CONTRACT, SPECIFICATION AND QUANTITY SURVEYING

(CENG4231)
Contents:
 Specification
 Quantity Surveying
 Project Cost Estimation
 Construction Procurement
 Construction Contract

1
Cost Estimation:
1. Definitions of Specification
2. Differences between drawings and specifications
3. Types of Specifications
4. Purpose of Specifications
5. Characteristics of Good Specifications
6. Specification writing

2
1.1 Definitions of Specification
 The information that is needed for construction is usually conveyed by
two basic communication lines. They are Drawings (pictorial) and
Specifications (written).
 Specifications are devices for organizing the information depicted on the
drawings and they are written descriptions of the legal and technical
requirements forming the contract documents.
 Generally, specifications are written instructions which supplement the
drawing to set forth the complete technical requirements of the work.

3
1.2Differences between drawings and specifications
 In the construction activity therefore, the scope of the work that is described in
drawings includes such information as dimensions, form, or details while the
specifications provide the description of the qualities of materials for construction.

Drawings should generally show the The specifications should clearly

following:
 Dimensions, extents, size, shape,
and location of component parts
 Location of materials, machineries,
and fixtures
 Interaction of furniture, equipments
and space
 Schedules of finishes, windows and
doors
specify:
 Type and quality of materials,
equipments, labor or workmanship
 Methods of fabrication, installation and
erection
 Standards, codes and tests
 Allowance, submittals and substitutions
 Cost included, insurance and bonds
 Project records and site facilities.

Note: In the events of conflicts between specification and drawings, the specification governs.

4
1.3 Types of Specifications
In general, specifications can be broadly classified into four categories as
follows:
 Manufacturer’s specification: Manufacturers prepare specification of
their product for the guidance of their users, which may include property
description and installation guide lines.
 Guide Specification : Specifications prepared by an individual or group
of individuals based on manufacturer’s specifications, established trends
of workmanship, service and laboratory tests and research findings to be
used as guide lines for preparation of contract specifications.
 Standard Specification: Specifications which are intended to be used as a
reference standard in the construction of a project. The guide specification
which has been standardized by a recognized authority is considered as
standard specification.
 Contract (Project) Specification: the specification prepared for a
particular project to accompany the drawings and other contract
documents.

5
 The specifications described above can be prepared following the format
which has general and specific parts (General Specification and Specific
Specification).
 In the general part of the specification the following items are included:
 Administrative and Procedural Requirements
 Scope, definition
 Reference Organization and Standards
 Project Description, site facilities
 Submittals and quality assurance
 Delivery, storage and handling
 Project records, Insurances other general requirements
 General Specification and Specific Specification(examples from
BATCoDA) “Technical Specification and Methods of Measurement for
Construction of Buildings”, March 1991 of Building and Transport
construction and Design Authority (BaTCoDA) is the standard
specification which has been in use for many years as one of the contract
documents in our country. This material has the general requirement part
and the specific part.

6
 In the general requirement part the following items, which may be applied to

any project and any trade of work are described in general terms:

011 GENERAL

012 SITE DESCRIPTION

013 QUALITY ASSURANCE

014 PROJECT RECORDS

015 SITE FACILITIES

016 CLEANING UP

017 INSURANCE AND BONDS

018 ABBREVIATIONS AND NOTATIONS

7
‟01.GENERAL REQUIREMENTS(General specification)
011. GENERAL
This section of the Technical specification covers items that are applicable to all parts of
this Technical Specification. The specification in this section, whether stated or not are
considered equally applicable to each section of the Technical Specification and
the work in general.”
Note: „‟This section…‟ implies the points included under General Requirement of
BaTCoDA and „‟…each section…” refers to the remaining part which can be
considered as specific specification .
012 SITE DESCRIPTION
Includes Elevation, Geological & geotechnical conditions Access Road Availability of
services like water, power, telephone, climatic condition
013 QUALITY ASSURANCE
Includes Submittals and Substitutions, standards, testing, sampling, qualification of
workmen(number, skill and experiences), surface preparation, storage & handling,
protection(shop drawings requiring resubmittal shall be revised as requested by the
engineer) and engineers approval.

8
014 PROJECT RECORDS

Includes Construction Schedule(Timing, Details of Schedule, Review of Schedules), Periodic Reports,

Project Meetings, Photographs, as Built Drawings, Operation And Maintenance Data.

015 SITE FACILITIES

Includes contractor's Camp, Engineers Facilities, Surveying Equipment and Assistance to the Engineer,
Engineer's and Investor's Representatives Transport, Services.

016 CLEANING UP

The Contractor shall, during the Construction period maintain and clean up both permanent and
temporary facilities. He shall provide temporary site drainage to leave the facilities free of standing
water, accumulation of scrap, debris, waste material, and maintain good standards of hygiene.

017 INSURANCE AND BONDS

The Contractor shall, at all times provide and maintain insurances, bonds and guarantees required by
the Conditions of Contract and Instruction to Bidders and site meetings, for the faithful performance of
the works.

9
018 ABBREVIATIONS & NOTATIONS

The following abbreviation and notation are used throughout the Technical Specification.

Bat Coda Building and Transport Construction Design Authority,

BS British Standard
ASTM American Society for Testing and Materials,
AASHO American Association of State Highway Officials
ES Ethiopian Standard,
DES Draft Ethiopian Standard,
PVC Polyvinyl Chloride
UPVC Unplasticised Polyvinyl Chloride

019 UNIT OF MEASUREMENT

The unit of measurement to be followed in general is metric. The following units of measurement or
their denominations are to be used in as far as possible.

• Weight Kilogramme (Kg), Ton (Ton)

• Length Metre (M), Centimetre (Cm), Millimetre (Mm)
• Capacity Litre (Lt)
• Number (No)

10
 In the specific part of this standard specification(Bat Coda), different trades of works
(excavation and earthworks, concrete works, etc.) are described in details and the method
of measurements are given.
 Examples of specific specification for EXCAVATION AND EARTHWORK from standard
specification of Bat Coda.
• The Contractor shall, before starting excavation work satisfy himself as to the accuracy of the levels
shown on the drawings or the directions given by the Engineer. Any discrepancies shall be reported
to the Engineer prior to proceeding with the works.
• Excavation shall be carried out to the lines, levels, width, depth and grades and shown on the
drawings, directed by the Engineer or as appropriate to the works to be placed in the excavation.
• Excavation shall be suitably trimmed and levelled before subsequent work is placed. In locations
where the excavated material is loose, the bottom 100mm layer shall be left un-excavated until
placing of concrete or masonry. This thickness shall be taken out just before the placement of
concrete or masonry work.
• In the event of over excavation without the approval of the Engineer, such over excavated area shall
be filled with selected excavated or borrowed fill material approved by the Engineer and finished
compacted.
• Class C-5 concrete shall be used instead of selected material if instructed by the Engineer. All costs
in connection with the fill of over excavation shall be borne by the Contractor.
• Excess volume formed in excavation shall be filled with selected excavated or borrowed material
approved by the Engineer and compacted to the compaction standard requirements in the Fill Section
of the Specification.
• The Contractor shall, when suitable bottoms to excavations have been reached report to the Engineer
at least 24 hours before further work on excavated bottom is to proceed.
11
12
 Examples of specific specification for PRECAST CONCRETE from standard specification of
Bat Coda.
• Precast concrete shall be concrete as specified and shall be thoroughly compacted by
vibration in the moulds and shall not be removed from them until seven days after placing
the concrete. The sides may be removed after three days provided that the moulds are such
that the sides are easily removable without damaging the concrete.
• Precast work shall be cast under sheds and shall remain three days in the moulds and a
further seven days after removal from the moulds. During the whole of this period the
concrete shall be shielded by sacking or other approved material kept wet. It shall then be
• removed from the sheds and stacked in the open for at least seven days to cure.

 Examples of specific specification for MASONRY WORKS from standard specification of Bat
Coda

• Below grade wall shall mean masonry to the level of ground floor whether slab is resting
on ground or suspended.
• Above grade wall shall mean masonry above ground floor.
• Buried wall shall mean masonry in contact with earth on both faces.
• Tapering wall shall mean wall built at specified inclination from the vertical.
• Cavity wall shall mean wall built with air space of given width between the two faces of
the wall.
13
 Examples of specific specification for MASONRY WORKS from standard specification of
Bat Coda

14
 Specification can also be classified as Material and Workmanship Specification and
Performance Specification.
I. Material and Workmanship Specifications
• This form of specification includes, The description of the scope of the works, The general and
specific requirements that are necessary for the execution of the work, Material requirements,
Construction details, and Method of measurement and payments for completed works.
A. Material Specifications
• For some items may focus on the physical and or chemical properties that can also be cross
checked by tests and for others the performance characteristics may be the governing factors.
• In some cases, a composition of the two types may be also applicable. These descriptions
generally include;
 Physical properties, such as strength, durability, hardness, and electricity.
 Chemical composition
 Electrical and thermal and acoustical properties
 Appearance including color, texture, pattern and finishes.
B. Workmanship Specifications
It describes the desired results that need to be achieved in the works which include;
• Specify the desired results as to the quality of workmanship
• State any detailed construction methods or procedures necessary for the accomplishment of
particular purposes.
• Stipulate any desired limitations or restrictions to be placed on the contractor's methods in the
interest of coordination of the work.
• Give any precautions necessary for the protection of the work or adjacent property.
• Specify the methods of inspection and tests to which the work is to be subjected
15
II. Performance Specifications
Such types of specification, define the performance requirements for machinery and
plant operating equipment. This allows the advance manufacturer and procurement
of such equipment, or of the standard brands.
Specification could be written in several ways, with the prime emphasis given to
either the producer company’s brand or the performance capacity of the material
and so on.
Accordingly, there are the following types of technical specifications:
A. Proprietary Specifications
 This specifications call for desired materials, producers, systems, and
equipment by their trade names and model numbers.
 For detailed descriptions reference should be made on manufacture’s
specifications.
They are of two types; Closed (sole) and Open or equal source.
Example 1.1:
Water reducing agent shall be used in all concrete, in strict accordance with the
manufacturer's printed instructions. Total air entrained shall be 5.0% plus or
minus 1.0% of volume of concrete with required strengths maintained.
Air-Entraining Agent: „‟Darex‟‟ by W.R. Grace Company, „‟Aerolith‟‟ by
Sonneborn Building Products or equal meeting ASTM C260 as approved by the
architect 16
B. Performance Specifications
 Specifications which define products based on desired end results which are
performance oriented.
 Most appropriate when new or unusual products or systems are required or
when innovation is necessary.
 Describing the problems or condition under which the products or system
must operate, and the parameters for the acceptable solutions is difficult and
challenging.
 Testing methods and evaluation procedures for defining the required
performance must be explicitly specified.
Example 1.2:
Stud shear connectors shall conform to the requirements of Article 4.26 of the
American Welding Society.
C. Reference Specifications
Specifications which refer to levels of quality established by recognized testing
authority or standards set by quality control authority. They are used in
conjunction with other types.
Example 1.3:
C - 25 Concrete
17
D. Descriptive Specifications
 Specifications which describe all components of products, their arrangements, and
method of assembly, physical and chemical properties, arrangement relationship of
parts of numerous other details.
 The specifier shall take total responsibility for the function and performance of the
product.
Example 1.4:
“Supply and fix 40mm. thick flush wood door with hard wood frames and both sides covered with
best quality 4mm thick ply wood. Price includes approved quality lock, hinges, three coats of varnish
paint, door stopper and all necessary accessories to comply ES”
E. Cash Allowance Specifications
• Specifications meant to direct bidders to set aside a specified amount of money to be
applied to the construction work at the direction of the specifier.
Example 1.5:
A lump sum of $3,000.00 for purchase of hard ware, as defined by and specified in Specification
sections of Division 8. 18
1.4 Purpose of Specifications
The purpose of specifications generally includes:
 Guide the bidder at the time of tendering to arrive at a reasonable cost for the
work
 Provide guidance for execution and supervision of works.
 Guide the contractor for the purchase of materials
 Serve as a part of contract document to limit and describe the rights and
obligations of each contracting parties.
 Guide the bidder to identify his capacity to execute the work.
 To describe the quality and quantity of different materials required for a
construction work,
 Specifies the workmanship and the method of doing the work.
 Used to calculate the rates of various items of works in tender (materials and
19
labour)
1.4 Purpose of Specifications…
 to specify the equipment, tools and plants to be engaged for a work
 Serve the owner to know what she/he is intended to receive.
 Serve for the manufacturers of construction materials, equipments, tools etc.
to grade, classify, and improve qualities of their products.
 Indicates method of testing and acceptance of final products.
 Guide parameters for rejection of non conforming works.
 Indirectly, the specifications are very much related to the legal considerations,
insurance considerations, bidding requirements, alternates and options, rights,
obligations and remedial measures for the contracting parties.
 A resource for building maintenance.

20
1.5 Characteristics of Good Specifications
A good specification:
 should be clear and accurate, yet simple.
 Should be arranged as far as possible in the same sequence of order as the work carried
out
 should NOT be so specific that an ambiguity eliminates competition and allows a bidder
to take advantage of the purchaser.
 The specifications should be written in a language so that they indicate what the work
should be, and words “shall be” or “should be” are used.
 should be understandable to both the bidder and the purchaser.
 should be as flexible as possible. Inflexible specifications defeat the competitive bid
process.
 should be legible and concise.
 should be capable of being checked.
 should be reasonable in its tolerances. Unnecessary precision is expensive.
 The specification should be as fair to the bidder as possible and allow for competitive
bidding by several bidders.
21
1.6 Specification writing
Specification writing embodies certain methods of presenting information and instructions.
When specifications are to be written, the following shall be taken into consideration:-
1. Specification writing require
 Visualization (having clear picture of the system)
 Research (to know the legal impact correctly)
 Clear thinking (understanding things directly without misleading)
 Organizing (organizing what we know to write the specification)
2. Specification writing require professional ability to read drawings
3. Specification writing require wide knowledge of the construction materials, various
levels of workmanship, different construction equipments and method of construction to
be employed
4. Specifications use simple and clear language such that it can readily be understood.

22
1.6 Specification writing…
5. Specifications shall be brief and short as much as possible (avoid long sentences without
punctuations)
6. Specifications shall include all items affecting the cost of the work
7. Specifications shall be fair and do not attempt to throw all risks and responsibilities on
one of the parties signing the contract, the employer or the contractor.
8. Specifications shall avoid repetition of information shown on drawings to avoid mistakes
and duplications within the specifications and drawings
9. Specifications shall not include inapplicable text and do not specify the impossible or
anything not intended to be enforced.

23
1.6 Specification writing…
Useful references in specification writing
The following are useful references in Specification Writing:
 Codes and ordinances of governments, cities, or municipalities. For example, Ethiopian
Building Code of Standards (EBCS)
 Standards prepared by distinct societies and government agents. For example, ACI
standards, ASTM standards, BS, ES.
 Standards or model specifications prepared by manufacturers, professional societies, and
government bodies.
 Master specifications and previously written specifications.
 Information or experience acquired by personal observation and contact with trained or
experienced people in the construction industry

24
1.6 Specification writing…
Specification language
The specification writer should present his instructions regarding the particular work
under consideration in such a manner that: -
1. The drawings are more clearly interpreted, not duplicated.
2. Rights, obligations, and remedial measures shall be designated without ambiguity or
prejudice.
3. Clearly express the extent of works under consideration;
Therefore, the phraseology used in this regard shall be: -
i) Judged by its quality not its length
ii) Should be concise and short and written with commonly used words
iii) Punctuations are important but their usage shall be limited to few

25
1.6 Specification writing…
Specification language
 Capitalizing the first letters is mandatory for the following expressions: -
a) Parties to the contract; e.g. Employer/Client /Contractor/ Engineer
b) Space within the building; e.g. Bed Room, Toilet, Living Room
c) Contract documents; e.g. Bill of Quantity, Working Drawing, Specification
 Minimize pronouns, better to repeat nouns
 Minimize the use of symbols
 Do not use foot notes, do not underline within a sentence for emphasis
 Words shall be used as follows:-
 shall in place of must; use “shall” for the duties of the contractor or the consultant to
represent the word “must”
 “will” is used for the duties of the employer to represent the word “must”
 “must” –avoid the use of the word “must” and substitute by the word shall to prevent the
inference of different degrees of obligation
 Avoid the use of words which have indefinite meanings or limitless and ambiguous in
their meanings. For example, any, either, same, similar, etc.

26
…

Thank you!

27