Specifications

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SPECIFICATIONSSPECIFICATIONSSPECIFICATIONSSPECIFICATIONS

CONTRACTS AND SPECIFICATIONS

ABARCA, KEVIN C.ABARCA, KEVIN C.

Contracts and Specifications 2

INTRODUCTION

Specifications are integral part of a Building Plan. It is a requirement in securing building permit.

General Conditions of a Contract provides that, what is not shown on the Plan but mentioned in the Specifications is considered as shown and specified.

In effect, the Plan and Specifications are complementary, interrelated and interwoven.


SPECIFICATIONS

A precise, explicit statement or enumeration of particulars as to size, shape, quality, color, manner and procedures of making things right.

A written description of materials to be used, work to be done, mode of construction, and other informative data needed, as well as statement of particulars not shown on the drawings stated in full explicit terms.


SPECIFICATIONS

Description in detail of the Works to be executed, the character and quality of materials and workmanship and special responsibility of the Contractor that are covered by the Conditions of the Contract. (includes addenda, supplemental specifications, special provisions and bulletins referred to in the Contract Documents together with all the written agreements made)


SPECIFICATIONS

Specifications is composed of the GENERAL CONDITIONS and the TECHNICAL SECTIONS.

General Conditions Describe briefly and in detail the scope of work of the

Technical Section concerned and makes reference to the Contract Documents as being part of the requirements of that section of work. Each section is numbered according to the order of the technical description.

Technical Section Is a unit of work consisting of carefully worded description

of materials and explains the method of construction or application, method of fabrication and testing requirements and other technical details.


PURPOSE AND IMPORTANCE OF SPECIFICATIONS

A Specification is a written document describing in detail the (1) scope of work, (2) materials and finishes to be used, (3) method of installation or fabrication, and (4) quality of workmanship for a parcel of work to be placed under contract.

It supplements and complements the working drawings but governs whenever there is conflict between the working drawings and other contract documents.


PURPOSE AND IMPORTANCE

Specifications provide such information which are required for proper construction or material and equipment procurement which cannot be placed in the drawings.

Specifications segregate the information shown on the drawings into various sections. They cross reference sections to each other and cross references the work of each discipline to that of the other disciplines.



Specifications instruct the suppliers of different materials of the extent of their work.

Specifications constitute one of the contract documents together with the drawings and the agreement of contract between the owner and the contractor. Since specifications are written instructions, they are frequently considered by the lawyers and the courts as having more importance than the drawings. Thus, judgments are frequently made based on the specifications.



Drawings whether architectural, structural, mechanical or electrical, cannot segregate the work of the various trades, and each discipline indicates his work as an integrated whole. Specifications, on the other hand, segregate the information shown on the drawings into various sections within each discipline. The contractor can then get his subcontractors on the basis of the specification breakdown of sections.


Any specification that is indefinite, indeterminate, ambiguous or useless will involve uncertainties and result in the addition of certain sums by the bidder for self-protection which sums will invariably be far in excess of the actual cost which would result from a definite and exact requirement. Any specifications, therefore, which are arbitrary, unfair or unnecessary severe, give a bad impression of the interior designer, attorney and principals and usually involved

SPECIFICATIONS


either a refusal to bid on the work or additions to the price bid to offset the unwarranted treatment to be expected under such specifications.

SPECIFICATIONS



A specification is not the place to show the extent of the knowledge of the architect or engineer or interior designer, but is a place to show how clearly and exactly he can describe the essential and practicable limits of the qualities of work and material needed, how well he can protect his client by definite and proper requirements, and how fair and just he will be in his treatment of contractors.


GC-1DEFINITION OF TERMS

In the Contract, as hereinafter defined, the following words and expressions shall have the meanings hereby assigned to them, except where the context otherwise requires.

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GC-2CONTRACT DOCUMENTS

1. Contract Agreement2. Conditions of Contract3. Drawings / Plans4. Specifications5. Invitation to Bid / Tender6. Instruction to Bidders7. Addenda8. Form of Bid including the following Annexes:


a. Authorization of the Signatoryb. Bid Prices in the Bill of Quantitiesc. Detailed Estimatesd. Construction Schedulese. Construction Methodsf. Project Organizational Chartg. Manpower Scheduleh. Equipment Utilization Schedulei. Cash Flows and Payments Schedulej. Affidavit of Site inspectionk. Bid Bond

CONTRACT DOCUMENTS


9. Performance Bond

10. Pre-qualification Estimate

11. Certificate of Cash Deposit

12. Notice of Award of Contract and “Conforme” thereto

13. Other Contract Documents that may be required by existing laws

CONTRACT DOCUMENTS


GC-3OTHER SUPPORTING DOCUMENTS

1. Duly Approved Program of Works and Cost Estimates

2. Certificate of Availability of Funds

3. Approved Agency Estimate (AAE)

4. Abstract of Bids

5. Resolution of the PBAC for Awards

6. Approval of Award by the Owner

7. Concurrence of Lending Institution, where applicable

8. Other pertinent documents that may be required by existing laws


GC-4INTERPRETATION

Contract Documents are complementary and what is called for by one shall be as binding as if called for by all.

In case of discrepancy, defective description, error, omission or ambiguity between or in any of the Contract Documents, the following shall be the rule of interpretation:


INTERPRETATION

The Drawings shall govern over the General Conditions

The Special Conditions shall govern over the General Conditions and Drawings

The Specifications shall govern over Special Conditions, the General Conditions, and the Drawings

The Detailed Drawings shall govern over the General Drawings

Figures written on drawings shall govern over the scaled drawings themselves


If the Contractor, either before commencing the works or during the execution thereof, discovers discrepancies, errors or omissions between or in any Contract Documents or in case of any question concerning the meaning of the Contract, he shall promptly notify the Owner thereof in writing and the Owner shall investigate the matter within seven (7) days from receipt of such notice and give appropriate orders or instructions to the Contractor.

INTERPRETATION


The Contractor shall not perform any affected portion of the works after the discovery of the discrepancy, error or omission until receipt of the order or instruction from the Owner, otherwise, the Contractor’s Performance thereof shall be at his own risk and bear any additional cost resulting therefrom.

INTERPRETATION


In cases of omission from the Contract Documents or misdescription of details of work which are manifestly necessary to carry out the intent of the Contract, or which are customarily performed, the Contractor shall perform such omitted or misdescribed details as if fully and correctly set forth in the Contract Documents and shall be entitled to a corresponding time extension for the delay he will suffer therefrom.

INTERPRETATION


QUALIFICATIONS OF A SPECIFICATION WRITER

Two groups of people who write specifications. Professional specification writers Professionals who write specifications

A professional specification writer maintains a good library of technical documents, an extensive collection of manufacturer’s literature and catalogs, and is knowledgeable in various codes used in his area. He is given a set of drawings which are periodically updated, and he generates the specifications.


QUALIFICATIONS

Most offices prefer professionals who write specifications. The following qualifications are necessary for an effective specification writer: A degree in the required discipline and eventual

professional registration; A good basic skill in drafting and detailing; A thorough knowledge of construction gained by extensive

field inspection; The ability to write in a proper and concise manner; An orderly mind; and The ability to get along well with fellow workers.


TYPES OF SPECIFICATIONS

If any two experienced specification writers were asked to specify the same objects, there would be a considerable difference in the wording method of writing. There are as many ways of specifying an item as there are many specification writers. A particular item can be specified in many ways and that the best type of specification depends upon the product or method being specified. In this respect, experience is the best teacher.


TYPES OF SPECIFICATIONS

All specifications fall into seven (7) types:1. Performance Specification (result system)

2. Descriptive/Prescription Specification (method system)

3. Brand Name Specification

4. Closed Specification

5. Open Specification

6. Reference Specification

7. Combination Specification

8. Brief or Outline Specification *

9. Standard Specification *


1. PERFORMANCE SPECIFICATION

The results of the product rather than the product itself are specified.

Example:

“Watercloset -the watercloset has a capacity of 5 liters per 3 minutes of 15 psi in

order to restore to its full capacity”


2. DESCRIPTIVE SPECIFICATION

As the name implies, a descriptive specification gives a description of the product.

Example:

“Watercloset

a. The watercloset shall be floor mounted, back outlet toilet combination, close-coupled tank

with cover, available with side or bottom supply with aide flow hole.

b. The watercloset shall be free standing toilet combination, front bottom outlet washdown bowl with extended rear shelf”


3. BRAND NAME SPECIFICATION

The desired product is specified by the name given by the manufacturer or manufacturer’s name and model number.

Example:

“Watercloset -the watercloset shall be model number PF 2601 as

manufactured by the Sanitary Wares Manufacturing,

Philippines or an equal approved by the “Interior Designer”


4. CLOSED SPECIFICATION

There are two types of closed specifications, the single-product and the multi-product. Closed specification are usually brand-name specifications. This is used basically where material is required to match existing material.

The multi-product specification is the same as a single-product except that more than one product is used. The Interior Designer may want competition in bidding but may want to exclude a number of manufacturers.


CLOSED SPECIFICATION

Examples:

“Watercloset -the watercloset shall be model number PF 2601 as manufactured by Sanitary Wares Manufacturing Corporation, Philippines. No other brand will be accepted”.

“Watercloset -the watercloset shall be model number PF 2601 as manufactured by Sanitary Wares Manufacturing Corporation, Philippines or by

American Standard Corporation”.


5. OPEN SPECIFICATION

Opposite of Closed Specification. It is “open” because all manufacturers whose products meet performance or description specified, may bid. All performance and descriptive specifications are “open”. Brand-name specification is “open” if the phrase “or equal” is used.

The phrase “or equal” means that the item specified by brand-name is established as a standard and any manufacturer with an equal product may bid.


6. REFERENCE SPECIFICATION

The item desired is referred to by a number corresponding to a number in a published specification. It makes reference to a standard that has been established (like a guild or organization who can vouch for the quality of material or work).

Example:

“Watercloset -the watercloset shall conform to Philippine Standard (PS) SW –

2601”


7. COMBINATION SPECIFICATION It may be desirable to use a combination of the

performance, descriptive and reference types of specifications. Example:

“Watercloset -the watercloset has a free standing toilet combination, round front bottom outlet washdown bowl

with extended rear shelf, close-coupled tank with integral basin cover, has a capacity of 5 liters of water per 3

minutes of 15 psi in order to restore to its full capacity, manufactured by

Sanitary Wares Manufacturing Corporation, Philippines”


Note:A performance specification is not necessarily better than a descriptive specification. In a case where the specification stated “the basement bathroom walls shall be watertight”, the contractor applied no waterproofing whatsoever. It was a dry year and no leak was discovered during the covered one-year warranty period. However, shortly thereafter, during a heavy storm, the walls leaked badly. The Owner suffered a bad loss but was unable to recover his money.


BRIEF or OUTLINE SPECIFICATION

A brief description of basic trades and materials. This is done during the schematic and design development phases.

Example:1. Lavatory: Use TOTO MARIWASA brand or approved equivalent

L548 Under the Counter Lavatory, TX101LB single lever lavatory faucet with 1” pop-up waste. TS127V50 built-in liquid soap dispenser for Ground Floor toilets.



L548 Under the Counter Lavatory, TX103LCGC 8” mixer lavatory faucet with 1” pop-up waste for Hotel Units.

LW239J Pedestal Lavatory, TX103LCGC 8” mixer lavatory faucet with 1” pop-up

waste for Powder Room of Hotel Units and Handicapped Toilets.

L237CF Wall Hung Lavatory, TR201AMV1 4” center lavatory faucet with 1” pop-up waste for Basement Toilets.



2. Bath Tubs: Use TOTO MARIWASA brand or approved equivalent

FBY1515 Enameled cast iron apron bathtub.

3. Lavatory Faucets: Use TOTO MARIWASA brand or approved equivalent

Curio Series 8” mixer lavatory faucet for all Hotel Units’ lavatory.

Belle Series single lever mixer for Ground Floor.

Chrome-plated Series 4” center mixer lavatory faucet for basement toilets.


STANDARD SPECIFICATION

Written in complete phrases, clauses and sentences to describe the materials and methods of construction (all processes are explained in detail).

This is also used in bid forms.


INDEFINITE SPECIFICATIONS

Carelessness and ignorance of the detailed requirements, which should be included, often lead to indefinite specifications. Such specifications are also sometimes inserted with dishonest and vicious intent. There is often a temptation to write such specifications rather than to take the trouble to consider and to determine the necessary requirements, at the time the specifications are being prepared. As it is usually provided that the interior designer shall interpret


INDEFINITE SPECIFICATIONS

or explain any clause not clearly stated, there remains an opportunity for the interior designer to decide the matter later, and this also involves an uncertainty and a chance for a considerable variation in expense. Such uncertainties may be and sometimes are used for the purpose of dishonest favoritism.

Example:“Concrete shall be made of one part by volume of Portland Cement, 2 ½ parts by volume of sand, and 5 parts by volume of gravel.”


INDETERMINATE SPECIFICATIONS When the amount of material or work to be

done under a contract is expected to be small, it is customary with some interior designers to cover the same with only a brief clause in which the work done and material furnished are to be “as the interior designer shall direct”.

Example:“Stucco plastering is to made of such material and in such proportions as to material and in such a manner as the interior designer shall direct.”


AMBIGUOUS SPECIFICATIONS

Unnecessary or unreasonable requirements are always ambiguous, and are uncertain as to what is actually desired, and what will actually be re-quired by the interior designer. Under such con-ditions, responsible contractors will add materially to the price for the work done under such spe-cifications. Not only does this unnecessarily in-crease the cost of work, but such specifications also brand their maker/writer as ignorant of the practical requirements of the work.


AMBIGUOUS SPECIFICATIONS

It is easy to prepare specifications in the office which are actually impossible to carry out in the field, or if carried out, will prove undesirable or expensive.

Example:

“Concrete shall not be dropped into place through a greater distance than one foot.”


ARBITRARY SPECIFICATIONS

While it is necessary for the interior designer to be able to exercise such control over the work as will enable him to secure its proper performance and completion, it is unwise and unsafe for him to en-deavor to exercise unnecessary and arbitrary (illogical or subjective) specifications, by means of which the prerogative of management may be usurped (grabbed) by the interior designer. Example:

“The contractor must employ a competent mechanic, who understands and speaks English, and not a com-mon laborer, to make the joists of the pipes.”


UNFAIR SPECIFICATIONS

Occasionally in specifications, it would seem the purpose of the writer is not only to protect his client in every legal way but also to hamper the contractor by unfair and uncalled for restrictions. Such restrictions can result in unnecessary expense, make the contracting parties doubtful of the good faith of the party preparing the specifications, and suspicious of the treatment which he will actually receive should he be awarded the contract for the work. Such clauses should be eliminated entirely



as they have no place in the contract. It is, and should be, the purpose of every lawyer or interior designer who may be preparing a contract to see to it that his client is entirely and fully protected, but anything beyond this can give unsatisfactory results. Example:

“It is mutually understood and agreed that if the contractor shall assign or transfer either absolute or conditional by order or otherwise, the compensation or any part thereof to which he may be entitled under the



contract before such compensation is actually earned, the city may, for that reason, cancel the contract and retain all compensation at the time of such assignment or transfer due or owing to the contract; or the city may, at its option, recognize any such assignment and transfer as valid. The option of the city in that regard shall be exercised by the department of public works, and the recognition of any assignment or transfer. The contractor agrees not to do so assign or transfer his compensation, or any

part thereof.”

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