CHAPTER 2: SPECIFICATION

Exam Preparation Study Guide

■ 1. What is a Specification?

A specification is a written description of the type and quality of materials and workmanship required to
complete a construction project. It is the designation or statement by which written instructions are given to
describe and limit a particular trade of work.

DRAWINGS show WHAT to build: SPECIFICATIONS show HOW to build

it:

• Dimensions, shape, size, location • Type & quality of materials

• Location of materials & fixtures • Methods of fabrication & installation
• Schedules of finishes, doors, windows • Standards, codes, allowances, bonds

■■ Key Rule: Drawings and specifications must complement each other — never overlap or duplicate.
In case of conflict, the specification governs.

■ 2. Purpose of Specification

i. Guide the bidder at the time of tendering to arrive at a reasonable cost.

ii. Provide guidance for the execution of the work.

iii. Guide the contractor for purchasing materials and equipment.

iv. Serve as part of the contract document — defines rights & obligations.

v. Guide the bidder to identify their capacity to execute the work.

vi. Serve as fabrication and installation guide for temporary and permanent works.

vii. Indicate methods of testing and acceptance of final products.

viii. Guide parameters for rejection of non-conforming works.

ix. Help manufacturers grade, classify, and improve their product quality.

x. Address legal, insurance, and bidding requirements for contracting parties.

■ 3. Types of Specifications

A. By Category (4 Main Types)

Type Description

Manufacturer's Prepared by manufacturers for their own products; includes property

description and installation guidelines.

Guide Based on manufacturer specs, research, and test findings; used as a guideline
for contract spec preparation.

Standard Standardized by a recognized authority; used as reference standard in project

construction.

Contract / Project Prepared for a specific project to accompany drawings and other contract
documents.

B. By Format
• General Specification – Administrative/procedural requirements, scope, site description, quality
assurance, project records.
• Specific Specification – Detailed description of quality of items, preparatory actions, methods of
incorporating items, measurement and payment.

C. By Technical Approach (5 Types) — Most important for exams!

Type Key Feature Advantage Disadvantage

Proprietary (C Names specific Close control; shorter Reduces competition;

losed/Open) brand/product. Closed = spec; simplified bidding. contractor may lack
no substitution; Open = experience with product.
substitution allowed.

Performance Specifies end result; Encourages innovation; Time-consuming; harder

contractor chooses permits free competition. to enforce; elaborate for
materials & method. simple projects.

Reference Refers to recognized Widely accepted; Standards may be

standards (ASTM, BS, shortens spec length; no minimum only; may
ACI, ES, EBCS). brand restriction. become outdated.

Descriptive Describes all Exact design intent; free Time-consuming;

physical/chemical competition; applicable requires great care;
properties without brand to all project types. tends to be lengthy.
names.

Cash Directs bidders to set Flexible for undefined Cost may not be final;
Allowance aside a specified amount scope items. requires later instruction.
for certain work.

■ 4. Material & Workmanship vs. Performance Specification

Material & Workmanship Spec Performance Spec

Describes what materials to use and how to install Defines the required end result; contractor decides
them. how to achieve it.

Includes: scope of work, material requirements, Used for machinery and operating equipment;
construction details, method of measurement. encourages new and innovative techniques.

Material Spec: physical/chemical properties, Contractor bears responsibility for materials and
strength, durability, color, texture. methods chosen.

Workmanship Spec: desired results, construction Testing and evaluation procedures must be explicitly
methods, limitations, precautions, inspection specified.
methods.

■ 5. Specification Writing

Requirements for a Good Spec Writer:

• Visualization: Having a clear picture of the complete system.
• Research: Understanding the legal and technical impact correctly.
• Clear Thinking: Understanding things directly without being misled.
• Organizing: Structuring what is known into a coherent specification.
• Drawing Ability: Professional ability to read and interpret drawings.
• Technical Knowledge: Wide knowledge of materials, equipment, and construction methods.

Key Writing Rules:

• Use simple, clear, and brief language — avoid long sentences without punctuation.
• Include all items affecting cost; be fair — do not place all risks on one party.
• Avoid repetition with drawings; do not include inapplicable text.
• Arrange the specification in the order of execution (e.g., formwork → mixing → placing → curing).
• Be specific and positive; use correct grammar; direct rather than suggest.
• Do not specify both methods and results simultaneously.
• Address measurement and payment issues.
• Refer only to principal contract parties: Owner, Engineer, Contractor.

Specification Language — Word Usage:

Word Usage

"shall" Used for duties of the Contractor (replaces "must")

"will" Used for duties of the Employer/Owner (replaces "must")

Avoid "must" Substitute with "shall" to prevent ambiguity in obligation.

 Avoid: any, same, similar,
These have indefinite/ambiguous meanings.
either

"these specifications" Always use the plural form.

References for Specification Writing:

• Codes and ordinances of governments (e.g., EBCS)
• Standards by societies and government agencies (e.g., ACI, ASTM, BS, ES)
• Standards/model specs by manufacturers, professional societies, government bodies
• Master specifications and previous project specifications
• Personal observation and experience from the construction industry

■ 6. CSI Master Format (Divisions)

Division 1 General Requirements Division 9 Finishes

Division 2 Site Work Division 10 Specialties

Division 3 Concrete Division 11 Equipment

Division 4 Masonry Division 12 Furnishings

Division 5 Metals Division 13 Special Construction

Division 6 Wood and Plastics Division 14 Conveying System

Division 7 Thermal and Moisture Protection Division 15 Mechanical

Division 8 Doors and Windows

■ Exam Tips to Remember

1 Specification governs over drawings in case of any conflict between them.

Know all 5 technical specification types (Proprietary, Performance, Reference, Descriptive, Cash
2
Allowance) and their pros & cons.

3 "Shall" = Contractor's duty | "Will" = Employer's duty. Never use "must".

4 Drawings = WHAT to build | Specifications = HOW to build it.

5 Spec writing requires: Visualization, Research, Clear Thinking, Organizing ability.

6 Proprietary specs have Closed (no substitution) and Open (substitution allowed) subtypes.

7 Performance specs encourage innovation and delegate technical responsibility to the contractor.
 Reference specs refer to standards like ACI, ASTM, BS, EBCS — widely accepted but may be
8
minimum only.

Chapter 2: Specification — Exam Study Guide | Prepared with Claude AI