Advanced Specifications: Written Documents
For Construction Communications
Webinar - Construction Specifications Institute
January 27, February 3, 10, 2011
Based on formats and documents of
The Construction Specifications Institute
www.csinet.org
©2011 John Guill, Licensed under the Creative Commons
Attribution Noncommercial-No Derivative Works 3.0
United States License.
1
Credits And Attributions:
About CSI: The Construction Specifications Institute is a professional association
providing technical information and products, common organizational systems for
construction information, continuing education, and product shows advancing the process
of construction project delivery. For more information, visit www.csinet.org or call 800-6892900.
MasterFormat,™ SectionFormat™, PageFormat™, UniFormat™, National CAD Standard™, the CSI Shield Logoand
other service marks of the Construction Specifications Institute are copyrighted by CSI. All other product trademarks
and images remain the property of the respective copyright holders, including the AIA Continuing Education Logo,
Revit by Autodesk, SpecLink by Building Sysems Design, E-Specs by Inter-Specs, ARCAT, etc. used by permission. All
rights reserved, © 2006, 2010.
All other images and photographs are public domain or open source, provided courtesy of National Oceanic and
Atmospheric Administration (NOAA), National Aeronautics and Space Administration (NASA) archive, U.S. Army
archive http://ftp.arl.army.mil/~mike/comphist/, National Bureau of Reclamation (NBR) archive, United Kingdom Crown
Copyright, and Wikimedia/Wikipedia Commons, under various open source licenses and open copyrights. List upon
request
LICENSE AND DISCLAIMERS
Commercial trademarks and copyrighted works reproduced here (AIA, CSI, etc.) are the property of
their respective owners.
Use of these excerpts for educational purposes are believed by the author to be “Fair Use” per 17
U.S.C. § 107 , reprinted here:
Notwithstanding the provisions of sections 17 U.S.C. § 106 and 17 U.S.C. § 106A , the fair use of a copyrighted work,
including such use by reproduction in copies or phonorecords or by any other means specified by that section, for
purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use),
scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any
particular case is a fair use the factors to be considered shall include:
1. the purpose and character of the use, including whether such use is of a commercial nature or is for
nonprofit educational purposes;
2. the nature of the copyrighted work;
3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
4. the effect of the use upon the potential market for or value of the copyrighted work.
Otherwise, all works used which are traceable to authors are believed to be in the public domain as
follows (application implied in context):
This work is in the public domain in the United States because it was published anywhere in the world
before 1923.
The work is in the public domain because its copyright has expired. This applies to the United States,
Canada, the European Union and those countries with a copyright term of life of the author plus 70
years.
The work is in the public domain in the United States because it is a work of the United States Federal
Government under the terms of Title 17, Chapter 1, Section 105 of the US Code. See Copyright.
The work is in the public domain in the United States because it is a work of the Canadian
Government .
Certain other images cannot be attributed as the authors are unknown. Improperly attributed images will be removed on
request.
The rest is prepared and copyrighted by the author, John Guill, (specmonkey@gmail.com) and some rights are
©2010 John
Guill, Licensed
under the Creative Commons Attribution Noncommercial-No Derivative Works 3.0 United States License.
reserved
as follows.
AIA/CES Registered Program
The Construction Specifications Institute (CSI) is a Registered Provider
with The American Institute of Architects Continuing Education Systems.
Credit earned on completion of this program will be reported to CES
Records for AIA members. Certificates of Completion for non-AIA members
are available on request.
This program is registered with the AIA/CES for continuing professional
education. As such, it does not include content that may be deemed or
construed to be an approval or endorsement by the AIA of any material of
construction or any method or manner of handling, using, distributing, or
dealing in any material or product. Questions related to specific materials,
methods, and services will be addressed at the conclusion of this
presentation.
CSI/CEN Registered Program
This educational program is registered with the Construction
Specifications Institute of Alexandria, VA. The content within the
program is not created or endorsed by CSI nor should the content
be construed as an approval of any product, building method, or
service. Information on the specific content can be addressed at the
conclusion of the program, by the Registered Provider.
Credit earned for completing this program will automatically be
submitted to the CSI CEN. Completion certificates can be obtained
by contacting the Provider directly.
This logo and statement identify Provider programs registered with
CSI CEN and are limited to the educational program content.
Class Policies:
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Next in the series:
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Breaks & Smoking:
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Questions:
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Credit:
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Instructor Evaluation:
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Future Topics
●
Master Guide Specifications
PRM 5.13
●
Content.
●
Reasons.
●
Organization.
Preparation and
Updating.
●
Commercial Products
Available.
●
Detail from San Sebastian,
Andrea Mantegna, 1470
Master Guide Specifications:
Abridged Definition: “…facilitates preparation of
project specifications by standardizing products and
processes, their order of presentation, allowing
editing to adapt the guide specification to specific
project requirements.”
●
Source: Military Handbook, Policy and Procedures
for Guide Specification Preparation.
●
Definitions:
Guide Specification:
●
A collection of “hollow” master guide sections
intended for use on any project containing many
blank statements to be completed. Much less
complete than an Office Master Guide Specification
and requiring more editing effort.
●
Definitions:
Commercial Master Guide Specification:
●
A library of commercially available pre-written
master guide specifications that can be edited and
coordinated into an Office Master Guide
Specification, or edited for use in a specific project.
●
Definitions:
Office Master Guide Specification:
●
A comprehensive specification text prepared for
the range of building and project types encountered
by a given firm or office. The sections contain few
blanks to be completed for individual project
decisions and ease of editing is a prime
consideration.
●
Master Guide Specifications:
Specifications are not written from scratch for
every project.
●
Most A/E firms, government agencies and
large corporations use master guide
specifications.
●
Usually includes all items normally used in the
firm’s projects.
●
●
●
Standard wording.
Standard products and alternatives.
Master Guide Specifications:
Evolved from the overwhelming volume of
information available to the A/E.
●
A form of “corporate memory” allows new
project experience to be incorporated for future
use.
●
Do not eliminate need for understanding
specifying.
●
Require competence, skill and construction
experience for proper use.
●
Master Guide Specifications:
Contents are carefully coordinated elements
forming a total information library:
●
●
●
●
●
●
Master Guide Specification Sections
Lists of frequently specified products correlated to
details
Checklists to record decisions made.
Reference material about codes, standards and
related information coordinated with the Master
Guide Sections.
Cost references.
Reasons for Use
Easier updating and maintenance
●
Improved efficiency
●
Expanded decision-making capacity (breadth)
●
Minimize repetitive work and potential delay
●
Reduce errors and omissions
●
Reduce liability through accuracy
●
Standardize procedures and policies
●
Improve practices
●
Master Guide Specifications
●
●
Most firms will create their own master guide
specification system to pre-edit project
specifications.
Several alternatives are available:
●
●
●
Purchase a commercial systems such as CRSF SPECTEXT
or AIA MasterSpec or other system in hard copy or electronic
media.
Create a “ground-up” system from existing resources and
past project materials.
Assemble portions of a system from manufacturer and
industry resources available through catalogs and the
internet.
Master Guide Specifications:
Organization:
●
Led by an experienced individual.
●
Compile and edit from previous projects,
association guide specifications or commercial
product specifications.
●
Analyze:
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●
●
●
Storing, retrieving
Editing methods
Reproduction
Master Guide System Contents
Master Guide Specification Sections themselves
●
Provisions for coordination Drawings and
Specifications
●
Lists of frequently specified products
●
Checklists for each section identifying principal
decisions for each project
●
Information and evaluation of products included in the
Master Guide Specification
●
Master List of Titles:
Using MasterFormat, develop a list of required
section titles and numbers, with a brief scope
statement for each.
●
Include the current development status, date of
initial preparation and latest revision, name of
responsible editor.
●
Prioritize the completion of the unprepared
sections.
●
Master Guide Specifications:
Master List of Titles or Table of Contents
●
Section Number and title permanently assigned.
●
Brief Description of work
●
Development Status
●
Date of preparation/revision.
●
Name of responsible person.
●
Priority for update.
●
Determine section scope appropriate to the project
types
●
Prepare most commonly used first. Low priority may
remain as titles only.
●
Developing and Organizing
Develop standard formats and language:
●
Section and Page format options within CSI
standards
●
List of key words, usage and brevity methods
●
Create a pro-forma template with standard articles,
paragraphs, statements used most often, provides
consistent language throughout the system
●
Section
Graphic 5.13-A
Preparing Master Guide
Specifications:
Assemble and review resource materials.
●
Determine information necessary to include.
●
●
Consider possible future use and include appropriate
options for greater or lesser scope.
Confirm that scope of section is appropriate.
●
●
●
Consider subdivision into two or more narrow-scope
sections.
Consider merging information from narrow-scope
examples into broader scope sections.
Edit the Sections:
Format your sections in accordance with
SectionFormat and PageFormat.
●
Develop a consistent method for handling optional
selections: Blanks, bracketed variables, alternate
articles and paragraphs, etc, coordinated with the
capabilities of your software.
●
Edit notes to the specifier to assist editing and
coordination of the section with the other specification,
set apart in a different style to avoid confusion with
technical text.
●
Master Guide Specifications:
Use SectionFormat
●
Industry-Standard arrangement for information
placement.
●
Assist users by consistency.
●
Assist specifier by standardization.
●
Facilitates Coordination.
●
Reduce errors/omissions.
●
Preparing Master Guide
Specifications:
Place information in accordance with 3-part
SectionFormat
●
Subject matter should be carefully arranged in parallel
so that related information is grouped together and in
the same sequence, for ease of editing and to ensure
that essential information is not lost.
●
Carefully note incompatible options.
●
Each paragraph should note only a single requirement
or action to allow revision without affecting other
options.
●
Master Guide Specifications:
Use PageFormat:
●
●
●
●
Present text clearly at optimum density
Industry-Standard arrangement for page
arrangement.
Compatible with modern reprogrammable and
software.
Create a section “template” with standard
format and article titles.
●
Use proper grammar, spelling, and streamline
brevity.
●
Preparing Master Guide
Specifications:
Show options in brackets “[ ]” with blanks for
information to be inserted.
●
Choices can be listed in optional paragraphs.
●
The software used will often dictate the
methods.
●
Include reference standard information and
review to ensure current information.
●
Preparing Master Guide
Specifications:
Include notes to assist the future user. Flag to
avoid confusion with the actual specification.
●
Provide a brief overview of the section
●
Indicate available options
●
Offer supplementary information
●
Provide coordination and cross-references.
●
Notes to Specifier:
SECTION 09300
TILE
**************************************************************************************************
This section includes ceramic, quarry, and paver tile for floor, wall, base, and stair tread applications.
Commonly used setting methods and tile types are included in this section. Setting methods are referenced to Tile
Council of America (TCA) for Ceramic Tile Installation method numbers.
Cleavage membrane, when used, is included in this section. Wall dampproofing membrane is specified in this
section.
This section includes performance and descriptive type specifications. Edit to avoid conflicting requirements.
**************************************************************************************************
File Management:
Store a duplicate, or back-up in a safe place.
●
Electronic files on a network can utilize the network
systems.
●
Files on a stand-alone system should be backed up to
other media such as CD, Flash Drives, or floppy disks.
●
Store project specifications in their own subdirectory with
a logical file nomenclature.
●
Copy Master Guide sections to the Project Subdirectory
before editing.
●
Maintain archive backups when periodic submissions are
required.
●
Document Editing:
Identify the sections required for a project on the Table
of Contents (TOC).
●
Copy the required sections into the project-specific
subdirectory leaving the Master unchanged.
●
Edit each section. Delete inapplicable text and review
remaining text to cover project requirements. Proof for
errors.
●
Print for review by project team and make corrections
recommended.
●
MarkUp:
Graphic SP04A
●
Document Editing Cont.:
“Macro Editing”: Much repetitive editing can be
performed by text macros, mini-programs for the
word processor.
●
MasterSpec by AIA is almost entirely macrobased.
●
Document Editing:
Send Administrative Draft to consulting disciplines,
owner, etc and make corrections recommended.
●
Accepted draft becomes final copy.
●
St.Jerome,
Caravaggio,
1606
Updating Master Guide
Specifications:
Out-Of-Date information must be removed.
●
Commercial products are updated regularly;
●
Sometimes scheduled, as for code changes,
which happen at known intervals, or…
●
When new information or products are available
requiring significant change.
●
Updating Master Guide
Specifications:
Revise text that has caused problems in prior
projects.
●
Update for changes in referenced standards.
●
Review permanent choices
●
Add new sections or new products to existing
sections.
●
Refine and streamline existing text/choices.
●
Eliminate typographical errors.
●
Additional Considerations:
Color and texture sample library may be required.
●
Detailed cost information is useful
●
Text of reference standards and trade associations
may be needed also.
●
Computerized Specifying
Electronic
Specifying began
with the first word
processors on
“mainframe's” in the
1960's.
●
By the 1970’s
magnetic tape and
card-readers
developed which did
not require
“mainframes”.
●
U.S. Army “ORDVAC” Computer
1952
U.S. Army photo courtesy of ARL
Technical Library Archive
Background:
●
The “microcomputer” or
“personal” computer
introduced in the 1980’s
made inexpensive word
processing widely
available.
TRS-80 Model I. One of the first personal computers,
1977-91
Public Domain Image by author, Tiziano Garuti.
WikiMedia Commons
Today:
Inexpensive computing hardware and wordprocessing software is readily available and
sometimes even free.
●
Many specialized software packages are
available for different business operations:
●
●
●
●
●
●
Accounting/Payroll
Word Processing
Computer-Aided Drafting “CAD”
“Desktop Publishing”
Internet
Levels of Specification Automation
●
Level I: Manual System
●
●
Level II: Automatic Typing and Printing
●
●
(Database “SpecLink”and Internet)
Level V: Integrated Design and Specifications
●
●
(word processor, “MasterSpec”)
Level IV: Advanced Techniques
●
●
(typewriter)
Level III: Automated Storage, Retrieval and
Modification
●
●
(hand-lettering)
Object Oriented CAD attributes
Level VI: Future Systems – Who knows…
Word Processing Features:
Automatic Paragraph Numbering:
●
Many programs have this capacity. Edit the
factory settings to suit CSI formatting.
●
Notes to Specifier:
●
New feature of “pop-up” or “roll-over” notes
provide notes to the specifier to clarify options
and provide supplemental information.
●
Word Processing Features:
Alternate Choices:
●
●
Optional text is usually shown in [brackets] as [option
1], [option 2], [___________]. Delete inappropriate
options and insert selected words or phrases in the
blanks.
Search and Replace:
●
●
Revise modified titles: “Owner” to “Project Manager”
or search for options by finding their format,
“[______]”.
Character Style: Usually only one style is
used, but changing style is an important ability.
●
Document Editing Cont.:
Widow/Orphan: Keeps the first line or the last
line of a paragraph from being separated by a
page break.
●
Almost every commercially available word
processor today has all the features required for
effective specification editing.
●
●
●
●
MS Word
WordPerfect
OpenOffice: www.openoffice.org.
Other Systems: BSD SpecLink
●
SpecLink: A relational
database system with a
word processor “frontend”.
1-888-BSD-SOFT
www.bsdsoftlink.com
Editing in BSD SpecLink
●
●
Edit by selecting, instead of deleting
– Easier and faster
– Makes linking both practical and useful
– All master text is always available, because
nothing is ever deleted
Customize without affecting the master
– Add paragraphs
– Edit paragraphs
– Change fonts, paragraph numbering, etc.
Editing in BSD SpecLink
Selected text
is black and
automatically
numbered
Editing in BSD SpecLink
Unselected
(available) text
is grayed out
and unnumbered
Get Smart....objects
BIMdesign images courtesy AXIA Architects, © AXIA, 2010, Symbol
images courtesy ARCAT™, © 2010,REVIT™ interface by
AutoDesk™ Corp. used by permission
Specifications in a BIM world.
●
●
●
SmartBuilding Alliance and the Whole Building
Design Guide are supporting the creation of a
comprehensive set of Specifier's Property templates
which will span all MasterFormat Sections and
UniFormat Articles.
These templates will include the comprehensive list
of attributes for each assembly or work result.
The templates can be selectively loaded into the BIM
and used to format the assemblies and by extension,
the specifications.
Commercial Master Guide
Specifications:
AIA / ARCOM MASTERSPEC
●
CRSF SPECTEXT
●
BSD-CSI SpecLink
●
CSI-DBIA PerSpective
●
Whole Building Design Guide, NIBS,
www.wbdg.com/ccb
●
Construction Criteria Base SpecsIntact library of
specifications for military and federal agencies, free
of charge
●
Commercial Master Guide
Specifications:
Successful use depends on matching product
capability with needs of the user.
●
Designed for a wide variety of projects, may not include
enough specialized information to be immediately
useful.
●
Failure to edit or delete inappropriate provisions can
result in problems.
●
Careful editing is required.
●
Additional Information
A commercial product is not a complete system
●
Must be customized for locality and type of work,
authority having jurisdiction, etc
●
Often do not include full information on product options
for size, color, pattern, costs
●
Do not include full text of referenced standards
●
This information must be obtained and maintained
separately in a product library
●
Sources include
●
Sweets On-line
●
4Specs.com
●
Arcat
●
Writing Specifications: PRM 5.9
●
Project Manual Concept
●
Gathering Information
Drafting the
Specification Section
●
●
Product Selection
●
Specifying Workmanship
●
Considerations
St. Jerome Reading in the Countryside
Giovanni Bellini, 1505
Specification Production
Small firms: Principal Architect is often
responsible for specifications, an outside consultant
may be employed.
●
Medium-size firms (20-70) may have a full-time
specifier.
●
Large firms may have departments with many
people.
●
Firms of any size may employ outside consultants.
●
●
Specifier Profile:
Proficient in writing and use of language
●
Reading and research skills
●
Knowledge of construction materials, industry, processes
and practices
●
Knowledge of design disciplines
●
Skilled in verbal communication
●
Understanding of legal principles
●
No single educational background
●
An accidental profession
●
Architecture or engineering
●
Vocational education
●
On-the-job training
●
Beneficial Traits
Observes and can work with detailed information
●
Capable of three-dimensional visualization
●
Able to organize concepts into orderly statements
●
Able to determine essential elements of problems
●
Objective and impartial
●
Listens and accurately understands
●
Expresses ideas and concepts accurately
●
Able to achieve equitable agreement without
compromise of important principles
●
Proficiency
Understand construction materials, methods, systems,
quality assurance and control
●
●
Communication skills, verbal, written, graphic
●
Negotiation, coordination, arbitration
●
Organization to meet schedules
●
Capable of accurate research
●
Knowledge of computers and information technology
●
Knowledge of Construction Law, bonds, insurance
●
Knowledge of Building codes and ordinances
Gathering Information
●
Two kinds of information required before writing begins:
●
1. Specific Project requirements
●
Owner's product needs
●
Drawings & details
●
Preliminary project description
●
Products selected by design team
●
Codes and applicable laws
Gathering Information
●
Two kinds of information required before writing begins:
●
2. Reference materials
●
Specifications for similar projects
●
Manufacturer product data
●
Trade association standards
●
Professional society standards
●
Commercial Master Guide Specifications
●
Information from contractors, consultants
●
Personal experience of project team
Product Selection
●
Factors to consider for each product:
●
Product: Appropriate for project in all respects,
including function and aesthetics?
●
Manufacturer: Reputation, availability, services
available, installation supervision?
●
Installation: Suitable for project needs, skilled
workers available, preparatory and finishing
requirements capable of being met?
●
Cost
Product Selection
●
Record all selection decisions. Methods may include:
●
Notes or memos by A/E.
●
E-Mail
●
Project Notebook
●
Checklists
●
Preliminary Project Description
●
Outline specifications
●
Coordination requirements with drawings and related
design disciplines, (electrical, plumbing, etc.)
Project Manual Concept
Written Construction Documents contain:
●
Procurement Requirements
●
●
●
Available Information
Contract Requirements
●
●
Contracts
Bonds & Certificates
General Requirements
●
Specifications
●
PROJECT MANUAL CONCEPT
Provides for an organizational format and
●
standard location for all of the various
●
documents involved.
●
Including
●
●
●
●
Bidding Information and Requirements
Contract Forms, Bonds, and Certificates
Conditions of the Contract
Specifications
66
PROJECT
MANUAL
CONCEPT
Graphic PRM 5.9-A
●
67
Organization & Preparation
Determine type and organization of final document
●
Uniform Location of Subject Matter (AIA A521)
●
Format: SectionFormat applies to technical sections
●
Promotes consistency in presentation with flexible outline
adaptable to a variety of project requirements
●
Limit each article, paragraph etc. to a specific requirement
●
Graphic Look: PageFormat applies to all parts of the Project
Manual, but a wide variation in typefaces, styles, margins,
covers and bindings are permissible. Many offices have
complex personalized styles as a statement of design intent.
Others opt for a simple, straightforward approach.
●
Organization & Preparation
●
●
●
Decide Method of Specifying:
●
Descriptive (open prescriptive, closed prescriptive)
●
Performance
●
Reference Standard
Source Limitations
●
Public work
●
Private work
Level of Detail
●
Complexity of project
●
Project delivery method
Level of Detail Required will determine Section Names and
Numbers
●
Organization & Preparation
Drawing Review
●
Overall Review
●
Building Sections
●
Wall Sections
●
Schedules: Openings, Finishes, Equipment,
Accessories
●
Consultants: Number, types, scope &
coordination
●
Organization & Preparation
Design Review
●
Functional intent
●
Aesthetic intent
●
Sustainability intent
●
Meetings and interviews with project designers
●
Budget Review
●
Affects product selections, materials, finishes
●
Schedule Review
●
Design Duration
●
Proposed project duration, start, end
●
Organization & Preparation
Develop Table of Contents and distribute to
consultants, the TOC may be revised multiple times
●
Draft Division 01 – General Requirements based on the
project needs, circulate to consultants and request input
for coordination of requirements
●
Prime A/E is responsible for coordination of consultants
and ensuring complete, compatible specifications
without duplication or overlap.
●
Questions and Answers
The School of Athens, Raphael Sanzio, c 1511
Your Presenter:
John Guill AIA, CSI, CCS, CCCA, SCIP
Associate in the Firm
Technical Consultant, Specifier
jguill@dtrcs.com
a design technical resource company
www.dtrcs.com
2901 Douglas Blvd, Suite 395 Roseville CA
916-772-3600
394 Tesconi Ct., Suite 108, Santa Rosa, CA
415-261-8544
©2011, DTR Consulting Services
74
Credits And Attributions:
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©2010 John Guill, Licensed under the Creative Commons Attribution Noncommercial-No Derivative Works 3.0 United States License.