ARCH 343
Specifications Writing
and
Quantity Surveying
Tuesday 1-3 pm LR 01
Wednesday 1-4 pm DS 03
Subject Instructor
Ar. Rommel Z. Hidalgo, UAP, MSCM, AAF, SO1
COURSE PROGRAM
COURSE PROGRAM
(Continuation)
COURSE REQUIREMENTS
AND GRADING SYSTEM
CLASS RULES
Submit all Manage your Time Manage your Health
Requirements
On Time
What is a Specification Document
SPECIFICATIONS OVERVIEW
After World War II, construction
surged with new materials and
methods, but specification writing
remained outdated, emphasizing
expedience over quality. Competitive
bidding pushed contractors to
minimize costs, increasing the
importance of specifications for
conveying design intent. However,
there was no standardized structure,
leading to inconsistencies in
organization. In 1948, the
Construction Specifications Institute
(CSI) was formed by public agencies
and corporations to standardize
specifications and improve clarity in
bidding and construction practices.
What is a Specification Document
SPECIFICATIONS OVERVIEW
In 1963, the Construction Specifications Institute (CSI) introduced a 16-division format for organizing
specifications. In 1965, the American Institute of Architects (AIA) renamed the specifications book the
"Project Manual," as it included not only specifications but also bidding, contracts, insurance, and
technical documents. CSI's 16-division format was integrated into this concept, leading to the creation
of its key document, MasterFormat. Over nearly four decades, MasterFormat and the CSI Manual of
Practice have proven effective and continue to evolve to meet changes in construction practices and
technology.
INTRODUCTION TO
SPECIFICATION WRITING
Imagine a movie or video presentation of the construction of a
building, park, water or sewage treatment plant, refinery,
highway, or bridge.
Imagine that all the activities of construction are shown in
great detail, from procurement of materials and manufactured
products, through fabrication, delivery to the job site, storage
and staging on the job site, surface preparation, mixing,
application, installation, fitting, and finishing.
Also imagine the Owner, the Architect/Engineer, the
Contractor’s managers and supervisors, the subcontractors,
the testing and inspection agency personnel, the
manufacturers’ representatives, and code authorities meeting
and discussing matters related to the construction.
INTRODUCTION TO
SPECIFICATION WRITING
What is a Specification Document
Specifications are one of the basic
Construction Documents
components that make up the
contract agreement between the
Owner and the Contractor.
INTRODUCTION TO
SPECIFICATION WRITING
What is a Specification?
Specifications define the requirements for products, materials and workmanship upon which the contract
is based and the requirements for administration and performance of the project. They are written to
achieve a Work Result.
Specifications are generally written for each subject as sections and organized under [CSI] MasterFormat.
MasterFormat is a list of titles that represent construction practices or work results that result from the
application of skills and procedures to the materials, products or assemblies. It’s a Standard !
Drawings
The drawings are graphic
representations of the work
upon which the contract is
based. As the graphic
documents usually contain more
then plan views, the preferred
term is Drawings rather then
Plans.
RELATIONSHIP BETWEEN
DRAWINGS AND
SPECIFICATIONS
DRAWINGS SPECIFICATIONS
• Graphically show the components in relation • Provides the component specifications of
to the rest of the building and performance, size, weight
surrounding components • Provides component labeling and testing
• Graphically show a symbol representing a requirements
component not drawn to scale. • Identifies the Contractor qualifications to
• Provides dimensions for the component install the components.
placement. • Provides direction to the contractor in the
• Annotations specific to the component execution of construction to get a common
placement. Such as “Coordinate the fire pull work result. It should not repeat
station with the fire extinguisher mounted manufacturers or Code requirements.
adjacent to the door.” • Drawing information is not repeated in the
• Specification items are not repeated on the specs.
drawings.
THE RELATIONSHIP BETWEEN
SPECIFICATIONS AND DRAWINGS -
SIMILARITIES
DRAWINGS AND SPECIFICATIONS
• Part of the “Contract” between the Owner and the
Contractor
• Use the same contract language, and terms.
• They work together and cannot be used or developed
separately.
• Engineers and Architects that write the specifications need
access to the drawings.
• Designers and Drafters that create the drawings need access
to the specifications.
• Specs do not supersede drawings. Drawings do not supersede
specs. If they contradict each other, it is a design error.
SPECIFICATION OWNERS
& AUTHORS
Architects
Engineers & Designers
Others
• Vendors
• Suppliers
• Equipment
Manufacturers
• Owner
INTENDED RECIPIENTS
OF SPECIFICATIONS
Knowing the Recipients of the document helps the author to make decisions on the language in writing the
specification.
The specifications are intended to be read by the Contractor.
Contractor may then hand off to the subcontractors, vendors and manufacturers.
Types/Methods of Specifying
Open or Results
• Describes required performance without mandating how those performances are to be achieved
Closed or Method
• Describes not only required performances, but also tools, technologies or subassemblies that must be
used in the design of a product or assemble to meet the specification
TYPES/METHODS OF
SPECIFYING
Generally Generally
Open - Advantages Open - Disadvantage
• Usually results in lower • Can challenge inexperienced
costs and good contractors.
contractors can be very • May not match existing
innovative in devising ways to systems.
get work done. Closed - Disadvantages
Closed - Advantages • Usually higher cost.
• Permits design to be • Dependent on contractor
completed down to the experience.
smallest detail.
TYPES/METHODS OF
SPECIFYING
1. Descriptive 3. Reference Standard
• A detailed written description of the required • Are requirements set by authority, custom or
properties of a product, material or piece of general consensus and are established as
equipment and the workmanship required for its accepted criteria, such as BICSI TDMM
proper installation.
4. Proprietary
2. Performance • Identify the desired products by manufacturer’s
• A statement of required results with criteria for name, brand name, model number, type
verifying compliance, but without unnecessary designation or other unique characteristics. This
limitation on the methods for achieving the results method can be open or closed depending on
or it can be defined as specifying an end result by whether substitutions are permitted.
formulating the criteria for its accomplishment.
SPECIFICATION WRITING
• Know your audience – It’s the Contractor(s)
• Know the Parties of the Contract – Understand the contracting strategy
• Writing Style
o Be Accurate, Brief, Clear
o Avoid complex sentences and stilted language (artificially formal).
o Use simple sentences with terms and words that are easily understood.
Writing to the Parties of the Contract
Example:
Design-Bid-Build
• Bad Example: The Communications Contractor shall coordinate with the Electrical Subcontractor for
cable supports and pathways.
• Good Example: Cable supports and pathways are shown on the Electrical Drawings.
The bad example refers to a subcontractor. For Design-Bid-Build we almost always write as if the Owner
if talking directly to the General Contractor. We almost never identify the subcontractors because we
don’t assume who the General Contractor will subcontract to.
WRITING STYLE EXAMPLE
1
Be Accurate, Brief and Clear
Bad Example:
•The Contractor shall mount the TO above lab bench matching the height of light switch, fire
alarm pull station and avoiding the fire extinguisher on the wall unless noted otherwise.
Good Example
•Mount the telecommunications outlet above the lab bench. Coordinate the mounting height
with other wall mounted devices.
Avoid complex sentences and stilted (artificially formal) language
Bad Examples:
•Stilted: Perform permanent link test on temporarily removed outlets.
•Complex: For outlets that were temporarily removed during remodeling, perform a permanent
link test on each circuit according to paragraph 3.4 of this section.
Good Example:
•Perform a permanent link test on the outlets that were temporarily removed during
remodeling.
WRITING STYLE EXAMPLE
1
Use simple sentences and common words
Bad Example:
Rte cable orthogonal to building lines UNO. Obscure cable rte in column façade . Cable should
not be visible across the column plinth, architrave or tablature.
Good Example:
Route the cables parallel to other utilities and building lines. Do not route the cable exposed on
the surface of the building columns.
Sentence Form
Form a simple declarative sentences or imperative statements
The Imperative Form
•Example: “Place a label on the front of the data outlet face plates.”
The Indicative Form - not good
•Example: “The Contractor Shall place a label on the front of the data outlet face plates.”
THE IMPERATIVE FORM
(GOOD) EXAMPLE
Coffee-making Instructions – Imperative form
• Place a coffee filter in the filter holder.
• Fill the decanter with cold water and pour into the water reservoir
of the coffee maker.
• Add 1 tablespoon of coffee grounds to the filter for each cup of
water poured into the reservoir.
• Turn the coffee pot selector knob to “brew”.
Coffee-making Instructions – Indicative form (bad example)
Coffee-making Instructions - Indicative
• The Consumer Shall place a coffee filter in the filter holder.
• The Consumer Shall fill the decanter with cold water and pour the
water into the water reservoir of the coffee maker
• The Consumer shall add 1 tablespoon of coffee grounds to the
filter for each cup of water poured into the reservoir
• The Consumer shall turn the coffee pot selector knob to “brew”.
The Imperative Form (Good) Example
Start with a verb. A word of action.
Coffee Pot Instructions
• Place a coffee filter in the filter holder
• Fill the decanter with cold water and pour into the water reservoir of the coffee maker
• Add 1 tablespoon of coffee grounds to the filter for each cup of water poured into the reservoir
• Turn the coffee pot selector knob to “brew”.
Sentence Form
The imperative form is the preferred sentence form.
This does not mean the indicative form, using the word “shall”, can never be used.
Tip: Use this same sentence form for writing notes on drawings
SPECIFICATION
LANGUAGE
Words to Avoid Phrases to Avoid Specification Language
•All •As allowed Know the meaning of your words and use them
•Any •As appropriate consistently.
Terms should be defined in the contract.
•Every •As necessary Furnish – to supply and deliver to the
•Should •As required project site, ready to install.
•Such •As directed Install – to place in position for
service or use.
•Could •As indicated Provide – to furnish and install,
•Please complete, ready for use.
•Must Abbreviations
• Only use on drawings and in schedules when
•Is to space is limited.
•Etc. • Every abbreviation must be defined on the
Drawing Legend Sheet.
• Avoid using them in the body of a specification.
SPECIFICATION
LANGUAGE
Don’t use these Symbols:
• ‘ Spell out feet
CSI Master Format
• Old Format used 5 digits
• “ Spell out inches – Example: 16704 Communication Cabling
• % Spell out percent • New Format uses 6 digits
• + - Spell out plus or minus – Example: 27_10_00 Structured Cabling
• o Spell out degrees • New Format with 8 digits
– Example: 27_15_00.19 Data Communications
Every word in a specification is important. Horizontal Cabling
• Do not:
– Underline
– Bold
– Italicize
– Highlight
• Do not use color in final specifications.
CSI MASTER FORMAT
Recommendations for selecting CSI numbers: CSI Section Format
– Remember to keep it simple Part 3 – Execution
– Use the 6 digit number when possible. – Executable information on the products listed in
– Avoid using every CSI number in the Master Format Part 2.
– Ideally use only one CSI number – Assembly information
• Example: “27_00_00 Communications” – Testing
• Example for Performance Spec. “27_00_05 Common – Action Items
Work Results for Communications” • Avoid repeating information in each Part.
Section Format has 3 parts
Part 1 – General
– Administrative information unique to this section that
is not covered in the Division 1
administrative section.
Part 2 – Products
– Products specific to this section. Description,
manufacturer, part numbers, color, ….
