SPECIFICATIONS

SPECIFICATIONS
SPECIFICATIONS
SPECIFICATION
SPECIFICATIONS
SPECIFICATIONS
SPECIFICATIONS
SPECIFICATIONS
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CONTRACTS AND SPECIFICATIONS

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.

Contracts and Specifications 2

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.

Contracts and Specifications 3

 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)

Contracts and Specifications 4

 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.
Contracts and Specifications 5
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.
Contracts and Specifications 6
 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.
Contracts and Specifications 7
 PURPOSE AND IMPORTANCE
 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.
Contracts and Specifications 8
 PURPOSE AND IMPORTANCE

 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.

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 SPECIFICATIONS

 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
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 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.

Contracts and Specifications 11

 PURPOSE AND IMPORTANCE

 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.
Contracts and Specifications 12
GC-1
DEFINITION 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-2
CONTRACT DOCUMENTS
1. Contract Agreement
2. Conditions of Contract
3. Drawings / Plans
4. Specifications
5. Invitation to Bid / Tender
6. Instruction to Bidders
7. Addenda
8. Form of Bid including the following Annexes:

Contracts and Specifications 14

 CONTRACT DOCUMENTS
a. Authorization of the Signatory
b. Bid Prices in the Bill of Quantities
c. Detailed Estimates
d. Construction Schedules
e. Construction Methods
f. Project Organizational Chart
g. Manpower Schedule
h. Equipment Utilization Schedule
i. Cash Flows and Payments Schedule
j. Affidavit of Site inspection
k. Bid Bond
Contracts and Specifications 15
 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

Contracts and Specifications 16

GC-3
OTHER 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 Contracts and Specifications 17
GC-4
INTERPRETATION
 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:

Contracts and Specifications 18

 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
Contracts and Specifications 19
 INTERPRETATION

 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.
Contracts and Specifications 20
 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.

Contracts and Specifications 21

 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.
Contracts and Specifications 22
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.
Contracts and Specifications 23
 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.
Contracts and Specifications 24
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.
Contracts and Specifications 25
 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 *
Contracts and Specifications 26
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”

Contracts and Specifications 27

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”
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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”
Contracts and Specifications 29
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.
Contracts and Specifications 30
 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”.

Contracts and Specifications 31

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.
Contracts and Specifications 32
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”

Contracts and Specifications 33

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 Contracts and Specifications 34

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.

Contracts and Specifications 35

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.
Contracts and Specifications 36
 BRIEF or OUTLINE SPECIFICATION

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.
Contracts and Specifications 37
 BRIEF or OUTLINE SPECIFICATION

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.
Contracts and Specifications 38
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.

Contracts and Specifications 39

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
Contracts and Specifications 40
 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.”
Contracts and Specifications 41
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.”
Contracts and Specifications 42
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.
Contracts and Specifications 43
 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.”

Contracts and Specifications 44

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.”
Contracts and Specifications 45
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
Contracts and Specifications 46
 UNFAIR SPECIFICATIONS

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
Contracts and Specifications 47
 UNFAIR SPECIFICATIONS

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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