How to write a specification(Related to civil construction)

• Specifications are the written requirements for a material, product, or service for a proposed project, like a building, bridge or machine.

• For architectural projects, the specifications are art of the Contract Documents included with the bidding and construction requirements and the drawings.

• This guide/lesson will cover – how to organize specifications,– the types of specification – methods of specification – specific type of language used for writing

specifications.– Few Examples.

Purpose of Specifications

• Specifications should describe the type and quality of every product required for the project.

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

• Specifications should describe the quality of workmanship necessary for the project. This includes – All phases of creation and installation starting with

• manufacturing,• fabrication, • application, • installation,• finishing and adjustment.

• Specifications should include any necessary codes and standards applicable to the project.

• The specifications should also include descriptions and procedures for alternate materials, products or services if necessary. The specification and 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 to Master Format.

• The project manual contains the following elements– Introductory Information– Bidding Requirements– Contracting Requirements– Specifications– Appendices

• Introductory Information– Title 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 Bidders– Bid Forms and Supplements

• Contracting Requirements– Agreement– General Conditions of the Contract– Supplementary Conditions of the

Contract– Bonds and Certificates

• Specifications– Division 01 – General Requirements– Divisions 02– Technical Specifications

• Appendices– Appendices are not included in Master

Format but they are useful for including copies of information, reference documents, existing conditions, photographs 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.• It will also help the contractor,

estimator, inspector, or other reviews find information more easily.

Section Format (Specification section format)• It is a nationally approved, industry-accepted

standard that provides a defined procedure for organization of the specifications section.

• It provides guideline for 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 the same place in each Section.

• Section Format has three separate parts:– Part 1 – General: This section describes

administrative, procedural and temporary requirements specific to this section of specifications.

– Part 2 – Products: This section describes, in detail, the materials, products, equipment, systems or assemblies to be used in the project.

– Part 3 – Execution: This section describes, in detail, any preparatory actions and how the products shall be incorporated into the project.

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 avoid redundancy or contradictions.

• The four methods are:– Descriptive– Performance– Reference Standard– 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 for products 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 descriptive specifications: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– 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 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 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.

• Advantages to using performance specifications:– Only the end result or 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 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:– 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 or

minor projects.– 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)

• 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 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 the project.

3. The specifier must know the standard. Assure that

the standard relates to the current project and does

not present duplicate or conflicting 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:– 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:– There 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

–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 difference between the two

types concerns substitutions are,

• Closed

– 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 products are specified, but other

manufacturers will be considered.

– It is necessary to specify the criteria the alternate

manufacturers will be judged by.

• 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 had 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 best describes the design

intent?–What method is most appropriate for the

project size and complexity?–What method will result in the best

quality of work?–What method will result in the best price

for the work?

Specification Language• Specification language should be precise.

Vague and ambiguous text can be open to multiple interpretations.

• The following 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 sections for specification writing1. Be Clear2. Be Correct3. Be Complete4. Be Concise

1. Be Clear: 1. Use proper grammar. 2. Chose precise words to convey the message.

2. Be Correct: 1. Present information accurately. 2. precisely using proper terminology.

3. Be Complete: 1. Do not out important or necessary information.2. Brevity at the expense of completeness should

be avoided.

4. 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 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.

• 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.

Streamlined WritingThis 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 keywords. Examples: – Adhesive: Spread with notched trowel.– 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 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.

Example 1: Descriptive Specification.

(combined with a reference standard)

– 2.02 MATERIALS

• A. Granite:

– 1. Conform to referenced ASTM C615. Granite shall

be standard grade, free of cracks, seams, or starts

which may impair its structural integrity or function

inherent colour variations characteristic of the

quarry from which it is obtained will be acceptable.

Reference StandardSpecification

Page Format Article (second level)

Page Format Article (third level)

Page Format Article (fourth level)

Example 2:Performance Specifications (combined with reference standard and desriptive)

– 2.02 PERFORMANCE REQUIREMENTS

• 1. Structural Performance:

– Provide dimension stone cladding capable of withstanding the

effects of gravity loads and the following loads and stresses

within limits and under conditions indicated.

• 2. Seismic Performance:

– Provide dimension stone cladding capable of withstanding the

effects of earthquake motions determined according to the UBC–

97, Seismic Zone 2B.

The stone cladding needs to meet the followingPerformance criteria

• 3.Thermal Movements:

– Provide dimension stone cladding system that allows for thermal

movements resulting from the following maximum change

(range) in ambient and surface temperatures by preventing

displacement of stone, opening of joints, overstressing of components,

failure of joint sealants and connections, and other detrimental

effects. Base engineering calculation on surface temperatures of

materials due to both solar heat gain and night time sky heat loss.

» a. Temperature Change (Range): 120 deg F, ambient, 180 deg F,

material surfaces.

• 4.Provisions for Fabrication and Erection Tolerances:

– Allow for fabrication and erection tolerances and for structural

deflections from loads and other causes. Concrete structural

fabrication and erection tolerances are specified in Division 3

Section "Cast-in-Place Concrete."

– 4. Control of Corrosion and Staining:

• Prevent galvanic and other forms of corrosion as well as

staining by isolating metals and other materials from direct

contact with incompatible materials. Use materials that are

non staining to exposed surfaces of stone and joint materials.

• Example 3: Reference Standard Specification

• 1.03 REFERENCES

– A. Comply with the requirements of Section 01090

and as listed herein. See Section 01090 for listed

association, council, institute, society, and the like

organization for its full name and address.

» ASTM C97-96 Standard Test Methods for Absorption

and Bulk Specific Gravity of Dimensional Stone.

» ASTM C99-87(2000) Standard Test Method for

Modulus of Rupture of Dimension Stone.

» ASTM C170-90(1999) Standard Test Method for

Compressive Strength of Dimension Stone.

» ASTM C615-96 Specification for Granite

Dimension Stone.

» ASTM C880-96 Flexure Strength of Dimension

Stone.

» ASTM C1201-91 Structural Performance of

Exterior Dimension Stone. Cladding Systems by

Uniform Static Air. Pressure Difference.

» ASTM C1242-96b Standard Guide for Design,

Selection, and Installation of Exterior Dimension

Stone Anchors and Anchoring Systems.

» NBGQA National Building Granite Quarries

Association, "Specifications for Building Granite"

• Example 4: Proprietary Specification– 1.02 SUBMITTALS• A. Product Data: Manufacturer's technical

data for:

– 1. Blue Stone, smooth faced panel, sizes and

thickness as indicated on drawings; contact:

Terrazzo & Stone Supply, (425) 644-5577 and

(425) 392- 3313. List of related reference

standards Specific manufacturers are named.

Wish you all the best

(See the exercise)

• Show how the following items would be listed in the Bills of Quantities, giving a full

description for each.1. Excavate foundation trenches. 200 m3 2. 200 mm concrete block walls in cm (1:4).

1625m23. 2 coats of emulsion paint on plastered walls.

2489 m2 4. 50 mm x 150 mm softwood joists. 125 m5. Allow for keeping excavations free of ground

water. Item.6. 50 mm x 200 mm chrome push plates fixed to

softwood. 25 No

• Guide read the specification given in ICTAD SCA/4/1– Clause 2.2 Excavations

• Note: The contractor shall visit the site, inspect the trial holes or bores where available, and decide for himself the nature of the ground, subsoil to be excavated and the ground water levels. The furnishing of particulars of trial holes or bores for the information of contractor does not absolve the contractor from his responsibilities nor does it guarantee that similar condition apply on otherpart apply.

• The following sub clauses are including in this clause

• Sub clause 2.2.1-Establishment of levels• Sub clause 2.2.2-Classification of soil.• Sub clause 2.2.3 - Blasting• Sub clause 2.2.4 –antiquities (antiques) and usefull

materials• Sub clause 2.2.5 –Protection• Sub clause 2.2.6 –Reinstatement of damages during excavation• Sub clause 2.2.7 –Anti termite treatment• Sub clause 2.2.8 –Stability of excavation• Sub clause 2.2.9 –Excavations for foundations. • Sub clause 2.2.10 –Disposal of surplus materials• Sub clause 2.2.11 –Dewatering• Sub clause 2.2.12 –Method of dewatering• Sub clause 2.2.13 –Planking and strutting

Instruction

• Select the method of specification (descriptive specifications)

• Refer SCA/4/1 for the specification.• Write general specification in

preamble (see in sample boq).• Write particular specification in BOQ

section.

• There are five steps for preparing descriptive specifications: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)

Example 1: Descriptive Specification

(Slide 12) (combined with a reference

standard)

– 2.02 MATERIALS

• A. Granite:

– 1. Conform to referenced ASTM C615. Granite shall be

standard grade, free of cracks, seams, or starts which

may impair its structural integrity or function inherent

colour variations characteristic of the quarry from

which it is obtained will be acceptable.

Reference StandardSpecification

Page Format Article (second level)

Page Format Article (third level)

Page Format Article (fourth level)

Short notes for excavation• Excavation

– Start from natural ground level.– Depth as stated in drawings.– Special instruction shall be obtained.

• If bearing stratum less/more than indicated in drawings.• Natural bearing stratum characteristic if vastly differs

• Excavation Sloping site– Ex., constn and Bckfl

• Start from lower location• Direct to higher location

– Bed shall be stepped

• Ex. Shall – made Correct

• profile shown in drwng• levels shown in drwng

– Trimmed to exact shape

• Distributed material or debris – shall removed– Not be placed closer than one metre from outer edge

• Bed of the exctvng– Shall consolidated by watering and trimming– Shall generally horizontal– If soft/defective spots Shall be dugout and fill lean

concrete or other material as direct by OIC– If over excavate fill up the exctvng to proper level with

lean concrete or other mat as direct by OIC

• OIC– Inspect exctvng before

• Further work• Concrete• Back fill

– Deteriorated surfaces after exctvng shall be• removed as direct by OIC• Removed and replace with conc. or any other mat as direct by

OIC• Rectify contractors own expenses if it is caused by contractors

negligence.

– Contractor shall take sufficient precautions against deterioration

• Writing specification for item no 1 (Excavation)– Step 1-Read summary of the specification of

excavation,– Step 2- Read the example Boq of given above– Step 3- Write specification/works description for

the excavation item given

• Writing specification for item no2 (Block work)– Step 1-Read summary of the specification of Block

work, ..\..\aCITY & GUILDS\Measurement\6.4 Guide read the specification given in ICTAD SCA4.docx

– Step 2- Read the example Boq of given above– Step 3- Write specification/works description for

the excavation item given