Specs 101
Basics, Pitfalls
& Survival
Cathy Ferren-Palmer
MAATO Architectural
Technologist and
Specification Writer
4 LEARNING OBJECTIVES?
•
•
•
•
Develop and/or Refine Specification
Writing Skills
Become aware of Project Manual and
Product Data Pitfalls
Examine MasterFormat, SectionFormat/
PageFormat and the NMS
Find Resources No Specifier Should be
Without
Why are we here today??? Avoiding this!
1
Why Specs 101?
To be clear, concise & coordinated
Reduce risk, errors & omissions
Avoid conflicts between drawings,
specifications & bid form
Avoid duplication
Maintain professional image of firm
Maximize profit
Specifier Skills
• Specification Purpose
• Project Manual
• Types of
Specifications
• Spec Definitions
• Language
• 50 Divisions
• MasterFormat
• SectionFormat/
PageFormat
• Function of Section
Parts
• Reference Standards
• NMS
• Office/In-House
Masters
Specifier Skills Continued
• Division 00
• Division 01
• Quality Control
– Responsibility
– PR Plan Review
– Liability
– Due Diligence
• Expanded Spec Notes
• Environmental Spec
Notes
• Document Storage and
Retrieval Issues
• Product Data Pitfalls
• Training Types/Source
2
What is the purpose of the
construction specification?
The purpose of the construction, demolition
or remediation specification is to clearly
communicate the owner’s expectations to
the contractor in a manner that is fair and
equitable.
Construction Specifications
• Detailed, standardized information about
construction materials
• Specs are that portion of the Contract
Documents, wherever located and
whenever issued, consisting of the written
requirements and standards for
products, systems, workmanship, quality
and the services necessary for the
performance of the Work.
Specification Writers
• Specification Writers, Spec Writers or
Specifiers, work to interpret construction
documentation, such as specifications,
drawings and schedules, as assist other
members of the construction industry in
interpreting architectural drawings,
ordering products, and developing
detailed bidding procedures and
contracts.
3
Specification Writers Cont’d
• Their task is to improve the coordination
and dissemination of information
relevant to the construction process.
• Provide documents that clearly identify
and define the owner’s requirements for
a given project, so that the contractor
understands the project expectations and
is aware of any risks.
Specifications
• From the CSC Course Specifier 1:
• Define qualitative requirements for all
products, materials and systems to be used
on the project, as well as the standards of
workmanship required for their effective
installation and use.
• Drawings indicated the quantities of any
materials used, where and how they are to
be used, and how the materials interface
with other systems.
Specifications
• Specs must harmonize with the architect’s,
engineer’s or designer’s drawings, as well
as the other consultant’s dwgs & specs
• Because specs provide material information
and recommendations to the entire project
team, writing a spec requires a thorough
understanding of construction materials and
how the materials are effectively and safely
used.
4
Specifications
• Product research goes beyond the understanding of materials; research must also
take into consideration the particular
project’s requirements, local jurisdictional
rules and regulations, knowledge of
suppliers, an understanding of maintenance
and replacement services, the expected life
cycle of the materials and other cost factors.
• Examples, municipal waste targets,
recyclability at end of product life
Specifications
• Specifiers must understand the conceptual
project documents so that they can discuss
all risks with the parties involved.
• Example, costs of design by change order,
dollars, time delays, overall project
schedule, occupancy date
Specifications
• Spec type, project delivery and staging are
determined at the beginning of conceptual
design. However, these may change up until
the design development drawings are
complete. The specifier must be able to
adapt and write the spec accordingly, and so
must know how to create and work with
each type of project delivery method.
5
Specifications
• While the construction industry grows and
changes - there are constantly new
technologies and new techniques used to
create innovative design - the role of the
specifier remains as critical as ever.
• A good specifier recognizes that every
project is unique and has it’s own exciting
challenges.
Contract Type
• Given our time limit today, we will focus on
specs as they relate to the Canadian
Construction Documents Committee CCDC
2 Stipulated Price Contract and the Federal
Government Treasury Board (TB) Standard
Acquisitions Clauses and Conditions
(SACC) Lump Sum Contract relating most
comments to the architectural portion of the
work.
Stipulated Price or Lump Sum
• Most common contract type, competitive
bidding or direct negotiation with
Contractor for stipulated cost for the entire
project
• Centralization of responsibilities: one
owner, one contractor and one construction
contract; roles and responsibilities of
participants are simplified and definable
6
Stipulated Price or Lump Sum
• Even though a contractor may subdivide the
work into subcontracts, the contractor
remains responsible for all work required to
fulfill the single contract.
• This contract provides clearly defined roles,
liabilities, rights and interests, while clearly
defining risk to both parties.
Stipulated Price or Lump Sum
• Lines of communication are all clearly
defined and simplified.
• A stipulated price or lump sum contract
type is appropriate where the scope of task
and the products or services required can be
well defined for purposes of bidding.
• Not often used for single family homes.
Project Delivery Method
• Construction project team: 3 primary parties
–
–
–
–
Owner
Client
Consultant (architect or engineer)
Builder or General Contractor
• For today we will concentrate on
Design/Bid/Build
7
Specification Training
• Construction Specifications Canada CSC
offers 4 courses every specifier should take:
• Principles of Construction Documentation
• Specifier 1
• Specifier 2
• Construction Contract Administration
• www.csc-dcc.ca
Project Manual
• In CCDC 2 Stipulated Price Contract, the
Contract Documents consists of drawings,
specification, cost estimates, agreement
formerly bid form, definitions, general
conditions, etc.
• The Specification is only one part of the
contract documents.
Project Manual
• In PWGSC for federal government work the
Project Manual consists of drawings,
specification, cost estimates, bid and
acceptance form, general conditions, etc.
• The Specification is only one part of the
project manual. PWGSC Deputy Minister
directives now refer to the project manual
not to the specifications.
8
Types of Specifications
• Proprietary or Base Bid (trade name)
Specifications
• Prescription (ingredient) Specifications
• Performance (criteria) Specifications
• Outline Specifications
Specification Definitions
• Proprietary or Base Bid (trade name)
Specifications specify one or more trade,
brand or manufacturers names to identify
the product.
• Prescription (ingredient) Specifications
specifies the properties required of a
product, and the workmanship required to
fabricate, erect and install. It does not state
the result.
Specification Definitions Cont’d
• Performance (criteria) Specifications
specifies the performance required of the
end product or assembly. It states the results
to be achieved, giving the Contractor the
freedom to choose the means and methods.
• Outline Specification specifies a table of
contents and a preliminary list of selected
materials.
9
Specification Definitions Cont’d
• Master Specifications include paragraphs
that describe the most commonly used
products and construction alternatives, in a
framework that requires the specifier to
delete or edit the text to suit the project.
• Example: Office Master Specifications can
have both narrow scope and broad scope
Division 01 and technical sections.
Specification Definitions Cont’d
• Guide Specifications include information
of a general nature applicable to products
and construction methods. The specification
may include several choices of products and
methods from which the specifier selects
appropriate or desired ones for the project.
• Example: Canada NMS - National Master
Specification, US AIA MasterSpec
Specification Definitions Cont’d
• Broadscope/Narrowscope as the term
implies, the Section covers a broader scope
of work or a narrower scope. These terms
have been replace by Level 1 Division,
Level 2 Broadscope, Level 3 Mediumscope,
Level 4 Narrowscope.
• “Terrazzo” for example is a broadscope
section, “Precast Terrazzo” is a
narrowscope section.
10
Specification Definitions Cont’d
• A Division is the permanent, unchanging
framework of the 50 Divisions as set out in
the MasterFormat 2011.
• A Section denotes a unit of work, a single
entity that generally describes particular
materials or products and their installation,
application or erection.
Language
• Vocabulary: know correct terms and
meanings of words and how to use them
within specifications.
• Spelling and word use: understand the
importance of correct spelling, use of
abbreviations and symbols, metric terms
and numbers.
Language Continued
• Grammar: recognize grammar and
sentence structure appropriate for
specification writing.
• Style: understand the need for simple direct
language and how to write using it.
• Specifications follow writing rules. These
rules are proper vocabulary, correct and
precise grammar, consistent style and
accuracy in detail and statement.
11
Language Continued
• Once specifiers understand these rules and
are able to apply them, they will follow a
format and their work becomes clearer.
• Clear and consistent writing is necessary
for:
• Obtaining the correct systems and products
for the project,
• Making the bid process as fair as possible,
Language Continued
• Clear and consistent writing is also
necessary for:
• Reducing errors,
• Reducing disputes, and
• Enforcing the requirements of the
construction contract.
Language Continued
• A successful spec avoids disputes about
meaning by:
– Proper vocabulary with enforceable
statements,
– Correct and precise grammar,
– Consistent style throughout the project
manual, and
– Accuracy in detail and statement.
12
Language Continued
• The NMS uses Prescription and
Performance Specs that aim to achieve a
standard of performance by using
imperative language and reference
standards by recognized standards writing
bodies.
• Imperative language examples: “Supply and
install...” not “The Contractor shall supply
and install…” Using the colon “:” or “shall
be” not “will” “should” “can” “may”.
Language Continued
• Performance Specs are short, simple, clear
and specific.
• No narrative descriptions.
• Avoid repetition.
• Eliminate possibilities for subjective or
multiple interpretations by specifying detail
beyond reference standard minimums. For
example, door closers, additional
performance criteria specified “tested to
10,000,000 cycles”.
Vocabulary
• Simplify
• Clear, simple, unambiguous
• Words that do not require a dictionary or
legal consultation
• Two words may appear to have the same
meaning
– Repair any cracks could mean only those
selected by the contractor
– Repair all cracks definitely means every crack
13
Vocabulary
• Within 1 project manual, a particular word
should be used with only one meaning; the
same word should be used whenever that
specific meaning is intended.
• **Carefully select and use each word in
context with it’s precise meaning.**
• Any/all, flammable/inflammable,
amount./quantity, balance/remainder, etc.
Trade Name vs Product Name
• In the construction industry, it is common to
use a trade name for a product although we
really mean that product and any
competitors’ similar products.
• Example, “drywall” when we mean
“gypsum board” or “gypsum panels”.
Trade Name vs Product Name
• It is important to use a generic term to avoid
precluding an otherwise equal product.
• “Firecode C” or “Type X” are trade names.
Generic term is fire-rated gypsum board.
• “Styrofoam” is a trade name. Generic term
is “rigid extruded foam insulation”.
14
Spelling and Word Use
• Be correct and consistent. Incorrect spelling
distracts the reader, while correct spelling
allows the reader to focus on the meaning.
• Designate a particular dictionary as the
office standard for spelling.
• Office may establish a preferred word list
for spellings that do not agree with a
dictionary.
• Examples
Spelling and Word Use
• According to Construction Specifications
Canada, it is a matter of opinion, but one
that is common among Canadian
specification writers, that Canadian spelling
should be used in Canadian specifications.
American spelling is technically correct, but
Canadian spelling is the better choice.
Spelling and Word Use
• Because the law of Canada applies to our
construction documents in Canada,
Canadian spelling is recommended
throughout project documents.
• You may need to set the default dictionary
in your computer software packages to
English Canada or English UK.
15
Spelling and Word Use
• Examples
• Advice is used in Canada as a noun. Advise
is a verb.
• Calk should be caulk
• Catalog should be catalogue
• Color should be colour
Spelling and Word Use
•
•
•
•
•
•
Database should be data base
Defense should be defence
Facia should be fascia
Labor should be labour
Gage should be guage
Lite should be light
Spelling and Word Use
•
•
•
•
Mockup should be mock-up
Molding should be moulding
Nite should be night
Practice is used in Canada as a noun.
Practise as a verb
• Programme should be program
• Sub-contractor should be subcontractor
16
Abbreviations & Acronyms
• Oversimplifying can be problematic
• c/w for complete with is distracting since
readers need to think through it and may
stumble over it.
• A&A inconsistent within the industry, ex
CT ceiling tile or ceramic tile?
• Gypsum board is it GWB, GB, GYP BD or
something else
Abbreviations & Acronyms
• A&A must be easily understood
• A&A vary considerably between consultant
firms, design office, contracting firms and
industry organizations. Users of both
drawings and specs must understand the
meaning. Spell it out the 1 st time it is used.
Abbreviations & Acronyms
• MasterFormat had assigned a section
number 01 42 13 Abbreviations and
Acronyms, which federally PWGSC uses
for it’s 11 pages of alphabetically listed
A&A.
• It uses article headings such as:
Materials, Equipment and Methods;
17
Abbreviations & Acronyms
• Standards Organizations; Federal
Government Departments and Agencies,
Provincial Government Departments and
Agencies, International Government
Departments and Agencies, Units of Metric
Measure, Units of Imperial Measure, LEED
Terms, etc. You may want to develop an
office/in-house A&A master.
Symbols & Expressions
• Use only those that are common throughout
the industry such as:
• # for pound or number
• % for percent
• “ for inches of measurement or seconds of
time, ‘ for feet of measurement or minutes
of time
Symbols & Expressions
•
•
•
•
° for degree
/ for per (forward slash)
+ for plus
- for minus or to separate dimensional
measurements
• kg for kilogram
18
Symbols & Expressions
• x for “by” as in 1220 mm x 2400 mm; or as
a multiplier
• m for metre
• mm for millimetre
• kPa for kilopascal
• MPa for megapascal
Miscellaneous Rules
• It is the specifier’s job to minimize disputes
in the bidding process and on the jobsite.
• Minimize use of parentheses and quotation
marks, an exception, five (5)
• Both drawings and specs should reference
the material with the same term and only
that term. Use of multiple terms reveals a
lack of coordination.
• Omit underscoring completely. Do not use
italics, boldface or capitals.
Numbers or Numerals
• Use numbers or figures rather than words
by following these suggestions:
• Write numbers less than 13 in words, over
13 in arabic numerals
• Use numbers for dimensions, degrees of
temperature, percent, dollars and cents
19
Numbers or Numerals
• Express clock time and dates in numbers on
the 24 hour clock, exceptions noon or
midnight, noon not 12 noon or 12:00 pm
• Use numbers for decimals, use zero to the
left of numbers less than one
• Omit unnecessary zeros in time/money
Numbers or Numerals
• Use individual keys for fractions for
uniformity
• When spelling out dimensions, use mm or
m, separate numbers>4 digits with a space
in groups of three
• When associated with a number use
characters such as 16 sq m
Numbers or Numerals
• Separate expressions with a slash for per
without separating spaces between
characters, 0.01l/s/m²
• Dimensions should appear on the same line
and not separated by two lines, use hard or
connecting spaces in your word processor
or spec editor. Do not permit them to be
word wrapped over 2 lines.
20
Masterformat
• MasterFormat is a master list of numbers
and titles for the construction industry
produced, published and owned jointly by
CSC - Construction Specifications Canada
and the CSI - Construction Specification
Institute in the U.S.A.
• The NMS and federal DND, PWGSC, CSC
and several private master spec section
numbers and a lot of manufacturers product
data sheets are based on MasterFormat.
50 Divisions
Division 00 – Procurement And Contracting
Requirements
Division 01 - General Requirements
Division 02 – Existing Conditions
Division 03 - Concrete
Division 04 - Masonry
Division 05 - Metals
Division 06 – Wood, Plastics And Composites
Division 07 - Thermal & Moisture Protection
Division 08 - Openings
50 Divisions Continued
Division 09 - Finishes
Division 10 - Specialties
Division 11 - Equipment
Division 12 - Furnishings
Division 13 - Special Construction
Division 14 - Conveying Equipment
Division 21 – Fire Suppression
Division 22 - Plumbing
21
50 Divisions Continued
Division 23 – Heating, Ventilating and
Air Conditioning
Division 25 – Integrated Automation
Division 26 – Electrical
Division 27 – Communications
Division 28 – Electronic Safety and
Security
Division 31 - Earthwork
50 Divisions Continued
Division 32 – Exterior Improvements
Division 33 – Utilities
Division 34VAR – Transportation
Various
Division 34ENG – Transportation
Engineering
Division 35 – Waterway and Marine
Division 40 – Process Integration
50 Divisions Continued
Division 41 – Material Processing and
Handling Equipment
Division 42 – Process Heating, Cooling,
and Drying Equipment
Division 43 – Process Gas and Liquid
Handling, Purification, and Storage
Equipment
Division 44 – Pollution Control
Equipment
22
50 Divisions Continued
Division 45 – Industry-Specific
Manufacturing Equipment
Division 48 – Electrical Power
Generation
50 Divisions Continued
• NMS Performance Based (Design
Build) Masters do not use the 50
Division format. They are for designbuild and project management delivery
methods.
• Sections are identified by Uniformat
numbers, an alpha numeric system. For
example, Section A1010 Standard
Foundations.
• The section technical content is in the
standard NMS, 3 part section format.
Internal or Office
Master Specification
• Usually developed by an employee
• May or may not be based on an industry
master such as NMS or AIA MasterSpec
• May reflect only one approach or may
not be consistent in language, acronyms
• Frequency of updates to materials,
installation and reference standards is
time consuming and expensive
23
Internal or Office
Master Specification Cont’d
• Software compatability with subconsultants
• Experience of in house specifiers
• Experience of other occaisional in house
users, architects, engineers, technologists,
interior designers, CAD operators
• Product library
• Available budget for reference standards
• Quality control/quality assurance process
Internal or Office
Master Specification Cont’d
• Is it based on MasterFormat 2011?
• Does it follow SectionFormatPageFormat 2008?
• Internal policy on detailed performance
criteria vs trade name only
• Coordination with drawing notes
• Coordination of abbreviations and
acronyms between spec & dwgs
NMS National
Master Specification
• The National Master Specification
(NMS) was developed in the early 1970s
as the Government of Canada Master
Construction Specification (GMS). For
Federal Government departments and
agencies the use of the GMS became
official in September 1974 when
Treasury Board approved its continued
development.
24
NMS National Master
Specification Continued
• It became the NMS in 1976 when
Construction Specifications Canada
(CSC) formerly Specification Writers
Association of Canada (SWAC) provided
more private sector input and made it a
truly national master construction
specification for use by both the public
and private sectors. It contains
approximately 725 master specifications
in both English and French.
NMS National Master
Specification Continued
• Each of the sections is designed to be
edited from the original master to
produce a project specific document.
• It is intended for use by the federal
government, other public organizations
and the private sector in the preparation
of construction and renovation contract
documents.
NMS National Master
Specification Continued
• The NMS is organized using the
MasterFormat and UniFormat numbering
system and the SectionFormat-PageFormat
three-part style of presentation.
• PWGSC NMS Secretariat web site
http://www.tpsgc-pwgsc.gc.ca/biensproperty/ddn-nms/index-eng.html or
• www.tpsgc-pwgsc.gc.ca/biens-property/sngpnpms/tech/ddn-nms-eng.html
25
NMS National Master
Specification Continued
• MasterFormat, UniFormat and
SectionFormat-PageFormat are
construction format documents which are
produced, published and owned jointly by
CSC - Construction Specifications
Canada and the CSI - Construction
Specification Institute in the U.S.A.
• Both organizations are not-for-profit
professional construction associations.
Tools Within The Tool
of a Master Specification
• Reference Standards
• SPEC NOTES
• Square Brackets [______]
Reference Standards
A master or guide specification uses
recognized third party reference standards
to ensure quality of work and work
practices.
26
What is the Purpose
of a SPEC NOTE?
A SPEC NOTE is a guide within the master
specification that assists the specifier to
make appropriate choices. There are four
different kinds of SPEC NOTE in the
NMS
• SPEC NOTE DESCRIPTION
• SPEC NOTE SUPPORT
• SPEC NOTE ENVIRONMENTAL
• a general SPEC NOTE
What is the Purpose
of a SPEC NOTE?
SPEC NOTE EDUCATIONAL
• In an office/in house master spec, you may
need explanatory material if your designers
do not write specs frequently, for example,
if you do not use galvanizing to ASTM
A123/A123M on a regular basis you may
need an explanation of the Coating Grades,
ie in Table 2 Coating Grade 85=600 g/m2
• The NMS does NOT use educational spec
notes.
Square Brackets
Everywhere you see a square bracket in the
master specification it means the specifier is
expected to make a choice or take an action.
27
Rules To Live By
•
•
•
•
•
•
•
Be Clear
Be Correct
Be Concise
Be Consistent
Be Accurate
Some say the 4 Cs = Accurate
5th C could be Co-ordination
Section Format
• The NMS, DND, CSC and PWGSC master
specs follow the “Three Part Section
Format for Construction Specifications”
published by CSC/CSI in
SectionFormat/PageFormat 2008.
• A Part is an organizational device to divide
the Section into three distinct categories of
related information.
28
Section Format Continued
• The Section Format establishes the order for
clauses. It also defines what is intended to
be included in each clause under “Detailed
Description of SectionFormat”.
• The #1 most abused clause in the project
specification is in Part 1 General, the clause
titled “Related Sections”.
Section Format Continued
Related Sections
• “List other sections dealing with work
DIRECTLY related to this section. Listing
should be limited to other sections with
specific information that the reader might
expect to find IN THIS section and to those
actually referenced in the section.” (not just
generally related to the topic, or vaguely
related)
Section Format Continued
Related Sections
• “For example, if hardware for aluminum
entrances is specified in the aluminum
entrance section, a cross reference would be
appropriate in the finish hardware section.”
• Handout
29
Section Format Continued
Related Sections
• “References to procedural matters in
Division 01 generally should not be
included here. If the related work is ‘by
owner,’ it would be appropriate to reference
Division 01, Section 01 11 00 – Summary
of Work, where provisions could reference
other documents.”
Section Format Continued
Related Sections
• The PWGSC/DND Regional Specifiers
Group (now the NMS National Technical
Committee) voted in May 2005,
unanimously to delete all related sections
clauses from project specifications
wherever possible. Related sections clause
is to be used only for items normally
included in the section which for some
reason are specified elsewhere. It is a good
practice for all specs.
Section Format Continued
References
• “List standards referenced elsewhere in the
section, complete with designations and
titles. … This article does not require
compliance with standards, but is merely
a listing of those used. The references
listing MUST be edited for each project to
correspond with codes and reference
standards that are listed in other articles of
the section.”
30
Section Format Continued
References
• “This article is primarily used for
government work and is usually omitted for
private work.”
• The edition DATE of the code or standard
is critical to the technical content for details
of type, grade, class, finish, quality,
function, etc. applicable at the time of
bidding.
Section Format Continued
References
• Section 01 61 00 Common Product
Requirements, paragraph title 1.3
References, sub-paragraph 1.3.5 specifies,
“Conform to latest date of issue of
referenced standards in effect on date of bid
posting”.
Section Format Continued
Samples vs. Field Samples
• Samples under Submittals “Describe
specific types of samples to be submitted
for review.”
• Field Samples under Quality Assurance
“Include statements to establish standards
by which the work will be judged. Field
samples are physical examples illustrating
finishes, coatings, or finish such as
concrete, brick or stone.”
31
Anatomy of a Section
• Header and Top Line
• Footer
• Structure – 3 Parts, Part 1 – General,
Part 2 – Products, and Part 3 - Execution
• Article Titles
• Subordinate Paragraphs
• Subparagraphs
Page 1
Header
•
•
•
•
•
Project Title
Section title
Section number
Date
Top Line
Spec Notes
General,
Description,
Environmental
Parts and Articles
Intermediate
Pages
Header Info on
every page
Articles
Paragraphs
Square brackets or
options
Solid line footer
32
Last Page
Header info
Paragraphs
End of Section
footer line with
END in the
middle
Function of Section Parts
• Part 1 covers those general areas of
concern which relate to the work and which
define the general administration and
technical requirements specific to a
particular Section.
• Part 2 defines, in detail, the acceptable
equipment materials, fixtures, mixes, and
fabrications, ie “product” items to be
incorporated into the work.
Function of Section Parts Cont’d
• Part 3 describes, in detail, the manner in
which items covered by Part 2 are to be
incorporated into the work.
• Titles for the three part are comprehensive
in nature, assigned to preserve consistency.
– Part 1 - General
– Part 2 - Products
– Part 3 - Execution
33
Use of the Master Spec
Materials and Methods
• Reference to materials and methods in the
master does not necessarily represent a
departmental or owner standard for any
particular project or preclude the use of
other materials or methods. It is just a
guide.
Use of the Master Spec
Materials and Methods Cont’d
• For all projects, due consideration must be
given to the appropriateness of materials
and methods for the intended uses.
• A guide spec is for end-user specification
writers and is intended to be edited to suit
project-specific criteria.
Use of the Master Spec
Contract Documents
• The NMS or office/in-house master should
be used as the base document for the
production of construction specifications
component of the project manuals. The
NMS must be used for all new construction
and renovation work done for or by
PWGSC for federal government projects.
34
Use of the Master Spec
Contract Documents Cont’d
When preparing the construction project
manual, use the latest release of the
National Master Specification (NMS)
amended by the Owner or Government or
an office/in-house master, to the maximum
extent to which it is applicable, subject to
the consultant’s over-riding responsibility
for the content of the construction project
specification.
Use of the Master Spec
Contract Documents Cont’d
Edit, amend and supplement the master as
required to produce a project manual that is
appropriate to the circumstances of the
project and free from conflict and
ambiguity.
Trade Names
• Pros – get the product you or your client
wants, quick, easy
• Cons – limits competitive bidding,
encourages bid rigging, no detailed
prescriptive or performance criteria to
evaluate substitutions against
35
Trade Names Continued
• Examples
• Door closer: LCN 4040
• Fibre cement siding/panels: James Hardie
products
• Hybrid roof insulation system: Roxul
• Photoluminescent exit signs: PNA Group
TB Trade Name Policy
• Treasury Board Trade Name Policy does
not allow the use of trade names in contract
documents for federal government projects.
• Where a trade name is specified, EVERY
product available on the NAFTA and WTOATP markets must be listed not just a few.
• “approved equal” “similar to” etc. are not
allowed under the policy.
TB Trade Name Policy
• Treasury Board Trade Name Policy
• http://www.tbssct.gc.ca/pubs_pol/dcgpubs/Contracting/con
tractingpol_2_e.asp
• 10.5.1a Under the North American Free
Trade Agreement and the World Trade
Organization - Agreement on Government
Procurement, technical specifications
laying down the characteristics of the
products or services to be procured, …
36
TB Trade Name Policy
• such as quality performance, safety and
dimensions, symbols, terminology,
packaging, marking and labelling, or the
processes and methods for their production
and requirements relating to conformity
assessment procedures prescribed by the
contracting authority, shall not be prepared,
adopted or applied to create unnecessary
obstacles to international trade. Technical
specifications prescribed by contracting
authorities shall, where appropriate:
TB Trade Name Policy
• 10.5.1a continues with sub-paragraphs:
• 1. be in terms of performance rather than
design or descriptive characteristics; and
• 2. be based on international standards,
where such exist; otherwise, on national
technical regulations, recognized standards,
or building codes.
TB Trade Name Policy
• 10.5.1b Under NAFTA and WTO-AGP,
there may be no requirement or reference
to a particular trademark or trade name,
patent, design or type, specific origin,
producer or supplier, unless there is no
sufficiently precise or intelligible way of
describing the procurement requirements
and provided that words such as "or
equivalent" are included in the tender
documentation.
37
TB Policies & Publications
• http://www.tbs-sct.gc.ca/pol/doceng.aspx?id=12044
• Some of the related policies & procedures
• Management of Real Property
• Accessibility http://www.tbs-sct.gc.ca/pol/doceng.aspx?id=12044&section=text
• Fire Prevention
• Federal Identity Program http://www.tbssct.gc.ca/fip-pcim/man-eng.asp
• Environmental Guide, etc.
Reference Standards
• Legally, to be enforceable, a reference
standard in the specification must be of the
exact designation, number, edition date and
title in effect on the “project date” contained
in the header of specification sections.
• Out of date and withdrawn standards cannot
be enforced and will not stand up in court.
Reference Standards Cont’d
• Types, grades, classes, strengths, tables,
clause numbers, functions, finishes,
exposure classes, slip resistence, thickness,
tolerances, etc. vary considerably between
edition dates and the specifier is responsible
to research and use those applicable as of
the “project date” established on the
drawing title blocks and specification
headers.
38
Reference Standards Cont’d
• In house master specifications need to be
updated regularly to assist you in this
process, but you are ultimately responsible
for each of your projects.
• Keeping an in house master up to date is
less time consuming than doing the same
research on every project, to maximize
profit keep your masters current.
Reference Standards Cont’d
• NMS Section 01420 References was
withdrawn. Examples of Standards Writing
Bodies are ASTM, ANSI, CSA, CGSB,
NFPA, ULC, ULI, FCC, AASHTO,
AWI/AWMAC/WI, ASHRAE, CCDC,
AWWA, CGA, CRCA, MPI, TTMAC,
CSDFMA, CSSBI, IEEE, MSS, NEEMA,
NBC, NFC, NPC, CEC, OBC, OFC etc.
• Most have searchable web sites for their
publications.
Office or In-House Masters
• Buy or develop “Office” or “in-house”
masters for architectural, civil, municipal,
structural, environmental, mechanical,
electrical, marine and commissioning.
• Make them available to all sub-consultants
and designers on the project. The whole team
must use the same style, language, format,
headers, parties to the contract, etc.
39
Division 00 in Private Sector
• Division 00 in the private sector is based on
the CCDC Canadian Construction
Document Committee bid form, general
conditions, etc. and the other Division 00
and Division 01 specification sections.
• CCDC documents are available from
various professional associations.
Division 00 in Federal Gov.
• Front and back cover, instructions to bidders,
general conditions, bid and acceptance form,
etc. are prepared by the Federal Contracting
Department /Contracting Authority, often
PWGSC.
• PWGSC Division 00 documents are available
on the SACC Manual Web site:
www.pwgsc.gc.ca/sacc/choice-e.html
Seals Page
• The NMS Section 00 01 07 Seals Page is
intended to bear the seals of all
professionals responsible for sections in the
Project Manual including OBC BCDN.
• Ensure all the required sub-consultants have
signed and sealed this page.
40
Specification Title Page
• Project identification must be identical on
all the documents in the project manual.
• The Project Title in the body of the page
must match exactly the drawing title block,
letter for letter, spaces, punctuation, capital
letters, blank lines, etc.
• The Project Number must match exactly.
• The Project Date must match exactly.
Division 01 in the NMS
• Division 01 in the NMS was totally
rewritten and reorganized in Dec. 1998.
• There are no longer a separate Division 01s
for federal government and private sector.
• As a national document, many Ontario users
have had to make significant revisions to
the NMS masters. Ensure you use the
regionally updated versions if your client
has one.
Not the intention of the section on
temporary utilities.
41
Green Wash
• How green is green?
• Many consultants, companies, product
manufacturers and contractors claim to be
“green, sustainable, environmentally
friendly” however, not all products and
companies can back this up with proof
through 3rd party testing and recycling or
reclamation programs in place today.
• BEWARE of false or unsubstantiated
claims of green products and practices.
Green Wash Continued
• Please be cautious, be warned that claims of
recycled material content are misleading.
We want to make sure that the recycled
content %s are post-consumer. That is it’s
not just a manufacturer putting trimming
scraps back into the beginning of the
process.
• BEWARE of false or unsubstantiated
claims of recycled content in products.
Divisions 02 to 49
Environmental Sections
• 02 41 13.14 Asphalt Paving Removal
• 02 41 16 Structure Demolition
• 02 41 16.01 Structure Demolition - Short
Form
• 02 41 19 Selective Structure Demolition
• 02 41 20 De-commissioning and Removal
of General Purpose (GP) Fume Hoods
42
Divisions 02 to 49
Environmental Sections
• 02 41 23 Selective Site Demolition
• 02 41 99 Demolition for Minor Works
• 02 42 03 Deconstruction and Waste Products
Workplan Summary
• 02 42 13 Carpet Reclamation
• 02 42 92 Deconstruction of Structures ORspec
• 02 43 13.05 Historic – Structure Relocation
• 02 50 13 Management of Toxic Waste
• 02 61 00.01 Soil Remediation
Divisions 02 to 49
Environmental Sections
• 02 61 33 Hazardous Materials
• 02 65 00 Underground Storage Tank
Removal
• 02 65 01 Aboveground Storage Tank
Removal Orspec
• 02 81 01 Hazardous Materials
• 02 82 00.01 Asbestos Abatement Minimum Precautions
Divisions 02 to 49
Environmental Sections
• 02 82 00.02 Asbestos Abatement Intermediate Precautions
• 02 82 00.03 Asbestos Abatement Maximum Precautions
• 02 83 10 Lead-Base Paint Abatement –
Minimum Precautions
• 02 83 12 Lead-Base Paint Abatement –
Intermediate Precautions
43
Divisions 02 to 49
Environmental Sections
• 02 83 13 Lead-Base Paint Abatement –
Maximum Precautions
• 02 83 20 Lead Paint and Lead Products
[Removal] [Installation]
• 02 84 00 PCB (Polychlorinated Biphenyl)
Abatement
• 02 84 11 Polychlorinated Biphenyl
Remediation – Lighting Ballasts ORspec
Divisions 02 to 49
Environmental Sections
• 02 85 00.01 Mould Remediation-Minimum
Precautions
• 02 85 00.02 Mould RemediationIntermediate Precautions
• 02 85 00.03 Mould Remediation-Maximum
Precautions
• 02 87 00 Guano Remediation ORspec
Specifying for the
Environmentally Sensitive
• Educate yourself, don’t try to fake it.
• Your client may not know where to start.
• Understand that environmental sensitivity/
multiple chemical sensitivity is a recognized
disability in Canadian law.
• Be familiar with the resources available
from CMHC, Women’s College Hospital
Environmental Health Clinic, etc.
44
Quality Control
• Responsibility: In preparation of project
specifications use the National Master
Specification (NMS) or your office/in-house
architectural, structural, mechanical,
electrical, civil and other specification
masters to maximum extent to which it is
applicable, subject to your overriding
responsibility for the content of the project
specification and spec related drawing
notes.
Quality Control Cont’d
• Select masters considering construction cost
estimates and complexity or simplicity of
the project.
• The use of the master specification systems
does not relieve the Consultant/Specifier of
the responsibility for the content of project
specifications.
Quality Control Cont’d
• The Consultant/Specifier is responsible for
correctly up-dating, editing, amending
working copies, using the CURRENT
designation, date, title and CONTENT of
referenced standards, co-ordinating and
proofreading and for writing special
sections which are not available from
master systems.
• Claims outcomes will depend on this.
45
Quality Control Cont’d
• Reference standards on drawings must
match information in the specs, example, do
not put “AWMAC standards” on a millwork
detail, the correct reference is
AWI/AWMAC/WI AWS-2009. The
“quality standards” were superceded in
2009 when they jointly published the AWS
or Architectural Woodwork Standards
Edition 1 which was a major re-write.
Quality Control Cont’d
• Reference standards or details on drawings
must match information in the specs,
example, use the detail number and name
exactly for TTMAC tile installation manual
not some short form of it. Maximize profit
by not re-drawing TTMAC details, copy
them as a block or leave it to the proper
detail number in the specifications.
Quality Control Cont’d
• The same applies to other standards writing
publications such as:
• CRCA roofing and flashing details,
• CGSB chain link fence details,
• OPSD site work details or
• AWI/AWMAC/WI AWS CAD details that
come on the DVD.
• Say it once say it right/draw it once draw it right.
46
Quality Control Cont’d
• Your Plan Review/Quality Assurance
plan requires you to thoroughly review
the plans and specifications submitted for
adherence to the owner’s and industry
standards and guidelines, technical
competency, errors, omissions, etc.
• Liability is shared among all members of
the project team. Each person is
responsible for their specialty.
Quality Control Cont’d
• Due Diligence requires you to maintain
your level of competence in materials,
methods, reference standards, policy,
environment, demolition, regulations, etc.
• Expanded Spec Notes have been added
to many masters by Owners to further
assist you in the editing process.
Quality Control Cont’d
• Due Diligence requires you co-ordinate
specs, drawing notes and front end
documents. You may have to educate the
people doing the drawing notes on
conflicts between drawings and specs,
and drawing notes and Divisions 00 and
01.
• Examples, 12.7 mm vs 13 mm gyspum
board, vapour barrier vs. moisture barrier
47
Quality Control Cont’d
• Example, structural drawing note quotes
withdrawn and cancelled CSA standard,
spec has current CSA standards.
• In CCDC 2, GC 1.1.7 .1the technical specs have
priority over schedules and drawings.
• In fed gov SACC and Division 01, technical specs
have precedence over drawings and details.
• Avoid potential conflicts by not putting specification
notes on drawings, say it once, say it right.
Quality Control Cont’d
• Example, drawing notes conflict with
parties to the contract named in CCDC or
SACC.
• If the sub-contractor for a particular specialty is
NOT a defined party to the contract as defined in
CCDC or SACC, do not specify that sub-contractor
in drawings notes. That sub-contractor has no legal
standing in the contract, no responsibility and it only
adds confusion and the opportunity for conflict,
changes and delays. Repeating a bad drawing note
does not make it any better, just a liability.
Quality Control Cont’d
• Environmental Spec Notes have been
added to the NMS in some sections to
alert you to materials, methods,
guidelines and other things that
significantly affect, “how green” a
particular specification section is.
Sometimes it is advisable to include some
of the text of the environmental spec note
in the bid document for clarity.
48
Quality Control Cont’d
• Environmental articles and clauses are
not simply in or out. Some fFactors
include:
•
•
•
•
•
•
LEED, to what level
Green Globes, how many globes
Client Green Policy, Tenant Green Policy
Contracting Authority Green Policy
Provincial/Territorial 3Rs programs
Municipal landfill diversion, mandatory targets
Product Data Pitfalls
• Most manufacturer’s product data sheets are
not updated regularly.
• They frequently reference out of date or
withdrawn reference standards.
• Specifiers must check standard numbers,
dates and titles with the standards writing
body and contact the manufacturer for up to
date testing on their products.
Product Data Pitfalls
• In the forensic specification work I have
done for the courts, judges have often ruled
that the design professional “ought to have
known” all the prescriptive and
performance characteristics of the material
specified or indicated on the drawings, that
it is their “duty” to know.
• Forensic specification writers are hired by
consultants, lawyers for either side in the
dispute, owners, or other interested parties.
49
Product Data Pitfalls
• Monetary awards were to the Owner and/or
Developer and included deconstruction and
installation of the appropriate material and
equipment with it’s proper installation
method, and legal costs for all parties had to
be paid by the A&E consultant.
• Avoid this type of claim or settlement with
clear, complete specs and drawing notes.
Product Data Pitfalls
• Call or email the manufacturer, identify
which product you want to use and ask the
manufacturer what grade, type, class,
function, finish, etc. under the standard
quoted on their product data applies to the
specific product you want to use on the
current project.
• Some companies will already have a
generic prescriptive spec for the asking.
Product Data Pitfalls
• An example of a product data pitfall, many
insulation data sheets quote ASTM C612
but do not specify the type for example
IVA, verify details and specify them or you
still have an un-enforceable spec; also ask
why is this different from products tested to
CAN/ULC-S702
• If you specify only “to ASTM C612” you
leave choice of material up to the contractor
50
Product Data Pitfalls
Profit issues:
• 1 – Time delays to research original
products specified to establish all the
performance details in order to evaluate
proposed substitutions, equals or
alternatives against.
• 2 - Delays to the construction schedule.
• 3 – Delays obtaining permits.
Product Data Pitfalls
Profit issues:
• 4 – In a claim situation, the half hour you
saved by not calling the manufacturer and
verifying details before tendering, can cost
days or weeks of research sorting out what
should have been specified.
• 5 - Unhappy clients or no repeat clients
which can become a loss of future work and
damage to your professional reputation.
Bookmarks/Favorites
• Architectural and engineering bookmarks or
favorites save time, bookmark the standards
search page not the home page.
• Save trade associations, standards writing
bodies, manufacturers and governments,
sub-consultants, master specs, etc. in
folders and arrange alphabetically.
51
Bookmarks /Favorites Cont’d
•
•
•
•
•
•
•
ARCHITECTURE & ENGINEERING
STANDARDS ORGANIZATIONS
A&E CONSULTANTS
ASSOCIATIONS - A&E
ASSOCIATIONS
CONTRACTORS
SEARCHES
Bookmarks/Favorites Cont’d
•
•
•
•
BUILDING CODES
CONTINUING EDUCATION
ENVIRONMENTAL
FEDERAL GOVERNMENT –
CANADIAN
– PWGSC, TBS, EC, HRDSC, etc
Bookmarks/Favorites Cont’d
•
•
•
•
GENERAL
MAGAZINES
MANUFACTURERS
PROVINCIAL GOVERNMENT
– OPSS, OPSD
• SPECIFICATION WRITING SERVICES
52
Resources
• CSC Construction Specifications Canada
Manual of Practice, MasterFormat,
SectionFormat/PageFormat, etc.
• CCDC standard contracts and construction
forms and courses
• OAA/PEO Manual of Practice
• Master Specificaitons
• Reference Standards & Technical Library
• Training and Mentoring
Survival
• Keep technically current/competent on the
changing construction materials and
methods, codes, acts, regulations, litigation.
• Treat specs throughout the process, not an
add on at the end of the contract documents.
• Hire qualified specifiers or upgrade your
own specification skills.
• Know your contract.
• Work as a team, not isolated individuals.
• Enjoy rather than endure specifications.
53