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Review of Specifications and Plans/ Details
What is Specifications?
A Specification is a special description or a particular subject. An engineering specification contains
detailed description or all workmanship and materials which are required to complete an engineering
project in accordance with its drawings and details. The “specification” is furnished separately along with
the drawings and is an essential part of all engineering contracts.
Who writes building specifications?

 Specifications are most commonly written by architects, designers, and engineers. The industry
normally labels the author a ‘specifier’.
However, in larger organisations, specifications can be completed by specialist specification writers,
project managers, or members of the project design group.
Why do we write specifications?

 Specifications are very important for the construction of a building, landscape, or site. They assist in
reducing the chance of miscommunication, delays, over-runs, changes to your design and much
more. The specification document is important because it articulates important details that cannot be
written on the drawing set.
 Specifications also allow professionals to keep a record of their design intent in the unlikely case of a
dispute.
When do you write a specification?

 Best practice is to develop your construction specification alongside the drawings or model.
Completing your documentation set all at the same time will ensure your building is consistent, and
your constructor can follow your instructions without confusion or complication.
Construction specifications must be:

 Technically accurate
 Up to date
 Simple to use
 Easy to coordinate with the project drawings
 Have a logical relationship with other related documents, including schedules of quantities
 Standard conditions of contract and tender
What is Plans/Details?
Plan is the contract drawings which show the locations, character, and dimension of the prescribed work,
including layouts, profiles, cross sections, and other details.
a. General. Plans are, in effect, instructions using drawings containing engineering data or details
pertaining to geometrics, drainage, structures, soils and pavements and other appurtenances.
b. Standard Plans. Standard plans are used to reduce the number of drawings required to be supplied
for each project and provide uniformity of design and construction.
c. Contract Plans. Contract plans show the details that are necessary to construct a specific project and
should be tailored to provide all information necessary to accomplish the work in an orderly manner.
d. Right-of-Way Plans. Right of way plans define and dimension areas necessary to construct and
maintain the main roadway and necessary outer roadways, entrances and crossroads.
PROCUREMENT
the process of finding and agreeing to terms, acquiring goods, services, or works from a source, often
via a tendering or competitive process.
BID - an offer to do work or supply goods at a stated price; a tender.
PROCURING ENTITY
define the required performance specifications and criteria and its means of measurement based on
the operating outputs and in accordance with appropriate design and construction standards, legal and
technical obligations and any other relevant government commitments
BIDS AND AWARD COMMITTEE (BAC)

facilitate and harmonize procedures and standards in the procurement process
APPROVED BUDGET FOR THE CONTRACT (ABC)

is the budget for the contract duly approved by the Head of the Procuring Entity
CONTRACTOR
a person or company that undertakes a contract to provide materials or labor to perform a service or
do a job.
ELIGIBILITY
the state of having the right to do or obtain something through the satisfaction of the appropriate
conditions.
Procurement Process
1. PROCUREMENT PLANNING for the Procuring Entity to schedule its procurement activities in advance,
consistent with its approved budget and its target date of implementation.
 What to buy?
 How many do you need?
 What are the details?
 What is the cost?
 When you need it?
 How to source it?
Objectives of procurement planning
 Schedule in advance
 Ensures overall goal is achieved effectively and efficiently
 Precludes unnecessary purchases and circumventions
 Value for money
2. PREPARING THE BIDDING DOCUMENTS - documents issued by the Procuring Entity to provide the
prospective bidders with all the necessary information to prepare their bids.
Philippine Bidding Documents (PBD) Contents:

• Invitation to Apply for Eligibility and to Bid (IAEB);
• Eligibility Documents; Eligibility Data Sheet;
• Instructions to Bidders (ITB); Bid Data Sheet (BDS);
• General Conditions of Contract (GCC);
• Special Conditions of Contract (SCC);
• Specifications; Drawings;
• Bill of Quantities; and
• Forms and Qualification Information.
3. PRE-PROCUREMENT CONFERENCE the forum where all officials involved in the procurement meet
and discuss all aspects of the transaction.
 COMPETITIVE BIDDING
a method of procurement that is open to any interested and qualified party
 NEGOTIATED BIDDING
a method of procurement whereby the Procuring Entity directly negotiates a contract with a
legally, technically and financially capable contractor. (IRR - A Section 53)
Competitive Bidding | Public Bidding

The procurement process from the opening of bids up to the award of the contract should not exceed
three (3) months or a shorter period to be determined by the Procuring Entity concerned. (IRR-A
Section 38)
Invitation to Apply for Eligibility and to Bid (IAEB)

• serves as the notice to the public and all interested parties of the procurement and bidding
opportunities of the Procuring Entity
• Posting the IAEB and ensuring its widest possible dissemination will increase the number of
prospective bidders and intensify competition for the procurement activity or project.
General Conditions of Contract

 The proportion of the contract document in which the rights, responsibilities, and relationships of the
parties involved are itelemized
 Defines each contracting party's duties and privileges, and the rules that will govern the relationship
The backbone of the entire contract.
Important Provisions
 Roles and Work of Parties
 This section will identify the parties and their roles in the project
 Outline each party's rights and obligations to the project
 Create notification requirements
 Time
 These provisions detail more than just the deadline to complete your work
 It could also be helpful to define what constitutes substantial completion, and setting progress
milestones can help clarify ba project's timeline.
 Prices & Payments
 Determine the full contract price and how payments bare structured
 This section will alis typically reference the Schedule of Valuesz which is especially important for
GCs to track the progress of the work and make sure it matches the payment price.
 Changes
 Change Orders are amendments to the contract
 Change Directives authorize the owner to unilaterally make changes to the work, with the price
and schedule changes will be agreed upon later
 Minor Changes are simple adjustments to the project that don't affect either the price if the time
to complete performance
 Suspension & Termination
 Outline the circumstances where the contract might be suspended or terminated
 Claims and Disputes
 Provide how these disagreements should be dealt with
 Should be particularly detailed because disputes cause delays, and delays cost everyone money.
BID FORM - outlines all the terms and conditions of a bid on a construction project.

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Review of Specifications and Plans/ Details

Who writes building specifications?

Why do we write specifications?

When do you write a specification?

Construction specifications must be:

BID - an offer to do work or supply goods at a stated price; a tender.

BIDS AND AWARD COMMITTEE (BAC)

APPROVED BUDGET FOR THE CONTRACT (ABC)

Philippine Bidding Documents (PBD) Contents:

Competitive Bidding | Public Bidding

Invitation to Apply for Eligibility and to Bid (IAEB)

General Conditions of Contract

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