CONTRACT MANAGEMENT 2B (CMSCI2B)

SPECIFICATION
Learning objective

After completion of this lecture, YOU should be able to write engineering specifications for standard
and non-standard conditions in projects

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Introduction

• Specifications are essential for the complete understanding of the work to be performed by the
contractor.

• When properly prepared, they express and uphold the professional duty to execute a design that
serves public good.

• It helps authorities to determine the compliance of the design with codes and regulations.

• Specifications, as part of the overall contract documents, define the desired outcome by describing:
• the materials that are to be used
• the description of the workmanship
• procedures to be followed in constructing the project.

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What is specification?

Specifications refers to that part of the Contract Documents containing the written administrative
requirements and the technical descriptions of materials, equipment, construction systems,
standards, and workmanship which describe the proposed work in sufficient detail and provide
sufficient information for the Contractor to determine code compliance and to perform the work.

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The importance of a specification
• There are many design decisions which cannot be expressed in drawn form.

• These must rely of being expressed in words.

• There are, also, many design decisions which would be too tedious, or too impractical for some
other reason, to be recorded in drawings.

• The specification is thus created to complement the drawings so that together they convey all the
design decisions.

• Hence a construction specification is primarily a design document.

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Purpose specification

• provide the QS with the information which is required to prepare a realistic quotation

• provide the QS with sufficient information which is required to prepare a Bill of Quantities

• be used as instructions for carrying out the work

• describe as accurately to the suppliers, the services or works required by the client/employer

• describe expected standards and results, regarding how the outcome is achieved

• detail the work to be done, giving nature and quality of materials and workmanship

• specify any special responsibilities of the contractor that are not explicitly explained in the general
conditions of contract

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Two categories of specification

Performance specifications: conform to known customer requirements such as keeping a room's

temperature within a specified range.

Technical specifications: express the level of performance of the individual units, and are
subdivided into:
• Individual unit specifications which state boundaries

• Acceptable quality level which states limits that are to be satisfied by most of the units

• Distribution specifications which define an acceptable statistical distribution

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Types of specifications
• Method specifications – are used when the construction method is crucial and must be followed by the
contractor.

• End-result specifications – specify the final state and quality of the product being constructed and do not
limit the method used by the contractor in any way.

• Standardised specifications – are defined as specifications that is published by for example, SANS 1200,
SANS 0120, (COLTO)

• Particular specifications – are defined as specifications that cover construction work involving a specialist
type of operation that is not adequately covered in a standardized specification.

• Project specifications – are defined as specifications that describes the works in general terms (including the
locality, the conditions on site, the extent of the contract, the construction programme, and the service facilities
available and to be taken into consideration).
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Types of specification clauses

• Descriptive – this may be of an item in a construction project by describing in detail the materials,
workmanship and installation required to be used by the contractor.

• Reference – this is a reference to an identifiable printed and published document, to which

processes and products must comply.

• Performance – this is of an item in a construction project by prescribing a desired end result and
the criteria by which the result will be judged for its acceptability.

• Direct – this is of an item in a construction project by reference to a branded trade name.

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Structure of a specification

• Scope
• Interpretations
• Materials
• Plant
• Construction
• Tolerances
• Testing
• Measurement and payment

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Sources of information for a specification
• Previous specification – Use specifications from the previous job.

• Contract drawings – The draft construction drawings which are available before the specification is written

• Client/employer’s requirements – The client often stipulates certain requirements, and these must be
incorporated in the specification, for example, programme to complete a certain section first, avoidance of
using interference with an existing structure. All these could result in increased cost.

• Site investigations – Information such as soil condition and ground water table must be inserted in the
specification. The Contractor should have fullest information possible to avoid uncertainties in the Tender.

• Codes of Practice – Reference can be made in specifications to Code of Practice which will result in good
standards without lengthy descriptions.

• Trade catalogues – Where specific articles are being used, details should be obtained.

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Techniques for writing a specification
• Write specifications in the form of instructions (third person).

• Wording should be specific, crystal-clear, complete and in detail, concise and free of ambiguity,
contradictions, repetition, and unusual words.

• Must have all the preciseness of an agreement and convey exactly what is required.

• Use the correct technical terms as possible.

• Set out clauses in order in which work must be executed and the special facilities that must be
allowed to other contractors.

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Techniques for writing a specification

• Where possible refer to standard specifications.

• Number clauses for ease of reference and include headings as well.

• Specify the result rather than the method because, if the contractor followed instructions of the
method, and the result is not satisfactory, then it is the engineer’s responsibility.

• Should specify any special responsibilities of the Contractor that are not in the general conditions of
contract.

• Use standardised items as they cut down on description – rather refer to codes of practice, material
descriptions as compiled in the standard documents

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Aspects to be considered when writing a specification
Material
• What is it made of?
• What are the dimensions?
• What testing, if any, is required?

Labour
• What method of manufacture, mixing, fixing, placing of the product must be specified?

Workmanship
• What finish is required?
• What protection of the finished product is required?
• What control is required over the finished product? Who is doing the supervision?
• What local by-laws must be adhered to? What guarantees are required?
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Aspects to be considered when writing a specification

Position
• The product’s final position is only required to be specified if it is not clear from the drawings. It must be read
with the drawing. The contractor must know all the effects of the final product.

Quality
• The quality of the product must be considered and shown.

• Measurement and payment

• How to measure; and in what unit. What the rate must include for

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Documents in specifications
• Form of Tender – formal offer by the Contractor to construct works as per drawings for the Tender
Sum.

• General conditions of contract – defines terms under which the contract is undertaken.

• Specifications – detail quality of workmanship and materials.

• Drawings – depict work to be done and should be detailed enough for work to continue from them.

• Bill of Quantities – list of all items of work with quantities involved to allow easy pricing of works.

• Form of Agreement – formal agreement by the Contractor to construct works and upon completion
(successful) by the Employer (Client) to pay the Sum tendered for.

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Process capability considerations

• A good engineering specification, by itself, does not necessarily imply that all products sold to that specification
actually meet the listed targets and tolerances.
• A product specification does not necessarily prove the product to be correct.
• Just because an item is stamped with a specification number does not, by itself, indicate that the item is fit for
any particular use.
• Actual production of any material, product, or service involves inherent variation of output.
• With a normal distribution, the tails of production may extend well beyond plus and minus three standard
deviations from the process average.
• The process capability of materials and products needs to be compatible with the specified engineering
tolerances.
• Process controls must be in place and an effective Quality Management, such as Total Quality Management,
needs to keep actual production within the desired tolerances.
• Effective enforcement of a specification is necessary for it to be useful.

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Example

Write a specification for hand-made concrete using the SANS 1200 format.

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