Russell W. Faust, P.E.

Course Outline

Specifications need not look like the New York City telephone directory or read like the Internal Revenue Code. This one hour online course is designed to provide useful ideas and links to sources of generic specification elements for working architects, engineers, and many consultants in other fields who are called upon to write specifications.

A short quiz follows, designed to reinforce the main ideas needed to produce specifications which which can be read, and used, on a wide range of projects.

Learning Objective

At the completion of this course, the student will:

• Be able to "write" specifications in a more efficient manner.
• Have reviewed useful ways to avoid blunders and errors which can lead to contractor claims and even wasteful law suits.
• Be aware of useful sources of "generic" specifications.

Course Introduction

Course Content

The Audiences

As in most technical writing, your first task is to identify the people who will read and use your specifications. The Contractor, is of course, your primary audience. For this reason, nearly everything in the specification document is directed to him or her. This greatly simplifies the writing process by enabling you to write most sentences as "commands" or "directives to the Contractor". This is discussed in more detail below.

Others who may read and use your specifications are:

• other engineers or architects
• material suppliers
• regulatory agency people
• subcontractors and manufacturers

Formats

The structure of your specifications can go a long way toward making them readable and usable. It serves as the skeleton which you flesh out with the specific detail needed to accomplish the construction.

Many formats are available, but one which has evolved into wide use among architects especially, is the CSI family of generic specifications. A sample section is included in Appendix A at the end of this course.

The CSI format has three main sections:

General, including a "scope of work", related sections, measurement and payment, records and submittals.
Section 2 generally describes products and materials to be used in the work.
Finally, Section 3 describes the execution of the work, i.e. how the work is to be done. For some kinds of work this may also be the place to specify equipment to be used.
The advantages of this format seem obvious. It is widely applicable to many kinds of construction. It also acts as a checklist to the writer reminding him or her of the things which must be included in virtually every section of the specifications.

In addition, this style makes the specifications easy to scan and very consistent from one section to the next.

In the next section, again return to this CSI example in Appendix A at the end of the course, and note how the style of the writing contributes to clarity and conciseness.

Styles

Command Sentences

The CSI specifications use command type sentences extensively. All directives are assumed to be addressed to the Contractor. In a few instances it may be necessary to address other members of the construction team but these are exceptions. Note that no sentence begins with the tedious "The Contractor shall…" or " Except as otherwise directed…" .

Verbs

The key to this style of writing is to make most sentences begin with a verb. Verbs are the action words of the English language and, when used, automatically require use of the active voice rather than the passive voice. These kinds of sentences tend to be shorter, clearer and more direct.

It would be difficult indeed to misunderstand a sentence such as, "Stake and flag locations of known utilities."

Useful Phrases

Clearly, the CSI format and style lends itself well to brevity. Many of the sections consist of only phrases. Meaning can be conveyed without the need to write complete sentences. Again, this is the result of understanding that all sections are meant to be directives to the contractor, eliminating the need to repeatedly refer to him or her.

Other ways the CSI style helps is by defining several repetitious phrases up front. Examples include:

"as shown" which always means as shown on the plans, drawings, shop drawings or other graphical elements of the contract documents.

"as directed" always means as directed or ordered by the Architect or Engineer.

"as required" always means as required by some other part of the contract documents which may include reference specifications or manufacturer’s recommended practice.

Confusing and Unneccessary Phrases

Specifications all too often contain confusing phrases easily misunderstood or simply wasteful of everyone’s time. An example might be the phrase, " unless otherwise shown or directed".

After reading this phrase, the typical bidder will immediately ask him or herself what it means. Does it mean there is some detail of the plans which is different than all the other similar details? Does it mean that the architect may arbitrarily require some construction different from that shown or specified. Does the bidder have to hunt through all the documents looking for such exceptions to the general rules ? If the bidder doesn’t find the exception because there are no such exceptions, everyone’s time is wasted with unnecessary questions.

Phrases which create doubt in the mind of the bidder/contractor will always cause confusion and usually lead to higher costs or requests for change orders later. In extreme cases they can lead to lawsuits.

Prescriptive vs. Objective

Both kinds of specifications may be used on any particular project, although objective specifications should be favored.

Prescriptive Example

Remember, however, that even when a prescriptive specification is used it is a good idea to avoid lengthy explanations and background information which is of no use to the contractor. You want to tell the Contractor what he is to do not why he is to do it. Such details tend to add "word weight" to the specifications without adding clarity.

Specifications which require not only that some work be done, but which also detail the means for accomplishing that work are prescriptive. Such specifications are appropriate in some cases, however. For example, the specifications for pressure testing a water main are usually written this way. The water supplier, in order to be consistent on all projects, will usually provide this test procedure. The procedure will ordinarily have been developed over many years and be pretty close to a standard.

Objective Example

Generally it is a good idea to give the contractor as much freedom as possible in performing the work. Doing so will almost always result in lower costs and good contractors can be very innovative in devising ways to get the work done. For this reason, it is a good idea to specify the results desired without dictating procedures. Most specification sections can be written this way, and should.

Tying the Specifications to the Bid

All types of contracts require linking the specifications to the payments to be made to the contractor, based on his or her bid. Unit Price Contracts do this most easily, but Lump Sum Contracts, Cost Plus Contracts, Force Account Work and Design Build Contracts can all benefit from a consistent format such as CSI’s.

Unit Price contracts are the most commonly used type, especially in Civil work. They allow for bidding when the exact amount or extent of the work cannot be precisely defined before construction begins. Unforeseen conditions can be handled efficiently and fairly under such contracts.

In particular, when reviewing Appendix A, notice that each section has a "scope of work" element. This provides the writer with the opportunity to describe what is included in the work and what is included in other work items. It also allows the creation of "incidental" items for which no separate or direct payment is to be made.

Also, each section has a measurement and payment section which can be used to clarify what will and won’t be paid for. Even if the contract is Lump Sum this can be used to make reasonable estimates of percent completion for progress payments and reports to the Owner.

Precedence

The plans, specifications, shop drawings and other contract documents are intended to completely describe the work. Conflicts among them easily can, and do, arise. Many specification writers attempt to resolve these in advance by declaring an order of precedence among them. Typically, this may read something like this:

"If there is a conflict between contract documents, the document highest in precedence shall control. The precedence shall be: first, permits from other agencies as may be required by law, second , Special Provisions, third, Plans, fourth……………………………………. Sixth, reference specifications."

Recently the trend has been away from such specific requirements for one simple reason. We do not know, before they are revealed, what problems will arise. Declaring a specific order presumes we know how best to solve a problem, before we know what the problem is!

Consider using a different approach. The following has been found to work well on many contracts and is suggested.

"If a conflict, error, omission, or lack of detailed description is discovered in the contract documents, the Contractor shall immediately notify the Engineer (Architect) and request clarification. The Engineer (Architect) will resolve the conflict and make any corrections or interpretations necessary to fulfill the intent of the plans and specifications."

Drawings, Tables and Forms

A set of construction plans may be thought of as a set of graphical instructions to the builder. Specifications, and notes on the plans, are the verbal instructions. When we wish to describe some physical object or condition the plans are the logical place to convey that information. They are also the most efficient means for doing so. Things like size, shape, dimensions, tolerances, spatial relationships among components, etc. are best "shown" rather than being described in words. To understand this simply imagine trying to describe the entire project using only words; no pictures allowed. Your description would run on for thousands of pages and would probably end up being unintelligible to anyone, including yourself.

Also, recognize that the plans are the principle means you have for communicating to the builder, and others, what it is you intend to create. Specifications produced for a project tend to be voluminous and are seldom read or referred to once construction begins. But the plans are consulted daily by everyone involved in the construction process.

If your goal is to present information in a concise fashion, then drawings, tables, forms and similar graphic elements belong in you specifications. Again, the CSI format lends itself well to this kind of brevity.

Here are two or three simple samples of information you might consider including in the specifications on your next project.

Example 1: Soils Information

Example 2: A Simple Table

Example 3: Standard Drawing of a Fire Hydrant

Appendix A follows.

Appendix A - Sample CSI Specification for Site Work

SECTION 02211

ROUGH GRADING

PART 1 GENERAL

1.1 SECTION INCLUDES

A. Removal of topsoil and subsoil.

B. Cutting, grading, filling, compacting, the roadbed, driveway, sidewalk and other areas to paved or improved.

C. Removal of existing pavement, curbs, drainage structures and incidentals are also included in this pay item.

1.2 RELATED SECTIONS

A. Section 01025 - Measurement and Payment: Requirements applicable to unit prices for the work of this section.

B. Section 01400 - Quality Control: 01410 - Testing Laboratory Services

C. Section 02110 - Site Clearing.

D. Section 02207 - Aggregate Materials.

E. Section 02229 - Rock Removal.

F. Section 02225 - Trenching: Trenching and backfilling for utilities.

G. Section 02923 - Landscape Grading: Finish grading with topsoil to contours.

1.3 UNIT PRICE - MEASUREMENT AND PAYMENT

A. General Excavation, unclassified: By the cubic yard. Includes] stockpiling, scarifying substrate surface, placing where required, and compacting.

B. Rock Excavation: By the cubic yard. See Section 02229.

1.4 REFERENCES

A. AASHTO T180 - Moisture-Density Relations of Soils Using a 10 lb (4.54 kg) Rammer and an 18-in. (457 mm) Drop.

B. ASTM C136 - Method For Sieve Analysis of Fine and Coarse Aggregates.

C. ASTM D698 - Test Methods for Moisture-Density Relations of Soils and Soil-Aggregate Mixtures, Using 5.5 lb (2.49 Kg) Rammer and 12 inch (304.8 mm) Drop.

D. ASTM D1556 - Test Method for Density of Soil in Place by the Sand-Cone Method.

E. ASTM D1557 - Test Methods for Moisture-Density Relations of Soils and Soil-Aggregate Mixtures Using 10 lb (4.54 Kg) Rammer and 18 inch (457 mm) Drop.

F. ASTM D2167 - Test Method for Density and Unit Weight of Soil in Place by the Rubber Balloon Method.

G. ASTM D2419 - Test Method For Sand Equivalent Value of Soils and Fine Aggregate.

H. ASTM D2434 - Test Method For Permeability of Granular Soils (Constant Head).

I. ASTM D2922 - Test Methods for Density of Soil and Soil-Aggregate in Place by Nuclear Methods (Shallow Depth).

J. ASTM D3017 - Test Methods for Moisture Content of Soil and Soil-Aggregate Mixtures.

1.5 QUALITY ASSURANCE

A. Perform Work in accordance with State of Oregon and City of Silverton Public Works standards.

1.6 PROJECT RECORD DOCUMENTS

A. Accurately record actual locations of utilities remaining by horizontal dimensions, elevations or inverts, and slope gradients.

PART 2 PRODUCTS

2.1 MATERIALS

NOT USED

PART 3 EXECUTION

3.1 EXAMINATION

A. Verify site conditions under provisions of Section 01039

B. Verify that survey bench mark and intended elevations for the Work are as indicated.

3.2 PREPARATION

A. Identify required lines, levels, contours, and datum.

B. Stake and flag locations of known utilities.

C. Locate, identify, and protect utilities that remain, from damage.

D. Protect above and below grade utilities that remain.

E. Protect plant life, lawns, and other features remaining as a portion of final landscaping.

F. Protect bench marks, survey control points, existing structures, fences, sidewalks, paving, and curbs from excavating equipment and vehicular traffic.

3.3 SUBSOIL EXCAVATION

A. Excavate subsoil from areas to be further excavated or re-graded.

B. Do not excavate wet subsoil.

C. When excavating through roots, perform work by hand and cut roots with sharp axes.

D. Remove from site any subsoil not being reused.

E. Stability: Replace damaged or displaced subsoil to same requirements as for specified fill.

3.4 FILLING

A. Install Work in accordance with State of Oregon and City of Silverton standards.

B. Fill areas to contours and elevations with unfrozen materials.

C. Place fill material on continuous layers and compact in accordance with the schedule at end of this section.

D. Maintain optimum moisture content of fill materials to attain required compaction density.

E. Make grade changes gradual. Blend slope into level areas.

F. Remove surplus fill materials from site.

3.5 TOLERANCES

A. Top Surface of Subgrade: Plus or minus 1/10 from required elevation.

3.6 FIELD QUALITY CONTROL

A. Section 01400 - Quality Assurance: Field inspection and testing.

B. Testing: In accordance with AASHTO T180

C. If tests indicate Work does not meet specified requirements, remove Work, replace and retest.

3.7 SCHEDULES

A. Subsoil Fill:

Fill Type : Maximum 8 inches compacted depth.
Compact to minimum 95 percent of maximum density.

Once you finish studying the above course content, you need to take a quiz to obtain the PDH credits.