" is the most often misused word in drafts of engineering specifications.
About 50% of the time when the word "or" is used, the author really intended the word "and."
Remember, "or" may be read in its strictest logical sense, meaning one item OR the other, not both.
The English language doesn't distinguish between inclusive and exclusive "or" as we do in logic
design, so in specifications, "or" is taken in the sense that is cheapest to comply with.
Whenever you swap an "or" for an "and" while reworking a sentence, be careful to recheck the
meaning of the whole sentence after the swap. Make sure that it says exactly what you want it to.
Be especially careful of sentences that contain more than one conjunction. Multiple conjunctions are
a common source of ambiguity.
"Up to"- is a particularly troublesome phrase in specifications. It can be interpreted three ways,
depending on one's point of view.
• It may mean "all numbers from the specified minimum to the specified number." This is what
engineers usually intend when they write "up to."
• It may mean "a single number between the specified minimum and the specified maximum, but
not more." This is the way the contractor's attorney will interpret your spec.
• In vendors' specifications, it often means "sometimes as great as, but not necessarily." They're
hoping you'll think they intended "all numbers from the specified minimum to the specified
number," and buy their product without testing it.
Avoid confusion. Write "no less than" or "from ___ to ___." Never write "up to." Be wary when you
read "up to" in a vendor's specification.
Usage of "which" and "that" in specs- If you've used "which" to introduce a relative clause, and
you want the clause to be an essential part of a requirement, use "that" instead of "which."
"Which" may introduce either an essential or a nonessential clause. In the case of nonessential
clauses, "which" must be preceded by a comma. Many writers fail to provide the necessary
comma, and consequently, there are often disputes over whether or not a particular "which"
clause was intended to be essential or nonessential.
Clauses introduced by "that" are always essential to the meaning of the sentence, and are not
preceded by a comma unless the comma serves another purpose. To avoid confusion, avoid
using "which" whenever "that" would fit.
You may use ", which" to introduce a relative clause stating a fact that is not essential to the
meaning of the sentence, but such cases should not occur often in specs. Specifications specify;
they do not explain. For an explanation of why specifications should not try to explain, read the
article on contextual ambiguity, which presents an example where the writer intended to explain,
but succeeded only in confusing.
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When "which" is used, its preceding comma is the only indicator of whether the writer intended
the clause to be essential or nonessential. In specs, avoid using "which" whenever possible.
Otherwise, a comma, or lack thereof, is all you may have speaking on your behalf.
Here's a sentence with a nonessential relative clause introduced by "which":
The compressor shall be driven by a 12-inch pulley, which is dynamically balanced.
In this case, the pulley is not required to be dynamically balanced. The clause ", which is
dynamically balanced" merely states the writer's opinion that 12-inch pulleys are dynamically
balanced. Changing ", which" to "that" yields a sentence clearly requiring that the pulley be
dynamically balanced:
The compressor shall be driven by a 12-inch pulley that is dynamically balanced.
The clause ", which shall be dynamically balanced" would clearly state the requirement also.
Words with legal meanings different from common usage
These words are special cases of ambiguous words - words with more than one meaning. You must
be especially careful how you use them because your documents may be read by a someone who
seeks to take advantage of them. Here's a list of a few:
• consideration
• cause
• substantive
• cure
• material (as an adjective)
• harmless
• several
Restrictive and nonrestrictive dependent clauses
When referring to clauses, the terms "essential" and "nonessential" are interchangeable with the more
commonly used terms "restrictive" and "nonrestrictive." We have used the terms "essential" and
"nonessential" for most of this text because they seem to express the distinction more simply.
An essential clause is essential to the meaning of the entire sentence. If you take away an essential
dependent clause, the main meaning of the sentence is altered. Doing so to a nonessential clause,
while removing information, does not change the core meaning of the sentence.
Whenever someone says that a knowledge of grammar is not needed in order to accurately express
meaning, the distinction between restrictive and nonrestrictive clauses is sure to be mentioned in the
argument that ensues. If you wish to be a credible writer, you must master this distinction.
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Chains of prepositional phrases
When you write a sentence containing a series of prepositional phrases all in a row, you are running
a risk of creating a syntactic ambiguity. The most common textbook example is "He saw the man
on the hill with the telescope."
An example that hits closer to home was found in an actual statement of work: "The instructional
materials shall be prepared for use by Navy instructors." Who was supposed to prepare the
materials, the contractor or the instructors?
Granted, sentences with nested modifiers are often necessary in specifications, but when you need
to use one, be careful. Pay attention to which word each phrase modifies. By some stretch of your
imagination, if it possible for a reader to attach one of the phrases to a different word than the one
you intended, then you must restructure the sentence. Remember, your readers may be very creative.
Whose interpretation prevails? The rule is that the contractor interprets the specifications, as long
as the interpretation is reasonable. The Specifier is responsible for furnishing sufficiently clear and
complete language to evoke the intended understanding in the reader, and the employer is
responsible for any expenses that may be incurred if the contractor does not interpret the
specifications as intended.
By the way, legal authorities like the courts and appeals boards are usually very generous in deciding
whether or not a contractor's interpretation is reasonable. If there is any way at all to read your words
differently from what you intended, then there is a chance that a contractor will choose it and later on
require redirection in the form of a variation. Occasionally one will encounter contractors who take full
advantage of their power to interpret, as it provides them with more profit than by merely doing it right
the first time. In such cases, there are three elements of cost:
1) First, doing the work incorrectly,
2) Then undoing what was done; and
3) Finally, redoing the job correctly.
The specifier's authority
Here we have a civics lesson that deals with a topic fundamental to all modern forms of
government: limitations on the authority of officials. It summarizes the essential difference between
writing specifications for public contracts and writing them for private-sector work. Public policies
imposing limitations on the authority of officials were developed in order to prevent the kinds of
corruption that prevailed under the feudal system. Abiding by those policies is among the most
fundamental of our responsibilities as government workers.
As you probably know, the actual authority to obligate the Government contractually is held only by
contracting officers, and the actions of those officers are very tightly constrained by extensive
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regulations. The work done by consultants is actually in support of those contracting officers. They
attend to the complex technical details while they take care of the complex legal and administrative
details. By being delegated such responsibility, they also make a lot of decisions that affect the scope
of the work to be done by contractors and the duties that must be performed by the employer.
Along with this bit of delegated authority come the necessary limitations. For example, government
engineers have authority to specify only minimum, essential, validated requirements. Such
requirements should always be traceable to higher-level documentation, and should always be
defensible in concrete terms of need. That means you can't specify a performance or design feature
just because you think it's nice to have or is the latest and greatest thing to come from the vendors.
There are numerous other limitations on what and how we are authorized to specify. In general, the
following things are forbidden:
• Specifying a particular vendor's product,
• Specifying the design of a product, and
• Specifying personal services.
Who is responsible for losses from errors in specifications?
When a project goes sour, the most likely thing the contractor's lawyers will do is examine the
specifications and find a number of errors and inconsistencies in them that they claim to have mislead
their client. Very few specifications are totally free from such defects. The party responsible for the
losses is then the party who drafted the defective specifications. Such responsibility is a fundamental
principle of law.
By the way, private engineering firms who prepare specifications under contract usually put a clause
in all their contracts that disclaims responsibility for errors found in their work. The insurance
companies that cover them for professional liability insist upon it.
Specification Deficiencies
What types of specification deficiencies create challenges for specification users?

• Conflicts between specification sections or between the specifications and the drawings can
simply be due to a lack of coordination in document preparation, or they may be a symptom of a
lack of understanding by the specification engineer of the total intended scope of the project.
• Complicated grammatical instructions and poor use of English are symptoms of a lack of critical
review in checking the specification requirements, and cause interpretation challenges in the field.
• Information that is out of place or difficult to locate within a specification may not be referenced
when a change to that information is made in the document. When that occurs, the missing
modified requirement may not be found until after the work is already performed.
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• Lack of specific information required to ascertain the type, quality, or importance of a work item
creates guesswork and disagreement in the field.
• The existence of unattainable results or inappropriate tolerances leads to ignoring other
reasonable requirements, due to loss of confidence in the document as a whole.
• Ambiguous or unclear specification intent results in high contingencies during bidding and leads
to arguments during construction.
• Extraneous and superfluous information confuses the contracting process. References to
unneeded specifications and standards and items not part of the scope of work lead to questions
about the applicability of all requirements.
• Inappropriate use or overuse of codes and standards leads to administrative difficulty if the codes
and standards are either not commonly used or not available in the field.
• Over-specification of methods, rather than results, can reduce the intended responsibility of the
contractor.
• Lack of coordination between specification sections and between specifications and drawings
(including repetition of information shown on drawings) consumes undue administration time.
• Poorly compiled bid documents decrease confidence in meeting the project goals.
• Lack of standard format leads to confusion on where things are located and can result in a failure
to include important information.
Complicating Circumstances
Why are these types of deficiencies so predominant if they are so well recognized? It is difficult and
time consuming for an engineer to comprehensively correct a set of contract documents. Shortcuts
in development and review allow substandard specifications to be issued. While many companies
have specification writing procedures, numerous exceptions on each project allow significant
variances in final product. Corrective measures only hit the obvious and least challenging areas.
Corrections occur in the field on a day-to-day basis in the form of change orders. Construction input
may not be available for the design phase, and design engineers may not be involved in the project
when the issues occur in the field. Therefore, the lack of feedback can lead to a failure to correct
previous errors in future documents. Many of the above issues become magnified when several
specification sections covering various types of work to be performed are included in the document.
Often each section of the technical specifications has its own "scope" section or definition of the work
involved. This invites conflicts of scope between sections and may lead to incomplete scope
coverage. Hard-to-find information, hard-to-decipher requirements, and hard-to-reach results cause
extra administration time and inspection effort. Information that is duplicated in several specification
sections or which is slightly different in several places requires a complicated unraveling exercise
under the pressure of a construction schedule. Besides the challenges associated with multiple
technical sections, issues regarding the interpretation of bidding or contract documents are often
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related to specifications. Contract documents that consist of a set of seemingly unrelated sections
and an incomplete table of contents may generate bidder confusion and unnecessarily increase the
time and effort required for bidders to understand the required components, their relative importance,
and overall applicability. Project bid documents are typically converted to “Issued for Construction”
document sets that are provided to the construction project team members. These sets include all
addenda and any other information that was properly added to the bid set during the procurement
process. In the past, this information was often incorporated in the “Issued for Construction” set by
simply attaching it to the front of the specifications manual.
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Technical Requirements of specifications
Coordination with Drawings
Attention must be paid to ensure compatibility and coordination between specifications and
drawings, since they make up the technical information package that contractors, material and
equipment suppliers, and subcontractors use to bid and perform the work. Performance and quality
requirements must be considered.
Since drawings graphically illustrate the design concept, size and scope of the project, number and
size of materials or units, and how they are assembled into a complete project, it is important that
they be clear, concise and uniform. A drafting system that is standard throughout the design office
should be developed and instituted. The standard should include basic sheet layout, lettering,
dimensioning, and consistent scales.
Drawings and specifications are usually maintained by the project owner as the permanent record.
Therefore, it is important that these records contain sufficient information to trace the most important
materials and equipment, and design assumptions (loads and material strengths). Complete
information in specifications and on drawings simplifies operations and minimizes design errors
when future modifications are made to the project.
The following describes what should be included in specifications and on drawings in order for them
to serve as a permanent record of the project:
• Qualitative requirements for products and equipment to be incorporated into the project
(Specifications)
• A list of codes and standards noting specific sections that are directly applicable (Specifications)
• Design assumptions such as wind, ice, floor live loads, foundation bearing pressures, piping loads,
etc. (Drawings)
• Basic material strengths, e.g. concrete, steel, bolts, welds, etc. (Specifications)
• Standard symbols and abbreviations (Drawings and Specifications)
• Specific catalog numbers or other clear references for material and/or equipment (Specifications.
Note that drawings may reference specification sections and specifications may reference drawings
to minimize duplication of information. Duplication of information within or between the various
contract documents and almost always ensures conflicts. Conflicts should be avoided as they invite
disagreements, add additional costs, and are a source of embarrassment to the designer.
Drawing Recommendations
• No comprehensive notes
• Do not use excessive notes
• Do not use notes to define work to be done by a specific contractor
• Do not use proprietary names
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• No “See Specs” notes
• Drawings Identify - Specifications Describe
Specification Recommendations
• Provide detailed requirements for:
1. Physical properties
2. Chemical constituents
3. Performance requirements
4. Standards of workmanship
• Do not include information that is more appropriate on drawings (Quantities).
• Do not repeat information shown on drawings.
The relationship between specifications and drawings – similarities
• They both form part of the “Contract” between the owner and the contractor.
• They use the same contract language and terms.
• They work together and cannot be used or developed separately.
• Quantity Surveyors, Engineers and Architects that write the specifications need access to the
drawings.
• Specifications do not supersede drawings. And also, drawings do not supersede specifications.
If they contradict each other, it is a design error.
The relationship between specifications and drawings – differences
Drawings Specifications
• Graphically shows the component in • Provides the component specifications of
relation to the rest of the building and performance, size, weight etc.
surrounding components.
• Graphically shows a symbol representing a • Provides component labeling and testing
component not drawn to scale. requirements.
• Provides dimensions for the component • Identifies the contractor qualifications to

placement. install the components.
• Annotations specific to the fitting • Provides direction to the contractor in the
placement. Such as “Coordinate the switch execution of construction to get a common
with the lighting fitting mounted adjacent to work result. It does not repeat
the door”. manufacturers or code requirements.
• Specification items are not repeated on the • Drawing information is not repeated in the
drawings. specs.
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• Abbreviations can be used in situations • Abbreviations should never be used in
where space is limited specifications
• Drawings Identify Materials Specifications Describe materials
Drawings should:
a) Be CLEAR
o Indicate the interrelationships between components and materials (slab edge to wall; continuity
of air barriers);
o Locate each material, assembly, component, and accessory (vapour barrier and insulation in wall)
o Identify all materials, components, and pieces of equipment (Roof, insulation, walkway - grout in
collar joint);
o Give dimensions of construction and sizes of field-assembled components;
o Show details and diagrams of connections.
b) Be CORRECT
o Identify drawing symbols and abbreviations; GWB, TOS, AC, etc.
o Use consistent terminology - Consistent with the specifications
o Use identified generic terminology (hardwood, not oak);
o Use material identifiers for multiple type products
c) Be COMPLETE
o Identify all materials, systems, components, appearance and connections.
o Indicate the extent of alternates.
o Show areas of construction phasing.
o Indicate limits of work.
o Show specific items of work by the owner or separate contractors (NIC; NOT “By Others”).
o Designate work (multiple prime).
d) Be CONCISE
o Organize information for the most easily understandable manner
o Show information only once in the best possible location
o Show the appropriate information at the appropriate scale (plan, building section, wall section,
detail
o Use generic information to identify, but not describe a material or component
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Specifications should:
o Address the Contractor - not subcontractors; not trades; not suppliers;
o Provide detailed information (versus generic for drawings);
o Use consistent terminology;
o Be coordinated with Drawings;
o Include the correct use of words and grammar;
o Be properly edited (every word, line, and paragraph);
o Use the four C’s for effective communication:
Specifications should not:
o Include information which belongs more appropriately on the drawings, such as quantity,
capacity, and location;
o Be based on previous project specifications that are "just-like" this project;
o Retain "just-in-case" information not required for project
o Define work of subcontracts;
o Use abbreviations with multiple meanings (AC, ID).
Testing and Acceptance Workmanship
General requirements for "workmanship" are usually included in the terms and conditions (General
Conditions) of the contract. In most cases though, these requirements are quite broad; such as,
"work shall be performed in accordance with established practices and standards."
Workmanship refers to quality: It relates to the labor effort that goes into the project and to the
appearance of the final product. In very common terms, the workmanship provisions say "Perform
Quality."
Wanting work of quality is desirable: specifying it is difficult. For example, concrete quality is
controlled through mix design sampling and testing. The placement and finishing is not as easily
controlled, even though established practices do exist. If the placement of concrete is of major
concern, and it is believed that requirements stronger than "comply with standard practice" are
needed, the actual method for placement will have to be defined. This involves a very elaborate
prescriptive specification that would include such items as transporting devices and distances,
placing and vibrating methods, and curing procedures. Workmanship for finishing concrete can also
be prescribed by requiring that certain materials and methods be used or by specifying a level of
smoothness for the product.
Tolerances are another means of controlling the quality of work: The precision of survey lines
and grades, for example, can designate that it be checked to a tenth, hundredth, or other portion of
a foot, depending on the complexity of the work. Site grading work should require tolerances on the
elevations to ensure proper drainage.
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Reference standards for materials and products usually have built-in tolerances and quality
requirements. The installation of the materials and products is usually done in accordance with
standard practices, manufacturer's recommendations, or trade association standards. If the
specifier wishes to describe the installation, workmanship and standard practices, or wishes to
modify the standard practices, then the specifier must detail the step-by-step process through a
prescriptive specification. Each increase in level of quality required or reduction in tolerance allowed
will have a proportional increase in cost.
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Specification Writing - Summary
Clarity
Specifications describe the character of the work, the desired results, and the materials and
procedures needed to complete, inspect, measure, and pay for the work. It is essential that the
contract provide a very exact definition of what the owner desires. Clear and exact language will
reduce disputes and ease interpretation and inspection.
Clarity is enhanced by:
• Arranging the text in logical order
• Discussing each detail fully and individually
• Using good sentence structure; preferably short sentences
• Being brief; a specification is not intended to be an essay, so only essential characteristics
should be described
• Using correct grammar
• Eliminating ambiguous and arbitrary statements
• Eliminating uncertainty caused by terms like "as the engineer shall direct”.
• Preparing fair requirements; limiting the severity of the requirement
Analyze the completed specification from the viewpoint of the contractor and the inspector. Is it
readable? Can it be understood? Are there any hidden problems?
Consistency
Use the same writing style throughout the specifications. Avoid jumping from one style to another.
Use words and terms that are plain and easily understood. Simple sentence structure is desirable.
Specifications are commonly written in the passive voice or indicative mood. This results in excess
verbiage through the frequent use of the word “shall,” e.g. “the contractor shall,” “the material shall,”
“the finishing shall.” Instead, the specifier should attempt to use an active voice or imperative mood
in writing specifications; e.g. finish the concrete, paint the surface, test the material; it should be
understood that the conditions of the contract normally specify that the contractor shall furnish, install
and test everything unless specifically excluded.
Be consistent with terminology and dimensional data used on the drawings. Adequate coordination
between the bid documents, general conditions, and technical specifications and drawings will
produce consistency.
Abbreviations and Symbols

Abbreviations and symbols are commonplace; however, do not assume that everyone understands
them. If there is any doubt, provide definitions. It is better to eliminate abbreviations for short words
(i.e., inch, foot, high, and acre).
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Specification Review
In accordance with the Specification Processing Flow Chart referred to in earlier in these lecture
notes, the draft specification should be subjected to thorough internal review by:
• The designers of the various components of the project
• The field personnel who will eventually have the task of monitoring the implementation of the
construction
• Experienced field personnel who can comment on constructability issues and eliminate potential
pitfalls or problems.
Each of the above parties should review the entire document and provide comments and input
related to their knowledge and expertise. After the internal review is completed and revisions have
been made, the specifications should be reviewed by the owner. Following the owner's review, the
specification team should incorporate changes and resolve differences.
Specification Language Problems
The following examples were extracted from specifications submitted for review. Some items
belong in more than one category of problems. Comments (notes) on each item are included.
Superfluous Language
Example 1 - “Contractor shall furnish all labor, supervision, tools, supplies, equipment, materials,
transportation, services, and performance of all operations necessary for completion of the work.”
Note: This is a commercial, rather than technical requirement and belongs in the conditions of the
contract or scope of work.
Example 2 - “Prefabricated piping shall be erected before field run piping.”

Note: This is a scheduling item that should be in the proposal or agreement.
Example 3 - “All leaks discovered during testing shall be repaired at no expense to the Owner.”
Note: All requirements in the specifications shall be performed by the contractor for the contract
price unless specifically excluded.
Example 4 - “Upon completion of a system, the Owner may turn it over to the plant operator for
immediate use.”
Note: The general conditions should cover partial acceptance of the work.
Example 5 - “Piles shall be completely filled with concrete throughout their entire length without any
voids.”
Note: This is repetitive.

Example 6 - “The work shall include, but not necessarily be limited to, the following:
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(Listing of processes found later in the specification as well as in the table of contents, and lists
what will be provided by the contractor and what will be by the owner).”
Note: The scope of work section of the contract can better cover these items. All the specification
should state is what technical requirements are included in the specification.
Ambiguous Language
Example 1 - “Work shall be in accordance with stated codes except as noted herein.”
Note: The author probably meant, “except as otherwise noted herein.”

Example 2 - “Placement of concrete during cold weather shall not occur without written approval.”
Note: Unless a general statement defining the word “approval” is contained in the documents, the
contractor could approve placement.
Example 3 - “In the event that more than 100 cubic yards are placed on a particular day, an
additional set of compressive test specimens shall be made for each additional 100 cubic yards of
concrete placed.”
Note: Does this mean that if 199 cubic yards are placed, only one set of cylinders is required?
Example 4 - “All piping material furnished by the Owner shall be checked for conformance to size,
location and flange drilling.”
Note: Checked by whom and when?
Example 5 - “During installation, all openings in pipe, vessels, and equipment shall be covered with
temporary covers. Temporary covers shall be of plywood, sheet metal, or plastic.”
Note: Minimum thickness and means of securing should be stated.
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References
Goldbloom, J. Engineering Construction Specifications, Van Nostrand Reinhold, New York, 1989.
Rosen, H. J. and Heineman, T. Construction Specification Writing Principles and Procedures 3rd
edition Wiley, New York, 1990.
The Construction Specifications Institute, Project Resources Manual, CSI Manual of Practice, Fifth
Edition, McGraw-Hill, 2005.
The Construction Specifications Institute, MasterFormatTM 2004 Edition, Master List of Numbers and
Titles for the Construction Industry.
Wiley series of practical Construction Guides 1974; John Wiley & Sons, Inc.
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KYAMBOGO UNIVERSITY

YEAR THREE SEMESTER ONE

COURSE Name: Specification Writing

COURSE Code: TCBE 3107

LECTURER: Paddy Mulamba

Mob. Contact: +256 702865555

Date: August 2018

1.1 General Purpose and Goals

Principles of specification writings

Considerations when writing specification

• Grading of aggregates • Concrete lintels

• Maximum sizes of coarse aggregates • Precast concrete

14.0 Fire extinguishers etc.

Specification Writing Procedures

See Specification processing chart

Work of other sections

Work of Other Sections

Specification Writing Groups

Construction Document Production Organization

Specifications in the third person

"The fasteners shall not be sandblasted because of corrosion."

Capable- Remove the word "capable" from your specification vocabulary.

• Relating to a turning point,

• Able to sustain a chain reaction.

Ensure means to make sure or certain or to guarantee.

Forbidden words and phrases

The compressor shall be driven by a 12-inch pulley, which is dynamically balanced.

The compressor shall be driven by a 12-inch pulley that is dynamically balanced.

Words with legal meanings different from common usage

• material (as an adjective)

Restrictive and nonrestrictive dependent clauses

1) First, doing the work incorrectly,

2) Then undoing what was done; and

3) Finally, redoing the job correctly.

The specifier's authority

• Specifying a particular vendor's product,

• Specifying the design of a product, and

• Specifying personal services.

Who is responsible for losses from errors in specifications?

What types of specification deficiencies create challenges for specification users?

• Provides dimensions for the component • Identifies the contractor qualifications to

• Drawings Identify Materials Specifications Describe materials

Testing and Acceptance Workmanship

Abbreviations and Symbols

Specification Language Problems

Example 2 - “Prefabricated piping shall be erected before field run piping.”

Note: This is repetitive.

Note: The author probably meant, “except as otherwise noted herein.”

Note: Minimum thickness and means of securing should be stated.

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