GUIDE TO SPECIFICATION PRODUCTION
GUIDELINES
This document provides guidance and information for In-house Technical staff and Consultants in the
preparation of project specifications, including the Commercial and Technical sections, and document
assembly.
TENDER DOCUMENT MANAGEMENT SYSTEM (TDMS)
TDMS is an “In-house” system that prepares all specifications (RFT documents etc.) using the Tender
Document Management System. This system is managed by Contract and Procurement Services (CAPS).
Consultants producing Project Specifications for DoI should contact the Manager of Documentation
Services, who will brief the Consultants on the Specification processes and procedures, and provide the
Contractor with access to the draft Specification material.
(A draft Consultant brief example is available, further in this guide).
MASTER SPECIFICATIONS
The Technical Master Specifications used by the Department of Infrastructure (DoI) for the production of
Contract documentation; align with the NATSPEC Specification for National Building Specifications. This
format has been developed to comply with the Commercial sections available through TDMS.
ACCESS TO MASTER SPECIFICATIONS
General information relating to Specifications may be accessed from the Infrastructure Service Division’s
Documentation Services home page - (Internet site). This site links to other relevant sites such as, Contract
and Procurement Services. (CAPS)
www.nt.gov.au/infrastructure/techspecs/index.shtml
In-house staff may also access the Technical Master Specifications through TDMS at: Z:\Tdms4\templates or
http://internal.doi.nt.gov.au/divisions/majorprojects/techspecs/index.html
Consultants have access to Master Specifications and other information, from the DoI Technical
Specifications Internet site at: http://www.nt.gov.au/infrastructure/
The Manual Input Forms or Check lists can also be accessed from this site.
The Building Master Specifications require a password for access, as they are copyright protected. To gain
access and use these documents, and NATSPEC specifications and materials; Contact the Manager
Documentation Services.
The Master Specifications are continuously being updated. It is important to download
the ” current set” of documents from the DoI - internet site “for each project”.
(Don’t place a copy on your computer desktop, as it may not be current, at you’re next use).
RFT DOCUMENT CHECK- LIST
The RFT Documentation Check–list, is a guide to take Project Officers and Consultants through the various
steps in the preparation of the RFT-Request For Tender document, including drawings (where applicable) to
go to tender. (A copy of the check-list is attached to this document).
MANUAL INPUT FORMS
Manual Input Forms, or Check Lists, used in generating the Commercial sections of a project specification;
are available from the CAPS intranet or internet sites. These documents contain information relating to the
selection of the Contract Type (NPWC3, MWS or PCWS) and other contractual information.
“In-house” Specification writers, generally prepare the Commercial sections directly from TDMS, which
allows the attachment of the “Project specific” Technical sections, through “TDMS tools” If you require a
“Scope of Works section” at the beginning of other Technical sections; ensure that you select it “first” through
TDMS tools. (TDMS will assemble the Technical sections through the TDMS “tools” function)
CONSULTANTS DRAFT BRIEF GUIDELINES
Consultants are required to; “fill in” the Manual Input Forms (check-lists) using the
guide-notes in the “shaded area” of the left hand column. (drawing no. and title information etc, may be
inserted later). This information is required to enable the TDMS program to compile the document.
Information can be re-worked when the document is converted to a word document.
Insert optional clauses when generating the document. It is difficult to search for and insert information, at a
later time.
Doc ID;
GuideToSpecProdn
Version;
2010.02
Issued;
Dec2012
Printed;
5/12/2012
Page;
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The “draft” Technical sections must be added to the document at the “time of generation” using the TDMS
Tools function. (This allows automatic compiling of the contents page and page numbering etc).
Forward the “completed” Manual Input Forms (check-lists), (including a list of the Project Specification
Technical sections), to the DoI Project Officer.
The Project Officer will prepare the “draft specification” from TDMS, return it in Microsoft word format on a
CD to the Consultant. Allow a processing time of 2 working days.
Ensure that the specification/s (including the draft Technical sections) are prepared early in the
documentation process; to allow sufficient time to complete and check the specification/s, and co-ordinate
the contents with the drawings.
SPECIFICATION NOS.
Specification numbers are obtained from Technical Records at Energy House on:
(08)892 47371/ (08)892 47351 or electronically from the: Plan Room Internet site:
http://www.nt.gov.au/infrastructure/techspecs/index.shtml
Technical Records keep electronic copies of all specifications and drawings for contracts
SPECIFICATION FORMAT
TDMS will automatically format the document with “consecutive section and page numbers” throughout the
document, including updating the table of contents. If you add the Technical sections at a later date, these
will need to be inserted manually (one by one) into the document.
Consultants must use the “Draft Master Specification sections”; when writing
“new sections” for a project. That new sections must be written using DoI styles and formats.
(refer to Documentation Services’ CADD Drawing & Data Systems Information document,
At Internet site: www.nt.gov.au/infrastructure/techspecs/index.shtml
INSERTING SECTIONS (manually)
To insert a section manually; Insert a section break (next page) in the required position, Type in the “section
heading” using the “heading 1” style.
Adjust the header by: “taking off” the “same as before instruction” and then:
Insert the new text. Repeat this operation for additional sections.
SPECIFICATION EDITING
For inserting “Project Specific” requirements and specifications; edit the Technical sections, using the Guide
notes. Do not “alter the text” of the Commercial sections, “without approval from the Procurement Unit.
A separate document titled “Guide to Technical Specification Writing” is available for Specification writers,
who require assistance in preparing new Specification sections. This document is available on the
Documentation Services site:
External at: www.nt.gov.au/infrastructure/techspecs/index.shtml#assistance
TECHNICAL GUIDE NOTES
Each draft Specification section has Guide notes in “hidden text”, to assist Specification writers with the
selection of “specific items” or suitable text type. These guide notes are in:
“Green italics”, in [square brackets], and indented to the centre of the page. Ensure that your computer
has the hidden text box “ticked” in the “tools, options, view, formatting” menus.
Refer to “Technical Directives Guide notes” for complex Technical issues. Technical Directives are located
on the DoI intranet site and accessed from the menu on the Infrastructure or Road Projects Division home
page. http://uluru.nt.gov.au/dpi/internal/transport/roadnetwork/roadsgroup/index.html
QUALITY ASSURANCE
The Department of Infrastructure has a current Quality Assurance (QA) Policy incorporated into its
construction contracts.
Project Tiers:
• Tier 1. Under $15,000 – QA not required.
• Tier 2. $15,000 to under $50,000 – QA not required.
• Tier 3. $50,000 to under $200,000 – (QA not required – unless complex).
• Tier 4. $200,000 to under $1M – (use the Project Control Section in TDMS).
• Tier 5. $1M to under $5M – (use the Project Control Section in TDMS).
• Tier 6. $5M and over – Use ISO – 9000 series Quality Assurance.
The Project Control Section has a selection of Project Check-lists. The Check-lists include a list of Tests
required, and Hold and Witness Points that can be edited to suit the Project Specifications and requirements.
Doc ID;
GuideToSpecProdn
Version;
2010.02
Issued;
Dec2012
Printed;
5/12/2012
Page;
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These items have to be “signed off” by the Superintendent. The use of these Check-lists elevates the need
for the Contractor to prepare their own ITP’s (Inspection & Test Plans).
Response Schedules will automatically include the QA or Project Control Plan Proposal. This information
will also be automatically added into the “Documents to be lodged” with the
“Tender Form clause” in the Conditions of Tendering.
TDMS will automatically compile a list of Hold and Witness Points at the end of the Quality Assurance
section, when using ISO 9000 – QA series. These points are picked up from the relevant clause titles,
which will include the words – Witness or Hold Points as required.
FINAL DRAFT
A “final draft” of the Specification document is required for the final documentation review. This Specification
document must be approved by the Project Officer.
Use the RFT check-list to ensure that all the necessary actions have been performed.
RECORD / ARCHIVING
All Contract documentation (including drawings and specifications) must be forwarded to Technical Records
(electronically), in APRO by the “Project Officer; at the signing of the Certificate of Practical Completion.
Contractors must send Project documentation to Technical Records, electronically / post or courier (refer to
Documentation
Services,
CADD
Drawing
&
Data
Systems
Information
document).
www.nt.gov.au/infrastructure/techspecs/index.shtml
PRINTING
On the final check of all Project documentation; all documents will be forwarded to the Government Printer
for printing and delivered to CAPS. A reprographics request form must accompany the documentation, to
advise of the number of copies required and other information. This procedure includes documents
prepared by consultants.
Small Specifications (100 pages or less) will be photocopied on both sides of the paper and stapled.
Larger specifications will be bound with printed card covers, stapled and edge bound with cloth tape. For
large projects ($2m. plus) the Project Officer may require special printed covers (if a bill of quantities is
included).
PROJECT DRAWING/S
Where Projects have up to 10 drawings, the drawings must be in A3 format, folded, inserted and listed into
the relevant sections of the project specification documentation.
Where more than 10 drawings are listed (including standard drawings) within the Project documentation; the
drawings are to be issued separately, and bound with the standard Department of Infrastructure drawing
cover.
ELECTRONIC RECORDS / ARCHIVING
Ensure that an electronic copy of the Project Specification documentation is placed on the Project file and
“all” As-Constructed/ As-Installed documents are forwarded to Technical Records by the Project Officer,
through APRO (in PDF format) at the completion of the project. ( signing off of the Certificate of Practical
Completion)
A CADD data transmission record form is to accompany all documentation sent to Technical Records. A
copy
of
this
form
can
be
downloaded
from
the
DoI
Internet
site
at:
www.nt.gov.au/infrastructure/techspecs/index.shtml
ADDENDA
Any addenda issued are to be processed through the TDMS “Contract Forms Authority for Addendum”
document.
FURTHER INFORMATION
For further information or assistance regarding the production of project specifications documentation:
CONTACT:
Tel:
(08) 8946 5021
Fax:
(08) 8923 7661
Mob;
0401 117 358
Email: DocumentationServices.DoI@nt.gov.au
Lawrie Foscaro
Manager Specification Services
th
4 Floor, Highway House
14 Palmerston Circuit - Palmerston
Darwin, NT. 0830
Doc ID;
GuideToSpecProdn
Version;
2010.02
Issued;
Dec2012
Printed;
5/12/2012
Page;
3 of 3