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8/10/2019 Preparing and Using Protective Coating Specifications
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SSPC: The Society for Protective Coatings40 24th Street, 6th Floor Pittsburgh, PA 15222-4656
Copyright 2011
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SSPC: The Society for Protective Coatings
Preparing and Using Protective Coating
Specifications
Introduction
For many decades, some owners and engineers have considered protective coatings asincidental work not requiring any specialized expertise. With the changes that have
occurred in protective coatings in the past 60+ years, we know that treating coatings asincidental work can produce costly errors. Up until the designation of hazardous
materials in paint, such as lead, chromium, cadmium, arsenic, it was common for ownersto allow contractors to scrape and paint with primers containing one or more of these
materials, and expect years of good service. Those paints were frequently used forprotection of steel structures because they worked, and they were generally one-part
materials that did not require careful mixing of multiple components, Parts A and B forinstance. Those days are gone, and the replacement coatings are much more complicatedin formulation, in surface preparation requirements, in mixing, and in application and
curing. There is less room for error in using high performance industrial coatings today.
The purpose of this report is to describe some best practices for preparing andadministering a quality specification for application of high performance protective
coatings and linings to industrial structures. This report focuses on developing anappropriate set of requirements for applying coatings and linings to obtain maximum
coating system performance, service life, and protection of substrates in the prevailingservice environment. A well-prepared and administered specification will help ensure
that the selected contractor performs the work according to the specification requirementsin the allotted time.
This report focuses on the preparation and administration of specifications for
competitively bid contracts, frequently called low bid contracts. This is the mostcommon type of contract, at least in the public sector, and is widely seen throughout the
coating community. Competitively bid contracts are generally the most difficult forwhich to develop specifications (more detail required), and arguably, are the most
difficult to administer, although when designed and administered appropriately, they canproduce consistent, predictable, and cost-effective results. This report is also applicable to
direct selection, best value, and other negotiated contracts, but some tailoring of the
requirements discussed herein may be prudent.
The primary audience for this report includes facility owners, both public and private,
coating program managers and engineers, and architecture-engineering firms responsiblefor preparing coatings specifications for clients. However, all parties involved in coating
contracts can benefit from the information presented in this report.
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This report does not cover the formatting of the specification document. It instead,permits specification preparers to use their own formats as long as the requirements are
presented logically and systematically so that its users can readily find them. Also, thisreport does not cover contract language intended to manage risk. However, all the
recommendations included in this report should be considered by the designer
(specification writer) based upon knowledge of the project (competent design) andrisk/reward factors dictated by cost and other restrictions imposed by the specific project.
This document does not provide legal advice. It is instead intended to serve as a guide forthe creation of a coating specification. This document and any associated educational
information are only offered as a general discussion of the subject matter and do notpurport to offer legal advice. It is strongly recommended that the designer seek the
assistance of competent local legal counsel prior to final dissemination or use..
This report is composed of two parts and four appendices:
Part I. The Contracting Environment
Part II. Items Commonly Required in Coating Specifications
Appendix A. Itemized Checklist of Important Items to go into a Specification
for Coating Steel/Concrete
Appendix B. Glossary of Words or Terms as Used in This Report (that may
not be familiar with all readers and may be used differently by different
people)
Appendix C. Description of CSI/CSC Division and Section Formats
Appendix D. Guidance for Developing a Coating Condition Survey (CCS)
Appendix E. Other Resources.
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Part I. The Contracting Environment
Types of Coating and Lining Contracts
To be effective, a well-designed coating specification must take into account the field
conditions in which the specification will function. Thus it is important to consider boththe types of contracts and the roles of contracting parties in the construction contracting
environment.
A construction contract is a written legal agreement between two or more competentparties, usually an owner and a contractor, in which an offer for conducting coating work
is made and accepted. It provides benefits for all parties.
A coating specification is that part of a coating contract that details the qualitative andquantitative requirements of the process and finished product. The contractor is required
to provide the specified product and no more without receiving additional compensation.
There are many types and variations of contracts used in the construction industry,including the coating industry. For purposes of this report, contracts will be divided into
two groups:
Competitive-bid Negotiated
Competitive Bid.A competitive -bid contract, also known as Design-Bid-Build (DBB),
is a type of contract in which the contractor who quotes the lowest acceptable price isawarded the contract. With such a contract, there is little or no chance for reward with
negotiated follow-on work, so the contractor has little to no incentive for providing morethan minimal completion of contract requirements. Nor should the prudent owner expect
more.This is the most common type of contract used for coating work, as it can result inthe lowest cost for the desired work.
Negotiated.A negotiated contract can have any of a large number of types and options,
generally ranging from direct selection (no competition) through many forms ofcompetitive negotiation. A negotiated contract permits more of a partnering relationship
between the owner and the contractor. This type of contract is likely to be easier toadminister, and the results are more likely to be closer to full contract conformance. But
this does not diminish the need for proactive contract administration. Actual contract
performance will be a function of the contractors quality management system and intentto satisfy the customer. Such a relationship may be more beneficial to both parties than acompetitive-bid contract, which sometimes becomes adversarial in nature.
Creating a Level Playing Field
There are many types of contracts to address many different purposes and ownerprocesses. The competitive bidding process is generally thought by public agencies to be
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the most equitable way to distribute public contracting funds. That assumption, however,is only valid when the entire process is fair to all potential bidders. This fair process
creates the level playing field. that nearly every owner desires to find, and mostcontractors wish for when bidding on jobs., Such fairness is difficult to develop,
implement, and maintain in the real world; however, designing a good specification can
help work toward achieving a more equitable contracting environment.
A level playing field will exist in any owners contracting environment when its contract
requirements are equitably, equally, and totally enforced. All bidders must know andbelieve they will be held responsible to meet all contract requirements. Then, contractors
who are fully qualified will be encouraged to bid, and those not fully qualified will bediscouraged from bidding. A level playing field encourages contractors to be more
efficient in all aspects of planning and executing work. It can even result in an improvedowner-contractor relationship by establishing a good working environment.
Writing a specification that cannot or will not be enforced defeats the purpose of striving
for an equitable contracting environment. Working with competitive-bid contracts can bechallenging but it is possible to overcome the drawbacks by developing a better
awareness of the issues . Identifying and addressing the root causes of competitivebidding problems and writing your specification to close gaps and potential loopholes
will most likely enhance project success.
Roles of the Contracting Parties
The agreement between the facility owner and the contractor is typically one in which the
contractor will perform the specified requirements and the owner will pay the contractprice.
The Owners Role
The owner should:
Develop a complete and unambiguous description of the work detailing thedesired product
Provide pro-active administration and enforcement of the project requirements,including timely Quality Assurance (QA) action
Coordinate actions Professionally manage the project while ensuring coordination and cooperation so
that others perform their responsibilities in an appropriate and timely fashion and
in a friendly manner
Key Elements for Success.Key elements of the specification that give the owner the
best chance of hiring the lowest responsible bidder who will likely fulfill all contractrequirements are:
Hiring a contractor with an established quality management system (QMS) (e.g.,
SSPC QP Contractor Certification, ISO 9001, etc.)
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Requiring performance and payment bonds for the full cost of the projectprovided by a rated insurance company
Establishing comprehensive quality control (QC) requirements (i.e., require theuse of qualified QC personnel, as well as a qualified work force of blasters and
painters or other craft workers) and the means to assure compliance
Requiring a detailed Work Plan such as that described by Brandon and Damianoin the Journal of Protective Coatings and Linings (Work Plan: Use It or Lose It,JPCL, June 2011, pp. 14-19)
* Implementing Corrective Action throughout the job, including timely response toprogram weaknesses and elimination of the causes of nonconformities
Competent Design.The design must be accurate and complete so that contractors can
properly estimate the cost of full contract conformance. Even so, depending on marketvariables, competitive bidding can encourage some level of betting on what estimate will
win the job rather than bidding the cost of full performance. The specification and itsadministration must be very strict for competitive bid contracts, because hungry
contractors may bid low to obtain the contract and plan to make up differences with add-ons, or, even worse, by cutting corners to be sure to make a profit. Owners should be
wary of estimates that are significantly below their estimated cost of full performance. Anextremely low bid, say 20-25% lower than the second low bidder, will likely indicate that
the contractor failed to take all requirements into account, or that the specification wasvague or incomplete. Another reason for developing a good specification is that it reduces
the chance of getting wildly low bids.
The designer, generally an architect or engineer, is charged with creating a competentdesign for the project that will result in the desired product, and includes all of the
information needed for each potential bidder to estimate costs and prepare a competitivebid. The designer may be an employee of a large organization or an independent
contractor hired by the owner. The designer may, in turn, hire coating or other specialiststo assist in unfamiliar phases of the specification. The designers chief responsibility is to
establish and convey project requirements in the specification. The designer should alsobe responsible for continuous review of all requests for information involving all
technical issues, as well as all submittals, to ensure that the specification is being properlyexecuted.
With a well-written and executed specification, the owner is much more likely to receive
the desired product within the established time and price. However, if the specification isweak, vague, ambiguous or incomplete, the owner may encounter one or more of these
problems:
Withdrawal of bid invitation to correct project specification deficiencies Unrealistically high or low bids
Bids from unqualified contactors Costly change orders for additional work
Change orders because of different interpretations of specification requirements Costly delays resulting from disputes
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Very costly litigation Defaulted contracts
Pre-Bid Conference.For large contracts, it is a good practice for owners to hold pre-bid
conferences for potential bidders. Here, the owner presents the specification and
describes the scope of work. The participants may ask for additional information aboutthe project and specification requirements, and owners should answer questions asappropriate, and provide those answers to all potential bidders. Participants are frequently
given the opportunity to tour the work site (if available) with the owner to becomefamiliar with it. Potential bidders are allowed to take measurements and photographs and
ask questions concerning the work. Holding an informative pre-bid conference may resultin more realistic bids with a narrower bidding range. Owners may also require the
contractor who is awarded the contract to inspect the work site and all conditionsaffecting the work, review all contract documents, and then submit any errors, omissions,
or other discrepancies within a certain period of time, such as 30 days after award.
Pre-Construction Meeting.The owner should hold a pre-construction conference withthe selected contractor, QC and QA personnel, and other interested personnel as soon as
possible after the award of the contract. This ensures that all participants have the sameunderstanding of requirements and administrative procedures to be followed. Scheduling
and safety requirements can be discussed also. Ideally, the approved Work Plan will bediscussed at the conference, but it can just as effectively be discussed at a separate pre-
work meeting if timing is an issue.
Qualifications of Personnel for Planning and Specifying Coating Work. Facilityowners must exercise due diligence when choosing personnel, both in-house and
consultants, for all coatings-related work. SSPC supports owners hiring qualified coatingspecialists or having persons become qualified through SSPC and other industry
programs. More information about the SSPC Protective Coatings Specialist (PCS)Program can be found here: http://www.sspc.org/Protective-Coatings-Specialist-PCS-
Program/In addition, JPCL/PaintSquare maintains a list of coating industry consultants.
Role of the Contractor in Producing Quality Products
Payment for Work Completed. The contractor is responsible for planning, scheduling,and producing work that conforms to all contract requirements. The contractor is also
required to provide objective evidence of conformity (documentation) of completed workto project requirements when tendering for work to date. The fact that invoices are
allowed to contain projected work rather than actual work to date seems to confoundmany administrators in their attempts to ensure payment for work based on objective
evidence of conformity, but there are ways to handle this. Some owners may choose toeither audit invoices for evidence of conformity a month or two in arrears, or to require
contractors to provide this traceability through logs or other methods. Other owners maychoose to make a one-time extra payment at the beginning of the project to compensate
for the extra delays associated with payment for evidence of conformity. There may be
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other ways as well, but the intent is to keep all parties focused on paying only fordocumented conformity.
Subcontractors.Even on large construction contracts, the coating portion may comprise
only a small part of the work. When a subcontractor is used for specialized work such as
coating, the prime contractor must provide documentation that the qualifications of thecoating subcontractor are equal to those of the prime contractor, or as specified. Someprime contractors may shop around for the cheapest subcontractors available for different
parts of project work without considering their capabilities for providing quality work.This is a bad practice, because the prime contractor is responsible for all requirements of
the project contract. This practice will likely become less of an issue where bidding isdone in a known environment with a level playing field, as subcontractor bids to prime
contractors will be both responsive to all contract requirements and competitive in pricebased on efficiencies.
The prime contractor should also have a separate contract containing appropriate
submittals with the subcontractor that will ensure that all project requirements will bemet. In the event that there is a conflict between the requirements of the owners contract
and the subcontractors contract, a dispute is likely to arise. Thus, both the contractor andsubcontractor should be familiar with the terms of the contract between the owner and the
prime contractor and that between the prime contractor and subcontractor.
Prime contractors must provide subcontractors with scheduling and sequencinginformation to avoid interference among different trades. They must also provide
subcontractors with notice of any changes made to scheduling and sequencing that mayoccur during project production. The Prime must inform subcontractors of any
communications between the prime and the owner that may affect the subcontractorswork.
Vague Specification Requirements.Coating contractors like to bid on well-prepared
project specifications because it is easier for them to determine the amount and quality ofwork required, and thus, easier to prepare a realistic and accurate bid. A few contractors
may look for errors or vague requirements in a coating specification that will requirechange orders. Then, they may decide to bid low to get the contract and hope to make up
for the money they left on the table through change orders and extras. This is an unwisepractice that can be prevented by a clear, complete specification and good contract
administration.
Requests for Information (RFI).There are often contract clauses that requirecontractors to review plans and specifications and request clarification where necessary,
and advise the owner of errors, omissions, or other contract deficiencies whereappropriate, before work begins. A request for information (RFI) may be used to ask for
clarification of vagueness in requirements or apparent work conflicts or discrepancies.Contractors should include procedures for the RFI process in their QC plans. RFIs should
never be used for requesting contract deviations.
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Role of the Inspector in Producing Quality Products
Requirements for inspection come in many variations, and inspectors may be hired by theowner, the contractor, the engineer, or some combination of these. The owner may or
may not specify qualifications for the contractors inspectors (referred to as QC
inspectors hereafter), and may or may not hire Quality Assurance (QA) inspectors tomonitor the contractors Quality Control (QC)/QA inspection and documentation.Regardless of the QC and QA inspection functions, the owner should specify
requirements for inspection and documentation. If the contractor is to documentconformity to all requirements, this should be clear in the specification. It is
recommended that the owner base payment obligations on objective quality evidence(OQE) of conformity to all requirements. This must be coordinated with procedures for
payment.
Inspector Responsibilities.The coating QC inspector is responsible for:(1)observing production work as it is being done;
(2)
assessing the conformity of the work to project requirements as described in theWork Plan; and
(3)documenting and timely reporting of results of the inspection to others in eitherthe QC program or the QA program if the QA process includes hold point
inspections.
Inspectors should not be responsible for final acceptance or rejection of work unlessspecifically assigned this responsibility and qualified for this task. Quite often, the final
accept/reject function requires knowledge and experience beyond that required ofinspector certification programs. Making accept/reject decisions are more suited to
Protective Coating Specialists (PCS) certifications, or other qualifications.
To assume that a certified coating inspector has the capability to properly represent theowners interests may be unfair to both the inspector and the owner. A final accept/reject
decision by unqualified personnel can do more harm than good in terms of incentivizingappropriate contractor behavior, or in providing the desired work product.
Regardless of employment arrangements and assigned duties, inspectors are expected to
provide honest, unbiased data in reporting of tests and observations that are specified fordetermining conformance of the work. The required inspections, tests and observations
from the project specification and referenced documents should be incorporated into theInspection & Test Plan as a part of the Work Plan.
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Legal Concerns in Coating Contracts
Because coating contracts are legal documents, it is important to consider various legal
concerns when writing the specification and drawing up the contract. A contracts attorney
should review the final contract with special attention to:
(1)Full performance - conformity to all contract requirements.
(2)Breach of contract - nonconformity to some or all portions of a contractrequirement.
(3)Substantial completion - project condition in which nonconformance is not
material to the performance, breach is unintentional, and should be subject toa price credit for all value not received.
(4)Claims - Assertions for a right, such as money or property, as part of a legal
obligation.
(5)Mechanics liens - Security interests in the title to property for the benefit ofthose who have supplied labor or materials that improve the property.
(6)Alternative Dispute Resolution Identifying processes or systems designed to
resolve disputes between parties without going into litigation, or detailing thedrafting parties preferences including venue and jurisdiction if litigation is
necessary.
(7)Indemnification - Agreement to compensate or reimburse someone fordamages incurred as a result of the act of another.
(8)Affirmative action - Policy designed to redress past discrimination against
women and minority groups through measures to improve their economic andeducational opportunities.
A well-written specification should eliminate or minimize the issues discussed below.
Contract Deviations. Deviations (often called variances) are changes to contract
requirements. Contractor requests for deviations should be submitted during thesolicitation process when they can best be addressed by addenda to the specification.
Otherwise, requests for deviation should be submitted early in the planning process.
Requests for deviation (DFS) should be made by the contractor in the production phaseonly when unforeseen conditions are discovered that could not have been identified prior
to production.
Differing Site Conditions (Site Variation). Owners should inform potential contractorsof all site conditions that may affect the project cost or production before bidding begins
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or provide for a full and unfettered site investigation. Thus, it can be critical to provide allbidders the opportunity to inspect the work site, where feasible, before submitting their
bids.
After production begins, the contractor may discover work site conditions that differ
materially from those indicated in the specification and could not have been identifiedduring the planning process. The contractor should be required to inform the owner ofthis within a reasonable time frame, so that these conditions may be promptly addressed.
Differing site conditions are often a cause of contract disputes and litigation.
Specification Nonconformance. A nonconformity is some element of interim or finalwork that fails to completely meet all contract requirements. A nonconformity usually
requires rework or repair. In some cases, a nonconformity may be disposed of in amanner that may preclude rework or repair, based on the recommendation of the PCS. A
properly prepared specification will reduce the potential for nonconformance and thusminimize costs for rework and delays.
Corrective and Preventive Action
A set of tools to be used during contract performance has proven to be particularly
effective in minimizing the occurrence and recurrence of nonconformities with thespecification. When properly used, this set of tools, Corrective Action (CA) and
Preventive Action (PA), can keep the contractor focused on producing conforming work.It is wise to consider these tools as a good mechanism for obtaining quality work rather
than a means of contract enforcement.
CA identifies the root cause of a nonconformity, takes steps to eliminate it, and thenfollows up to ensure that the nonconformity does not recur. Corrective Action is initiated
through a Corrective Action Request (CAR) which may be prepared by the inspector orother individual involved in the project QC or QA process. It is tracked on a
Nonconforming Work Log, or similar document, and on a Corrective Action Log, toensure that the problem is satisfactorily resolved and that appropriate action is taken. The
correction and repair procedures taken by the contractor should be those prescribed in thespecification or as recommended by the coating manufacturer and/or an established
industry practice, and documented.
While CA is reactive in nature (responding to identified nonconforming work), PA isproactive in nature. It makes use of knowledge and past experience to prevent
nonconformities from occurring in the first place. PA is initiated, managed, and trackedthrough preventive action requests (PARs) in much the same manner that is done for
Corrective Action. A PAR may be initiated by anyone who sees an opportunity to preventa potential action that would require CA. Health and safety programs and safety
incentives are good examples of PAs that have had good payoff.
CA/PA clauses can be specified in the project specification or in the QMS standard. Forinstance, SSPC QP series contractor certifications require project-specific Work Plans,
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Corrective Action, and other requirements that are pertinent to the contract administrator.If an owner has specific requirements that tend to overlap QP series requirements, it is the
contractors responsibility to harmonize the requirements to avoid any conflictingrequirements. The ideal place to do this is in the Work Plan.
Basic Expectations from a Contractors Quality Management System (QMS)
A quality management system addresses the principles and processes surrounding the
design, development, and delivery of a general product or service. Specifying a QMSstandard as a preliminary requirement of the contractor sets up a process of organized
activities to meet established goals.
The owner should have expectations from the contractor concerning the work to beaccomplished. The most important expectation is that only work conforming to the
specification will be tendered. More specific expectations of contractors obligated to aQMS include but are not be limited to:
(1)Reviewing the specification for discrepancies, omissions, and conflicting
statements.
(2)Performing complete project planning and submitting a Work Plan or series ofprocess control procedures (PCPs) to the owner.
(3)Verifying conforming work through inspection, process control, or a
combination thereof.
(4)Producing documentation of conforming work (objective evidence ofconformance)
(5)Identifying and addressing all nonconformities through Corrective Action.
(6) Submitting certifications of contractor and craft-worker personnel.
(7) Submitting qualifications of personnel doing planning and preparation.
(8) Complying with laws and regulations governing the project.
(9) Submitting written requests for deviations from project requirements, as
necessary. (No oral agreements to changes should ever be made.)
The QMS concept is based on proven relationships between planning processes andsatisfactory results and promotes continual improvement to build on the planning process.
The intent of the QMS is to ensure that the contractors initial planning and preparationand its verification efforts are designed to achieve conforming work.
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Coordination of Contract Participants to Obtain Quality Work
As discussed in this section, obtaining a work product conforming to all contractrequirements in a timely manner is best achieved by setting up a process that establishes a
level playing field and holds all parties to a contract accountable:
(1)The designer must prepare a specification that describes all requirements in areadily understandable manner that is realistic and achievable.
(2)The owner must provide complete information for potential bidders to
estimate costs, ensure fairness in the bidding and the contract administrationprocesses.
(3)
The contractor must collect all contract requirements from the contract
documents, referenced documents, secondary references in referenceddocuments, and any other pertinent documents, such as best practices. From
this information the contractor must develop a Work Plan that describes allprocesses that will be used to create conforming product, and all inspection
and documentation requirements.
(4)The contractor must use the Work Plan as a continuous working document, allwork must be inspected to the Work Plan requirements.
(5)Supervisors and production workers must understand all requirements and
have the ability, equipment, and incentive to meet all requirements forprocesses in each phase of the work.
(6) Inspectors must verify that the work meets all specification requirements. All
nonconformities must be documented, tracked, and either corrected orresolved through contract change order. A Nonconformity Log can facilitate
tracking.
(7)Owner quality assurance (QA) personnel should audit the documentationprepared by the inspectors and periodically conduct observations, as deemed
necessary, to ensure that documentation of all work is complete. If the latter isnot the case, use the Corrective Action system to address the documentation
deficiencies and any other identified issues. A Corrective Action Request(CAR) Log can facilitate tracking.
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Part II. Items Commonly Required in
Coating Specifications
Part I described the contract environment and outlined tools that the specification
developer (designer) can use to develop specifications that provide the owner with thebest chance of success for competitive bid coating contracts. Part II lists key elements ofthe specification and describes their functions.
Coordination Requirements
To be fully effective, the technical specifications must be coordinated with the owners
front-end documents, as well as the general requirements for each project. The front-end documents, such as General Conditions, Additional General Conditions, Special
Conditions, etc., establish the legal contracting environment, and the generalrequirements, designated as Division I requirements by the Construction Specification
Institute (CSI), apply to all technical specifications. Division I specification Sectionsinclude such requirements as Submittals, Payment Procedures, Site Conditions, Quality
Control, Environmental Protection Requirements, and many more.
Foundation of the Specification
Coating specifications, as with most technical specifications for construction work, canbe very complex documents, even without considering the thousands of seemingly
mundane issues that are encountered on every project. Many specifications do not try tocover all of the routine issues, but most industries have developed standards for these
routine issues. The coating industry, for instance, has covered many of these issues forcoating of industrial steel structures in SSPC PA 1 Shop, Field, and Maintenance Printing
of Steel. Each coating specification for steel structures should start with SSPC PA 1 asthe foundation, and modify as needed or add to it as necessary to create a complete
specification that gives both the contract administrator and the contractor a completedescription of requirements. SSPC PA 7 should be similarly used for concrete structures.
Key Elements
Scope of Project. Specifications should have introductions that describe the general
scope of the project to prospective bidders. It should cover requirements for furnishing allof the required materials, labor, equipment, and tools for the surface preparation,
application, and inspection work for the project. It should also provide a description ofthe project location and may include a map or plan of the work area. No project
requirements should be included in the scope. Each project requirement should be locatedin its appropriate area of the specification and nowhere else. This minimizes confusion to
persons using the specification. Enough information should be presented in the scopesection to permit potential bidders to determine whether they are interested in
investigating the proposed project further.
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Areas to be Coated and Not to be Coated. The specification must define all of the areasthat are to be coated and all of the areas that are not to be coated in order for the
contractor to understand the full scope of the project. Areas not to be coated may have tobe masked, and, if other areas are added after start of the production, the owner may be
required to provide additional funding.
Site Access and Storage Area. The owner must provide contractor personnel withaccess to the work site. Work areas often have limited access because of security or
safety concerns or the presence of other conditions such as vehicular traffic, closeproximity to the public, or the presence of other trades. Also, sufficient area must be
provided for the contractor to store required equipment and materials.
Site Investigation Clause. When the contract documents fully describe the projectsexisting conditions, the importance of site investigation prior to submitting bids can be
diminished, because bids are more likely to be representative of costs of performing thework and it is less likely that differing site condition claims will arise. It is reasonable to
require qualified bidders to identify errors, omissions, and other contract discrepanciesthey find prior to submitting bids, but this is difficult to administer. A reasonable
alternative is to require the contractor to advise the contract administrator of any errors,omissions, and other contract discrepancies, other than those that cannot be anticipated or
identified without special access, within a reasonable time after submission of bids, suchas 30 days.
References/Applicable Documents. A reference section of the specification should
provide a listing of all documents (e.g., test procedures) cited in the specification and noothers. References to other reading materials of interest will only create confusion as they
might be considered as a specification requirement. The listed documents form a part ofthe specification, to the extent described in the specification. Because the requirements in
the referenced standards or documents are incorporated into the contract and becomeenforceable contract requirements, designers must read and know what they say. They
should not be used as a catch-all just in case the designer might have left somethingout. Designers should also be aware that some of the information in the standards may be
contradictory or in conflict with other standards and thereby create ambiguities that maybe interpreted against the drafter.
Technical organizations that provide standards and other guidance relevant to coating
projects include but are not limited to:
ASTM (American Society for Testing and Materials) for test procedures
API (American Petroleum Institute) for fuel tanks and appurtenances
AWWA (American Water Works Association) for water tanks and appurtenances FHWA (Federal Highway Administration) for bridge and highway structures
NACE International for metal corrosion NSF (National Sanitation Foundation) for potable water tank interiors
SSPC (The Society for Protective Coatings) for guidance in coating operations
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Precedence of Documents. If required, this section of the specification sets an order ofprecedence in the event there is a conflict or an ambiguity between contract documents.
Some owners use General Conditions or Special Conditions in the front-end documentsto describe precedence.
Approved submittals usually supersede specifications, unless stated otherwise; however,many owners require that all deviations embedded in submittals be separately identifiedin special submittals called Requests for Deviation, or similar. It is also good practice to
require that any work encumbered by a pending Request for Deviation in submittals beidentified as such in each applicable submittal.
Definitions. A definition section of the specification should include definitions of all
words and terms used in the specification that are not universally understood. Localworkers often use terms that are not understood by workers in other geographical areas.
Industry standard definitions such as those in SSPCsProtective Coatings Glossary arenormally preferred to those of governmental organizations, because they are more widely
used in the coatings industry.
Submittals. Submittals are the required documents, information or products (samples)for owner or designer review to assure conformity with the specification. Paint submittals
are typically required to ensure the contractor is intending to use the specified products inaccord with the manufacturers recommendations and the specifications so that if there
are any conflicts between the specifications and the manufacturers recommendations,they can be reconciled before the work proceeds.
A submittal section of the specification requires the contractor to regulate the timely flow
of materials and documents used on the project and ensure their compliance withspecification requirements. Some of the submittals require submission in time for owner
review in time for procurement, delivery, and contractor QC of materials and equipmentbefore initiating the production. Other submittals document the progress and quality of
the production work to date.
Typical coating project submittals required prior to initiation of production include butare not limited to:
Manufacturers product data sheets for materials to be used
Manufacturers material safety data sheets for materials to be used Samples of specified liquid coatings
Coating draw-down films (cured films of uniform thickness applied to cardboardor other substrates)
Any required permits, access rights, etc. Procedures for procuring samples of coating for laboratory testing
Procedures for procuring samples of abrasives for laboratory testing Laboratory test results
Certificates of product conformity to specification
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Project-specific Work Plan (or series of process control procedures [PCPs] to beutilized by the contractor for the specific project)
Project-specific safety, health, and environmental protection plan Containment drawings (SSPC Guide 6)
Warranty
Typical coating project submittals required after initiation of production include but arenot limited to:
Requests for information (RFI) log
Contract change order log Submittal log
Daily production reports (including safety reports)
Daily inspection and test reports
Corrective Action Requests (CARs) Nonconformity log
CA log PA log
Other reports that would provide meaningful data
Safety and Health Plans. SSPC PA Guide 10 Guide to Safety and Health Requirementsfor Industrial Painting Projects provides guidance, including sample contract language,
for specifying safety and health requirements for contractors. SSPC Guide 17 Guide toDeveloping a Corporate Safety Program for Industrial Painting and Coating Contractors
is also usable by owners to evaluate contractors safety programs. Again, thesedocuments should be reviewed by the owner or designer to ensure they are appropriate
for inclusion in the contract documents.
Work Plan and Process Control Procedures (PCPs). A Work Plan is a writtendocument containing a list of all actions and procedures, assembled in logical sequence
that describes all steps necessary for the contractor to produce a finished productconforming to all specification requirements. It translates the requirements of the
specification into a series of steps for field implementation. It provides to the contractorsstaff the ability to plan and prepare to accomplish cost effective production within the
schedule and in accordance with project requirements. It also provides the owners staffwith the ability to review submittals and understand the contractors intended processes.
The Work Plan also permits but is not limited to scheduling such project procedures as:
Health, safety, and environmental compliance plans
Confined space entry plans Procurement of necessary materials
Procurement of necessary job site and support equipment Assigning the management team to the project
Obtaining craft workers with the necessary skills Mobilization of all of the above
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Worker training and personal protective equipment (PPE) Inspection and test plan (including forms with criteria for conformance and
nonconformance) and log to match requirement and schedules of other workprocedures
A process control procedure (PCP) is a written procedure presenting details of theindividual process being conducted as part of the total project work. It documents a singleprocess such as mobilization and setup, abrasive blasting, coating application and curing,
and clean up.
Coating work typically involves multiple processes, each of which will have to bedocumented. Sometimes the owner prefers to use PCPs instead of a Work Plan to
facilitate routine coordination of work between the contractors forces and the ownersforces. PCPs are commonly used in refineries and shipyards. In such locations, work is
usually done piecemeal and must be coordinated with that of other trades. All of thePCPs, when combined, should contain the same basic information as in a Work Plan.
When PCPs are used individually, a separate schedule is required to show the order inwhich each process is to be used. When using a Work Plan or a series of PCPs, hold or
check points may be placed in the specification to permit inspection for conformance ofwork to date before proceeding further.
Work Plans are more commonly used where the entire site is turned over to the contractor
to complete work on the contractors schedule. The format, i.e. Work Plan vs. a series ofPCPs, is the contractors choice, unless specified otherwise in the contract documents.
Good planning will result in more efficient work production, and thus a savings to thecontractor. It will also help to avoid disputes by identifying conflicts, discrepancies, etc.
at an early time in the process.
Quality Assurance. A quality assurance section of the specification includesprerequisites, standards, limitations, and criteria that define the quality for products and
work. They may include but are not limited to:
Qualifications of the coating contractor Qualifications of certified protective coating specialist (PCS)
Qualifications of a coating inspection company Qualifications of a quality control (QC) coating inspector
Qualifications of individuals performing abrasive blasting, water jetting, coatingapplication and in some cases operation of specialized equipment such as plural
component spray systems
Qualifications of a certified industrial hygienist (CIH)
Qualifications of a testing laboratory for coatings Qualifications of a testing laboratory for abrasives
Certifications of materials Regulatory requirements
Field sampling requirements Pre-construction conference and coordination meeting
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Qualifications and certification statements may be requested to establish the capabilitiesof the contractor and those employed or utilized by the contractor. SSPC-QP 1, Standard
Procedure for Evaluating Painting Contractors (Field Application to Complex IndustrialStructures)can help assess a contractors ability to complete the project work in a
satisfactory and timely manner. Additional certifications (e.g., SSPC-QP 2) may be
required for special projects, e.g., if removal or disturbance of existing lead-based, orother hazardous paint complicates the work.
SSPC offers additional industry-specific contractor Quality Management Certificationsfor specialty applications such as: Shop Coating (QP 3), Metallizing (QP 6), Coating of
Concrete (QP 8).
The coating industry is fortunate to have multiple certification programs for coatinginspection personnel and coating inspection companies. It is recommended that these
certifications be used to the maximum extent on coating projects (e.g. NACE CIP orSSPC equivalent for inspectors or SSPC QP 5 for coating inspection companies).
While qualifications for contract planners, administrators, and workers are often
undefined, it may be desirable to identify more specific qualifications, such as thoselisted above, to help reduce the number of discrepancies between the owner and the
contractor and permit easier resolution.
Delivery and Storage of Materials and Equipment. A delivery and storage section ofthe specification should contain special requirements for packing and shipping products,
equipment and their components. Conditions for acceptance of these items at the projectsite should also be included, along with special storage, handling, and disposal
requirements necessary to prevent contamination or damage.
It may be desirable to have a clause permitting the owners representative to obtain fromthe contractor at any time a sample of the coating being applied. Local air pollution
personnel usually have this authority.
Handling of Hazardous Materials and Production Waste. All hazardous materialsbrought onsite should be stored and handled in the safe manner as described in their
material data safety sheets (MSDSs), which must always accompany the products. Anemergency action plan should be in place to respond to accidents involving hazardous
materials. An OSHA-approved procedure must be in place for collecting, storing, anddisposal of hazardous waste generated during project work. Spill kits for clean up of
spills are frequently required.
Description of Project Site Conditions. It is important that the project site condition befully described. Information on any environmental limitations or other conditions at the
project site that might affect project work should be presented. These may includeprevailing temperature, humidity, or ventilation. This section may also describe where the
contractor can locate work equipment, trailers, lunchrooms, or shower facilities.
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Specified Type and Size Range of Abrasives. The specified abrasives should be testedfor particle size distribution, oil content, crystalline silica, and soluble contaminants by
the referenced test methods, e.g., SSPC-AB 1, for conformance to specification beforeuse. This presumes the specification contains specific requirements for the abrasive. If
there are no abrasive requirements specified then the choice of abrasive is left to the
contractor.
Kits and Equipment for Testing for Surface Cleanliness and Profile and Film
Thickness. QC kits and other equipment necessary for testing for surface cleanliness andprofile and for coating thickness must be available at the work site. Production workers
must be able to monitor the quality of their own work, and QC personnel must be able toverify that the specification requirements are being met. Wet film gages are commonly
used by applicators to verify that the wet coating thickness at application time will meetthe final dry film thickness specification requirements once the coating dries. The
specific parameters and test requirements must be included in the specification if theowner/designer expects those tests to be performed.
Specified Types of Coating Materials Delivered and Their Verification. A materials
section of the specification lists the coating materials to be used on the project. It mayprovide the names and code identifications of approved products, a qualified products list
(QPL), Qualified Products Database, a description of the generic material, or adescription of the required performance. Typically public works projects require the
allowance of an or equal clause if a particular product or manufacturer is referenced.There are specific legal requirements to be met if public owners want to try to sole
source or limit the paint products. The legal requirements vary based on the status of thepublic owner (e.g., federal, state, or local governments, defense agencies, etc.) In some
cases these limitations are unenforceable. The designer should be familiar with the legalrequirements if the intent is to limit bidders to the use of products to only a single paint
manufacturer.
The VOC (volatile organic compound) content of coating materials is required in mostU.S. geographical locations. If commercial products are specified, their colors should be
selected from the manufacturers list of available colors. It is always best to procure allproducts of a multiple coat system from the same supplier and make sure that they are
suitable for the intended use. Where multiple suppliers of a single system must be used,rules for determining all requirements of the coating system must be specified to avoid
conflict among suppliers.
Upon delivery, the coating materials must be identified as those specified and as havingsufficient shelf life to complete the project. It is a good practice to check both the
condition of the containers, including the seals, and the condition of the coating bylaboratory testing of one or more samples and record the batch numbers. The volume of
coating materials required can be calculated from their spreading rates and the surfaceareas to be covered. This will ensure that there is sufficient coating at the job site to
complete the work.
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Acceptable Ambient Conditions. A section of the specification should list acceptableambient conditions for surface preparation and coating application and curing or at least
require the products to be applied in accordance with the manufacturersrecommendations. These include but are not limited to:
Air temperature Surface temperature Dew point/relative humidity
Wind speed Lighting for all work areas (as prescribed in SSPC-Guide 12)
Pre-cleaning of Surfaces for Painting Prior to Surface Preparation. This section of
the specification describes the required pre-cleaning actions (e.g., grinding of welds andsharp edges) before the actual surface preparation for coating. It also describes the
required levels of pre-cleaning.
Blast Cleaning of Surfaces for Coating Application. Abrasive blast cleaning is themost commonly specified surface preparation method for cleaning industrial steel
surfaces for coating. Waterjetting is sometimes used to prepare previously blasted andcoated steel surfaces. Any required special equipment or procedures should be specified
along with the required level of cleaning and profiling. Some recommended methods forsurface preparation of concrete and concrete masonry unit (CMU) for coating are
described in ASTM D4258, Practice for Surface Cleaning Concrete for Coating, andASTM D4261, Practice for Surface Cleaning of Concrete Unit Masonry for Coating.
Other requirements that may be included are field checking for cleanliness of abrasives
and air supply used in abrasive blasting and blow down and the quality of the water usedin waterjetting (usually potable water can be specified).
Coating Application. An application section of the specification specifies acceptable
methods (e.g., brush, roller, or spray) that may be used to apply the specified materials.Manufacturers product or technical data sheets (usually specification submittals) are
commonly required to provide recommended procedures for application for specificcoatings. Application concerns are listed below, with those specifically applicable to
chemically-curing multiple component coatings identified with a *.
Condition in container The ratio by volume of the components to combine *
Instruction for mixing components
Amounts of thinner, if any, permitted
Ambient conditions for application Induction time at different temperatures *
Pot life at different temperatures * Recoat window *
Contrasting colors for multiple coat systems Stripe coating requirements
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Acceptable dry film thickness range Acceptable wet film thickness range (if coating must be tacky when topcoat is
applied)
The dry film thickness range should have minimum and maximum limits necessary for
optimum coating performance. If appearance is important the appearance of cured filmscan be required to be in accordance with SSPC-PA 1 for steel surfaces and in accordancewith SSPC-PA 7 for concrete surfaces.
QC Inspection and Documentation Requirements. Project documentation, including
inspection and testing records, must be used to determine the contractors compliancewith specification requirements and approved procedures. Project-specific forms that
include pass and fail criteria found in the specifications should be used for thedocumentation. The coatings inspector should sign these forms and copies of the
documentation should be forwarded to the contract administrator as soon as they havebeen completed or as specified in the contract documents.
Accepting Project Work and Clean-Up of all Equipment, Materials, and Waste
Products. A punch list of action items needing completion is prepared prior to a finalinspection to ensure that all work is complete and ready for the final acceptance by the
owner.
At all times, the contractor must keep the premises and surrounding area free fromaccumulation of waste materials and rubbish created by project work. Following
completion and acceptance of the work, the contractor must remove all debris,equipment, and materials from the site. Materials and equipment may have to be
decontaminated if exposed to hazardous materials such as lead-based paint before beingremoved from the work site. The existing facilities must be restored to their original
condition.
Some owners find that it is cost-effective to take possession of specific hazardousmaterials. The specifics of any such transfer should be detailed in the specifications,
including requirements for submittal of procedures, etc.
Warranty. The warranty section of the specification requires:
That all materials and equipment be of good quality and new That the work be free from defects
That the work conforms to all contract documents
It is important that a warranty section of the specification clearly states any special orextended warranty or bonding for conformance to specification.
Warranties for coating work are typically for one year after acceptance of the work.
Arrangements should be made to have completed projects re-inspected for deficienciesprior to the termination of the warranty period, so that a written legal claim can be made
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within this time frame. Some owners withhold 5 to 10% of the total payment until the endof the warranty period to ensure that deficiencies found within this period are addressed.
A prudent owner or designer should consider defining the conditions that wouldconstitute a breach of warranty at the end of the warranty period. If desired, a scheduled
warranty inspection and list of attending parties can be included in the specification.
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Appendix A. Checklist of Items Commonly Found in
Specifications for Coating Steel and Concrete
NOTE: This list is intended to be used with the text above, even though it is more
detailed than the text. Use applicable portions of this document for each project, and addrequirements not listed here as appropriate to produce a competent design.
General contract considerations
Coordinate with owners front-end documents (General Conditions, Additional
General Conditions, Special Conditions, etc.) Define scope of project fully (Get detailed field conditions if maintenance work)
Contract specifications (using CSI three-part Section format see Appendix C))
GENERAL
Scope of ProjectAreas to be coated and not to be coated
Site Access and Storage Area
Site Investigation Clause
References (sometimes called Applicable Documents)
SSPC PA 1 Shop, Field, and Maintenance Painting of Steel
For coating concrete surfaces:
SSPC-PA 7, Applying Thin Film Coatings to Concrete
SSPC-TU 10, Procedures for Applying Thick Film Coatings and
Surfacings Over Concrete Floors
Surface preparation
Others
Precedence of Documents
Definitions
Submittals (pre-work)(Many of these continue during work)
Contract errors, omissions, and other discrepancies, including conflicting
requirements, ambiguous requirements
Procedures for Corrective Action
Project-specific Work Plan or Process Control Procedures (PCPs)
Project-specific Health, safety, and environmental compliance plans
Site access/security requirements
Project-specific Confined space entry plans (permit required and non-
permit required)
Procurement of necessary materials
Procurement of necessary job site and support equipment
Assigning the management team to the project
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Obtaining craft workers with the necessary skills
Mobilization of all of the above
Worker training and personal protective equipment (PPE)
Inspection and test plan (ITP) (including forms with criteria for
conformance and nonconformance)
ITP Log to match requirement and schedules of other work procedures
Qualifications
Qualifications of the coating contractor
Qualifications of certified protective coating specialist (PCS)
Qualifications of a coating inspection company
Qualifications of a quality control (QC) coating inspector
Qualifications of individuals performing abrasive blasting, water
jetting, coating application
Qualifications of a certified industrial hygienist (CIH)
Qualifications of a testing laboratory for coatings Qualifications of a testing laboratory for abrasives
Certifications for materials used
Regulatory requirements
Field sampling requirements
Pre-construction conference, coordination and progress meetings
Manufacturers product data sheets for materials to be used
Shelf-life of applicable materials
Rules for shelf-life extension
Manufacturers material safety data sheets for materials to be used
Samples of specified liquid coatings Coating draw-down films (cured films of uniform thickness applied to
cardboard or other substrates)
Laboratory test results
Certificates of product conformity to specification
Requests for Information (RFI) Log
Contract Change Order Log
Submittal Log
Daily production reports (including safety reports)
Daily inspection and test reports (DIRs)
Corrective Action Requests (CARs)
Nonconforming Work Log
Corrective Action Log
Preventive Action Log
Other reports that would provide meaningful data
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Submittals Required during Production
All Logs
Production, inspection, and other reports
CARs
Other reports or information affecting production or conformity to
requirements
PRODUCTS
Coating materials and thinners (other than as specified by mfg.)
Contrasting colors for multi-coat systems
Abrasives
Test Kits
Amine blush testing
Salt testing
EXECUTION
Deliver, Store, Mix, Apply, and Cure Coatings According to SSPC-PA 1 (for steel
surfaces) or SSPC PA 7 or TU 10 for concrete surfaces)
Equipment for Surface Preparation and Coating Application
Kits and Equipment for Testing for Surface Cleanliness and Profile and Film
Thickness
Specified Types of Coating Materials Delivered and Their Verification
Field mock-up (as part of verifying procedures during start-up particularly for
coating of concrete)
Acceptable Ambient Conditions Periods of control
During surface preparation
During coating application and initial curing (specify initial cure time)
During other operation
Parameters of control
Air temperature
Surface temperature
Dew point/relative humidity
Wind speed
Surface contaminants
Lighting for all work areas (as prescribed in SSPC-Guide 12)
Blast Cleaning of Surfaces for Coating Application
Desired results
Allowable methods
Ambient conditions for surface preparation
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Pre-cleaning of Surfaces for Painting Prior to Surface Preparation
Profile shape/height/peak density
Protection of areas not to be prepared
Other Methods of Surface Preparation (e.g. Water jetting; Hand and Power Tool
cleaning; Scarifying, etc.)
Desired results
Allowable methods
Ambient conditions for surface preparation
Pre-cleaning of Surfaces for Painting Prior to Surface Preparation
Profile shape/height/peak density
Protection of areas not to be prepared
Coating Application
Condition in container
The ratio by volume of the components to combine
Instruction for mixing components Amounts of thinner, if any, permitted
Ambient conditions for application and curing (length of cure)
Induction time at different temperatures
Pot life at different temperatures
Allowable application methods
Stripe coating
Protection of areas not to be coated
Protection of painted surface during curing
Initial cure period
Recoat window Acceptable wet/dry film thickness range
Repairs (how much allowable and special requirements)
QC Inspection and Documentation Requirements
Final inspection
Punch List
Clearing of Punch List
Clearing of Nonconforming Work Log
Clearing of Corrective Action Log
Review of docs for completion/certification of documentation
Warranty & correction period requirements/criteria
Clean-up and proper disposal of wastes
Clean up of site to condition at start of project
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Appendix B. Glossary of Words and Terms as
Used in Report
Addendum - Modification of original specification before contract signing and
start of work Affirmative action - Policy designed to redress past discrimination against
women and minority groups through measures to improve their economic and
educational opportunities Audit - Systematic review of evidence to verify acceptable completion of work
CA - See Corrective Action CAR - See Corrective Action Request Change order - Modification to the original specification after production has
begun to address errors or unforeseen conditions that may occur
Claim(legal) - Legal demand or assertion by a claimant for compensation,payment, or reimbursement for a loss under a contract or an injury due to
negligence Coating contractor- An individual or firm whose primary business is providing
surface preparation and coating application services for home, commercial, orindustrial markets
Competent design- Cost effective design that encompasses all of the pertinentscope and technical requirements of a specification and for which the owner is
willing to pay Compliant Fulfillment of a legal or regulatory requirement
Confined space - As defined in U.S. regulations, a space that is large enough andso configured that an employee can bodily enter and perform assigned work; has
limited or restricted means for entry or exit; and is not designed for continuousoccupancy
Conforming- Fulfilling a contract requirement Contract - A written legal agreement between two or more competent parties,
usually an owner and a contractor, in which an offer for conducting work is madeand accepted; it provides benefits for all parties.
Contract administrator- The representative of the facility owner (the second
party to the contract) is generally responsible for administering the contract
requirements, coordinating actions, and keeping the project moving forward whileensuring that others perform their respective responsibilities appropriately
Contractor - The first of two parties to a contract who is responsible for planningand preparing production work that conforms to contract requirements and for
tendering that conforming work for acceptance and payment with appropriateobjective evidence (documentation) of conformance to specification
Contractor quality control - That part of an owner-contractor relationship inwhich the project contractor is responsible for conformance with specification
requirements and correcting any deviations Correction- Action taken to address and/or correct a nonconformity (i.e., fix a
problem)
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Corrective Action - Correcting a nonconformity and eliminating its root cause sothat it does not recur
Corrective action request (CAR) - Written request to identify the root cause of anonconformity, correct it, and prevent its recurrence
Designer/Engineer - Owners representative responsible for preparation of
contract specifications, as well as technical aspects of their implementation Deviation - A change to the project specification, generally submitted during the
planning process
Differed site conditions - A physical condition, other than the weather or a act ofGod, discovered on a coating project that differs in a material respect from what
was indicated in the specification or what might be reasonably expected Dispute resolutions - Process or system designed to resolve disputes between
parties without having to enter into litigation Hazardous substances - In the U.S., 400 substances defined as posing hazards to
humans and the environment, based upon ignitability, corrosivity, reactivity, andtoxicity
Indemnification - Act of compensating for incurred injury, loss, or damage Inspection - Confirmation by observation, testing, and documentation to provide
evidence whether specified requirements have been met Lien - A legal claim against an asset which is used to secure a loan and which
must be paid when the debt is paid off Litigation - Legal action Lockout/Tagout System - In the U.S., an OSHA rule that provides a means of
protecting workers from injury or death caused by the accidental start-up or
release of stored energy from equipment. It involves (1) blocking the flow(lockout) of energy from a power source to a piece of equipment by using a
device such as a padlock or chain, or by removing a fuse or circuit breaker(lockout) and (2) placing a tag (tagout) on the source identifying the party who
has locked it out. Maintenance Coating or Coating Maintenance- refers to repair and/or
overcoating of existing coating as opposed to complete removal of coatings andrecoating.
Material Safety Data Sheet - Information sheet that informs workers about
health and safety hazards of a materials components and provides safety
procedures for handling and proper actions to be taken in the event of anemergency
Mechanics lien - A security interest in the title to property for the benefit of thosewho have supplied labor or materials that improve the property
MSDS - See Material Safety Data Sheet
Nonconformity- Interim or final work that fails to fulfill contract requirements
and requires rework or repair Objective evidence of nonconforming work- Documented evidence (i.e.,
written records or photographic documentation) indicating required rework orrepairs
Objective Quality Evidence - Unbiased documentation of a existing condition
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Occupational Safety and Health Administration - Federal government agencyin the Department of Labor with the responsibility of maintaining a safe and
healthy work environment OQE - See Objective quality evidence
OSHA - See Occupational Health and Safety Administration
Owner - Individual, group of individuals, or organization that actually owns afacility or is responsible for its operation and maintenance PA - See Preventive action
PAR - See Preventive action report PCP - See Process control procedure
Pre-construction conference- Meeting of owner, contractor, and other pertinentpersonnel to review specification requirements before production work begins
Preventive action - Action taken to prevent nonconformity or any condition that
reduces efficiency before it has the opportunity to occur
Preventive action report - Action taken to prevent a problem from occurring,based on an understanding of the product or process
Prime contractor - Individual or firm that holds a construction contract with afacility owner
Proactive - assuming an active rather than a passive role in doing oraccomplishing a task, i.e., taking the initiative
Process control procedure - Written procedure presenting details of theindividual process being conducted as of a total work project.
QA - See Quality assurance QC - See Quality control
QPL - See Quality products list Qualified products list - List of products approved by the owner for protection of
specified surfaces, i.e., materials that have passed tests as the qualifying agencybelieves to demonstrate satisfactory performance
Quality - Degree of excellence or essential characteristics Quality assurance - All of the actions required by the owner to ensure contractor
conformity to all contract requirements Quality control - That part of quality assurance in which the contractor ensures
that all project work meets the standards developed by coating and relatedtechnical organizations, specifically those required in the project specification
QMS - See Quality management system Quality Management System - System of general or specific policies and
procedures intended to improve and control work processes Request for information - Procedure for contractor to procure information from
an owner to clarify contract requirements
RFI - See Request for information
Safety plan - Contractor-developed plan for a project that addresses specificproject hazards and provides workers with both general safety training and
additional safety training related to specific project hazards Site variation - See Differing site conditions
Specification- That part of a contract that details the qualitative and quantitativerequirements for the finished product
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Subcontractor- Individual or firm contracted by the Prime contractor to performpart or all of a contract
Submittal - Project documentation that the contractor is required to provide to theowner to assure completeconformanceto the specification; some submittals are
required before production is initiated, and others are submitted during actual
work production. Technical standard- Consensus document of engineering, trade or other
professional associations that define a test method or procedure of the
organization Tender- Offer for acceptance and payment
Variance- See Deviation Volatile organic compound - Organic chemical product, such as a coating and
liquid cleaner, that contains compounds that pollute the air upon evaporation VOC - See Volatile organic Compound
Verification - Confirmation by examination and provision of evidence thatspecification requirements have been met
Warranty- Written guarantee of integrity of a product and the producersresponsibility for repair or replacement of deficient parts
Work - Materials, workmanship, manufacture, and fabrication of components Work Plan- Document containing a list of all actions and procedures, in logical
sequence, necessary to produce a product meeting all specification requirements
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Appendix C. Description of CSI/CSC Division and
Section Formats
There are numerous formats for organizing project specifications, one of which is the
MasterFormat, published by the Construction Specification Institute (CSI).MasterFormat is a master list of numbers and titles classified by work results orconstruction practices, used throughout the North American construction industry to
organize project manuals, detailed cost information, and relate drawing notations tospecifications.
Division Structure
Division 00 - Procurement and Contracting Requirements
Miscellaneous examples of sections:00 10 00 Solicitation
00 20 00 Instructions for Procurement00 30 00 Available Information00 40 00 Procurement Forms and Supplements
00 50 00 Contracting Forms and Supplements00 61 00 Bond Forms
00 70 00 Conditions of the Contract
Division 01 - General Requirements Requirements that apply to the entire
contract
Miscellaneous examples of sections:01 10 00 Summary
01 20 00 Price and Payment Procedures01 30 00 Administrative Requirements
01 31 00 Project Management and Coordination01 32 00 Construction Progress Documentation
01 33 00 Submittal Procedures01 35 00 Special Procedures
01 40 00 Quality Requirements01 50 00 Temporary Facilities and Controls
01 60 00 Product Requirements01 70 00 Execution and Closeout Requirements
01 80 00 Performance Requirements
01 90 00 Life Cycle Activities01 91 00 Commissioning01 92 00 Facility Operation
01 93 00 Facility Maintenance01 94 00 Facility Decommissioning
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Divisions 02 thru 48 Technical Requirements - Requirements that apply
Miscellaneous examples of sections:
03 00 00 Concrete04 00 00 Masonry
05 00 00 Metals
06 00 00 Wood, Plastics, and Composites07 00 00 Thermal and Moisture Protection08 00 00 Openings
09 00 00 Finishes (including coatings)09 90 00 Painting and Coating
09 91 00 Painting09 96 00 High-Performance Coatings
09 96 13 Abrasion-Resistant Coatings09 96 23 Graffiti-Resistant Coatings
09 96 26 Marine Coatings09 96 33 High-Temperature-Resistant Coatings
09 96 35 Chemical-Resistant Coatings09 96 43 Fire-Retardant Coatings
09 96 46 Intumescent Painting09 96 53 Elastomeric Coatings
09 96 56 Epoxy Coatings09 96 59 High-Build Glazed Coatings
09 96 63 Textured Plastic Coatings09 96 66 Aggregate Wall Coatings
09 97 00 Special Coatings09 97 13 Steel Coatings
09 97 13.13 Interior Steel Coatings09 97 13.23 Exterior Steel Coatings
09 97 23 Concrete and Masonry Coatings09 97 26 Cementitious Coatings
09 97 26.13 Interior Cementitious Coatings09 97 26.23 Exterior Cementitious Coatings
10 00 00 Specialties23 00 00 Heating, Ventilating, and Air Conditioning
(HVAC)23 10 00 Facility Fuel Systems
23 11 00 Facility Fuel Piping23 11 13 Facility Fuel-Oil Piping
23 11 16 Facility Gasoline Piping23 11 23 Facility Natural-Gas Piping
23 11 26 Facility Liquefied-Petroleum Gas Piping23 12 00 Facility Fuel Pumps
23 12 13 Facility Fuel-Oil Pumps23 12 16 Facility Gasoline Dispensing Pumps
23 13 00 Facility Fuel-Storage Tanks33 00 00 Utilities
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33 10 00 Water Utilities33 50 00 Fuel Distribution Utilities
33 51 00 Natural-Gas Distribution33 52 00 Liquid Fuel Distribution
33 56 00 Fuel-Storage Tanks
45 00 00 Industry-Specific Manufacturing Equipment46 00 00 Water and Wastewater Equipment48 00 00 Electrical Power Generation
*The miscellaneous examples of sections are intended to show the layout of the
CSI/CSC Masterformat. The entire system is available through the CSI web site:http://www.csinet.org/. CSC Construction Specifications Canada:
http://www.csc-dcc.ca/
The U.S. Department of Defense facilities guide specifications use a modifiedversion of the above numbering system, available at the following web site:
http://www.wbdg.org/ccb/browse_org.php?o=70.
Section Format
Each Section concerns a particular portion of the work, and has a three-part structure that
interfaces with the Division 01 general sections. The format is as follows:
Section xx xx xx xxPart 1 General
Part 2 ProductsPart 3 Execution
Sections in Division 01 contain requirements only under Part 1 General while Sections
in Divisions 02 48 generally have requirements in all three Parts. The Part 1requirements in Divisions 02 48 supplement the general requirements of Division 01
Sections. For instance, it is common for there to be requirements in many Divisions 02 48 Sections specific submittals, and these submittals would be subject to the general
submittal requirements in Section 01 33 00 Submittal Procedures.
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Appendix D. Guidance for Developing a Coating
Condition Survey (CCS)
SSPC PA Guide 5, Guide to Maintenance Coating of Steel Structures in Atmospheric
Service, covers procedures for developing a maintenance coating program for steelstructures. The guide may be used for one-time recoat or long-range recoat programs.Every owner should consult this guide to manage the coatings on their facilities. When a
specific facility or group of facilities is considered for maintenance coating work, a CCSshould be performed in accordance with SSPC Technology Update 3 ( SSPC TU 3)
Maintenance Overcoatingto determine if maintenance overcoating is appropriate, and toestablish the detailed requirements for the maintenance coating design.
The CCS should be accomplished by personnel from a business that routinely performs
coating evaluations, and the individual investigator should be Certified by SSPC orNACE as a Protective Coatings Specialist (PCS). The CCS should be sufficiently detailed
to provide all technical information about the coatings, and structures to be coated,inorder to properly design the project. At a minimum, the CCS should provide a detailed
report of:
1. Existing coating conditions, including condition of coating film, and the existenceof potentially hazardous substances that may impact coating management (i.e.
lead, cadmium, chromium, etc.);
2. Analysis of remaining coating life, suitability of overcoating, and technicalrequirements for overcoating;
3. Technical recommendations for the most cost effective management of existing
coating systems, including any hazardous materials present in paint film; and
4. Any other information of interest to the coating system management that shouldbe identifiable by an individual trained and experienced in the field of coating
analysis, coating failure analysis, and coating design.
The scope of the CCS should be tailored to the specific project, and it should berecognized that while multiple coating failures or deficiencies may look similar to the
untrained eye, the risks of generalizing to save evaluation costs are potentially very high.The cost of large-scale failure of the overcoating, and complete replacement of the
coating system, is far more than the cost of a CCS for all but the smallest projects.
The risks of overcoating can usually be avoided by designing the project to remove allexisting coatings to bare metal, then providing appropriate surface preparation and
coating application. However, the extra costs of the coating removal, especially ifcontaining hazardous material, may be exorbitant compared to the costs of maintenance
overcoating where the existing coating system is in fair-to-good condition.
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The fact that lead was highly used as a primer is indicative of its value to the corrosioncontrol industry. Premature removal of sound lead primer is not considered to be a good
coating