Contract, Specification and Quantity Surveying

1. Specifications
1.1. Introduction
Specification is defined as the designation or statement by which written instructions are given
distinguishing and/or limiting and describing the particular trade of work to be executed.
In terms of an engineering project a specification contains a detailed written description of the
quality of materials and workmanship necessary to complete the work. In the construction activity
therefore, the scope of the work that is described in drawings includes such information as
dimensions, form, or details while the specifications provide the description of the qualities of
materials for construction.
Information that is best transmitted in written form is addressed in the specification while that
which is best transmitted graphically will be addressed in drawings where both are so defined as
to be mutually complementary and understood in conjunction. In other words, drawings show what
is to be done in graphics form, specifications show how it is to be done by furnishing written
descriptions to supplement the drawings.
Generally, specifications are written instructions which supplement the drawing to set forth the
complete technical requirements of the work. Therefore, drawings and specifications in
combination define the project in sufficient detail to enable the carrying out of the works.
Drawings and specifications should complement each other and neither should overlap or duplicate
the other. Specifications are devices for organizing the information showed on the drawings and
they are written descriptions of the legal and technical requirements forming the contract
document.
The main difference b/n specification and drawing is that drawings should generally show the
following:

 Dimensions, extents, size, shape, and location of component parts.

 Location of materials, machineries and fixtures.
 Interaction of furniture, equipment and space.
 Schedules of finishes, windows and doors.

Specifications generally describe the following:

 Type and quality of materials, equipment, labor or workmanship

 Methods of fabrication, installation and erection
 Standards, codes and costs
 Allowance submittals and substitutions
 Cost included, insurance and bonds
 Project record and site facility

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Specifications are written based on the prepared design, drawings, general and scientific trends of
workmanship, quality expected, equipment involved, and materials to be used for the particular
trade of work. The specifications should clearly specify:

 Design and drawing

 Labor employment
 Materials to be used
 Construction method
 Equipment used

Specifications should be clear, concise, and brief description of what is required to execute the
proposed trade of work.
1.2. Purpose of specification
The purpose of specifications generally include:

1. Guide the bidder at the time of tendering to arrive at a reasonable cost for the work.
2. Provide guidance for the execution of the work
3. Guide contractor for the purchase of materials
4. Serve as part of contract document to limit and describe the rights and obligations of
each contracting parties.
5. Guide the bidder to identify his capacity to execute the work
6. Serve as fabrication and installation guide for temporary and permanent works.
7. Guide the contractor for purchase and/or hiring of equipment.
8. Serve the owner to know what she/he is intended to receive.
9. Serve for the manufacturers of construction materials, equipment, tools etc. to grade,
classify, and improve qualities of their products.
10. Indicates method of testing and acceptance of final products.
11. Guide parameters for rejection of non-conforming works.
12. Indirectly, the specifications are very much related to the legal considerations,
insurance considerations, bidding requirements, alternates and options, rights,
obligations and remedial measures for the contracting parties.

Note: in the events of conflicts between specification and drawings, the specification governs. A
clearly written specification will enable proper quality control and avoid disputes in administering
construction projects.
1.3. Types of specification
In general, specifications can be broadly classified into four categories:

1. Manufacturer’s specification: Manufactures prepare specification of their

product for guidance of their users, which may include property description and
installation guide lines.
2. Guide specification: specification prepared by an individual or group of
individuals based on manufacturer’s specifications, established trends of

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workmanship, service and laboratory tests and research findings to be used as

guide lines for preparation of contract specification.
3. Standard specification: specifications which are intended to be used as
reference standard in the construction of a project. The guide specification
which has been standardized by recognized authority.
4. Contract (Project) Specification: The specification prepared for a particular
project to accompany the drawings and other contract documents.

The specifications described above can be prepared following the format which has general and
specific parts (General Specification and Specific Specification).
In the general part of the specification the following items are included:

 Administrative and Procedural Requirements

 Scope, Definition
 Reference Organization and Standards
 Project Description, Site facilities
 Submittals and quality assurance
 Delivery, storage and handling
 Project records, Insurances other general requirements

In the specific part of the standard specification the following are included:

 Detailed description of the quality of items to be used

 Preparatory actions and methods of incorporating the items

“Technical Specification and Methods of Measurement for Construction of Buildings”, of March

1991 is the standard specification which has been used as one of the contract documents in our
country.
Specification can also be classified as Material and Workmanship Specification and Performance
Specification.

A. Material and Workmanship Specifications: This form of specification includes,

 The description of the scope of the works,
 The general and specific requirements that are necessary for the execution of
the work,
 Material requirements,
 Construction details, and
 Method of measurement and payments for completed works.
Material Specifications: For some items may focus on the physical and or chemical
properties that can also be cross checked by tests. For others the performance
characteristics may be the governing factors. In some cases, a composition of the two types
may be also applicable. These descriptions generally include;
 Physical properties, such as strength, durability, hardness, and electricity.
 Chemical composition

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 Electrical and thermal and acoustical properties

 Appearance including color, texture, pattern and finishes.

Workmanship Specifications: describes the desired results that need to be achieved in the
works which include;

 Specify the desired results as to the quality of workmanship

 State any detailed construction methods or procedures necessary for the
accomplishment of particular purposes.
 Stipulate any desired limitations or restrictions to be placed on the contractor's
methods in the interest of coordination of the work.
 Give any precautions necessary for the protection of the work or adjacent
property.
 Specify the methods of inspection and tests to which the work is to be subjected
B. Performance Specifications: Such types of specification, define the performance
requirements for machinery and plant operating equipment. This allows the advance
manufacturer and procurement of such equipment, or the of the standard brands.

Specification could be written in several ways, with the prime emphasis given to either the
producer company’s brand or the performance capacity of the material and so on. Accordingly,
there are the following types of technical specifications:

A. Proprietary Specifications: This specification call for desired materials, producers,

systems, and equipment by their trade names and model numbers. For detailed descriptions
reference should be made on manufacture’s specifications. They are of two types; Closed
(sole) and Open or equal source.
B. Performance Specifications: Specifications which define products based on desired end
results which are performance oriented. Most appropriate when new or unusual products
or systems are required or when innovation is necessary. Describing the problems or
condition under which the products or system must operate, and the parameters for the
acceptable solutions is difficult and challenging. Testing methods and evaluation
procedures for defining the required performance must be explicitly specified.
C. Reference Specifications: Specifications which refer to levels of quality established by
recognized testing authority or standards set by quality control authority. They are used in
conjunction with other types.
D. Descriptive Specifications: Specifications which describe all components of products,
their arrangements, and method of assembly, physical and chemical properties,
arrangement relationship of parts of numerous other details. The specifier shall take total
responsibility for the function and performance of the product.
E. Cash Allowance Specifications: Specifications meant to direct bidders to set aside a
specified amount of money to be applied to the construction work at the direction of the
specifier.

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1.4. Writing specifications

Basically, specifications are not to be created; they are prepared based on existing standards, codes,
guidelines, and laws. When planning to write specifications one should start first of all with:

 An overall analysis of the work to be done, and

 The requirements necessary to achieve the required level of quality,
 Conditions under which it must be done,
 Materials required, and the
 Details of the construction

Hence preparing an outline of the details of the work is the first step in writing a good specification.
Specification writing embodies certain methods of presenting information and instructions. When
specifications are to be written, the following shall be taken to considerations:

A. Specification writing require:

 Visualization (Having clear picture of the system)
 Research (to know the legal impact correctly)
 Clear thinking (understanding things directly without misleading)
 Organizing (organizing what we know to write the specification)
B. Specification writing requires professional ability to read drawings.
C. Specification writing require wide knowledge of the construction materials, various levels
of workmanship, different construction equipment and method of construction to be
employed.
D. Specifications use simple and clear language such that it can readily be understood.
E. Specifications shall be brief and short as much as possible (avoid long sentences without
punctuation)
F. Specifications shall include all items affecting the cost of the work.
G. Specifications shall be fair and do not attempt to throw all the risks and responsibilities on
one of the parties signing the contract.
H. Specifications shall avoid repetition of information shown on drawings to avoid mistakes
and duplication within the specification drawings.
I. Specification shall not include inapplicable text and do not specify the impossible or
anything not intended to be enforced.

The following are useful references in specification writing:

1. Codes and ordinances of governments, cities, or municipalities.

2. Standards prepared by distinct societies and government agents. E.g. ACI standards,
ASTM standards, BS, ES.
3. Standards or model specifications prepared by manufacturers, professional societies,
and government bodies.
4. Master Specification and previous specifications.
5. Information or experience acquired by personal observation and contract with trained
or experienced people in the construction industry.

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1.5. Specification Language

The specification writer should present his instructions regarding the particular work under
consideration in such a manner that:

1. The drawings are more clearly interpreted, not duplicated.

2. Rights, Obligations, and remedial measures shall be designated without ambiguity or
prejudice.
3. Clearly express the extent of works under consideration therefore, the phraseology used
in this regard shall be:
 Judged by its quality not its length
 Should be concise and short and written with commonly used words
 Punctuations are important but their usage shall be limited to few
4. Capitalizing the first letters is mandatory for the following expressions:
 Parties to the contract; e.g., Employer/Client/Contractor/Engineer
 Space within the building; e.g., Bed Room, Toilet, Living Room
 Contract documents; e.g., Bill of Quantity, Working Drawing, Specification
5. Rights, Obligations, and remedial measures shall be designated without ambiguity or
prejudice.
6. Minimize the use of symbols
7. Do not use foot notes, do not underline within a sentence for emphasis
8. Words shall be used as follows:
 shall in place of must; use “shall” for the duties of the contractor or the
consultant to represent the word “must”
 “will” is used for the duties of the employer to represent the word “must”
 Avoid the use of the word “must” and substitute by the word shall to prevent
the inference of different degrees of obligation
 Avoid the use of words which have indefinite meanings or limitless and
ambiguous in their meanings. For example, any, either, same, similar, etc.

1.6. Specific Guidelines for Specification Writing

Below are some specific guidelines that one needs to follow when preparing a specification:
 Be specific and not indefinite
 Be brief, avoid unnecessary words or phrases
 Give all the necessary facts
 Avoid repetition
 Specify in the positive form
 Use correct grammar
 Direct rather than suggest
 Use short rather than long sentences
 Do not specify both methods and results
 Do not specify requirements in conflict with each other 
 Avoid sentences that require other than the simplest punctuation.
 Avoid words that are likely to be unknown to the user of the specification (words
with more than one meaning)

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 Arrange the specification in the order of the execution of the work. E.g., Formwork,
concrete mixing, concrete placing, curing, etc.
 Address measurement and payment issue
 Refer only to the principal parties in the contract, Owner, Engineer, Contractor.
 Use “these specifications” rather than “these specifications”. Use the plural.
 Workmanship should be in accordance with….
 Materials should confirm to …. A reference specification.

1.7. Standard specification for buildings and roads

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