SPECIFICATION

UNIT-1/ SPECIFICATION

Necessity of specification, importance of specification, - How to write specification, - Types of

Specification, -Principles of Specification writing, - Important aspects of the design of specification

– Sources of information – Classification of Specification.

SPECIFICATION - Definition

Specification deals with the methods of execution, qualities of materials, nature of labour to be
employed, proportion in which materials are to be mixed, measurements of work done, etc.

The information regarding the quality of materials and workmanship is conveyed in a separate contract
document which is known as the specifications for the work.

It is intended that the combination of the drawings and specifications will completely define the
structure, physically as well as technically.

OBJECTS OF SPECIFICATION

1. To define the quality of materials and workmanship, so that the contractor will be able to put correct
rates for the different items of work.

2. It will serve as a guide to the contractor as well as the supervising staff during execution.

3. To state the information which the engineer wants to convey so as to fulfill the needs of his design.
The specifications describe and limit the responsibilities of the owner and contractor.

NECESSITY OF SPECIFICATION

i. The cost of a unit quantity of work is governed by its specifications.

ii. Specification of a work is required to describe the quality and quantity of different materials
required for a construction work and is one of the essential contract documents.

iii. This also specifies the workmanship and the method of doing the work. Thus specification of a
work serves as a guide to a supervising staff of a contractor as well as to the owner to execute
the work to their satisfaction.

iv. A work is carried out according to its specification and the contractor is paid for the same. Any
change in specification changes the tendered rate.

v. As the rate of work is based on the specification, a contractor can calculate the rates of various
items of works in tender with his procurement rates of materials and labour. Thus tender rate
without specification of works is baseless, incomplete and invalid.

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vi. Specification is necessary to specify the equipment, tools and plants to be engaged for a work
and thus enables to procure them beforehand.

vii. The necessity of specification is to verify and check the strength of materials for a work involved
in a project.

viii. Specification is an essential contract document and is required for Arbitration or court cases.

IMPORTANCE OF SPECIFICATION

The drawings and specifications contract form two important contract documents.

The provisions in the specifications are given more legal strength. In case of discrepancy between
drawings and specifications, the provisions of the specifications shall govern.

The specifications serve as the best guide to the contractor and his sub-contractors, material suppliers
and architect's or owner's site supervisors. It also serves as a useful legal document in case of disputes
between the owner and the contractor.

HOW TO WRITE SPECIFICATION

While writing specification the following principles shall be adopted.

(a) Description of materials: The quality and size of materials required to do an item of work shall be
fully described for checking up at site according to the bindings provided in the specification. The
proportion of mixing or treatment of materials if required before use shall be clearly described.

(b) Workmanship: Complete description of workmanship, the method of mixing to the proportion, the
method of laying, preparation of base or surface, compaction, finishing and curing, etc, specifically
applicable to the item of work shall be clearly stated in different clauses.

(c) Tools and plants: The tools and plants to be engaged to carry out a work shall be described. The
method of operation and by whom to be supplied shall be stated.

(d) Protection of new work: The method of protection of new works against damage or the method of
curing if required, the test of completed work if necessary shall be described in separate clauses.

(e) Expression: While writing a specification endeavor shall be made to express the requirements of the
specification clearly and in concise from avoiding repetition and unusual words. The style of tense shall
remain throughout. The sentence shall be short, simple and concise.

(f) Clauses of the specifications: As far as possible, the clauses shall be arranged in the order in which
work shall be carried out. While framing clauses for quality of materials, workmanship, tools and plants,
etc practical possibilities shall be realized. Abbreviations which are familiar can be used. Specifications

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depend upon the site conditions, the nature of work and the purpose for which the work is carried out.
It is only through practice we will acquire the necessary skill to write well phrased clauses.

TYPES OF SPECIFICATIONS

Are broadly divided into two categories:

1) General specifications

2) Detailed specifications.

1. GENERAL SPECIFICATIONS

The quantity surveyor write down the brief description of every item, which are known as general or
brief specifications. These do not form part of contract document and is useful to the person preparing
the estimate of the work.

2. DETAILED SPECIFICATIONS

It forms a part of the contract document and they are divided into three groups as follows:

i) General Provisions

ii) Technical Provisions

iii) Standard Specifications

General Provisions

Also known as conditions of contract and they apply to the work as a whole and the conditions
governing the contract are written.

Technical Provisions

Describe the technical requirements of each type of construction and also provide for the inspection and
tests during construction.

(a) Specifications for materials and workmanship

(b) Specifications for performance

(c) Specifications for proprietary commodities

For Specification of materials, the following properties such as physical properties, chemical
composition, electrical, thermal and acoustical properties, appearance, protection required during
transportation, handling, etc, are required.

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For Workmanship, the results desired should be specified, description of construction method for each
item, instruction regarding the protection of the finished goods are important.

For Specification of performance, they are written for equipment and machinery such as pumps,
motors, etc. The principal features to be included are: General description, Design, Provision for special
equipment, Guarantee.

For Specifications of Proprietary commodities, specifications include commercial products,

standardized or patented. (Name of a particular brand or firm)

Standard Specifications

It is possible to standardize the specifications for most of the items occurring in works of similar nature.
Each office develops its own standard specifications.

Following points to be noted:

i. Reference made to the standard specifications is really suitable to the particular work.

ii. The blank spaces left, has to be suitably filled up.

iii. Suitable additions, alterations, improvements or corrections should be noted so as to be

included for the next job.

iv. For construction works in India P.W.D Handbook is treated as standard specifications.

v. It should be periodically revised and its edition with date of issue, title, etc should invariably be
mentioned.

vi. Every city has got its own building codes to suit the requirements of the locality, possible to
prescribe the specifications by law.

vii. Advantages are many fold. Results in simplified field control, manufacturing cost reduced,
products improved due to research.

PRINCIPLES OF SPECIFICATION WRITING

1. Subject Matter: should relate to the information required.

2. Grammar: All sentences shall comply with the rules of the grammar.

3. Abbreviations: only well-known in the building industry to be used.

4. Development of style: to present clear picture of facts.

5. Selection of words: suitable words with desired meaning should be used.

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6. Accuracy: information should be complete and correct.

7. Conflicting requirements: no conflicts of any type result.

8. Practical limits and commercial: sizes keep in view the practical limitations of materials and
workmanship.

9. Clearness: Clear as far as possible - what the contractor shall or shall not do.

10. Fairness: Be fair- not be framed so as to throw all the risks on the shoulders of the contractor.

11. Brevity: Sentences should be short, simple and concise.

IMPORTANT ASPECTS OF THE DESIGN OF SPECIFICATION

It should be designed rather than simply written or copied.

1. Changes: The designer of a specification should be given an opportunity to observe the field
application of his specification. Such a procedure will help in increasing the knowledge of the designer
and he may utilize the knowledge, if found necessary, to change, to expand, to improve, to modify or to
strengthen his specification for future works.

2. Clearness: The design of a specification should be such that it brings the limit of misunderstandings
and misinterpretations to a minimum. Such a design will naturally minimize the chances of disputes.

3. Co-operation: Specifications motive of co-operation between the engineer and the contractor. The
Engineer, with the help of a well-designed specification, can assist, encourage and guide the contractor
to achieve the desired end product. The Contractor, with the help of a well- designed specification, can
combine labor and materials to get the desired end product. Thus, a well-designed specification would
prove useful to both - the owner and the contractor.

4. Cost: The initial cost of a well-designed specification may prove to be more. But it forms a small
fraction of the cost incurred in extra claims, delays, disputes and bad workmanship due to poorly
designed specifications.

5. Designer: The specifications should be designed by competent persons, possessing wide experience
and high ability. If not, it results into copying of paragraphs from the existing specification.

6. Flexibility: The specifications should not be rigid. But they should be dynamic in nature and should be
adaptable to new inventions, to new ideas and to new methods of construction.

7. Product control: A well-designed specification aims at product control by the available equipment of
the contractor. The advantages of product control are: Fewer samples for testing, reduced costs, early
completion and uniform work.

SOURCES OF INFORMATION
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Main sources of information can be gathered or obtained as follows:

1. Contract Drawings: Drawing prepared in the initial stages contain useful details.

2. Previous specification: Specification of the executed or under execution jobs.

3. Requirement of owner: Owner's requirement

4. Site investigation: Specification include the fullest information for the existing site conditions - extent
of site clearance work, soil conditions, etc.

5. Standard specifications: Reference can be made to the relevant standard specifications.

6. Trade Catalogue: Reference can be made to the catalogues.

CLASSIFICATION OF SPECIFICATION

I. Open specifications

II. Restricted specifications

III. Closed specifications.

I. OPEN SPECIFICATIONS

It gives the physical and chemical properties of the materials, the tests it must comply.

It is used for public works and lays down minimum standards which can easily be fulfilled by several
manufacturers.

Advantages:

a) Suitable for basic materials- cement, steel, sand, etc.

b) Provide an atmosphere for a true competitive market- Result into a lower cost.

Disadvantages:

a) Checking and Testing may prove to be time consuming.

b) It may result into losing a firm control over the quality of the products.

c) It effects on the design of the architect.

d) Those specifications are lengthy in nature and hence architect to spend his valuable time in
framing the same.

II. RESTRICTED SPECIFICATIONS

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The material is described the choice of the contractor is limited to two or more manufacturers or
distributors.

It promotes competition among the manufacturers to get their product included in the approved list and
maintain quality at reasonable price.

III. CLOSED SPECIFICATIONS

The material or product is designated by a trade name mentioning catalogue number, manufacturer and
sometimes a particular distributor. It results in avoiding the competition and increasing the cost. The
material chosen has stood the best of time and has proved the adoptability in respect of quality and
price both.

Advantages:

a) Architect can complete the drawing before the tenders are invited.

b) Owner has a choice of the material he prefers and enjoy the special features of a particular
product.

QUESTION BANK

PART-A (2 marks)

1. State the importance of specification.

2. Describe the prominent aspects of design of specification.

3. State the necessity of specification.

4. What is the significance of specification.

5. What is the purpose of specification.

6. How do you write specification.

7. Discuss the significance of specification writing.

8. What is the purpose of writing brief specification.

9. State why specification is essential in construction.

PART-B (16 marks)

1. Elucidate in detail the principles of specification writing and classification of specification.

2. Give an account on types of specification and principles of specification writing.

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3. Discuss in detail the important aspects of the design of specification and sources of information.

4. What are the types of specifications? Highlight their significance and illustrate with an example,
the significant aspects to be covered while writing specification.

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