Doing Specifications

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How to Write Specifications

Specifications are the written requirements for a material, product, or service for aproposed project, like a building, bridge or machine. For architectural projects, the

specifications are part of the Contract Documents included with the bidding and construction

requirements and the drawings. This guide will cover what how to organize specifications, thetypes of specification methods and specific type of language used for writing specifications.

Purpose of Specifications

Q Specifications should describe the type and quality of every product required for theproject.

Q The specifications should describe the requirements for fabrication, erection,application, installation and finishing.

Q Specifications should describe the quality of workmanship necessary for the project.This includes all phases of creation and installation starting with manufacturing,

fabrication, and application, through installation, finishing and adjustment.Q Specifications should include any necessary codes and standards applicable to the

project.Q The specifications should also include descriptions and procedures for alternate

materials, products or services if necessary.

Organization of the Project Manual

Contract Documents contain the bidding and construction requirements, drawings

and specifications. The project manual is the bound written portion of the Contract

Documents. The project manual is typically organized according toMasterFormat*. The

project manual contains the following elements:

Introductory InformationTitle Page

Certifications Page

Table of Contents

Guide to Use of the Project Manual(used by many specifiers)

Bidding Requirements

Bid Solicitation: Advertisement/Invitation to Bid

Instructions to Bidders

Information Available to BiddersBid Forms and Supplements

Contracting Requirements

Agreement

General Conditions of the Contract


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Supplementary Conditions of the Contract

Bonds and Certificates

SpecificationsDivision 01General Requirements

Divisions 02 through 49

Technical Specifications

Appendices

Appendices are not included inMasterFormatbut they are useful for

including copies of information, reference documents, existing conditionsphotographs or example forms for use in administration.

Organization of Specifications

It is important for the specifications section of the project manual to be arranged

in an orderly and comprehensive format. If the section is organized clearly and follows a

defined procedure it is less likely that the specifier will overlook or forget something. Itwill also help the contractor, estimator, inspector, or other reviews find information more

easily.

SectionFormat is a nationally approved, industry-accepted standard that provides

a defined procedure for organization of the specifications section. It provides guidelinesfor the arrangement of information within the technical section of specifications. The

concise orderly method reduces the chance for omissions or duplication of information

and it assists users of the document by consistently locating similar information in thesame place in each Section. SectionFormathas three separate parts:

Part 1General: This section describes administrative, procedural and

temporary requirements specific to this section of specifications.

Part 2Products: This section describes, in detail, the materials,

products, equipment, systems or assemblies to be used in the project.

Part 3Execution: This section describes, in detail, any preparatory

actions and how the products shall be incorporated into the project.

To go along with SectionFormatisPageFormat. PageFormatis a standardized

presentation of text for each page of a specification Section. It provides a concise and

orderly arrangement of Articles, Paragraphs and Subparagraphs and it addresses thephysical arrangement on the page, such as margins, indents, headers and footers. The

following list is the levels of organization forPageFormat:

PageFormatLevels

PART 1GENERAL LEVEL (First Level)


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1.01 ARTICLE (Second Level)

A. Paragraph (Third Level)

1. Subparagraph (Fourth Level)a. Subparagraph (Fifth Level)

1) Subparagraph (Sixth Level)

Types of Specifications

There are four methods of specifying. There is no defined rule for using one

method over another or about combining methods, but care should be taken to avoidredundancy or contradictions. The four methods are:

Q DescriptiveQ PerformanceQ Reference StandardQ Proprietary

Descriptive Specifications

Under this method of specifying the exact properties of the materials and

methods of installation are described in detail without using proprietary or

manufacturer's names. Descriptive specifications are commonly used forproducts for which no standards exist, on projects where using proprietary names

is restricted, and in situations where the Architect/Engineer want to exercise tight

control over the specified work. There are five steps for preparing descriptivespecifications:

1. Research available products2. Research the important features required for the product.3. Determine which features to describe in the specification and

which features to show in the drawings.

4. Describe the important features.5. Specify quality assurance measures (i.e. submittals, certifications,

testing or inspection activities)

Advantages to using descriptive specifications:

Q Descriptive specifications specify exactly what the design intends.Q They are applicable to all conditions, methods or situations of a

project.Q They are applicable to all sizes and types of projects.Q They permit free competition because they do not restrict the use

of specific products or manufacturers.


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Disadvantages of descriptive specifications:

Q They require the specifier to take special care in describing thedesign intent in order to achieve the desired results.

Q Descriptive specifications tend to take up more space because theyrequire more verbiage than other methods.

Q

They may be more time consuming than other methods to createand write.Q They are being used less often as more complete reference

standards are being developed and implemented.

Performance Specifications

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 canbe 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 economicalconstruction. They are also used to supplement other specification methods.

Advantages to using performance specifications:Q Only the end result or design intent is specified, this gives the

Contractor flexibility in selecting and applying products.

Q They permit free competition.Q They can be applicable in all types and sizes of projects.Q Performance specifications 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:

Q They can be time consuming to produce and may result in long,detailed specifications.

Q They are more difficult to enforce than other methods ofspecifying.

Q They may be too elaborate for simple or minor projects.Q Performance specifications delegate the technical responsibilities

to the construction industry, where the Contractor instead of the

Architecture/Engineering firm is responsible for the results. (This

is both an advantage and disadvantage because it depends whowants certain responsibilities and control.)

Reference Standard Specifications

Under this method reference is made to an established standard defined by

associations very knowledgeable about a certain part or phase of construction.

Reference standard specifications are used for "commodity" products in the


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marketplace, where brand names are not important. Steps for preparing reference

standard specifications are:

1. The standard must be recognized as authoritative by the industry.2.

The standard must be available to all parties involved in theproject.

3. The specifier must know the standard. Assure that the standardrelates to the current project and does not present duplicate orconflicting information.

4. Establish a date of the standard.5. Incorporate the standard correctly into the specifications.6.

Enforce the requirements of the standard.

Advantages to using reference standard specifications:

Q The standard is usually widely known and accepted by theindustry.

Q They do not limit competition.Q They dramatically shorten the length of specifications.

Disadvantages to using reference standard specifications:

Q There may be no appropriate standard to reference, becausestandards are written for the most commonly used and generally

available products.Q Standards generally refer to the minimum requirements.Q The standard may become obsolete or out-of-date, because of

advances and changes in technology and the creation of newproducts.

Q They require a lot of research and care in use.Q They must be incorporated properly, including all supplementary

information.

Proprietary Specifications

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. There are

two types of proprietary specifications, closed and open. The primary differencebetween the two types concerns substitutions.

Closed


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Closed specifications generally prohibit substitutions. One or

more products are specified, and no substitutions will be considered.

Open

Open specifications permit substitutions. One or more productsare specified, but other manufacturers will be considered. It is necessaryto specify the process and criteria the alternate manufacturers will be

judged by.

Advantages to using proprietary specifications:

Q They allow for close control of product selection.Q The drawings can be more complete and more detailed because

they can be prepared based on precise information from theselected manufacturer.

Q The specification can be shorter.Q

They simplify the bidding by narrowing competition andeliminating product pricing as a major variable.

Disadvantages to using proprietary specifications:Q They reduce the competition.Q They may specify products the Contractor is not familiar with or

has had little experience with.Q Care should be taken to assure no error is made when specifying

model numbers or product designations.

Nonrestrictive Specifications

Nonrestrictive specifications are used when public authorities restrict the

use of proprietary specifications. Either a different method needs to be used that

can be met by several manufacturers, or 2 to 3 manufacturers must listed asadditional possibilities in a proprietary specification.

Selecting a Method of Specifying

The following questions are helpful to consider when trying to decide which

method of specifying is most appropriate.Q What does the Owner require?Q What method best describes the design intent?Q What method is most appropriate for the project size and complexity?Q What method will result in the best quality of work?Q What method will result in the best price for the work?

Specification Language


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Specification language should be precise. Vague and ambiguous text can be open

to multiple interpretations. This section covers how to be precise and clear when writing

specifications and it includes a few things to avoid and how to be concise and save space.

Four important Cs for specification writing

Q Be Clear: Avoid ambiguity, use proper grammar and chose precise words toconvey the message.

Q Be Correct: Present information accurately and precisely using properterminology.

Q Be Complete: Do not out important or necessary information. Brevity at theexpense of completeness should be avoided.

Q Be Concise: Eliminate unnecessary words but at the expense of clarity,correctness, completeness or grammar.

Sentence Structure

Imperative Mood

Imperative mood puts the verb that defines the action as the first word inthe sentence. It is the recommended method for specifications covering

installation of products and equipment. It is easily understandable and concise.

Examples: Spreadadhesive with notched trowel.

Installequipment plumb and level.

Apply two coats of paint to each exposed surface.

Indicative Mood

Indicative mood uses the passive voice with the use of the wordshallinnearly every sentence. Sometimes this can create unnecessary wordiness and

monotony.

Examples: Adhesiveshallbe spread with notched trowel.

Equipmentshallbe installed plumb and level.

Two coats of paintshallbe applied to each exposed

surface.

Streamlined Writing

This technique uses a colon (:) to meanshallorshall be. Streamlinedspecifications are very concise and clear to read. The subject before the colon is helpful

when scanning the specifications for keywords.

Examples: Adhesive: Spread with notched trowel.


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Equipment: Install plumb and level.

Portland Cement: ASTM C 150, Type 1

Words to Avoid

Typically the articles a, an and the are not necessary and can be deleted whereclarity is not diminished. Avoid making an article or pronoun out of the following words;such,said, andsame. The use of the word allis usually unnecessary.

Avoid: Install the equipment plumb and level.Such accessories shall be silver plated.

Polishsaidfloor with wax.

Polish same floor with wax.

Store allmillwork under shelter.

Example

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