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BT 324 | BUILDING TECHNOLOGY 4:

Specifications Writing & Quantity Surveying
2ND SEM. A.Y. 2022-2023
LECTURE 2 HANDOUT

LECTURE 2: SPECIFICATIONS WRITING BASICS

In our previous handouts, we discussed the three major types of specifications commonly used in
the construction industry: performance, prescriptive, and proprietary (or brand) specifications.
Each of these types serves a unique purpose and has distinct advantages and disadvantages,
depending on the project requirements and objectives. As specification writers, it is essential to
have a solid understanding of these fundamental specification types to create comprehensive and
effective project documents.

Building upon this foundation, we will now delve into four advanced types of specifications:
reference, closed, open, and combination specifications. These types of specifications offer
additional tools and strategies for tailoring your specifications to meet the specific needs and

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constraints of a given project. By understanding and applying these advanced types of
specifications, you can enhance your ability to communicate project requirements clearly, facilitate
competitive bidding, and ensure that the final construction meets the desired quality and
performance standards.

Throughout this discussion, we will provide detailed explanations and examples of each advanced
specification type, highlighting their key characteristics, benefits, and potential drawbacks. By
expanding your knowledge and mastery of these advanced specification types, you will be better
equipped to create well-rounded and effective construction documents that contribute to the
overall success of your projects.

4 MORE TYPES OF SPECIFICATIONS

Reference Specification:
Reference specifications describe a set of requirements by referencing industry standards, codes,
or guidelines established by recognized organizations or regulatory bodies. These specifications
help streamline the document by avoiding the need to repeat detailed information already
provided in the referenced standard. They ensure that the specified materials, products, or
workmanship meet the performance, safety, and quality criteria set forth by the respective
standards.

Example: A reference specification for concrete mix design may state, "Concrete shall be mixed,
delivered, and placed in accordance with the American Concrete Institute (ACI) Standard 301,

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Specifications for Structural Concrete."

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Closed Specification:
Closed specifications, also known as proprietary specifications, define specific products, materials,
or systems by their manufacturer's name, brand, or model number. This type of specification is
restrictive, as it limits the contractor's options and may eliminate potential alternatives. Closed
specifications are typically used when the specifier or designer believes that a specific product or
system is uniquely suited to the project requirements or when standardization is desired.

Example: A closed specification for a building's window system may state, "Aluminum windows
shall be Series XYZ, as manufactured by ABC Window Company, or approved equal."

Open Specification:
Open specifications, also known as performance specifications or non-proprietary specifications,
establish requirements based on desired performance, characteristics, or properties of a product or
system, rather than specifying a particular brand or manufacturer. This type of specification allows
for greater flexibility and encourages competition among suppliers, as it permits contractors to
propose alternative products or systems that meet the specified performance criteria.

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Example: An open specification for a paint system may state, "Interior wall paint shall be a water-
based, low VOC, latex paint with a minimum scrub resistance of 1,000 cycles, as per ASTM D2486."

Combination Specification:
Combination specifications blend elements of closed and open specifications, providing both
specific product requirements and performance criteria. These specifications allow for some
flexibility while still ensuring that the specified products or systems meet certain minimum
standards or characteristics. They may include a basis-of-design product, along with performance
requirements, and allow for substitutions or alternatives that meet the specified criteria.

Example: A combination specification for a lighting system may state, "LED light fixtures shall be
Model 123, as manufactured by XYZ Lighting, or approved equal. Fixtures shall have a minimum
efficacy of 110 lumens per watt, a color rendering index (CRI) of 90, and a correlated color
temperature (CCT) of 3,500K."

THE THREE-PART SECTION FORMAT

The Three-Part Section Format is a widely used structure in specification writing. It provides a clear,
concise, and consistent method for organizing information in technical documents. This learning
reference will guide you through the three main sections of this format: Part 1 - General, Part 2 -
Products, and Part 3 - Execution.

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Part 1 - General
This section sets the stage for the rest of the document. It includes an overview of the scope,
references to relevant standards, and any administrative requirements.
1.1 Scope
 Briefly describe the work covered by the section.
 Include any related work in other sections or documents.
1.2 References
 List any industry standards, codes, or regulations relevant to the work.
 Include any manufacturer or product literature if applicable.
1.3 Submittals
 Specify what information must be submitted by the contractor for approval.
 Examples include product data, samples, shop drawings, and warranties.
Part 2 - Products
This section covers the materials, products, and equipment to be used in the project. It provides
detailed information about quality, performance, and design criteria.
2.1 Manufacturers
 List the acceptable manufacturers for the specified products.
 If a single source is required, provide justification for the selection.

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2.2 Materials and Equipment
 Describe the specific materials and equipment to be used.
 Include any performance requirements, dimensions, or other characteristics.
2.3 Accessories
 List any accessories or supplementary items required for proper installation or function.
 Include any specifications or performance criteria for these items.
Part 3 - Execution
This section outlines the requirements for installation, application, and quality control. It provides
guidance on how to achieve the desired results.
3.1 Preparation
 Describe any required site or surface preparation.
 Include any necessary protection measures for adjacent work or materials.
3.2 Installation or Application
 Provide step-by-step instructions for the installation or application of the specified products.
 Include any specific techniques or methods required for proper execution.
3.3 Quality Control
 List any required inspections, tests, or other verification processes.
 Specify any tolerances, criteria, or standards that must be met.

By following the Three-Part Section Format, you can create comprehensive and well-organized
specifications that are easy to read and understand. This consistent structure ensures that all
necessary information is included and helps to prevent misunderstandings or omissions.

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SAMPLE 3-PART SPECS: Excerpt from a Specification Document for

an Office Renovation Project
Section 09 30 00 - Ceramic Tile
Part 1: General
1.1 Scope of Work
A. Furnish and install ceramic floor and wall tiles in the office restrooms and break rooms, as
indicated on the drawings and as specified herein.
1.2 Reference Standards
A. American National Standards Institute (ANSI):
ANSI A108 - Standard Specifications for Installation of Ceramic Tile
ANSI A118 - American National Standard Specifications for the Properties of Ceramic
Tile Installation Materials

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ANSI A137.1 - American National Standard Specifications for Ceramic Tile
1.3 Submittals
A. Product Data: Submit manufacturer's data, specifications, and installation instructions for
each type of ceramic tile, setting and grouting materials.
B. Samples: Submit two 4" x 4" samples for each type of ceramic tile, illustrating color, texture,
and pattern.
C. Test Reports: Submit test reports from an independent testing laboratory verifying
compliance with ANSI A137.1 standards.

Part 2: Products
2.1 Ceramic Tile
A. Basis-of-Design Product: 12" x 12" porcelain floor and wall tiles, Series XYZ, as manufactured
by ABC Tile Co. or approved equal.
B. Characteristics:
Water Absorption: ≤ 0.5% by weight, per ANSI
A137.1 Breaking Strength: ≥ 250 lbf, per ANSI A137.1
Slip Resistance: Wet Dynamic Coefficient of Friction (DCOF) ≥ 0.42, per ANSI A137.1
2.2 Setting and Grouting Materials

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A. Latex-Modified Thin-Set Mortar: ANSI A118.4 compliant; compatible with substrate and tile.
B. Grout: Polymer-modified, unsanded cement grout; ANSI A118.7 compliant; color to be
selected by Architect from manufacturer's standard range.

Part 3: Execution
3.1 Installation
A. Install ceramic tile in accordance with ANSI A108 standards and manufacturer's
written instructions.
B. Set tiles with uniform joints and alignment, maintaining a consistent pattern and layout
as indicated on the drawings or as approved by the Architect.
C. Grout tile joints using specified grout material; remove excess grout and clean tile surfaces.
3.2 Quality Control
A. Inspect installed tile for proper alignment, uniform joint widths, and satisfactory color match.
B. Replace damaged or defective tiles prior to final acceptance.

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3.3 Cleaning and Protection
A. Clean tile surfaces promptly after installation, removing excess mortar, grout haze, and
other contaminants.
B. Protect installed tile from damage during subsequent construction activities; provide
temporary coverings as necessary to prevent damage, staining, or soiling.

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Elements of Specification Composition

Specification composition is the process of creating detailed, clear, and concise technical
documents that define the requirements for a project, product, or service. The elements of
specification composition ensure that all necessary information is included and organized in a
way that is easy to understand. This guide will outline the key elements of specification
composition: Purpose, Clarity, Consistency, Completeness, and Flexibility.

Purpose
Every specification should have a clear and defined purpose. The purpose should be established at
the beginning of the document to provide context and direction for the reader. This element
involves:

 Identifying the target audience and stakeholders.

 Defining the objectives of the specification.
 Establishing the scope of the project, product, or service.

Clarity

following:


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Clarity is essential in specification writing. It helps ensure that the requirements are easily
understood and can be properly executed. To achieve clarity in your specifications, consider the

Use simple, precise, and direct language.

 Avoid ambiguous terms and jargon.
 Provide definitions for any specialized terms or acronyms.
 Organize the content logically and use headings and subheadings to improve readability.

Consistency
Maintaining consistency throughout a specification helps to prevent confusion
and misunderstandings. Consistency can be achieved by:

 Using a uniform writing style and tone.

 Adopting a standardized format, such as the Three-Part Section Format.
 Ensuring that terms and units of measurement are used consistently.
 Cross-referencing related sections and documents when necessary.

Completeness
A well-written specification should be comprehensive and cover all aspects of the project, product,
or service. To ensure completeness in your specification, make sure to:

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 Address all aspects of the project, including materials, products, installation, and
quality control.
 Include any necessary supporting information, such as drawings, calculations, or test results.
 Provide detailed instructions for any required processes or procedures.
 Specify any requirements for submittals, warranties, or maintenance.

Flexibility
While specifications should be detailed and precise, they should also allow for some flexibility to
accommodate changes or unforeseen circumstances. To incorporate flexibility in your
specification, consider the following:

 Allow for the use of equivalent products or materials, when appropriate.

 Specify performance-based requirements instead of prescribing specific methods
or processes.
 Include a process for addressing changes or deviations from the original specifications.

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By incorporating these elements into your specification composition, you can create a
comprehensive, clear, and well-organized document that effectively communicates the
requirements for your project, product, or service. This ensures that all parties involved have a
clear understanding of their responsibilities and expectations, ultimately leading to a successful
outcome.

Understanding General Conditions in Building Projects and Their

Relationship with Specifications and Other Documents
In this lesson, we will discuss the role of "General Conditions" in a building project and how they
relate to and complement other key building documents, such as specifications. By understanding
the purpose and importance of General Conditions, you will be better equipped to navigate the
complexities of construction projects and ensure smooth collaboration among stakeholders.

I. Overview of General Conditions

A. Definition and purpose

 General Conditions are the contractual terms and conditions that govern the
relationship between the owner and the contractor for a building project.
 They outline the rights, responsibilities, and obligations of both parties.
 They help to define the framework for administering the project and resolving disputes.

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B. Common elements of General Conditions

 Contract definitions and interpretations

 Roles and responsibilities of the owner, contractor, and architect/engineer
 Contract time and schedule
 Payment terms and procedures
 Changes in the work
 Dispute resolution and claims
 Insurance and indemnification
 Termination or suspension of the contract

II. Relationship between General Conditions and Specifications

A. Complementary roles

 General Conditions provide the legal and administrative framework for the project
 Specifications provide the technical and performance requirements for the project
 Both documents work together to create a comprehensive set of guidelines for the
project's execution and completion

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B. Coordination and consistency

 It is essential to ensure that the General Conditions and Specifications are consistent and
do not contradict each other
 Any discrepancies between the two documents can lead to confusion, disputes,
and potential delays in the project

III. Integration with Other Building Documents

A. Contract documents

 General Conditions are typically part of the overall contract documents, which also
include the Agreement, Drawings, Specifications, and other supplementary documents
 All contract documents should be coordinated and consistent with each other to ensure
a clear understanding of the project requirements
B. Drawings

 Drawings visually represent the design intent and provide detailed information on
the layout, dimensions, and relationships between building elements
 General Conditions and Specifications supplement the Drawings by providing the
legal, administrative, and technical requirements for the project
C. Supplementary Conditions

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 Supplementary Conditions modify or expand upon the General Conditions to
address project-specific or jurisdiction-specific requirements
 They should be carefully reviewed and coordinated with the General Conditions
and Specifications to ensure a clear and consistent set of guidelines for the project
Conclusion:
Understanding the role of General Conditions in a building project and their relationship with
Specifications and other building documents is crucial for successful project execution. By ensuring
that these documents are coordinated and consistent, you can help to create a clear framework for
the project, minimize disputes, and facilitate effective communication among all stakeholders.

ETHICAL & PROFESSIONAL RESPONSIBILITIES OF SPECIFICATION WRITERS

Specification writers play a crucial role in the construction industry, helping to ensure that projects
are executed safely, efficiently, and in compliance with applicable laws and regulations. To maintain
the highest professional standards, specification writers should adhere to the following ethical

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practices:
1. Honesty and integrity: Specification writers must provide accurate, objective, and
unbiased information in their specifications. They should avoid any misrepresentation or
distortion of facts and be transparent in their intentions and methods.
2. Avoid conflicts of interest: Specification writers should not have any personal or
financial interest in the products or services being specified. They must avoid situations
that could compromise their impartiality or create the appearance of favoritism.
3. Fairness and impartiality: Specification writers should treat all stakeholders in a project
fairly and without bias. They should not unfairly favor certain manufacturers, suppliers, or
contractors, and should be open to considering alternative solutions that meet the
project's requirements.
4. Confidentiality: Specification writers must protect the confidentiality of their clients and
the sensitive information they may encounter during the course of their work. They should
not disclose proprietary or confidential information without proper authorization.
5. Competence: Specification writers should strive to maintain and improve their knowledge
and skills in their field. They should only undertake projects for which they are qualified
and should seek assistance or additional training when necessary.
6. Compliance with laws and regulations: Specification writers must be familiar with and
adhere to all applicable laws, codes, standards, and regulations governing their work.
They should also ensure that their specifications are in compliance with these
requirements.

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7. Professional responsibility: Specification writers should take responsibility for the quality
and accuracy of their work, and be prepared to correct any errors or omissions. They
should also be willing to accept constructive criticism and learn from their mistakes.
8. Cooperation and collaboration: Specification writers should work effectively with other
professionals involved in the construction process, such as architects, engineers, and
contractors. They should be open to feedback and be willing to make changes to their
specifications when appropriate.
9. Sustainability and environmental stewardship: Specification writers should be mindful of
the environmental impact of their specifications and strive to promote sustainable
practices and materials whenever possible.
10. Respect for intellectual property: Specification writers should respect the intellectual
property rights of others, such as copyrights and patents, and should not plagiarize or
copy the work of others without proper attribution or permission.
By adhering to these ethical practices, specification writers can help ensure that their work
contributes to the successful completion of construction projects while maintaining the highest
standards of professionalism and integrity.

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