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Specifications, Quantity Survey, and
Contract Administration
Chapter 1
SPECIFICATIONS
October 16, 2021
Biruk Yenehun Lemlem 1 of 39
Outline
1. Introduction
2. Purpose of Specs
3. Types of Specs
a. Based on Who Wrote It
b. Based on Way of Writing
4. Ethiopian Standard Specs
a. Building Specs
b. Road Specs
5. Spec or BoQ Description Writing
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Question
If you are assigned as a contractor to
execute a building construction
project, what information do you
need?
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Common Terms
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Introduction
The information that is needed for construction is
usually conveyed by two basic communication lines.
Pictorial
Written
Pictorial: as Working drawings
Written: as Specifications
Drawings are the quantitative representation of the
project.
Working drawings are the complete design, a code-
compliant representation of the project, ready for
bidding and construction.
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Introduction
Organization of Main graphic formats
working drawings: Plan views
Architectural drawings Elevations
Structural drawings Sections
Mechanical drawings Details
Electrical drawings Schedules
Specialty drawings Diagrams
Site drawings
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Specifications
Specification is a written instructions describing how the
particular trade of work to be executed.
They define in detail the processes and materials for the
project.
They describe:
1. Type and quality of materials, equipment, labor or
workmanship.
2. Methods of fabrication, installation and erection
3. Standards and codes
4. Substitutions
5. Project record and site facility
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Specifications
Specifications are written based on
prepared design and drawings
general and scientific trends of workmanship
quality expected, equipment involved, and materials to be used
for the particular tradeoff work.
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.
Therefore, drawings and specifications in combination
define the project in sufficient detail to enable the
carrying out of the works.
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Purpose of Specs
1. Serving as part of contract document to limit and
describe the rights and obligations of each contracting
parties.
2. Provide guidance for the execution of the work.
3. Serve the owner to know what she/he is intended to
receive.
4. Guide contractor for the purchase and/or hiring of
equipment and materials.
5. Guide the bidder at the time of tendering to arrive at
a reasonable cost for the work.
6. Indicates method of testing and acceptance of final
products.
7. Complementing the graphic portion of the project, the
drawings
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Purpose of Specs
In the past, if there was a discrepancy between the
specs and the drawings, the specs generally took
precedence.
Many specs now state that when there is a discrepancy
between the plans and specs, whichever results in the
greater quantity or is of greater benefit to the project
will supersede.
In specs, the materials and processes are described in
such detail that the intent of the designer, as well as the
product or system, can be upheld in case of a dispute or
if products are installed incorrectly.
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Types of Specs
In general, specifications can be broadly classified into
four categories (based on who wrote it):
1. Manufacturer’s specification
specification of their product for guidance of their users, which
may include property description and installation guidelines.
2. Guide specification
specification prepared by an individual or group of individuals
based on manufacturer’s specifications, established trends of
workmanship, service and laboratory tests and research
findings
to be used as guidelines for preparation of contract
specification.
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Types of Specs
3. Standard specification:
standardized by recognized authority.
intended to be used as reference standard in the
construction of a project.
4. Contract (Project) Specification:
prepared for a particular project
Used to accompany the drawings and other contract
documents.
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Types of Specs
For products that are directly purchased by the
contractor from a manufacturer or supplier, the items
can be identified using one of the four methods:
1. Proprietary Specifications:
This specifications call for desired materials, producers,
systems, and equipment by their trade names and model
numbers.
Advantages and disadvantages of proprietary specs
Example: Floor tiles shall be “Marble", color “Fresco Cream
N90,” as manufactured by Kokeb marble factory, of Bahir
Dar, “or equal.”
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Types of Specs
2. Performance Specifications:
Specifications which define products based on desired end
results, not the means/process of achieving it.
Most appropriate
○ when new or unusual products or systems are required or
○ when innovation is necessary.
Testing methods and evaluation procedures for defining the
required performance must be clearly specified.
Example: Specifying high strength concrete and
reinforcement bar.
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Types of Specs
3. Descriptive Specifications:
Specifications which provides a written detail of a products
properties
The specifier shall take total responsibility for the function
and performance of the product.
Used for generic products such as mortar and concrete.
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.”
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Types of Specs
4. Reference Specifications
Specifications which refer to levels of quality established by
recognized testing authority standards set by quality control
authority.
It holds a product to a very strict set of guidelines or
tolerances established through testing.
They are used in conjunction with other types.
○ Example: Portland Cement: Conform to ASTM C 150, Type II, low
alkali. Maximum total alkali shall not exceed 0.6 percent.
Descriptive Specification combined with a reference standard
○ Example: Granite: Conform to referenced ASTM C 615. Granite shall
be standard grade, free of cracks, seams, or starts which may impair
its structural integrity or function inherent color variations
characteristic of the quarry from which it is obtained will be
acceptable.
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Ethiopian Standard Specs
Ministry of Urban Development
Housing and Construction.
(2014). Standard Technical
Specification for Building
Works.
Ministry of Works and Urban
Development. (1995).
Ethiopian Construction
Practice Norms (ECPN-3).
The Building and Transport
Construction Design Authority
(BaTCoDA). (1991). Standard
Technical Specification.
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Standard Technical Specs for Building Works
Serve as a tool for strict compliance with provisions of
various proclamations and regulations that are applicable to
the construction industry.
A basis for preparing a non restrictive project specification
that is required by the public procurement directive, PPA
(2011), issued by the MoFED.
Containing more than 60 specification sections to be used for
uniform preparation of specifications in all government
building projects.
Professionals involved in the preparation of project
specifications shall be well trained and knowledgeable:
on the fundamental principles of specification writing and
on the application of requirements stipulated in this technical
specification to specific building projects.
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Standard Technical Specs for Building Works
Prepared based on the requirements of the standard for
a classification framework.
Similar to CSI MasterFormat 2010TM.
Organize in four Groups that comprise 17 divisions
Each division has Six digit numbering system that are defined
and designated for a definite purpose.
Consisting of three primary PARTS namely GENERAL,
PRODUCTS & EXECUTION.
Developed through application of available standards
primarily from ES, EBCS, BS and BSEN.
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Standard Technical Specs for Building Works
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Standard Technical Specs for Building Works
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Standard Technical Specs for Building Works
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Standard Technical Specs for Building Works
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Standard Technical Specs for Building Works
Scroll through
SECTION 03 30 00
CAST-IN-PLACE CONCRETE
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Game Time
Spec or BoQ Description Writing
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
Details of the construction
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Spec or BoQ Description Writing
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)
Professional ability to read drawings.
Wide knowledge of the construction materials, various levels
of workmanship, different construction equipment and
method of construction to be employed.
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Spec or BoQ Description Writing
Specifications use simple and clear language such that it can readily
be understood.
Specifications shall be brief and short as much as possible (avoid
long sentences with out punctuation).
Specifications shall include all items affecting the cost of the work.
Specifications shall be fair and do not attempt to throw all the risks
and responsibilities on one of the parties signing the contract.
Specifications shall avoid repetition of information shown on
drawings to avoid mistakes and duplication within the specification
drawings.
Specification shall not include inapplicable text and do not specify
the impossible or anything not intended to be enforced.
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Spec or BoQ Description Writing
Sentence Structure
Imperative Mood: puts the verb that defines the action as
the first word in the sentence (It is the recommended
method).
E.g. Spread adhesive with notched trowel.
Indicative Mood: uses the passive voice with the use of
the word shall in nearly every sentence.
Adhesive shall be spread with notched trowel.
Streamlined Writing: This technique uses a colon (:) to
mean shall or shall be ( very concise and clear to read).
Adhesive: Spread with notched trowel.
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References for Spec Writing
Codes and ordinances of governments, cities, or
municipalities. E.g. EBCS.
Standards prepared by distinct societies and government
agents. E.g. ES, BS, ACI & ASTM standards.
Standard or model specifications prepared by
manufacturers, professional societies, and government
bodies. E.g. ES 1177-1, ASTM C 150.
Master Specification and previous specifications.
Information or experience acquired by personal
observation and contact with trained or experienced
people in the construction industry.
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Spec Guidelines and Language
The drawings are more clearly interpreted, not duplicated.
Rights, obligations, and remedial measures shall be designated
without ambiguity or prejudice.
Do not use foot notes, do not underline within a sentence for
emphasis. Why?
Words shall be used as follows
I. Use “shall” for the duties of the contractor or the consultant to
represent the word “must”
II. “Will” is used for the duties of the employer to represent the
word “must”
III. Avoid the use of words which have indefinite meanings or
limitless and ambiguous meanings.
○ E.g. any, either, same, similar, etc.
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Spec Guidelines and Language
In general, Specification Writing shall
I. Be correct: present information’ accurately.
II. Be complete: do not miss important or necessary
information.
III. Be clear: choose precise words to convey the message.
IV. Be concise: eliminate unnecessary words.
They are known as the 4C’s.
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Examples
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Examples
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Exercise
Read the following specification and comment on their 4C’s
and suggest the ways of improving it.
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Example 1
“… Reinforced concrete C-25 It didn’t include:
(cement 360Kg/m3) filled in
to form and vibrated around Type of cement is not specified
reinforced bars, mix ratio Maximum water-cement ratio
should be 1:2:3……” not stated
“…reinforced concrete C-25 The quantity of cement
(on 150mm cube) with a specified is not explicitly
minimum cement content of stated whether it is minimum
360Kg/m3 (type OPC 42.5N) or maximum
with a mix ratio of 1:2:3
(C:FA:CA) by volume and Not specified whether the
with a maximum water-to- compressive strength is cube
cement ratio of 0.5 and or cylinder
filled into forms and properly The mix ratio is not explicitly
vibrated around reinforcing stated whether it is by weight
bars…” or by volume
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Example 2
“… 15mm thick cement It didn’t include:
plaster (1:3) with water Type of cement is not
proofing compound…”
specified
“…15mm thick plastering
The ratio is not specified
with cement-sand ratio of whether it is by volume or
1:3 by weight. The class of
weight
cement shall be OPC 42.5N
and the amount of water The amount of water
proofing compound shall proofing compound is not
be 1kg for every 50kg specified
cement and thoroughly The application of water
dry mixed before water is proofing compound not
added…” stated.
Example 3
“… 75mm thick lean concrete It didn’t include:
in C-10 with minimum
cement content of 180Kg/m3 Type of cement to be used not
of concrete under specified
footing….” Not specified whether the
“… 75mm thick lean concrete compressive strength is cube
with minimum cement or cylinder,
content of 180kg/m3 For lean concrete,
(cement class of 42.5N) for specification based on
leveling and blinding of performance or prescription is
footing foundation works …” enough since their purpose is
OR blinding and leveling.
“… 75mm thick lean concrete
C10(150mm cube) made of
cement class of 42.5N for
leveling and blinding of
footing foundation works …”
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Ethiopian Standard Specs 2
Reading Assignment
Foreword
Preface
Contents
One Spec section
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