TABLE OF CONTENTS

SPECIFICATION .............................................................................................................................. 2
SPECIFICATIONS – DRAWINGS ..................................................................................................... 3
THE RELATIONSHIP BETWEEN SPECIFICATIONS AND DRAWINGS ‐ DIFFER ............................... 3
SPECIFICATION OWNERS & AUTHORS ........................................................................................ 4
TYPES OF CONSTRUCTION SPECIFICATIONS .............................................................................. 4
METHODS OF SPECIFYING ............................................................................................................ 7
CONTRACTS ................................................................................................................................... 8
CITING SPECIFICATIONS AND STANDARDS ................................................................................ 8
SENTENCE STRUCTURE................................................................................................................... 9
SENTENCE FORM ........................................................................................................................... 9
HOW GRAMMATICAL ERRORS IN SPECIFICATIONS ARE HANDLED......................................... 9
A LIST OF SPECIFICATION TERMS TO BE AVOIDED ................................................................... 10
SPECIFICATION LANGUAGE....................................................................................................... 10
SPECIFICATION GUIDANCE FOR CONSTRUCTION .................................................................. 11
GENERAL SPECIFICATIONS ......................................................................................................... 12
DETAILED SPECIFICATIONS ......................................................................................................... 13
TYPES OF DETAILED SPECIFICATIONS ........................................................................................ 13
ORGANIZATION ........................................................................................................................... 13
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 SPECIFICATION

Specifications are one of the basic components that make up the

contragreement between the Owner and the Contractor. Specifications define
the requirements for products, materials and workmanship upon which the
contract is based and the requirements for administration and performance of
the project. They are written to achieve a Work Result. Specifications are
generally written for each subject as sections and organized under [CSI] Master
Format. Master Format is a list of titles that represent construction practices or
work results that result from the application of skills and procedures to the
materials, products or assemblies.

SPECIFICATIONS – DRAWINGS

The drawings are graphic representations of the work upon which the contract is
based. As the graphic documents usually contain more then plan views, the
preferred term is Drawings rather then
THE RELATIONSHIP BETWEEN SPECIFICATIONS AND DRAWINGS ‐
DIFFERENCES

 DRAWINGS
 SPECIFICATIONS
– Graphically show the
– Provides the component
components in relation to the rest of
specifications of performance,
the building and surrounding
size, weight
components
– Provides component labeling
– Graphically show a symbol
and testing requirements
representing a component not
drawn to scale. – Identifies the Contractor
qualifications to install the
– Provides dimensions for the
components.
component placement.
– Provides direction to the
– Annotations specific to the
contractor in the execution of
component placement. Such as
construction to get a common
“Coordinate the fire pull station with
work result. It does not repeat
the fire extinguisher mounted
manufacturers or Code
adjacent to the door.”
requirements.
– Specification items are not
– Drawing information is not
repeated on the drawings.
repeated in the specs

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 SPECIFICATIONS AND DRAWINGS ‐ SIMILARITIES
• DRAWINGS & SPECIFICATIONS

– Part of the “Contract” between the Owner and the Contractor

– Use the same contract language, and terms.
– They work together and cannot be used or developed separately
. – Engineers and Architects that write the specifications need access to the
drawings.
– Designers and Drafters that create the drawings need access to the
specifications.
– Specs do not supersede drawings. Drawings do not supersede specs. If they
contradict each other, it is a design error.

SPECIFICATION OWNERS & AUTHORS

• Architects Others
• Engineers • Vendors
• Designers
• Suppliers
• Equipment
Manufacturers
Owner

TYPES OF CONSTRUCTION SPECIFICATIONS

1. CONSTRUCTION SPECIFICATIONS

According to the American Institute of Architects (AIA) Document A201-2007,

the Contract Documents for a construction project consist of “the Agreement,
Conditions of the Contract, Drawing, Specifications, Addenda…”, as well as
other miscellaneous documents associated with the contract between the
project Owner and the Contractor hired to complete the work. Construction
specifications, as noted, become a part of the legal documents of the
agreement and form a cornerstone of the project design. In fact, in most cases,
the construction specifications override the project drawings in the event of
conflicting information.

The purpose of construction specifications is to delineate the requirements

regarding the materials, products, installation procedures and quality aspects

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 involved with execution of the work and fulfillment of the contract.
Specifications can be divided into three primary categories: performance,
prescriptive and proprietary, which are described below.
2. PERFORMANCE SPECIFICATIONS

A performance specification is a document that specifies the operational

requirements of a component or installation. Simply put, a performance
specification tells the contractor what the final installed product must be
capable of doing. The contractor is not instructed as to how to accomplish the
task of meeting the performance specification requirements - only as to how the
component must function after installation. For example, a performance
specification may be used in the construction of an industrial pumping system.
The specification would provide a required pumping rate (say 500 gallons per
minute), a required pressure (20 psi) and the difference in height between the
pump and the final destination (+40 feet). The specification will also state that
the liquid to be pumped will be at a temperature of 140°F and is corrosive (pH of
3). It is up to the contractor to provide pumping equipment that meets or
exceeds the requirements stated in the specification. In many cases the
contractor will also be required to test equipment to make sure that is operating
properly, and will provide operations manuals.

The general concept behind the performance specification is for the architect
or engineer to describe what they need, and the contractor to determine the
best way to get there. The performance specification focuses on the outcome
and shifts the selection of materials and methods, as well as a portion of the
design work, onto the shoulders of the contractor. This approach can provide
incentives for innovation and flexibility in the construction approach, but also
reduces the amount of control that the architect or engineer has over the
project.
3. PRESCRIPTIVE SPECIFICATIONS

Prescriptive specifications convey the requirements of a project through a

detailed explanation of the materials that the contractor must use, and the
means of installing those materials. This type of specification will typically be
formatted in a manner similar to the following sections:

I. General: This section will typically contain references to

national/international standards, design requirements, a list of required
submittals from the contractor to the architect/engineer, quality control
requirements and product handling requirements.

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 II. Products: This section will describe, in detail, the various products required
for the task covered by the specification along with the individual
structural and performance requirements of each product.

III.
Execution: This section will explain how to prepare the materials and
conduct the installation, including the testing requirements to be
followed.
Prescriptive specifications shift more of the project design control onto the
shoulders of the architect or engineer and away from the contractor by
establishing a set of rules that is to be followed for each project component. This
type of specification provides more certainty regarding the final product
composition than the performance specification, and is very frequently used for
highly complex portions of a project.
4. PROPRIETARY SPECIFICATIONS

Proprietary specifications are those that require the use of a single approved
product type for any particular installation. Proprietary specifications are often
used in cases where there is existing equipment or installations already on site. In
these cases the owner may want to maintain consistency of materials or possibly
simply prefers a specific type of product. Also, in highly complex installations
where there is only one specific piece of equipment that will accomplish a
specified task, a proprietary specification is required.

Architects and engineers typically try to avoid utilizing proprietary specifications

except when absolutely necessary, and will usually allow the contractor to
select from a list of approved suppliers. Requiring the use of one specific
product type can lead to the perception of favoritism towards a certain
manufacturer and may eliminate competition during the bid phase, which may
increase the project cost.
5. CONSTRUCTION SPECIFICATION STANDARDS

Construction specifications used in the United States typically conform to the

guidelines of the Construction Specifications Institute (CSI), who have created a
specifications index entitled MasterFormat. The Master Format index groups
specification sections into easily identifiable disciplines using a six-digit system
with digits in groups of two, such as: 01 24 30.

The first two digits denote the primary section (of which there are 48 sections).
For example, all the items regarding concrete start with the digits 03.

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 The second two digits identify the main headings and subheadings. In this case,
we look at main headings Concrete Reinforcing (03 20 00) and Cast-in-Place
Concrete (03 30 00) which can be broken down into Reinforcement Bars (03 21
00) and Structural Concrete (03 31 00).
The breakdown continues further with the final two digits,

for example: Plain Steel Reinforcement Bars (03 21 11) and Heavyweight
Structural Concrete (03 31 13).

Use of Master Format allows professional and construction personnel alike the
ability to use a common system to reference and group materials and
equipment when utilizing specifications, pay applications, estimating programs,
etc. For a list of sections, refer to our Master Format Specifications article.

METHODS OF SPECIFYING

Four basic methods for writing specifications.

Usually a specification document uses a combination of the four methods.

1. The first method is a descriptive approach. This approach is tedious

and does not mention actual brand names. By law some government
documents require that brand names not be given when specifying
products and procedures.

2. The second method is the performance approach. This approach

states the required results of the product or from a piece of equipment.

3. The third approach is the reference standard method. For example a

certain material can be installed according to a particular reference.
While this approach is common in installing concrete or asphalt, it may
not be common in prairie landscaping. However, as new books and
procedures are developed and improved, standard reference
material may be made available. When specifying several references,
be careful that there is not duplication or conflict arising from the
references.

4. The fourth method is the proprietary approach. This approach lists

specific products and materials to be used. Closed proprietary
specifications require that only the identified product can be used.

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 Open proprietary specifications allow the use of alternate products
and alleviate some of the problems associated with overpriced sole
source suppliers.

CONTRACTS

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.
WHOSE INTERPRETATION PREVAILS ?

- The rule is that the contractor interprets the specifications, as long as the
interpretation is reasonable. The Government is responsible for furnishing
sufficiently clear and complete language to evoke the intended understanding
in the reader, and the Government is also responsible for any expenses that may
be incurred if the contractor does not interpret the specifications as intended.

THE CONTRACT
DESIGN BID-BUILD CONTRACT RELATIONSHIP

CITING SPECIFICATIONS AND STANDARDS

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 Be careful when you cite a published specification or standard.

1. Cite industry standards, if possible, instead of Government ones. Government

specifications and standards are not OK unless you have a properly obtained
waiver. There are exceptions to this rule for certain types of Government
specifications, and those exceptions are best tracked by checking with the
Defense Standardization Program Office's Web site.

2. Be sure to read the document you're citing, or you may be embarrassed to

find that the document and the way you've cited it are not compatible. The
classic case is the Federal specification that defined several grades of glass,
including a "greenhouse" grade, which could be the poorest quality glass, just as
long as it was translucent. Navy training device specifications for many years
cited this general glass specification, but did not specify the grade. They said
only that all the glass should conform to the Federal specification. I don't know
of anyone who got greenhouse glass, but if they did, they would have had to
accept it or pay for an engineering change to replace it.

3. Be sure to check the revision status of each document cited. Citing canceled
specifications is unprofessional and costly.
4. Be aware of the problems inherent in "tiering" .

SENTENCE STRUCTURE

Keep your sentences short and simple. It doesn't matter if specifications read like
a grade-school textbook. We're not trying for a Pulitzer Prize

SENTENCE FORM

Form simple declarative sentences or imperative statements

•The Imperative Form •Example: “Place a label on the front of the data outlet
face plate.”

The imperative form is the preferred sentence form. This does not mean the
indicative form, using the word “shall”, can never be used.
Tip: Use this same sentence form for writing notes on drawings.

•Do Not Write in the Indicative Form •Example: “Contractor Shall place a label
on the front of the data outlet face plates.”

HOW GRAMMATICAL ERRORS IN SPECIFICATIONS ARE HANDLED

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 There are three categories of grammatical errors.

1. Those that don't affect the intelligibility of the sentence. An example would
be "Joe ate less doughnuts than John." It should read "fewer doughnuts," but
no one can argue about what the writer intended.
2. Those that make the sentence totally unintelligible. These don't often get past
the review cycle, but when they do, the contractor may legitimately ignore
them in designing and building the equipment. Usually we're lucky and the
contractor tells us about them, and we fix them with an ECP .
3. Those that leave the sentence somewhat intelligible, but change the
meaning of the sentence to something different from what was intended. For
example, see the article on restrictive and non-restrictive clauses. In this
case, even a contractor who has a policy of goodwill towards the
Government is likely to build equipment to meet the erroneous requirement.
Eventually, the error will be discovered, and will be fixed by either an ECP or
a modification. The result is cost growth

A LIST OF SPECIFICATION TERMS TO BE AVOIDED

Term  As per
 In a workmanlike
 As allowed
manner
 As appropriate
 To the satisfaction of the
 As approved
Landscape Architect/
 As directed
 Architect/Engineer
 As indicated
 Shall function as
 As necessary
intended
 As required
 As indicated
 Hereinafter
 Any
 Hereinbefore
 Every
 Herewith
 Should
 Wherein
 Could
 Any
 Please
 All
 Must
SPECIFICATION LANGUAGE Is to

Know the meaning of your words and use them consistently.

•Terms should be defined in the contract.

Furnish – to supply and deliver to the project site, ready to install.

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 Install – to place in position for service or use.
Provide – to furnish and install, complete, ready for use.
ABBREVIATIONS
 Only use on drawings and in schedules when space is
limited
 Every abbreviation must be defined on the Drawing
Legend Sheet.
 Avoid using them in the body of a specification.

Every word in a specification is important.

• Do not: Underline, Bold, Italicize, Highlight
• Do not use color in final specifications.

SPECIFICATION GUIDANCE FOR CONSTRUCTION

When writing architectural specifications getting the basics in place from the
start will help you build a document suitable to your needs. Listed below are
some basic rules to follow when writing your next specification:

1. Always edit your specification to reflect your appointment and the

selected procurement route.
2. Always start from a solid baseline document. Do not take the last project
you prepared a specification for and change the headers and footers.
No matter how vigilant you are, mistakes such as naming the wrong
project, specifying incorrect materials and other basic errors will creep
into your documents.
3. Avoid using the term “or similar approved” in a specification. If you
approve it you are assuming liability for it. Instead use the term ‘or
acceptable equivalent’. By accepting an alternative the responsibility
for Fitness for Purpose moves to the contractor and the architect's
acceptance is for design intent only. If the architect approves, they take
back that responsibility. Normally alternatives are offered for program
or cost reasons and the contractor is responsible for the fact that they are
providing a different product that must be at least as good quality-wise as
the one specified by the architect. If the architect is specifying by
description only, the contractor is obliged to provide the technical
solution which again they have to be responsible for in terms of quality,
performance, appearance and fitness for purpose.

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 4. The proper use of defined terms is important in a specification. Check
your contract.
5. Document / section identification should appear on every page in the
footer for document control purposes.
6. Avoid putting specification clause numbers on your drawings. The use of
product reference codes is recommended which should all be included
on a technical reference sheet (T-Sheet) that links the drawings and
the specification. This makes life much easier when changes are required.
7. Avoid mixing prescriptive and performance specifications, that is, don’t
name a very specific product and then provide performance
characteristics for that product – this is not necessary and creates the
potential for conflict resulting in claims.
8. Avoid specifying temporary works – this is the contractor’s responsibility.
Just specify the need to protect adequately, not how to do it.
9. Remove names of individuals when specifying products and just provide
the company’s details.
10. Remove unfinished clauses and terms such as “if required”. If you are
specifying a specific technical solution then you have to specify
everything.
11. Do not highlight particular clauses by using bold or underlining, as this
indicates that the clause is of special importance and there is no such
thing in a specification, as by default it indicates that everything else is not
so important.
12. Always allow time to have your specifications proof read.

Types of Construction Specifications

There are two types of specifications.

1. General Specifications
2. Detailed Specifications

GENERAL SPECIFICATIONS

General specifications provide a very brief explanation about construction

materials and construction work. Generally, Architect mentioned these
specifications on a drawing, which helps for estimating the construction work.

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These specifications are not a part of contract. These specifications help about
knowing the name of different materials, their ratios, and quantities.

DETAILED SPECIFICATIONS

Detailed specifications convey the requirements of project to contractor

through a detailed explanation of materials and work. It provides a complete
knowledge about the construction material, workmanship of construction work,
ratio of different materials, mixing method, quantity of individual material, how
to prepare the materials and conduct the installation, different testing
requirements to be followed and how work will be measured.

Detailed specifications are a part of contract, that’s why it helps in

understanding the contract. Detailed specifications should be written in a
pattern which is to be followed during execution of work.

TYPES OF DETAILED SPECIFICATIONS

Detailed Specifications are of two types

1. Standard Specifications
2. Special Specifications
STANDARD SPECIFICATIONS

Standard specifications are those which remain same for various types of
projects. These specifications can be used for every project that fall into this
category. Different public sector organizations collect data from various types of
construction work and published data in the form of a book. No need to write
detailed specifications again and again for every project. It saves from mistakes
while writing specifications over and over again.

Detailed specifications help during the preparation of Tender Documents. One

has just to mention the reference number of standard specifications.
SPECIAL SPECIFICATIONS

Sometime construction projects are of special type. Specifications for these

types of projects are not mentioned in detailed specifications book. Consultant
has to write specifications for this type of work. In tender documents these
specifications are written separately under Special Specifications heading.

ORGANIZATION

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Specifications have a specific organization, which allows for a standard location
for the contents of the specification information. Before the standards were
implemented, each engineering/landscape architectural firm had its own
specification writing preferences and habits. This meant chaos for the
contractor. The contractor had to be acquainted with each design firm's own
particular specification organization. The CSI system has reduced this chaos. The
result has been that contractors are able to more efficiently understand the
specifications and have increased the accuracy of their bids.

Architects: A person who designs buildings and in many cases also supervises
their construction.

Bids: process of submitting a proposal (tender) to undertake, or manage the

undertaking of a construction project.

Contract: Are the written documents that define the roles, responsibilities, and
“Work” under the construction Contract, and are legally-binding on the parties
(Owner and Contractor)

Contractor: A person or company that undertakes a contract to provide

materials or labor to perform a service or do a job.

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 Designers: an organisation or individual whose business involves preparing or
modifyingdesigns for construction projects, or arranging for, or instructing

Drafters: a person who makes detailed technical drawings or plans for

machinery, buildings, electronics, infrastructure, sections, etc.

Drawings: Graphically show the components in relation to the rest of the

building and surrounding components

Engineer: A person specially trained to design and build machines, structures,

and other things, including bridges, roads, vehicles, and buildings

Master Format: A list of titles that represent construction practices or work results
that result from the application of skills and procedures to the materials,
products or assemblies.

Specifications: Arequirements for products, materials and workmanship upon

which the contract is based and the requirements for administration and
performance of the project.
REFERENCES:

 www.designingbuildings.co.u
 digitalcommons.unl.edu
 www.engineeringintro.com
 www.archtoolbox.com
 www.pointtopoint.com
 www.bicsi.org

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