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Specification Writing PDF

The document discusses different types of construction specifications: 1) Performance specifications focus on the intended functions and outcomes of a project without specifying materials or methods. 2) Proprietary specifications mandate the use of a single specified product. 3) Prescriptive specifications provide detailed descriptions of required materials and installation methods. 4) Open specifications allow for substitution of equivalent products that meet certain standards. 5) Closed specifications list specific approved products or manufacturers without allowing substitutions. Specifications are important documents that describe the scope, materials, and quality standards for construction projects.
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100% found this document useful (1 vote)
725 views15 pages

Specification Writing PDF

The document discusses different types of construction specifications: 1) Performance specifications focus on the intended functions and outcomes of a project without specifying materials or methods. 2) Proprietary specifications mandate the use of a single specified product. 3) Prescriptive specifications provide detailed descriptions of required materials and installation methods. 4) Open specifications allow for substitution of equivalent products that meet certain standards. 5) Closed specifications list specific approved products or manufacturers without allowing substitutions. Specifications are important documents that describe the scope, materials, and quality standards for construction projects.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
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AR 325/325d – Building Technology 4

Module for 2ndt Sem 2020-2021

Module 1 – Unit 1: Introduction to Specification Writing

❖ Construction Specifications
➢ Also known, as specs, detail the work and workmanship needed to complete
a construction project. And there’s no way to get around them. As required
documents during the design phase, they’re part of a formal process.
According to the Dictionary of Architecture & Construction a specification is,
“a written document describing in detail the scope of work, materials to be
used, methods of installation, and quality of workmanship for a parcel of work
to be placed under contract; usually utilized in conjunction with working
(contract) drawings in building construction.”
➢ Furthermore, according to the Construction Specifier, “specification sections
are customized in order to accurately describe the intended materials, and
then these sections are used by the team to identify the type of products that
should be used onsite.”
➢ As mentioned, construction specifications are prepared before construction
begins, in the design phase as part of the contract documents. Although their
structure varies project-by-project, typically they reflect packages to be given
to subcontractors from contractors. Specifically, this is extremely helpful in the
tender process.

❖ Who Handles Construction Specs?


➢ Typically, specs are prepared by the architect or designers. Generally,
architects will delegate them but oftentimes project engineers will be involved
due to their breadth of technical knowledge. Sometimes, on large-scale
projects, companies will even call for specialized and professional specification
writers to ensure all details are covered.
➢ Although they are separate from design drawings themselves, specs should be
complementary to these documents and prepared in tandem. So, if the design
advances, so should the specifications, with more and more details being
added as plans get more complex.

❖ Why Are Specs Important?


➢ Specifications can be considered a lot of like data. Without access to the right
and an abundance of data, projects can easily fail. As construction projects
become more complex and budgets become scrutinized, access to ample
data is critical to making the right decisions when building. Most importantly, if

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

specifications are done correctly, they reduce risk. In construction, controlling


risk is essential to managing end-to-end project lifecycle. Furthermore,
specifications are particularly important during the tender process for pricing.
With solid specs, the contractor should have no doubt about pricing during this
process.

❖ Types of Construction Specifications


1. Performance Specifications
➢ Address the operational requirements of an installation. The focus is on the
project outcome, indicating how the final project must be able to function.
Here, architects provide direction to the general contractor about what is
needed and the general contractor must determine the best path to achieve
the desired outcome. While this approach gives the general contractor
flexibility in his construction approach, it limits how much authority an architect
maintains once construction is underway.
➢ Describes the operational requirements. Fundamentally, the performance
specifications should describe to the contractor what is needed for the final
product and how it should essentially function once completed.
Example:
Exhaust fan performance. Rated for continuous operation at capacity of 500
CFM against a static pressure of 0.5 inches of water column and temperature
of 50 deg. C.
2. Proprietary Specifications
➢ Demand that only one specific product be used for a given installation. It is
commonly utilized if the portion of a project requires a certain performance
that only one product can achieve. This could ultimately drive-up project costs.
➢ Although not as common as prescriptive and performance, proprietary
specifications are used if only one specific product can be used for an
installation.
Example: Floor tiles shall be "Daltile", style “Travata”, color “Fresco Cream TV90,”
as manufactured by Dal-Tile Corp., of Dallas, TX, or equal.
3. Prescriptive Specifications
➢ Provides details on the types of materials and installations needed to complete
a project. Additionally, prescriptive specifications also describe how to
measure installations to ensure that they were up to project quality and
standards.
➢ contain detailed descriptions of what specific materials must be used as well
as the installation instructions. This type of spec usually involves three key
components:
a. General provisions: requirements surrounding codes and standards

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

b. Required products: the type of products required based on performance


and structural stipulations
c. Execution procedures: how to do the install and measure its effectiveness
Example:
Sand: Clean, washed, sharp, durable natural particles, free from soluble salts or
organic impurities. Sand for grouting shall be screened to pass a 30-mesh sieve
with not more than 5% passing a 100-mesh screen.
4. Open specification
➢ Is when an architect does not name a specific supplier or product and allows
for substitutions to be made by the contractor. It does not limit competition, but
rather is dictated by a set of standards that more than one manufacturer can
meet, allowing for many alternatives to be submitted for approval.
Performance specifications are often considered to be open.
➢ An open specification that allows alternate products is similar to a closed
specification in that it describes a very specific product and may name only a
single product or manufacturer. However, open specifications include
provisions that encourage the bidder to submit alternate or substitute products.
If alternate products are requested, a list of the approved alternate products
is included in the specification. The bidder must submit pricing for the named
product and is permitted to submit alternate products from the list included in
the specification, along with pricing information for the alternate products.
Example:
Waterproof Glue: Polyvinyl acetate emulsion with 55% solids. “Wilhold”
manufactured by Acorn Adhesives; “Weldwood” manufactured by U.S.
Plywood; or equal.
5. Closed specification
➢ Lists specific products, systems and manufacturers, with no alternatives or
mechanisms to apply a substitution. Closed specifications are most often seen
when matching a specification to an existing building, or when an exact
duplication is important. By default, closed specifications are proprietary.
However, they can be made “open” by not referring to a singular brand or
providing requirements applicable only to a specific product. This is
commonly done by adding “or equal” after the listed brand.
➢ Name one product or several products that are allowed as options, but do
not use substitutions. This provides the engineer and owner with complete
control over the products, which can significantly decrease the time spent
researching and reviewing products and manufacturers, and can allow for
greater detail on product or system drawings.
Example:

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

Residential entry doors shall be solid core, insulated, six panel doors of type Sta-Tru
Plus as manufactured by the Stanley Works Inc. of New Britain, CT, or equal.

6. General specifications
➢ Provide a very brief explanation about construction materials and construction
work. Generally, Architect mentioned these specifications on a drawing, which
helps for estimating the construction work. These specifications are not a part
of contract. These specifications help about knowing the name of different
materials, their ratios, and quantities.
Example:
Globe Valves: All bronze, union bonnet, Walworth No. 95 or 96; Crane No. 7 or
17, or equal.
7. Detailed specifications
➢ Convey the requirements of project to contractor through a detailed
explanation of materials and work. It provides a complete knowledge about
the construction material, workmanship of construction work, ratio of different
materials, mixing method, quantity of individual material, how to prepare the
materials and conduct the installation, different testing requirements to be
followed and how work will be measured. Detailed specifications are a part of
contract, that’s why it helps in understanding the contract. Detailed
specifications should be written in a pattern which is to be followed during
execution of work.
➢ Detailed Specifications are of two types:
a. Standard Specifications
- are those which remain same for various types of projects. These
specifications can be used for every project that fall into this category.
Different public sector organizations collect data from various types of
construction work and published data in the form of a book. No need
to write detailed specifications again and again for every project. It
saves from mistakes while writing specifications over and over again.
Detailed specifications help during the preparation of Tender
Documents. One has just to mention the reference number of standard
specifications.
Example:
Wall switches shall be “Decora”, model no. ODS10-IDW, color white, as
manufactured by Leviton Corp, or equal.
b. Special Specifications
- Sometime construction projects are of special type. Specifications for
these types of projects are not mentioned in detailed specifications
book. Consultant has to write specifications for this type of work. In

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

tender documents these specifications are written separately under


Special Specifications heading.

Example:
Door louvers shall be aluminum Type NL-138 with push frame
both sides of door, primed finish, as manufactured by
Construction Specialties, Inc., Aerolite, Co., or equal.

❖ Uniform Systems (Master Format)


➢ Master Format is a standard for organizing specifications and other written
information for commercial and institutional building projects. Master Format is
a product of the Construction Specifications Institute (CSI) and Construction
Specifications Canada (CSC). It provides a master list of Divisions, and Section
numbers with associated titles within each Division, to organize information
about a facility’s construction requirements and associated activities. Master
Format is used throughout the construction industry to format specifications for
construction contract documents. The purpose of this format is to assist the user
in organizing information into distinct groups when creating contract
documents, and to assist the user searching for specific information in
consistent locations. The information contained in Master Format is organized
in a standardized outline format within 50 Divisions (16 Divisions pre-2004). Each
Division is subdivided into a number of Sections.
➢ Master Format is a coding system for organizing construction documents,
contracts, design specifications, and operational manuals. It uses specific
numbers and associated titles that make up a universal indexing system. Master

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AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

Format is also a publication created and maintained by the Construction


Specification Institute (CSI) and Construction Specifications Canada (CSC). It
is widely used in the construction and operation of buildings and systems in a
variety of industries and projects, from hospitals and public infrastructure to
schools and residential construction.

❖ 50 Divisions
➢ 50 Divisions refers to the 50 divisions of construction information, as defined by
the Construction Specifications Institute (CSI)'s Master Format beginning in
2004. Before 2004, Master Format consisted of 16 Divisions. Master Format has
continued to be updated and revised since 2004, with new numbers, titles, and
a new division added in 2010 and additional updates completed in 2010, 2011,
2012, 2014, 2016, and 2018.
➢ "50 Divisions" is the most widely used standard for organizing specifications and
other written information for commercial and institutional building projects.
Standardizing the presentation of such information improves communication
among all parties. The latest officially released version of Master Format is the
2018 Edition, which uses the following Divisions:

▪ PROCUREMENT AND CONTRACTING REQUIREMENTS GROUP:


Division 00 — Procurement and Contracting Requirements
• SPECIFICATIONS GROUP
• General Requirements Subgroup
Division 01 — General Requirements
• Facility Construction Subgroup
Division 02 — Existing Conditions
Division 03 — Concrete
Division 04 — Masonry

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

Division 05 — Metals
Division 06 — Wood, Plastics, and Composites
Division 07 — Thermal and Moisture Protection
Division 08 — Openings
Division 09 — Finishes
Division 10 — Specialties
Division 11 — Equipment
Division 12 — Furnishings
Division 13 — Special Construction
Division 14 — Conveying Equipment
Division 15 — RESERVED FOR FUTURE EXPANSION
Division 16 — RESERVED FOR FUTURE EXPANSION
Division 17 — RESERVED FOR FUTURE EXPANSION
Division 18 — Hirequest Direct General and skilled Labor
Division 19 — I.D.Electrical Engineering and consulting
• Facility Services Subgroup:
Division 20 — Mechanical Support
Division 21 — Fire Suppression
Division 22 — Plumbing
Division 23 — Heating Ventilating and Air Conditioning
Division 24 — RESERVED FOR FUTURE EXPANSION
Division 25 — Integrated Automation
Division 26 — Electrical
Division 27 — Communications
Division 28 — Electronic Safety and Security
Division 29 — RESERVED FOR FUTURE EXPANSION
• Site and Infrastructure Subgroup:
Division 30 — RESERVED FOR FUTURE EXPANSION
Division 31 — Earthwork
Division 32 — Exterior Improvements
Division 33 — Utilities
Division 34 — Transportation
Division 35 — Waterways and Marine Construction
Division 36 — RESERVED FOR FUTURE EXPANSION
Division 37 — RESERVED FOR FUTURE EXPANSION
Division 38 — RESERVED FOR FUTURE EXPANSION
Division 39 — RESERVED FOR FUTURE EXPANSION
• Process Equipment Subgroup:
Division 40 — Process Interconnections
Division 41 — Material Processing and Handling Equipment

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

Division 42 — Process Heating, Cooling, and Drying Equipment


Division 43 — Process Gas and Liquid Handling, Purification and Storage
Equipment
Division 44 — Pollution Control Equipment
Division 45 — Industry-Specific Manufacturing Equipment
Division 46 — Water and Wastewater Equipment
Division 47 — RESERVED FOR FUTURE EXPANSION
Division 48 — Electrical Power Generation
Division 49 — RESERVED FOR FUTURE EXPANSION

❖ 16 Divisions
➢ The 16 Divisions of construction, as defined by the Construction Specifications
Institute (CSI)'s Master Format, is the most widely used standard for organizing
specifications and other written information for commercial and institutional
building projects. In 2004, Master Format was updated and expanded to 50
Divisions. It provides a master list of divisions, and section numbers and titles
within each division, to follow in organizing information about a facility’s
construction requirements and associated activities. Standardizing the
presentation of such information improves communication among all parties
involved in construction projects.

▪ The following are the sixteen divisions listed in the Master Format 1995 Edition.

Division 01 — General Requirement


Division 02 — Existing Conditions
Division 03 — Concrete
Division 04 — Masonry
Division 05 — Metals
Division 06 — Wood and Plastics
Division 07 — Thermal and Moisture Protection
Division 08 — Doors and Windows
Division 09 — Finishes
Division 10 — Specialties
Division 11 — Equipment
Division 12 — Furnishings
Division 13 — Special Construction
Division 14 — Conveying Systems
Division 15 — Mechanical/Plumbing
Division 16 — Electrical

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

* DIVISION 17 - MASTER FORMAT RELATED SPECS, NONCONFORMING TO THE


ABOVE CSI SECTIONS
* All spec divisions higher than 16 are placed in Division 17 - Others. Also use
Division 17-Others for any spec-shaped material not easily classified (e.g.,
geotechnical, pre-bid notes, etc.)

❖ FORMAT
➢ Specification Section Numbers and Titles
- The Construction Specifications Institute (CSI) and Construction
Specifications Canada (CSC) jointly publish a document called Master
Format which is the master list of numbers and titles for organizing
information about construction requirements, products, and activities
into a standard sequence. In addition to other applications Master
Format is the de facto North American standard for assigning numbers
and titles to specification sections. CSI and CSC periodically update
Master Format according to the changing construction industry. Master
Format expands the divisions by assigning numbers to construction
subjects known as specification sections. The system of numbers is open
and flexible to allow user assigned numbers for additional subjects.
- Master Format has been adopted by all government agencies and the
private sector design and construction industry. ARCOM3 uses Master
Format to assign numbers and titles to the sections of MasterSpec.

▪ Mechanical insulation is located in several divisions: Division 21–Fire


Suppression, Division 22–Plumbing, and Division 23–HVAC. The first two digits of
the section number are the division number followed by two pairs of digits that
provide the standard location of mechanical insulation within these divisions.
The standard location within each of these divisions is identified by the second
pair of numbers in the section number being "XX 07 XX." The benefit of this
standard location is that duct, equipment, and pipe insulation can always be
found in these locations from project to project. The objective is ease of
information retrieval. Standard numbers and titles for mechanical insulation are
as follows:

21 07 00 – Fire Suppression System Insulation

o 21 07 16 - Fire-Suppression Equipment Insulation


o 21 07 19 - Fire-Suppression Piping Insulation

22 07 00 – Plumbing Insulation

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

o 22 07 16 - Plumbing Equipment Insulation


o 22 07 19 - Plumbing Piping Insulation

23 07 00 – HVAC Insulation

o 23 07 13 - Duct Insulation
o 23 07 16 - HVAC Equipment Insulation
o 23 07 19 - HVAC Piping Insulation

▪ Specifications sections can be written using the higher-level number (numbers


ending in 00) or can be written using the lower-level numbers (ending with
specific numbers in the third pair of numbers). Specifications for a specific
project in a particular division should not be written using both higher- and
lower-level numbers (i.e., 23 07 00 and 23 07 13). A project specification written
using 23 07 00 would be inclusive of duct, equipment, and piping insulation as
applicable to the project. This would be the choice when the project is simple
and requires only one or two different types of insulation systems. When there
are multiple types of insulation systems for ducts, equipment, and piping, using
the lower-level numbers affords the ability to focus on each application more
comprehensively while keeping the subject matter easy to find and read.
▪ Page layout and article and paragraph numbering are presented in the
CSI/CSC Page Format. The most important feature of this document is the
article and paragraph numbering schemes that provide an address for
specification text.

Example: 26 05 33.24
26 – Electrical (from Master Format)
05 – Common Work Results for Electrical (from Master Format)
33 – Raceway and Boxes for Electrical Systems (from Master Format)
24 – Liquidtight Conduit Fittings (arbitrarily assigned by 3-part spec creator)

Module 1 – Unit 2: Specifications and Writing Techniques

❖ Specification Language and Writing Style


▪ Writing Style
➢ In general, short, simple sentences are easier to read and understand.
Specifications are contract requirements written as communication between
the two contracting parties: The Owner to the Contractor. The communication
in these documents is in one direction: from the owner to the contractor. With

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

this in mind, sentences in specifications can be written assuming that they are
directives from one party (the owner) to another (the contractor). Sentences
should be simple declarative statements.

Example:
Bad Example: The Communications Contractor shall coordinate with the
Electrical Subcontractor for cable supports and pathways.
Good Example: Cable supports and pathways are shown on the Electrical
Drawings.

• Be Accurate, Brief and Clear

Bad Example: The Contractor shall mount the TO above lab bench matching
the height of light switch, fire alarm pull station and avoiding the fire
extinguisher on the wall unless noted otherwise.
Good Example: Mount the telecommunications outlet above the lab bench.
Coordinate the mounting height with other wall mounted devices.
▪ Vocabulary (Terminology)
➢ Use terms with precise meanings and avoid jargon and ambiguous terms.
Avoid the use of abbreviations unless they are well-known industry standards or
are defined in the specification. Avoid the use of symbols. Use numerals
consistently and set particular rules for capitalization. Set rules for spelling and
select a particular dictionary for specification production. If there are optional
ways to spell a word (e.g., calk and caulk), the shorter spelling is preferred in
specifications.
• Use simple sentences and common words

Bad Example: Rte cable orthogonal to building lines UNO. Obscure cable rte in
column façade. Cable should not be visible across the column plinth,
architrave or tablature.
Good Example: Route the cables parallel to other utilities and building lines. Do
not route the cable exposed on the surface of the building columns.

▪ Grammar Rules
➢ English grammar rules apply. Proper sentence construction means that the
subject and verb must agree, that sentences have parallel construction for
both parts of compound subject or predicate, and that the style for nouns,
adverbs, or prepositional phrases are identical. Avoid the use of unnecessary
words and the excessive use of prepositional phrases.

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

• Avoid complex sentences and stilted (artificially formal) language

Bad Examples:
Stilted: Perform permanent link test on temporarily removed outlets.
Complex: For outlets that were temporarily removed during remodeling,
perform a permanent link test on each circuit according to paragraph 3.4 of
this section.
Good Example:
Perform a permanent link test on the outlets that were temporarily removed
during remodeling.

❖ Sentence Form
▪ Form simple declarative sentences or imperative statements
• The Imperative Form
Example: “Place a label on the front of the data outlet face plates.”
• The Indicative Form - not good
• Example: “The Contractor Shall place a label on the front of the data outlet
face plates.”

❖ Specification Language
▪ Words to Avoid
- All
- Any
- Every
- Should
- Such
- Could
- Please
- Must
- Is to
- Etc.
▪ Phrases to Avoid
- As allowed
- As appropriate
- As necessary
- As required
- As directed
- As indicated
▪ Know the meaning of your words and use them consistently.
• Terms should be defined in the contract.

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

- Furnish – to supply and deliver to the project site, ready to install.


- Install – to place in position for service or use.
- Provide – to furnish and install, complete, ready for use.
▪ Abbreviations
- Only use on drawings and in schedules when space is limited.
- Every abbreviation must be defined on the Drawing Legend Sheet.
- Avoid using them in the body of a specification.
▪ Don’t use these Symbols:
- ‘ Spell out feet
- “ Spell out inches
- % Spell out percent
- + - Spell out plus or minus
- o Spell out degrees
▪ Every word in a specification is important.
• Do not:
– Underline
– Bold
– Italicize
– Highlight
– Color in final specifications

❖ CSI Master Format


• Old Format used 5 digits – Example: 16704 Communication Cabling
• New Format uses 6 digits – Example: 27_10_00 Structured Cabling
• New Format with 8 digits – Example: 27_15_00.19 Data Communications
Horizontal Cabling
▪ Recommendations for selecting CSI numbers:
– Remember to keep it simple
– Use the 6-digit number when possible.
– Avoid using every CSI number in the Master Format

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

❖ CSI Section Format


▪ Section Format has 3 parts
• Part 1 – General
– Administrative information unique to this section that is not covered in
the Division 1 administrative section.
• Part 2 – Products
– Products specific to this section. Description, manufacturer, part
numbers, color, ….
• Part 3 – Execution
– Executable information on the products listed in Part 2.
– Assembly information
– Testing
– Action Items

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Construction Estimates [ArCAPKIAT-ONG]
AR 325/325d – Building Technology 4
Module for 2ndt Sem 2020-2021

* Avoid repeating information in each Part.

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