Course Presentations 9 Specifying Language

8/12/2019 Course Presentations 9 Specifying Language

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SPECIFICATIONSPECIFICATION

LANGUAGELANGUAGE

ARE 459

CONTRACTS & SPECIFICATIONS

CHAPTER 5

ByBy

ZulfikarZulfikarA. A.A. A.


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Presentation OutlinePresentation Outline

General rules :Specification Writing

Three Cs for Specification Writing

Maxim No.1: Be Brief

Maxim No. 2: Use Simple and clear Language

Maxim No. 3: Make Specifications a Reference

Text

Summary


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Objectives of Class :Objectives of Class :

To Introduce the essentials before starting to

write specification

To define necessity of use proper specification

language


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General Rules: Specification WritingGeneral Rules: Specification Writing

Each statement in a specification carries a dollar sign alongsidEach statement in a specification carries a dollar sign alongside it,e it,whether it is concerned with specifying materials, instructing awhether it is concerned with specifying materials, instructing a

contractor on installation procedures, or describingcontractor on installation procedures, or describingworkmanship.workmanship.

The contractor expects to be, paid for each order given him byThe contractor expects to be, paid for each order given him bythethe specifierspecifier, and the contractor's bid reflects every statement in, and the contractor's bid reflects every statement in

the specifications.the specifications.Using vague, ambiguous language indicates that theUsing vague, ambiguous language indicates that the specifierspecifier

may want something but is unsure about demanding it.may want something but is unsure about demanding it.

The essential requirement for writing specifications, aside fromThe essential requirement for writing specifications, aside fromtechnical knowtechnical know--how, is the ability to express oneself in goodhow, is the ability to express oneself in goodEnglishEnglish

Language is a means of communication.Language is a means of communication.

Unlike graphic communication, where symbols and crossUnlike graphic communication, where symbols and cross--hatching have precise meanings, words must be carefully selectedhatching have precise meanings, words must be carefully selectedto transmit informationto transmit information


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Three important Cs for specification writing.Three important Cs for specification writing.

clear, correct, and concise:clear, correct, and concise:

clear so there is no ambiguity;clear so there is no ambiguity; correct technically;correct technically;

and concise so there is no excessive verbiage.and concise so there is no excessive verbiage.

A good specification is one containing the fewest words that canA good specification is one containing the fewest words that can bebe

used to complete the description and make sense.used to complete the description and make sense.

Since specifications are instructions to the contractor they shoSince specifications are instructions to the contractor they should beuld be

definite and mandatory.definite and mandatory.

To be mandatory they must be imperative.To be mandatory they must be imperative.Therefore, use the imperative "shall" with reference to the workTherefore, use the imperative "shall" with reference to the work ofof

the contractor and never use the vague and indefinite "will" orthe contractor and never use the vague and indefinite "will" or "to"to

be."be."

The proper place to use "will" is in a statement describing theThe proper place to use "will" is in a statement describing the acts ofacts ofthe owner or the architect.the owner or the architect.


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Maxim 1 : Be BriefMaxim 1 : Be Brief Specifications are too lengthy. specification writers to say theSpecifications are too lengthy. specification writers to say the same thingsame thing

with less verbiage and in a condensed manner. Avoid long and invwith less verbiage and in a condensed manner. Avoid long and involvedolvedsentences.sentences.

The followingThe following submaximssubmaxims will help in this regard.will help in this regard.

a. Specify Standard Articles by Reference to Accepted Standarda. Specify Standard Articles by Reference to Accepted StandardSpecification.Specification.

For example:For example:Many words would be necessary to describe properly a commonMany words would be necessary to describe properly a commonproduct such asproduct such as portlandportland cement; its chemical composition, fineness,cement; its chemical composition, fineness,soundness, compressive strength, tensile strength, and so on shosoundness, compressive strength, tensile strength, and so on shoulduldbe mentioned.be mentioned.

All these words are eliminated by a simple reference to the stanAll these words are eliminated by a simple reference to the standard,dard,thus: Portland Cement shall meet the requirements of ASTM C 150,thus: Portland Cement shall meet the requirements of ASTM C 150,Types I and II.Types I and II.

b. Avoid Repetition of Information Shown or Scheduled on theb. Avoid Repetition of Information Shown or Scheduled on the

DrawingsDrawings ..Also, avoid duplication within the specifications themselves. ThAlso, avoid duplication within the specifications themselves. This willis willeliminate words and the possibility of contradictioneliminate words and the possibility of contradiction..


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Maxim 1 : Be BriefMaxim 1 : Be Brief

c.c. Do Not Include Inapplicable Text.Do Not Include Inapplicable Text.

Avoid discussion of materials or methods that do not pertain toAvoid discussion of materials or methods that do not pertain to the construction workthe construction workfor which a set of specifications is prepared, as it is confusinfor which a set of specifications is prepared, as it is confusing to bidders. When oldg to bidders. When oldproject specifications are used for the preparation of the new pproject specifications are used for the preparation of the new project specifications,roject specifications,the writer sometimes carelessly overlooks deleting inthe writer sometimes carelessly overlooks deleting in-- applicable material.applicable material.

d. Never Make the Word "Contractor" the Subject of a Sentence ind. Never Make the Word "Contractor" the Subject of a Sentence in a Trade Section.a Trade Section.Instead, make the material or method the subject.Instead, make the material or method the subject.

Poor: Rubbed Finish Contractor shall apply a rubbed finish to exPoor: Rubbed Finish Contractor shall apply a rubbed finish to exposed surfaces ofposed surfaces ofconcrete.concrete.

Better: Rubbed Finish shall be applied to exBetter: Rubbed Finish shall be applied to ex-- posed surfaces of concrete.posed surfaces of concrete.

e. Eliminate Superfluous Words Such as the Following:e. Eliminate Superfluous Words Such as the Following:

All:All:

The use of the word "all" is frequently unnecessary.The use of the word "all" is frequently unnecessary.

Poor: Store all millwork under shelter.Poor: Store all millwork under shelter.

Better: Store millwork under shelter.Better: Store millwork under shelter.

Of:Of:

The preposition "of' may often be eliminated to shorten the textThe preposition "of' may often be eliminated to shorten the text::

Poor: For colors see Schedule of Paint Finishes.Poor: For colors see Schedule of Paint Finishes.

Better: For colors see Paint Finish Schedule.Better: For colors see Paint Finish Schedule.Poor: Apply one coat of stipple finish to walls in the Office ofPoor: Apply one coat of stipple finish to walls in the Office ofthe Manager.the Manager.

Better: Apply one stipple finish coat to walls in Manager's OffBetter: Apply one stipple finish coat to walls in Manager's Officeice


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f. Use Numerals Instead of Writing Out Numbersf. Use Numerals Instead of Writing Out Numbers ..

Numerals on the drawings, which are part of the contractNumerals on the drawings, which are part of the contract docudocu mentsments, are, areconsidered legally binding, and numerals in specifications are sconsidered legally binding, and numerals in specifications are similarlyimilarly

legally binding.legally binding.Poor: Four feet, six inches,Poor: Four feet, six inches, TWentyTWenty--six gauge...six gauge...

Better: 4 ft 6 in., 26 gauge. ..Better: 4 ft 6 in., 26 gauge. ..

g. Use Wellg. Use Well--Known and Accepted AbbreviationsKnown and Accepted Abbreviations ..

The use of abbreviations facilitates reading, reduces typing, anThe use of abbreviations facilitates reading, reduces typing, and shortensd shortensthe text without sacrificing clarity.the text without sacrificing clarity.

The following abbreviations may be used with :The following abbreviations may be used with :

General Abbreviations, such as ASTM, bbl, Co., Corp., cu, Fed. SGeneral Abbreviations, such as ASTM, bbl, Co., Corp., cu, Fed. Spec.,pec.,

ft, gal, hr, in., Inc., lb,ft, gal, hr, in., Inc., lb,

linlin

., max., min., O.C., OZ, sec, sq, wt.

., max., min., O.C., OZ, sec, sq, wt.

Engineering Abbreviations, such as ACI, AISC, ID,Engineering Abbreviations, such as ACI, AISC, ID, psipsi,, psfpsf, rd., rd.

Lumber Abbreviations, such as AD,Lumber Abbreviations, such as AD, BtrBtr., Com., Dim., EM, J&P, KD, M,., Com., Dim., EM, J&P, KD, M,MbmMbm, SIS, S2S, S4S, T&G, VIS, V2S, VG., SIS, S2S, S4S, T&G, VIS, V2S, VG.

Electrical Abbreviations, such as Amp, kW, hp, AC, DC, NEC, AWG.Electrical Abbreviations, such as Amp, kW, hp, AC, DC, NEC, AWG.


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h. Use Simple Imperative Mood and Simple Present Infinitive as Oh. Use Simple Imperative Mood and Simple Present Infinit ive as Often as Possible toften as Possible toShorten the TextShorten the Text ..

Because specifications are written instructions addressed to theBecause specifications are written instructions addressed to the contractor, the simplecontractor, the simpleimperative mood is quite appropriate.imperative mood is quite appropriate.

Poor: Contractor shall install lighting fixtures which will be fPoor: Contractor shall install lighting fixtures which will be furnished by Owner.urnished by Owner.Better: Install fixtures to be furnished by Owner.Better: Install fixtures to be furnished by Owner.

i. Consider the Use of Streamlined Specif ications.i. Consider the Use of Streamlined Specif ications.

writing specifications in an outline form without the use of comwriting specifications in an outline form without the use of complete sentences.plete sentences.

For example, a paragraph in a masonry section would be written aFor example, a paragraph in a masonry section would be written as follows:s follows:

MORTAR MATERIALS:MORTAR MATERIALS:

Portland Cement: ASTM C 150, Type I.Portland Cement: ASTM C 150, Type I.

Masonry Cement: ASTM C 91, Type II.Masonry Cement: ASTM C 91, Type II.Slag Cement: ASTM C 358.Slag Cement: ASTM C 358.

Hydrated Lime: ASTM C207. Putty by adding water. Store 24 hr befHydrated Lime: ASTM C207. Putty by adding water. Store 24 hr before use.ore use.

Sand: ASTM C 144.Sand: ASTM C 144.


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Maxim No.2: Use Simple and Clear LanguageMaxim No.2: Use Simple and Clear Language

c. Do Not Use "Any" When a Choice Is Not Intended. Because "any"c. Do Not Use "Any" When a Choice Is Not Intended. Because "any" implies aimpl ies achoice, it should not be used when a choice is not intended, aschoice, it should not be used when a choice is not intended, as for examplefor example::

Poor: Any materials rejected shall be removed.Poor: Any materials rejected shall be removed.

Better: Materials rejected shall be removed.Better: Materials rejected shall be removed.Best: Remove rejected materials.Best: Remove rejected materials.

d. Do Not Use "Either" When a Choice Is Not Intendedd. Do Not Use "Either" When a Choice Is Not Intended ..

The word "both" should be substituted for "either" when no choicThe word "both" should be substituted for "either" when no choice is intended.e is intended.

Poor: Glass panels shall be installed onPoor: Glass panels shall be installed on eiei-- thertherside of main entrance.side of main entrance.

Better: Glass panels shall be installed on both sides of main enBetter: Glass panels shall be installed on both sides of main entrance.trance.Best: Install glass panels on both sides of main entrance.Best: Install glass panels on both sides of main entrance.

e. Do Not Use "Same" as a Pronoune. Do Not Use "Same" as a Pronoun ..

Poor: If materials are rejected, the Contractor shall replace saPoor: If materials are rejected, the Contractor shall replace same at nome at no

additional cost.additional cost.Better: Replace rejected materials at no additional cost.Better: Replace rejected materials at no additional cost.

g. Do Not Use "and/or."g. Do Not Use "and/or." . The word "or" or "both" should be used in place of "and/or.". The word "or" or "both" should be used in place of "and/or."

Poor: Brick shall be made of clay and/or shale.Poor: Brick shall be made of clay and/or shale.

Better: Brick shall be made of clay, shale, or a combination ofBetter: Brick shall be made of clay, shale, or a combination of both.both.


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Maxim No.2: Use Simple and Clear LanguageMaxim No.2: Use Simple and Clear Language

j. Do Not Use the Phrase " to the Satisfaction of the Architect"j. Do Not Use the Phrase " to the Satisfaction of the Architect"and Similar Phrases Such as ''as the Architect May Direct,"and Similar Phrases Such as ''as the Architect May Direct,""Acceptable to the Architect," and " in the Opinion of the"Acceptable to the Architect," and " in the Opinion of the

Architect."Architect."

Instead, specify exactly what the architect's directions are, oInstead, specify exactly what the architect's directions are, orrdefinitely what would be satisfactory or acceptable to thedefinitely what would be satisfactory or acceptable to thearchitect. Do not leave the contractor guessing and at the mercyarchitect. Do not leave the contractor guessing and at the mercyof the architect's future decisions.of the architect's future decisions.

Poor: Brick shall be laid to the satisfaction of the Architect.Poor: Brick shall be laid to the satisfaction of the Architect.Better: Brick shall be laid plumb and true with all jointsBetter: Brick shall be laid plumb and true with all jointscompletely filled with mortar.completely filled with mortar.

k. Do Not Use the Phrase "a Workmanlike Job" and Similark. Do Not Use the Phrase "a Workmanlike Job" and SimilarPhrases Such as "a HighPhrases Such as "a High--Class Job" and "a FirstClass Job" and "a First--Class Job."Class Job."Instead, the type of workmanInstead, the type of workman-- ship expected should be described inship expected should be described indetail.detail.

Poor: Brick shall be laid in a workmanlike manner.Poor: Brick shall be laid in a workmanlike manner.

Better: Brick shall be laid plumb and true with all jointsBetter: Brick shall be laid plumb and true with all jointscompletelycompletely


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Maxim No.5: Make Specifications a Reference TextMaxim No.5: Make Specifications a Reference Text

A logical arrangement of the data covered by theA logical arrangement of the data covered by thespecifications becomes mandatory to facilitate referencespecifications becomes mandatory to facilitate referenceand the suband the sub--letting of work.letting of work.

Do Not Use Long Block Articles, That Is, Long Unbroken ArticlesDo Not Use Long Block Articles, That Is, Long Unbroken ArticlesCovering Several Phases of One Subject. Instead, break the articCovering Several Phases of One Subject. Instead, break the articleleinto paragraphs and give titles to paragraphs for ready referencinto paragraphs and give titles to paragraphs for ready referenceeand better comprehension.and better comprehension.

illustrated by the following example:illustrated by the following example:


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Poor: TESTS: Materials used in this work shall be tested by thePoor: TESTS: Materials used in this work shall be tested by themanufacture before shipment. Drainage and vent piping shall bemanufacture before shipment. Drainage and vent piping shall betested before fixtures are installed by capping or plugging thetested before fixtures are installed by capping or plugging theopenings, filling the entire system with water, and allowing itopenings, filling the entire system with water, and allowing it to standto stand

thus filled for 3 hr. Water supply piping and hotthus filled for 3 hr. Water supply piping and hot--water tanks andwater tanks andheaters inside the building shall be tested by capping or pluggiheaters inside the building shall be tested by capping or pluggingngthe openings, connecting up a test pump, filling the system withthe openings, connecting up a test pump, filling the system withwater, and applying a hydrostatic pressure of 150 Ib/in.2. Waterwater, and applying a hydrostatic pressure of 150 Ib/in.2. Waterpiping may be tested before fixtures or faucets are connected. Epiping may be tested before fixtures or faucets are connected. Eachach

fixture shall be tested for soundness, stability of support, andfixture shall be tested for soundness, stability of support, andsatisfactory operation of all its parts. After fixtures have beesatisfactory operation of all its parts. After fixtures have beenninstalled, all traps shall be filled and a smoke test shall be ainstalled, all traps shall be filled and a smoke test shall be applied topplied toshow up any leaks in the fixtures or connections. Piping shall bshow up any leaks in the fixtures or connections. Piping shall beeabsolutely tight under test. Screwed and soldered piping not tigabsolutely tight under test. Screwed and soldered piping not tightht

under test shall be taken down and reassembled. Joints in cast iunder test shall be taken down and reassembled. Joints in cast ironronpiping not tight under test shall be replaced with new heaters apiping not tight under test shall be replaced with new heaters andndtanks. Certificates of tests and final acceptance, to be issuedtanks. Certificates of tests and final acceptance, to be issued by theby thelocal Plumbing Inspector, shall be delivered to the Architect.local Plumbing Inspector, shall be delivered to the Architect.


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Better:Better:

TESTS: Materials used in this work shall be tested by the manufaTESTS: Materials used in this work shall be tested by the manufacturer becturer before shipment.fore shipment.

a. Drainage and Vent Piping shall be tested before fixtures area. Drainage and Vent Piping shall be tested before fixtures are installed byinstalled bycapping or plugging the openings, filling the entire system withcapping or plugging the openings, filling the entire system with water, andwater, andallowing it to stand thus filled for 3 hr.allowing it to stand thus filled for 3 hr.

b. Water Supply piping and the hotb. Water Supply piping and the hot-- water tanks and heaters inside thewater tanks and heaters inside thebuilding shall be tested by capping or plugging the openings, cobuilding shall be tested by capping or plugging the openings, connectnnect-- inging

up a test pump, filling the sysup a test pump, filling the sys-- tem with water, and applying a hydrostatictem with water, and applying a hydrostaticpressure of 150 lb/ in.2. Water piping may be tested before fixtpressure of 150 lb/ in.2. Water piping may be tested before fixtures orures orfaucets are connected.faucets are connected.

c. Fixtures: Each fixture shall be tested for soundness, stabilic. Fixtures: Each fixture shall be tested for soundness, stability of support,ty of support,and satisfactory operation of all its parts. After fixtures haveand satisfactory operation of all its parts. After fixtures have been installed,been installed,

all traps shall be filled and a smoke test shall be applied to sall traps shall be filled and a smoke test shall be applied to show up anyhow up anyleaks in the fixtures or connections.leaks in the fixtures or connections.


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Contd.Contd.

d. Piping shall be absolutely tight under test. .d. Piping shall be absolutely tight under test. .

e. Screwed and Soldered Piping not tight under test shall be take. Screwed and Soldered Piping not tight under test shall be taken downen down

and reassembled.and reassembled.f. Joints in Cast Iron Piping not tight under test shall be dugf. Joints in Cast Iron Piping not tight under test shall be dug out and jointsout and jointsrecaulkedrecaulked andand repouredrepoured..

g. Tanks and Heaters not tight under test shall be replaced withg. Tanks and Heaters not tight under test shall be replaced with newnewheaters and tanks.heaters and tanks.

h. Certificates of Tests and final acceptance, to be issued by th. Certificates of Tests and final acceptance, to be issued by the localhe localPlumbing Inspector, shall be delivered to the Architect.Plumbing Inspector, shall be delivered to the Architect.


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SummarySummary


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SummarySummary


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SummarySummary

Each of the 3 CEach of the 3 Cs apply to everys apply to every

SpecificationSpecificationClear No ambiguityClear No ambiguity

Concise No excess verbiageConcise No excess verbiage

Correct Technically accurate andCorrect Technically accurate and

applies to this projectapplies to this project

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Course Presentations 9 Specifying Language