Understanding the Specifications

The Role of the Specifications

Are part of the contract documents, along with the working set of drawings; they
define in detail the processes and materials for the project.

Technical information about the quality of materials and workmanship is not always
incorporated on the drawings themselves, because of a lack of space and the need to
maintain clarity.

For most light commercial and many upscale residential projects, working drawings are
issued with a separate set of specifications in a bound project manual.

Even the simplest projects have some specifications, whether incorporated on the
drawings or issued as a separate document to guide the contractor and
subcontractors.
Understanding the Specifications
The specs perform a variety of functions, including:

• Serving as the legal basis for the Contract for Construction

• Defining the quality or grade of materials to be used in the project
• Defining the acceptable workmanship or providing standards to judge
workmanship
• Providing guidelines for resolving disputes between parties to the contract
• Providing a basis for accurately estimating cost
• Complementing the graphic portion of the project, the drawings
Understanding the Specifications
The specs are intended to be used in conjunction with the drawings. If the drawings
are the quantitative representation of the project shown in a graphic format, then the
specs are the qualitative requirements of the project described in a written document.

The specifications serve as a basis for bidding and performing the work.

In the past, if there was a discrepancy between the specifications and the drawings,
the specifications generally took precedence. This is no longer always the case.

Many specifications now state that when there is a discrepancy between the plans and
specifications, whichever results in the greater quantity, is more expensive, or is of
greater benefit to the project will supersede.
Understanding the Specifications
Technical Specifications

Defines the scope, products, and execution of the work providing the estimator with
the necessary information (in a highly organized and industry-accepted format) to
accurately price and build the structure.

Provide the following information for each activity:

• Administrative requirements
• Quality or governing industry standards
• Products and accessories
• Installation or application procedures
• Workmanship requirements
Understanding the Specifications
Part 1, General

The general section of the specifications, provides a summary of the work included
within that particular section. It ties the technical section to the General Conditions
and Supplementary General Conditions of the contract, an essential feature in
maintaining continuity between the general contractor and the subcontractors.

It defines the scope of work that will be governed by this technical section, including,
but not limited to, items to be furnished by this section only or furnished by others and
installed under this section. It also identifies other technical sections that have
potential coordination requirements with this section and defines the required
submittals or shop drawings for the scope of work described in this section. Part 1 also
establishes critical procedures for the care, handling, and protection of work within
this section, including such ambient conditions as temperature and humidity. If
applicable, it addresses inspection or testing services required for this scope of work.
Understanding the Specifications
Part 2, Products

Deals exclusively with the products and materials to be incorporated within this
technical section of the work. For products that are directly purchased by the
contractor from a manufacturer or supplier, the items can be identified using one of
four methods:

• Proprietary specification
• Performance specification
• Descriptive specification
• Specification compliance number
Understanding the Specifications
Part 2, Products
• Proprietary Specification
These specifications spell out a product by name and model number.
Proprietary specifications have the unique advantage of allowing architects or
owners to select a product they desire or have used successfully on prior projects.

The advantage of requiring specific products is the level of reliability they provide.

The disadvantage is that they eliminate open competition.

To help reduce the exclusivity of the proprietary spec, the architect often adds
phrasing called the “or equal” clause, which allows limited competition. While the
“or equal” clause opens the door to some competition, it can be risky, as it puts the
burden of equality on the proposing party (the contractor or the subcontractor, or
even the vendor) who proposes the substitution.
Understanding the Specifications
Part 2, Products
• Performance Specification
An alternate method of specifying products and materials is based less on
makes and models and more on the ability to satisfy a design requirement or
perform a specific function.

This approach allows healthy competition among various manufacturers that have
a similar line of products. It ensures competitive pricing and more aggressive
delivery schedules. Performance specs can identify products by characteristics,
such as size, shape, color, durability, longevity, resistivity, and an entire host of
other requirements.

You should be able to prove performance compliance with comprehensive facts

and evidence, such as copies of pertinent tests and their results, and
manufacturers’ data.
Understanding the Specifications
Part 2, Products
• Descriptive Specification
The third method of specifying a product or process is by using descriptive
specifications, which are written instructions or details for assembling various
components to make up a system or assembly.

Most often, descriptive specifying is used for generic products such as mortar or
concrete. Frequently, no manufacturers’ or proprietary names are mentioned or
needed.
Understanding the Specifications
Part 2, Products
• Specification Compliance Number
Another method of product specification is by the use of a federal, ASTM,
or other testing agency reference number.

This method tends to be a favorite choice of the military. It holds the product to a
very strict set of guidelines or tolerances established through testing.
Understanding the Specifications
Part 3, Execution

Deals exclusively with the method, techniques, and quality of the workmanship. This
section makes clear the allowable tolerances of the workmanship. The term tolerances
refers to plumb, straight, level, or true.

The Execution section should also describe any required preparation to the existing
surfaces in order to accommodate the new work, as well as a particular technique or
method for executing the work.

Also addresses issues such as finetuning or adjustments to the work after initial
installation, general cleanup of the debris generated, final cleaning, and protection of
the work once it is in place. Some sections of Part 3 may identify any ancillary
equipment or special tools required to perform the work, such as staging or
scaffolding.
Conflicts Between Drawings and Specifications
Clarifying any discrepancies helps to maintain a fair and equal process.

Specifications were once considered to supersede the plans because of the detail in
the English language. No longer is that the case.

There is new contract language that roughly states: In the event of a discrepancy
between the plans and specifications, the greater quality or greater quantity shall
prevail.
Modifications to the Contract Documents
Addenda

The bidding process often produces questions that require answers or clarification
from the architect or engineer. Any changes to the contract documents made during
the bidding period (the time period beginning on the date the drawings are issued and
ending on bid day) in the form of modifications, clarifications, or revisions, for any
reason, are called addenda.

Addenda must be issued in writing and will automatically become part of the contract
documents, complete with all of the benefits of the Contract for Construction and the
General Conditions of the Contract.
Modifications to the Contract Documents
Addenda

Addenda should, at a minimum, contain the following information:

• Number of the addendum and date of issue

• Name and address of the architect and/or engineer
• Project name and location
• Names of bidders to whom the addendum is addressed
• Contract documents that are to be modified
• Explanation of the addendum’s purpose
Modifications to the Contract Documents
Addenda

Bid forms include an area for bidders to acknowledge addenda, and failure to do so
could render the bid nonresponsive.

Be sure to evaluate how each addendum will affect the bid price. As addenda can
affect the bids of all parties involved, subcontractors and materials suppliers should be
made aware of any addenda, so they can adjust their bids accordingly.
Modifications to the Contract Documents
Alternates

Often, owners want to see how a change in materials, method of construction, or

addition or subtraction of work will affect the project’s price. This information is
presented in the form of additions or deletions to the base price, called alternates.

Typically, the alternate is listed at the end of the specification section that is affected
by it and also in Division 1 under the section Alternates. Be sure to include the increase
or decrease in cost for all work, including all taxes, labor burden, and overhead—both
direct and indirect costs and profit.

The actual price of the alternate is the difference between the two. In some cases, the
addition or deletion of large scopes of work by alternates can have a tremendous
effect on the project’s duration, thereby increasing or decreasing overhead and other
time-sensitive costs of the project.
Modifications to the Contract Documents
Allowances

Occasionally, as the contract documents are ready to be issued, certain items have yet
to be finalized and are not ready for inclusion in the bid set. Rather than leaving the
item out altogether, the designer includes a cash allowance.

Typically, it is clearly stated what the allowance is for: materials, furnished and
delivered only; materials and labor; or the entire scope of work. If there is any doubt,
request clarification.

At the completion of the project, the actual cost is computed for items included as
allowances, savings are returned to the owner, and overages are added to the contract
price.
Modifications to the Contract Documents
Unit Prices

In the course of design for some projects, architects or engineers are sometimes
unable to provide sufficient detail to the drawings so that the estimator can determine
an exact quantity of a certain task or activity.

In an effort to at least establish the cost of this work for postbid purposes, unit prices
are requested and submitted as part of the bid form or proposal. Unit prices are
included on the bid for each item by a unit of measure. The unit price should always
include markups for taxes, insurance, overhead, and profit.

Always try to calculate the approximate quantity of the task, as unit prices tend to
decrease as the quantity increases, a concept referred to as economy of scale.
Frequently, the unit price may be tiered based on stipulated quantities.
Modifications to the Contract Documents
Unit Prices

In the course of design for some projects, architects or engineers are sometimes
unable to provide sufficient detail to the drawings so that the estimator can determine
an exact quantity of a certain task or activity.

In an effort to at least establish the cost of this work for postbid purposes, unit prices
are requested and submitted as part of the bid form or proposal. Unit prices are
included on the bid for each item by a unit of measure. The unit price should always
include markups for taxes, insurance, overhead, and profit.

Always try to calculate the approximate quantity of the task, as unit prices tend to
decrease as the quantity increases, a concept referred to as economy of scale.
Frequently, the unit price may be tiered based on stipulated quantities.
Conclusion
Once you have reviewed and studied the plans, specifications, and any addenda and, if
appropriate, conducted a site visit, then the quantity survey or take-off can begin.

Remember that specifications are to be used in conjunction with the plans. The plans
are the quantitative representation of the project, and the specifications are the
qualitative representation of the project.

Combined, there should be adequate information both in quantity and in quality for
the estimator to determine the value of an item of work or the entire project.