UNIT 1

SPECIFICATION
(1)Necessity of specification, (2) importance of specification – (3) How
to write specification, - (4) Types of Specification – (5) Principles of
Specification writing – (6) Important aspects of the design of specification
– (7) sources of information – (8) Classification of Specification.

GENERAL:
The ideas of an engineer are converted into reality by an important tool of his
profession, namely, the specifications.

It deals with the methods of execution, qualities of materials, nature of labour to be

employed, proportions in which materials are to be mixed, measurement of work
done, etc.

DEFINITION:
 The drawings of a structure will show the proportions and relative positions of
its various parts.
 It is not possible to furnish the data regarding the quality of materials and
workmanship on the drawings due to shortage of space.
 Hence, this information regarding the quality of materials and workmanship is
conveyed in a separate contract document which is known as the specifications
for the work.
 Thus, it-is intended that the combination of the drawings and specifications will
completely define the structure, physically as well as technically.

(1)OBJECTS / NECESSITY/OF SPECIFICATIONS:

The specifications of the work are mainly written for the following three objects:

1. The specifications define the quality of materials and workmanship.

2. Hence, the contractor who is filling the tender for the work will be able to put
correct rates for the different items of the work.
3. The information and instructions contained in the specifications will serve as a
guide to the contractor as well as to the supervising staff during the execution of
the work.

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4. The main object of the specifications is to state the information which the
engineer aims to protect the owner from any damage due to bad workmanship
or low-quality materials and at the same time, maximum freedom to perform the
work is given to the contractor so as to turn out a satisfactory end product.
5. Thus, the specifications describe and limit the responsibilities of the owner and
contractor.

(2)IMPORTANCE OF SPECIFICATIONS:
The drawings and specifications form two important contract documents.

 The information (such as dimensions, types of constructions, etc.) which can

be easily expressed graphically are put on the drawings.
 On the other hand, the instructions which can be easily expressed well in
words are written in the specifications.

But generally, the provisions in the specifications are given more legal strength and
most of the drawings and specifications, the provisions of the specifications shall
govern.

Thus, the specifications play an important part in construction work and heavy
responsibility is attached to the specification writer for his job.

USE OF SPECIFICATIONS:
 The specifications of the project are prepared or written by the engineer on behalf
of the owner.
 But unless the owner is a qualified technical man, they mean no more to him
than a doctor’s prescription full of medical terms and symbols.
 It is quite likely. That nobody may read all the specifications except the engineer
or architect.
 However, if the project is to be properly constructed , the specifications serve as
the best guide to the contractor and his sub-contractor and his sub-contractors,
materials suppliers and architect’s or owner’s site supervisors.
 It also serves as a useful legal document in case of disputes between the owner
and the contractor.

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 (4)TYPES OF SPECIFICATIONS:
The specifications are broadly divided into the following two categories:

4.1 Brief specifications

4.2 Detailed specifications

4.1 BRIEF SPECIFICATIONS

While preparing the estimate, the quantity surveyor writes down the brief
description of every item. These are known as brief specifications and they do not
form part of the contract document. They are only useful to the person preparing the
estimate of the work.

4.2 DETAILED SPECIFICATIONS:

The detailed specifications form a part of the contract document and they are
divided into three groups as follows:

4.2.1 General provisions

4.2.2 Technical provisions
4.2.3 Standard specifications.

4.2.1 GENERAL PROVISIONS:

 These are also known as conditions of contract and they apply to the work as
a whole.
 In this document, the conditions governing the contract are written.

4.2.2 TECHNICAL PROVISIONS:

 These specifications describe the technical requirements of each type of

construction.
 The technical provisions contain detailed instructions regarding the desired
quality of the final product.
 They also provide for the inspection and tests during construction to make
sure that the specified requirements are being obtained.
 However, while framing the technical provisions, it should be observed that
they are in accordance with the drawings of the work.

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The technical provisions are of three types:

4.2.2.1 Specifications for materials and workmanship

4.2.2.2 Specifications for performance
4.2.2.3 Specifications for proprietary commodities.

4.2.2.1. Specifications for materials and workmanship:

 These specifications are written for engineering structures such as bridges,

buildings, etc. where it is not possible to conduct any practical test to ensure
that the structure will perform its required services throughout its desired
period of utility.
 Hence, in such types of engineering structures, a rigid control over the
materials and workmanship becomes essential.
 Hence, in these specifications, the stress is put up on the quality of the
materials and workmanship are as per requirements of the specifications, the
performance of the structure entirely depends on the structural design of the
work.

For materials, the following properties should be included in the specifications:

1. Physical properties such as strength, hardness, etc.;

2. Chemical composition of the material;
3. Electrical, thermal and acoustical properties;
4. Appearance of the material;
5. Information regarding protection required during transport, handing and
storage of the materials;
6. A clear statement regarding inspection and procedure of test of the material.
Also, the place of
7. Inspection and test should be clearly specified in the specification i.e., factory
or site or laboratory, etc.

For workmanship, the following important features should be included in the

specifications:

1. The results desired should be specified while keeping in view the practical
limits of tolerance.
2. The detailed description of the construction method for each item should be
written.
3. The instructions regarding the protection of the finished work as well as of the
adjacent property should also be specified.

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 4.2.2.2. Specifications for performance:

These specifications are based on the overall performance of the finished product
and hence, they are written for equipment’s and machinery such as pumps, motors,
etc.

The principal features to be included in this type of specifications are as follows:

1 General description:

The equipment or machinery for which the specification is meant should be

described to the contractor in a general way so as to give a complete idea
regarding size, shape, etc. of the equipment or machinery.

2 Design and installation:

 If the equipment required is desired to be of a particular design the same should

be specified.
 Regarding installation the minor machinery is usually installed by the main
contractor.
 But in case of large machines, turbines, heavy cranes, etc., the owner invites
separate tenders and enters into a separate contract.
 The specification should clearly state the final responsibility of erection and
installation of the equipment and it should also state the facilities to be obtained
from the main contractor such as preparation of foundation for the base of the
equipment, fixing of anchor bolts, etc.
 Moreover, the specification should also provide for the co-ordination of the
machinery installation with the rest of the work.

3 Provision for special equipment:

If the equipment is of a special equipment. The practice normally followed in

such cases is to specify the type, power, capacity, efficiency, etc. of the special
equipment and to ask the contractor to choose the design of the special
equipment.

4 Guarantee:

The specification should also provide for the period of guarantee from the
contractor for the performance and durability of the equipment. It should also
provide for the supply of spare parts, special tools, etc. for a specified period.

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4.2.2.3. Specifications for proprietary commodities:

These specifications include commercial products which are standardized or

patented.

Hence, it becomes essential to know exactly the quality of the product beforehand
because there is no control over the materials or workmanship or performance.

Hence, only thing to be mentioned in this type of specification will be to state a

name of a particular brand or firm.

However, it is not desirable in case of public works to specify certain trade names
or brands, due to the following reasons:

1. A monopoly is created for the patented article.

2. A doubt of favouritism is laid down on the officer writing the specifications
3. It is possible that some other manufacturers may be able to supply the same
article of better quality at a lower cost.

Hence, to avoid such difficulties, one of the following clauses is added in this type
of specification:

1. It is a general practice to specify the selected brand and then, it is followed by

the phrase or equal.
2. It is, however, very difficult to determine equality when a substitute is
proposed by the contractor.
3. Normally, the engineer decides this equality. But he becomes a subject of
criticism by the manufactures and contractor.
4. Also, if two substitutes of equal quality but of different prices are available, it
becomes a matter of dispute between the owner and the contractor.
5. Due to all such complications, this phrase of or equal is not used at present,
except for minor items.
6. A clauses is inserted in the general conditions of contract, stating that, if the
contractor desires to use products other than the specified ones, he should
clearly state this fact in his tender and he should also state the adjustment to
be made, if his substitute is approved by the owner the while accepting his
tender.
7. The same procedure can be adopted when the work is in progress.
8. But in this case, the decision on substitutes will be taken by the engineer in
charge of the work.

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 4.3 STANDARD SPECIFICATIONS:

» The specifications are seldom written completely for all items of the work.
» It is possible to standardize the specifications for most of the items occurring in
works of similar nature.
» Hence, each office develops its own standard specifications in due course.
» Thus, the lengthy process of wording the specifications is avoided and thereby
much time is saved.

Following points are to be noted in this connection:

1 Extreme care should be taken to verify that the reference made to the standard
specifications is really suitable to the particular work to be executed.
2 For variable requirements, it is a general practice to provide blank spaces in the
skeleton of the standard specifications.
3 These blank spaces should, therefore, be suitably filled up before accepting the
standard clauses as specifications.
4 The standard specifications when accepted for a particular job should be watched
carefully and suitable additions, alterations, improvements or corrections
necessary should be noted so as to include all such changes while using the same
specifications for the next job of similar nature.
5 The standard specifications are prepared by government or manufactures of
materials or professional bodies.
6 The individual manufactures sometimes maintain a research staff to prepare the
specifications for their certain products.
7 Such specifications are sometimes exaggerated just to make some products
popular and hence, care should be taken to adopt such specifications.
8 However, the specifications of reputed firms are reliable. For construction works
in India, P.W.D. handbook is treated as a standard specification.
9 The standard specifications should be periodically revised to include changes in
techniques.
10 Hence, while including a reference to a standard specification in a particular
contract, its edition with date of issue, title, etc. should invariably be mentioned.
11 Every city has got its own building codes to suit the requirements of the locality.
Thus, it is possible to prescribe the specifications by law.
12 The only purpose behind this is to make the structure of the city suitable to the
local conditions.
13 These codes of a local body assume the shape of standard specifications for a
particular locality.
14 The processes are standardized resulting in simplified field control and in case of
manufacture of materials, the costs are reduced due to standardization of
production methods the products are also improved due to research on a co-
operative basis.

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 (5) PRINCIPLES OF SPECIFICATION WRITING:

The specification of the work are written by the engineer before it is known who the
contractor will be.

It should be noted that the technical knowledge of the engineer is of little value as
far as writing of the specifications is concerned unless he can make his ideas clearly
understood by the other contractors, workmen, supervisors, etc., many of whom may
have little or no technical training.

Following are some of the essential principles of good specifications writing:

Subject matter:

1.1 The subject matter of the specifications should relate to the information
required after the contract is given to a particular contractor.
1.2 The requirements which are to be enforced should only be included in the
specifications. The use of cross references should be reduced to a minimum.

Grammar:

2.1 All sentences of the specifications should comply with the rules of grammar.
The style and tense should remain the same throughout.
2.2 The hyphens, commas and semi-colons should be used as and when required
and the sentence should be framed in such a way that the addition, omission
or misplacement of a comma does not alter the sense.
2.3 As far as possible the pronouns, especially relative pronouns, should not be
used. It is advisable to repeat a noun.

Abbreviations:

3.1 Only those abbreviations which are well-known in the building industry
should be used without giving definitions.
3.2 The use of abbreviations facilitates easy understanding and reduces the typing
work without sacrificing clarity.

Development of style:

4.1 It must be remembered that the main aim of specification writing is to present
a clear picture of facts and no attempt should be made to make an elegant and
impressive style.
4.2 The specifications writer should develop his own style of arranging his ideas
with clarity and brevity.

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Selection of words:

5.1 While writing specifications, only suitable words with desired meaning
should be used.
5.2 The unfamiliar words or words having more than one meaning should never
be used in the specification.
5.3 Also the use of unusual technical and trade expressions and semi-legal words
should not be used.

Accuracy:

6.1 The information given in the specification should be complete and correct,
otherwise the contractor may claim for any extra cost due to damage occurred
to him by the misleading information supplied by the owner.
6.2 Also, care should be taken to see that information is not repeated in the
specifications.

Conflicting requirements:

7.1 The clauses of the specifications should be framed in such a way that no
confects of any type result.
7.2 For instance, while writing the specification for driving piles, both the
requirements, namely, penetration of the pile and its bearing capacity, should
not be mentioned.
7.3 In some cases, the piles may have reached the required penetration. But the
specified baring power may not have been developed.
7.4 In other cases, the reverse may happen.

Practical limits and commercial sizes:

8.1 The specification should be frame while keeping in view the practical
limitations of materials and workmanship and they should not specify
practical impossibilities.
8.2 Also the specification should specify use of commercial sizes and patterns of
the materials.
8.3 It becomes expensive to manufacture special size and it also takes more time
to prepare such sizes.
8.4 For instance, the steel sections and steel bars are readily available in certain
sizes only.
8.5 If other size is specified, a special order is to be given, which requires more
time and special rate for its delivery.

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Clearness:

9.1 The specification should be clear as far as possible and it should be observed
that their meaning is not left the engineer.
9.2 In fact, both the particles owner and contractor- should follow the same sense.
9.3 Also the specification should state what the contractor shall not do not and
what the contractor should or should not do.

Fairness:

10.1 The specification should be fair and they should not be framed in such a way
so as to throw all the risks on the shoulders of the contractor.
10.2 Also, all likely hazards, difficulties, etc. should be specified in the
specification so as to give a clear picture of the work to the contractor will
assume all such risk and will put a higher price in his tender to accommodate
all such risks, in case they come up.

Brevity:

11.1 The sentences of the specification should be short, simple and concise.
11.2 This is essential as the main purpose of the specifications is to give directions
to the contractor and the supervising staff in carrying out the construction
work.
11.3 Also as specification is a legal document, fewer words will involve less risk
of legal difficulties and as straight forward specification would be clearly
understood by the persons filling the tenders, it may result into lower cost and
early completion of the work.
11.4 The brevity is the essence of the specification.

(6) IMPORTANT ASPECTS OF THE DESIGN OF A SPECIFICATION:

Some of the important aspects of the design of a specification are mentioned below:

Changes:

» The designer of a specification should be given an opportunity to observe the

field application of his specification.
» Such a procedure will help in increasing the knowledge of the designer and he
may utilize this knowledge, if found necessary, to change, to expand, to improve,
to modify or to strengthen his specification for future works.

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Clearness:

» The design of a specification should be such that it brings the limit of

misunderstandings and misinterpretations to a minimum.
» Such a design will naturally minimize the chances of disputes.

Co-operation:

» The specifications should be designed to provide a motive of co-operation

between the engineer and the contractor.
» The engineer, with the help of a well-designed specification, can assist,
encourage and guide the contractor, with the help of a well-designed
specification, can combine labour and materials to the best advantage of getting
the desired end product.
» Thus, a well-designed specifications would prove useful to both – the owner
and the contractor.

Cost:

The initial cost of a well- designed specifications may prove to be more but it forms
a small fraction of the cost incurred in extra claims, delays, disputes and bad
workmanship due to poorly designed specifications.

Flexibility:

» The specifications should not be rigid. But they should be dynamic in nature
and should be adaptable to new inventions, to new ideas and to new methods of
construction.

Product control:

» A well – designed specifications aims at product control by the available

equipment of the contractor.
» The automation can also be adopted with advantage to achieve product control.
» The advantages of product control are-fewer samples for testing, reduced costs,
early completion and uniform work.

Designer:

» The specifications should be designed by competent persons, possessing wide

experience and high ability.
» This is a very important factor influencing the achievement of a goal of
specification.

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» If the work of writing the specification is entrusted to a professional man, it
simply results into the copying of paragraphs from the existing specifications.

(7) SOURCES OF INFORMATION

Following are the main sources of information from which the information
regarding the specifications of civil engineering work can be gathered or obtained:

Contract drawings: The draft drawings prepared in the initial stage of the project
contain useful details which are of considerable assistance to the writer of the
specifications.

Previous specifications: In majority of cases, the specifications of the executed

jobs or jobs under execution can be used as basis for the preparation of new
specification of similar job. This procedure expedites the work. However, care
should be taken

Requirements of owner: If the owner desires to incorporate certain requirement in

connection with the job, the same should be suitably included in the specification of
the work.

Site Investigations: It is desirable that the specifications include the fullest

information for the existing site conditions such as extent of site clearance work, soil
conditions, etc. The contractor is thus kept away from making unnecessary
allowance for certain factors.

Standard specifications: The reference can be made to the relevant standard

specifications and thus, it permits a considerable reduction in the length of
specification clauses. It also helps the contractor in easy understanding of the
specification requirements.

Trade catalogues: For specifications of the proprietary commodities the reference

can be made to the catalogues supplied by the manufacturer of that item. However,
if an article is produced to a number of different patterns it is necessary to quote the

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 (8) CLASSIFICATION OF SPECIFICATIONS:

Depending upon the method to be used in describing a material or method of

installation, the specifications can be classified into the following three categories:

1. Open specifications
2. Restricted specifications
3. Closed specifications

8.1 OPEN SPECIFICATIONS:

 An open specifications gives the physical and chemical properties of the

material, the tests it must comply with or the results expected and such other
information.
 But it never gives a specific item of equipment or a trade name or a proprietary
commodity.
 The open specifications are generally used for public works and a true open
specification is one which of lays down minimum standards and which can be
easily fulfilled by several manufactures within permissible limits.

Following are the advantages of the open specifications:

1. Basic materials: They are 2. True competition: They

suitable for basic materials such
as cement, steel, sand, etc.
because the standards of such
materials can easily be laid
down without regard to the
manufactures.
provide an atmosphere of a true
competitive of a true
competitive market in which the
new products have equal chance
to compete with the old and
well-advertised products. It may
also result into a lower cost the
owner.

Following are the disadvantages of the open specifications:

1. Checking and testing: The checking and testing for each material or product
mentioned in these specifications may prove to be time-consuming.
2. Effect on design: If a particular product or material fulfils the permissible variances
with respect to size, weight, etc. mentioned in these specifications and if the
contractor insists to use such product or material , the architect in some cases have
to change or alter the design of the project to accommodate such product or material.

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 3. Control over the quality: It is feared that if they are not properly drafted, it may
result into losing a firm control over the quality of the products.
4. Time-Consuming: These specifications are by nature lengthy and hence, the
architect or specification writer has to spend his valuable time in framing them.

8.2 RESTRICTED SPECIFICATIONS:

In case of a restricted specification the material is described and then, the choice by the
contractor is limited to two or more manufactures or distributors.

Thus, an approved list containing the catalogue number or proprietary name of the
product is specified and the contractor has to choose the material from this approved list.

The important advantage of a restricted specification is that it promotes competition

among the manufactures to get their product included in the approved list by maintaining
the standard of quality at reasonable price.

However, the specification writer should try to avoid the following possible
disadvantages of a restricted specification:

Problems of design:

The possible use of various product mentioned in the approved list should be carefully
considered.

In fact, only such products should be included in the approved list which will not disturb
the space requirements, connections, and equipment for installation, details and other
factors of the project.

Quality product:

It should be seen that the products mentioned in the approved list are more or less in
reality equal in quality and price.

If the price of even one of the product mentioned in the approved list is substantially
lower than those of others, it will eliminate the competition and the purpose of restricted
specifications will not be served.

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 8.3 CLOSED SPECIFICATION:

In case of a closed specification, the material or product is designated by a trade name

mentioning catalogue number, manufacturer and sometimes a particular distributor from
whom the product is to be purchased.

It is sometimes argued that the closed specifications result in avoiding the competition
and in increasing the cost of the project.

This argument has no force in the sense that the material or product which is included in
closed specifications has stood the test of time and has proved its adaptability in respect
of quality and price both.

The architect is the agent of owner and hence, he will select only those materials or
product to be included in the closed specifications which will be helpful in turning out a
satisfactory completed project.

Following are the advantages of the closed specifications:

Completion of drawings:

The architect can complete the drawings of the project before the tenders for the work
are invited, when these specifications are adopted.

As the complete details are known, the designer can accurately decide the details such
as room dimensions, foundations, fastenings, fittings, etc.

Choice of owner:

The owner has a choice of the material he prefers and he can thus enjoy the special
features of a particular product.

DESIGN OF SPECIFICATIONS:

» A specifications, if it has to serve its purpose and equality, should be designed rather
than simply written or copied.
» Any engineering work such as a bridge, a tunnel, a dam, etc. is designed to fit specific
requirements.
» A similar procedure should be followed in the design of a specification.
» In fact, the specification is a complex and lengthy document and it requires considerable
skill and wide technical knowledge in its preparation.

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