Chapter One : Specification

Prepared by : Endalkachew M. (MSc)

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Contents
 Definitions of Specification
 Types of Specifications
 Purpose of Specifications
 Characteristics of Good Specifications
 Specification writing
 Standard Specifications

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Definitions of Specification
 The information that is needed for construction is usually
conveyed by two basic communication lines. They are
Drawings (pictorial) and Specifications (written).

 Specifications are devices for organizing the information

depicted on the drawings and they are written descriptions of
the legal and technical requirements forming the contract
documents.
 Specification is defined as the designation or statement by
which written instructions are given distinguishing and/or
limiting and describing the particular trade of work to be
executed.

 In short Specification is a statement of particular

instructions of how to execute some task.
 Differences between drawings and specifications

Drawings should generally show The specifications should clearly

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

Note: In the events of conflicts between specification and drawings, the specification governs.
 Types of Specifications
In general, specifications can be broadly classified into four categories as follows:

 Manufacturer’s specification: Manufacturers prepare specification of their product

for the guidance of their users, which may include property description and installation
guide lines.

 Guide Specification : Specifications prepared by an individual or group of individuals

based on manufacturer’s specifications, established trends of workmanship, service
and laboratory tests and research findings to be used as guide lines for preparation of
contract specifications.

 Standard Specification: Specifications which are intended to be used as a reference

standard in the construction of a project. The guide specification which has been
standardized by a recognized authority is considered as standard specification.

 Contract (Project) Specification: the specification prepared for a particular project to

accompany the drawings and other contract documents.
Cont.
“Technical Specification and Methods of Measurement for Construction of
Buildings”, of March 1991 is the standard specification which has been in use for
many years as one of the contract documents in our country. This material has the
general requirement part and the specific part.

 In the general requirement part the following items, which may be applied to any
project and any trade of work are described in general terms:

 In the specific part the different trades of works (excavation and earthworks,
concrete works, etc.) are described in details and the method of measurements are
given.
Cont.

 Specifications could be written in several ways, with the prime

emphasis given to either the producer company’s brand or the
performance capacity of the material and so on.

 Accordingly, there are also the following types of technical

specifications.:

1. Proprietary Specifications: This specifications call for desired

materials, producers, systems, and equipments by their trade names
and model numbers. For detailed descriptions reference should be
made to manufacturer’s specifications.

They are of two types; Closed (sole) source and Open or equal
source.
 Example:
1. Water reducing agent shall be used in all concrete, in
strict accordance with the manufacturer's printed
instructions. Total air entrained shall be 5.0% plus or
minus 1.0% of volume of concrete with required
strengths maintained.

2. Air – Entraining Agent: “Darex” by W.R. Grace

Company, “Aerolith” by Sonne born Building Products or
equal meeting ASTM C260 as approved by the architect.
Cont.
2. Performance Specifications: specifications which define products based on
desired end results which are performance oriented;

 Most appropriate when new or unusual products or systems are required or

when innovation is necessary.

 Testing methods and evaluation procedures for defining the required

performances must be explicitly specified.

 Example: Stud shear connectors shall conform to the requirements of Article

4.26 of the American Welding Society.
Cont.
3. Reference Specifications: Specifications which refer to levels of quality
established by recognized testing authority or standards set by quality control
authorities. These specifications are also used in conjunction with other types of
specifications.

Example : - C – 25 Concrete.

4. Descriptive Specifications : Specifications which describe all components of

products, their arrangements and methods of assembly, physical and chemical
properties, arrangement and relationship of parts and numerous other details.
 The specifier shall take total responsibility for the function and performance of the
product.
 Example: -
“Supply and fix 40mm. thick flush wood door with hard wood frames and both
sides covered with best quality 4mm thick ply wood. Price includes approved
quality lock, hinges, three coats of varnish paint, door stopper and all necessary
accessories to comply ES’’.
Types of Specifications
 Cash Allowance Specifications: Specifications meant to direct bidders to set
aside a specified amount of money to be applied to the construction work at the
direction of the specifier.

Example: - “A lump sum of $3,000.00 for purchase of hard ware, as defined by and
specified in Specification sections of Division 8”
Purpose of Specifications
 The purpose of specifications generally includes:
 Guide the bidder at the time of tendering to arrive at a reasonable cost for the
work
 Provide guidance for execution and supervision of works.
 Guide the contractor for the purchase of materials
 Serve as a part of contract document to limit and describe the rights and
obligations of each contracting parties.
 Guide the bidder to identify his capacity to execute the work.
 To describe the quality and quantity of different materials required for a
construction work,
 Specifies the workmanship and the method of doing the work.
 Used to calculate the rates of various items of works in tender (materials and
labour)
 to specify the equipment, tools and plants to be engaged for a work
 A resource for building maintenance.
Characteristics of Good Specifications
A good specification:
should be clear and accurate, yet simple.

Should be arranged as far as possible in the same sequence of order as the work
carried out

should NOT be so specific that an ambiguity eliminates competition and allows a

bidder to take advantage of the purchaser.

The specifications should be written in a language so that they indicate what the
work should be, and words “shall be” or “should be” are used.
Characteristics of Good Specifications cont’d…

should be understandable to both the bidder and the purchaser.

should be as flexible as possible. Inflexible specifications defeat the competitive bid

process.

should be legible and concise.

should be capable of being checked.

should be reasonable in its tolerances. Unnecessary precision is expensive.

The specification should be as fair to the bidder as possible and allow for

competitive bidding by several bidders.

Specification writing

When specifications are to be written, the following shall be

taken into consideration:-

1. Specification writing require

 Visualization (having clear picture of the system)

 Research (to know the legal impact correctly)

 Clear thinking (understanding things directly without

misleading)

 Organizing (organizing what we know to write the

specification)
 Cont.
2. Specification writing require professional ability to read
drawings
3. Specification writing require wide knowledge of the
construction materials, various levels of workmanship,
different construction equipments and method of
construction to be employed
4. Specifications use simple and clear language such that
it can readily be understood.
Specification writing…

5. Specifications shall be brief and short as much as

possible (avoid long sentences without punctuations)

6. Specifications shall include all items affecting the

cost of the work

7. Specifications shall be fair and do not attempt to

throw all risks and responsibilities on one of the
parties signing the contract, the employer or the
contractor.
 Cont.

8. Specifications shall avoid repetition of information

shown on drawings to avoid mistakes and duplications
within the specifications and drawings

9. Specifications shall not include inapplicable text and do

not specify the impossible or anything not intended to be
enforced.
Specification writing

Useful references in specification writing

The following are useful references in Specification Writing:

 Codes and ordinances of governments, cities, or

municipalities. For example, Ethiopian Building Code of
Standards (EBCS)

 Standards prepared by distinct societies and government

agents. For example, ACI standards, ASTM standards, BS,
ES.
 Cont.
 Standards or model specifications prepared by
manufacturers, professional societies, and government
bodies.
 Master specifications and previously written specifications.
 Information or experience acquired by personal observation
and contact with trained or experienced people in the
construction industry
Specification writing

Specification language

The specification writer should present his instructions regarding the

particular work under consideration in such a manner that: -

1. The drawings are more clearly interpreted, not duplicated.

2. Rights, obligations, and remedial measures shall be designated without

ambiguity or prejudice.
3. Clearly express the extent of works under consideration;
therefore, the phraseology used in this regard shall be: -

i) Judged by its quality not its length

ii) Should be concise and short and written with commonly

used words

iii) Punctuations are important but their usage shall be limited

to few
Specification writing

Specification language
 Capitalizing the first letters is mandatory for the following
expressions: -
a) Parties to the contract; e.g. Employer/Client /Contractor/ Engineer

b) Space within the building; e.g. Bed Room, Toilet, Living Room

c) Contract documents; e.g. Bill of Quantity, Working Drawing, Specification

 Minimize pronouns, better to repeat nouns

 Minimize the use of symbols

 Cont.

 Do not use foot notes, do not underline within a sentence for emphasis
 Words shall be used as follows:-
Shall in place of must; use “shall” for the duties of the contractor or the
consultant to represent the word “must”
“Will” is used for the duties of the employer to represent the word “must”
“Must” –avoid the use of the word “must” and substitute by the word shall
to prevent the inference of different degrees of obligation
Avoid the use of words which have indefinite meanings or limitless and
ambiguous in their meanings. For example, any, either, same, similar, etc.
Standard Specification for Building and Road Construction

• The Standard Specifications for Building Works and road construction will be a
nationally recognized document which will serve as a standard reference for the
preparation of specifications for works to be undertaken on building and road
construction projects.
• Standard technical specification for a country is prepared by considering &
studding topography, economy climate, Available materials & equipment,
development in technology & others.
• In order to achieve these work a lot of research work, skilled man power,
and long period of tie, well organized team devoted for this job much
capital, etc
• The most commonly used standard technical
specification in our world now days are
ASTM, AASHTO, and BS.
 Standard technical specification in
Ethiopia
• The standard book, which is used in Ethiopia, is standard technical
specification & method of measurement for construction of
buildings by BaTCoDA, March 1991 and

• Ethiopian Road Authority Standard Specification, 2002 is used for

road construction. This standard technical specification is one of the
series if “Design manuals, standard contract documents &
specification” prepared under a credit Specification financing of the
International development agency (IDA) the consulting services
were provided by the Low’s Berger Group, inc.
THANK YOU