Subject –Estimating and Costing

Chapter-Specification

Topics of the chapter

1 General:

2 Definition:

3 Objects of specifications:

4 Importance of specifications:

5 Use of specifications:

6 Types of specifications:

6-1. Brief specifications:

6-2. Detailed specifications:

7 Classification of specifications:

8 Design of specifications:

9 Important aspects of the design of specifications:

10 Principles of specifications writing:

11 Sources of information
1 GENERAL:

The ideas of an engineer are converted into reality by an important tool of his proffesion, namely, the
specifications. It deals with the methods of execution, qualities of materials, nature of labour to be
employed, proportions in which materials are to be mixed, measurement of work done, etc.

In this chapter, the topic of specifications for some of the common civil engineering items.

2 DEFINITION:

The drawings of a structure will show the proportions and relative positions of its various parts. It is not
possible to furnish the data regarding the quality of materials and workmanship on the drawings due to
shortage of space. Hence, this information regarding the quality of materials and workmanship is
conveyed in a separate contract document which is known as the specifications for the work. The term is
derived from old French word specifier or Latin specification meaning to describe. Thus, it-is intended that
the combination of the drawings and specifications will completely define the structure, physically as well
as technically.

3 OBJECTS OF SPECIFICATIONS:

The specifications of the work are mainly written for the following three objects:

1. The specifications define the quality of materials and workmanship. Hence, the contractor who is
filling the tender for the work will be able to put correct rates for the different items of the work.

2. The information and instructions contained in the specifications will serve as a guide to the
contractor as well as to the supervising staff during the execution of the work.

3. The main object of the specifications is to state the information which the engineer aims to protect
the owner from any damage due to bad workmanship or low-quality materials and at the same
time, maximum freedom to perform the work is given to the contractor so as to turn out a
satisfactory end product. Thus, the specifications describe and limit the responsibilities of the
owner and contractor.

4. IMPORTANCE OF SPECIFICATIONS:

The drawings and specifications form two important contract documents. The information (such as
dimensions, types of constructions, etc.) which can be easily expressed graphically are put on the
drawings. On the other hand, the instructions which can be easily easily expressed well in words are
written in the specifications. But generally, the provisions in the specifications are given more legal
strength and most of the drawings and specificaitions, the provisions of the specifications shall govern.
Thus, the specifications play an important part in construction work and heavy responsibility is attached to
the specification writer for his job.

5. USE OF SPECIFICATIONS:

The specifications of the project are prepared or written by the engineer on behalf of the owner. But
unless the owner is a qualified technical man, they mean no more to him than a doctor’s prescription full
of medical terms and symbols. It is quite likely. That nobody may read all the specifications except the
engineer or architect. However, if the project is to be properly constructed , the specifications serve as the
best guide to the contractor and his sub-contractor and his sub-contractors, materials suppliers and
architect’s or owner’s site supervisors. It also serves as an useful legal document in case of disputes
between the owner and the contractor.

6 TYPES OF SPECIFICATIONS:

The specifications are broadly divided into the following two categories:

1. Brief specifications

2. Detailed specifications

6-1. BRIEF SPECIFICATIONS

While preparing the estimate, the quantity surveyor writes down the brief description of every item.
These are known as brief specifications and they do not form part of the contract document. They are only
useful to the person preparing the estimate of the work.
6-2. DETAILED SPECIFICATIONS:

The detailed specifications form a part of the contract document and they are divided into three groups
as follows:

1. General provisions

2. Technical provisions

3. Standard specifications.

General provisions: These are also known as conditions of contract and they apply to the work
as a whole. In this document, the conditions governing the contract are written. We will study this
topic in detail in the next chapter.

Technical provisions: These specifications describe the technical requirements of each type of
construction. The technical provisions contain detailed instructions regarding the desired quality of
the final product. They also provide for the inspection and tests during construction to make sure
that the specified requirements are being obtained. However, while framing the technical
provisions, it should be observed that they are in accordance with the drawings of the work. The
technical provisions are of three types:

1. Specifications for materials and workmanship

2. Specifications for performance

3. Specifications for proprietary commodities.

Specifications for materials and workmanship: These specifications are written for engineering
structures such as bridges, buildings,etc. where it is not possible to conduct any practical test to ensure
that the structure will perform its required services throughout its desired period of utility. Hence, in such
types of engineering structures, a rigid control over the materials and workmanship becomes essential.
Hence, in these specifications, the stress is put up on the quality of the materials and workmanship are as
per requirements of the specifications, the performance of the structure entirely depends on the structural
design of the work.

For materials, the following properties should be included in the specifications:

1. Physical properties such as strength, hardness, etc.;

2. Chemical composition of the material;

3. Electrical, thermal and acoustical properties;

4. Appearance of the material;

5. Information regarding protection required during transport, handing and storage of the materials;

6. A clear statement regarding inspection and procedure of test of the material. Also, the place of

7. inspection and test should be clearly specified in the specification i.e., factory or site or laboratory,
etc

For workmanship, the following important features should be included in the specifications:

1. The results desired should be specified while keeping in view the practical limits of tolerance.

2. The detailed description of the construction method for each item should be written.

3. The instructions regarding the protection of the finished work as well as of the adjacent property
should also be specified.

(II)Specifications for performance: These specifications are based on the overall performance of the
finished product and hence, they are written for equipments and machinery such as pumps, motors, etc.
The principal features to be included in this type of specifications are as follows:
 1. General description: The equipment or machinery for which the specification is meant should be
described to the contractor in a general way so as to give a complete idea regarding size, shape,
etc. of the equipment or machinery.

2. Design and installation: If the equipment required is desired to be of a particular design the
same should be specified. Regarding installation the minor machinery is usually installed by the
main contractor. But in case of large machines, turbines, heavy cranes, etc., the owner invites
separate tenders and enters into a separate contract. In the latter case, the specification should
clearly state the final responsibility of erection and installation of the equipment and it should also
state the facilities to be obtained from the main contractor such as preparation of foundation for the
base of the equipment, fixing of anchor bolts, etc. Moreover, the specification should also provide
for the co-ordination of the machinery installation with the rest of the work.

3. Provision for special equipment: If the equipment is of special equipment. The practice normally
followed in such cases is to specify the type, power, capacity, efficiency, etc. of the special
equipment and to ask the contractor to choose the design of the special equipment.

4. Guarantee: The specification should also provide for the period of guarantee from the contractor
for the performance and durability of the equipment. It should also provide for the supply of spare
parts, special tools, etc. for a specified period.

(iii) Specifications for proprietary commodities: These specifications include commercial products
which are standardized or patented. Hence, it becomes essential to know exactly the quality of the
product beforehand because there is no control over the materials or workmanship or performance.
Hence, only thing to be mentioned in this type of specification will be to state a name of a particular brand
or firm. However, it is not desirable in case of public works to specify certain trade names or brands, due
to the following reasons:

1. A monopoly is created for the patented article.

2. A doubt of favoritism is laid down on the officer writing the specifications

3. It is possible that some other manufacturers may be able to supply the same article of better
quality at a lower cost.

Hence, to avoid such difficulties, one of the following clauses is added in this type of specification:

1. It is a general practice to specify the selected brand and then, it is followed by the phrase or equal.
It is, however, very difficult to determine equality when a substitute is proposed by the contractor.
Normally, the engineer decides this equality. But he becomes a subject of criticism by the
manufactures and contractor. Also, if two substitutes of equal quality but of different prices are
available, it becomes a matter of dispute between the owner and the contractor. Due to all such
complications, this phrase of or equal is not used at present, except for minor items.

2. A clauses is inserted in the general conditions of contract, stating that, if the contractor desires to
use products other than the specified ones, he should clearly state this fact in his tender and he
should also state the adjustment to be made, if his substitute is approved by the owner the while
accepting his tender. The same procedure can be adopted when the work is in progress. But in
this case, the decision on substitutes will be taken by the engineer in charge of the work.

(3) Standard specifications: The specifications are seldom written completely for all items of the work. It
is possible to standardize the specifications for most of the items occurring in works of similar nature.
Hence, each office develops its own standard specifications in due course. Thus, the lengthy process of
wording the specifications is avoided and thereby much time is saved. Following points are to be noted in
this connection:

1. Extreme care should be taken to verify that the reference made to the standard specifications is
really suitable to the particular work to be executed.

2. For variable requirements, it is a general practice to provide blank spaces in the skeleton of the
standard specifications. These blank spaces should, therefore, be suitably filled up before
accepting the standard clauses as specifications.

 The standard specifications when accepted for a particular job should be watched carefully and
suitable additions, alterations, improvements or corrections necessary should be noted so as to
include all such changes while using the same specifications for the next job of similar nature.
 1. The standard specifications are prepared by government or manufactures of materials or
professional bodies. The individual manufactures sometimes maintain a research staff to prepare
the specifications for their certain products. Such specifications are sometimes exaggerated just to
make some products popular and hence, care should be taken to adopt such specifications.
However, the specifications of reputed firms are reliable. For construction works in india, P.W.D.
handbook is treated as a standard specification.

2. The standard specifications should be periodically revised to include changes in techniques.

Hence, while including a reference to a standard specification in a particular contract, its edition
with date of issue, title, etc. should invariably be mentioned.

3. Every city has got its own building codes to suit the requirements of the locality. Thus, it is possible
to prescribe the specifications by law. The only purpose behind this is to make the structure of the
city suitable to the local conditions. These codes of a local body assume the shape of standard
specifications for a particular locality.

 The advantage of standard specifications are manifold. The processes are standardized resulting
in simplified field control and in case of manufacture of materials, the costs are reduced due to
standardization of production methods the products are also improved due to research on a co-
operative basis.

7. CLASSIFICATION OF SPECIFICATIONS:

Depending upon the method to be used in describing a material or method of installation, the
specifications can be classified into the following three categories:

1. Open specifications

2. Restricted specifications

3. Closed specifications

Open specifications: An open specifications gives the physical and chemical properties of the material,
the tests it must comply with or the results expected and such other information. But it never gives a
specific item of equipment or a trade name or a proprietary [Link] specifications are
generally used for public works and a true open specification is one which of lays down minimum
standards and which can be easily fulfilled by several manufactures within permissible limits.

Following are the advantages of the open specifications:

1. Basic materials: They are suitable for basic materials such as cement, steel, sand, etc. because
the standards of such materials can easily be laid down without regard to the manufactures.

2. True competition: They provide an atmosphere of a true competitive of a true competitive market
in which the new products have equal chance to compete with the old and well advertised
products. It may also result into a lower cost the owner.

Following are the disadvantages of the open specifications:

1. Checking and testing : The checking and testing for each material or product mentioned in these
specifications may prove to be time-consuming.

2. Control over the quality : It is feared that if they are not properly drafted, it may result into losing
a firm control over the quality of the products.

3. Effect on design: If a particular product or material fulfils the permissible variances with respect to
size, weight,etc. mentioned in these specifications and if the contractor insists to use such product
or material , the architect in some cases have to change or alter the design of the project to
accommodate such product or material.

4. Time –Consuming: These specifications are by nature lengthy and hence, the architect or
specification writer has to spend his valuable time in framing them.

Restricted specifications: In case of a restricted specification the material is described and then, the
choice by the contractor is limited to two or more manufactures or distributors. Thus, an approved list
containing the catalogue number or proprietary name of the product is specified and the contractor has to
choose the material from this approved list.

The important advantage of a restricted specification is that it promotes competition among the
manufactures to get their product included in the approved list by maintaining the standard of quality at
reasonable price. However, the specification writer should try to avoid the following possible
disadvantages of a restricted specification:

Problems of design: The possible use of various product mentioned in the approved list should be
carefully considered. In fact, only such products should be included in the approved list which will not
disturb the space requirements, connections, equipment for installation, details and other factors of the
project.

Quality product: It should be seen that the products mentioned in the approved list are more or less in
reality equal in quality and price. If the price of even one of the product mentioned in the approved list is
substantially lower than those of others, it will eltiminate the competition and the pupose of restricted
specifications will not be served.

Closed specification: In case of a closed specification, the material or product is designated by a trade
name metioning catalogue number, manufacturer and sometimes a particular distributor from whom the
product is to be purchased. It is sometimes argued that the closed specifications result in avoiding the
competition and in increasing the cost of the project. This argument has no force in the sense that the
material or product which is included in closed specifications has stood the test of time and has proved its
adaptability in respect of quality and price both. The architect is the agent of owner and hence, he will
select only those materials or product to be included in the closed specifications which will be helpful in
turning out a satisfactory completed project.

Following are the advantages of the closed specifications:

Completion of drawings: the architect can complete the drawings of the project before the tenders for
the work are invited, when these specifications are adopted. As the complete details are known, the
designer can accurately decide the details such as room dimensions, foundations, fastenings, fittings,etc.

Choice of owner: The owner has a choice of the material he prefers and he can thus enjoy the special
features of a particular product.

8. DESIGN OF SPECIFICATIONS:

Specifications, if it has to serve its purpose adequality, should be designed rather than simply written or
copied. Any engineering work such as a bridge, a tunnel, a dam, etc. is designed to fit specific
requirements. A similar procedure should be followed in the design of a specification. In fact, the
specification is a complex and lengthy document and it requires considerable skill and wide technical
knowledge in its preparation.

9. IMPORTANT ASPECTS OF THE DESIGN OF A SPECIFICATION:

Some of the important aspects of the design of a specification are mentioned below:

1. Changes: The designer of a specification should be given an opportunity to observe the field
application of his specification. Such a procedure will help in increasing the knowledge of the
designer and he may utilize this knowledge, if found necessary, to change, to expand, to improve,
to modify or to strengthen his specification for future works.

2. Clearness : The design of a specification should be such that it brings the limit of
misunderstandings and misinterpretations to a minimum. Such a design will naturally minimize the
chances of disputes.

3. Co- operation: The specifications should be designed to provide a motive of co-operation

between the engineer and the contractor. The engineer, with the help of a well-designed
specification, can assist, encourage and guide the contractor, with the help of a well-designed
specification, can combine labour and materials to the best advantage of getting the desired end
product. Thus, a well-designed specifications would prove useful to both – the owner and the
contractor.
 4. Cost : The intial cost of a well- designed specifications may prove to be more but it forms a small
fraction of the cost incurred in extra claims, delays, disputes and bad workmanship due to poorly
designed specifications.

5. Flexibility : The specifications should not be rigid. But they should be dynamic in nature and
should be adaptable to new inventions, to new ideas and to new methods of construction.

6. Product control: A well – designed specifications aims at product control by the available
equipment of the contractor. The automation can also be adopted with advantage to achieve
product control. The advantages of product control are-fewer samples for testing, reduced costs,
early completion and uniform work.

7. Designer : The specifications should be designed by competent persons, possessing wide

experience and high ability. This is a very important factor influencing the achievement of a goal of
specification. If the work of writing the specification is entrusted to a professional man, it simply
results into the copying of paragraphs from the existing specifications.

10 . PRINCIPLES OF SPECIFICATION WRITING:

The specification of the work are written by the engineer before it is known who the contractor will be. It
should be noted that the technical knowledge of the engineer is of little value as far as writing of the
specifications is concerned unless he can make his ideas clearly understood by the other contractors,
workmen, supervisors, etc., many of whom may have little or no technical training. Following are some of
the essential principles of good specifications writing:

1. Subject matter: The subject matter of the specifications should relate to the information required
after the contract is given to a particular contractor. The requirements which are to be enforced
should only be included in the specifications. The use of cross references should be reduced to a
minimum.

2. Grammar: All sentences of the specifications should comply with the rules of grammar. The style
and tense should remain the same throughout. The hyphens, commas and semi-colons should be
used as and when required and the sentence should be framed in such a way that the addition,
omission or misplacement of a comma does not alter the sense. As far as possible the pronouns,
especially relative pronouns, should not be used. It is advisable to repeat a noun.

3. Abbreviations: Only those abbreviations which are well-known in the building industry should be
used without giving definitions. The use of abbreviations facilitates easy understanding and
reduces the typing work without sacrificing clarity.

4. Development of style: It must be remembered that the main aim of specification writing is to
present a clear picture of facts and no attempt should be made to make an elegant and impressive
style. The specifications writer should develop his own style of arranging his ideas with clarity and
brevity. There is plenty of scope for improvement even when the specification is being copied from
a printed specification of some manufacturer.

5. Selection of words: While writing specifications, only suitable words with desired meaning should
be used. The unfamiliar words or words having more than one meaning should never be used in
the specification. Also the use of unusual technical and trade expressions and semi-legal words
should not be used.

6. Accuracy : The information given in the specification should be complete and correct, otherwise
the contractor may claim for any extra cost due to damage occurred to him by the misleading
information supplied by the owner. Also, care should be taken to see that information is not
repeated in the specifications.

7. Conflicting requirements: The clauses of the specifications should be framed in such a way that
no confects of any type result. For instance, while writing the specification for driving piles, both
the requirements, namely, penetration of the pile and its bearing capacity, should not be
mentioned. In some cases, the piles may have reached the required penetration. But the specified
baring power may not have been developed. In other cases, the reverse may happen.

8. Practical limits and commercial sizes: The specification should be frame while keeping in view
the practical limitations of materials and workmanship and they should not specify practical
impossibilities. Also the specification should specify use of commercial sizes and patterns of the
 materials. It becomes expensive to manufacture special size and it also takes more time to
prepare such sizes. For instance, the steel sections and steel bars are readily available in certain
sizes only. If other size is specified, a special order is to be given, which requires more time and
special rate for its delivery.

9. Clearness : The specification should be clear as far as possible and it should be observed that
their meaning is not left the engineer. In fact, both the particles owner and contractor- should
follow the same sense. Also the specification should state what the contractor shall not do not and
what the contractor should or should not do.

10. Fairness : The specification should be fair and they should not be framed in such a way so as to
throw all the risks on the shoulders of the contractor. Also, all likely hazards, difficulties, etc. should
be specified in the specification so as to give a clear picture of the work to the contractor will
assume all such risk and will put a higher price in his tender to accommodate all such risks, in
case they come up.

11. Brevity : The sentences of the specification should be short, simple and concise. This is essential
as the main purpose of the specifications is to give directions to the contractor and the supervising
staff in carrying out the construction work. Also as specification is a legal document, fewer words
will involve less risk of legal difficulties and as straight forward specification would be clearly
understood by the persons filling the tenders, it may result into lower cost and early completion of
the work. The brevity is the essence of the specification.

11. SOURCES OF INFORMATION

Following are the main sources of information from which the information regarding the specifications of
civil engineering work can be gathered or obtained:

Contract drawings: The draft drawings prepared in the initial stage of the project contain useful details
which are of considerable assistance to the writer of the specifications.

Previous specifications: In majority of cases, the specifications of the executed jobs or jobs under
execution can be used as basis for the preparation of new specification of similar job. This procedure
expedites the work. However, care should be taken

Requirements of owner : If the owner desires to incorporate certain requirement in connection with the
job, the same should be suitably included in the specification of the work.

Site Investigations: It is desirable that the specifications include the fullest information for the existing site
conditions such as extent of site clearance work, soil conditions, etc. The contractor is thus kept away
from making unnecessary allowance for certain factors.

Standard specifications : The reference can be made to the relevant standard specifications and thus, it
permits a considerable reduction in the length of specification clauses. It also helps the contractor in easy
understanding of the specification requirements.

Trade catalogues : For specifications of the proprietary commodities the reference can be made to the
catalogues supplied by the manufacturer of that item. However, if an article is produced to a number of
different patterns it is necessary to quote the