QUANTITY SURVEYING 1

AND SPECIFICATION

Chapter 1:
SPECIFICATION
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Introduction
Specification is defined as the designation or statement by
which written instructions are given distinguishing and/or
limiting and describing the particular trade of work to be
executed.
In a nutshell Specification is a statement of particular
instructions of how to execute some task.
In terms of an engineering project a specification contains a detailed
written description of the quality of materials and workmanship
necessary to complete the work.
Generally specifications are written instructions which supplement
the drawing to set forth the complete technical requirements of the
work.
Therefore drawings and specifications in combination
define the project in sufficient detail to enable the carrying
out of the works.
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……cont……..
Drawings and specifications should compliment each
other and neither should overlap or duplicate the other.
The main difference b/n specification and drawing is that:
Drawings should generally show the following:
i. Dimensions, extents, size, shape, and location of
component parts.
ii. Location of materials, machineries and fixtures.
iii. Interaction of furniture, equipment and space.
iv. Schedules of finishes, windows and doors.
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………..cont…………
Specifications generally describe the following:
 Type and quality of materials, equipments, labour or
workmanship
 Methods of fabrication, installation and erection
 Standards, codes and costs
 Allowance submittals and substitutions
 Cost included, insurance and bonds
 Project record and site facility
Specifications should be clear, concise, and brief
description of what is required to execute the proposed
trade of work.
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Purpose of Specification
The purpose of specifications generally include:
 Guide the bidder at the time of tendering to arrive at a
reasonable cost for the work.
 Provide guidance for the execution of the work
 Guide contractor for the purchase of materials
 Serve as part of contract document to limit and describe the
rights and obligations of each contracting parties.
 Guide the bidder to identify his capacity to execute the work
 Serve as fabrication and installation guide for temporary
and permanent works.
 Guide the contractor for purchase and/or hiring of equipments.
 Serve the owner to know what she/he is intended to receive.
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……….cont………….
 Serve for the manufacturers of construction materials,
equipments, tools etc. to grade, classify, and improve qualities of
their products.
 Indicates method of testing and acceptance of final
products.
 Guide parameters for rejection of non conforming works.
 Indirectly, the specifications are very much related to
the legal considerations, insurance considerations,
bidding requirements, alternates and options, rights,
obligations and remedial measures for the contracting
parties.
Note: in the events of conflicts between specification and
drawings, the specification governs.
A clearly written specification will enable proper quality
control and avoid disputes in administering construction
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Types of Specification
1. Manufacturer’s specification:
▫ Manufacturers prepare specification of their product for the
guidance of their users
2. Guide Specification :
▫ used as guide lines for preparation of contract specifications.
3. Standard Specification:
▫ Specifications which are intended to be used as a reference
standard in the construction of a project
4. Contract (Project) Specification:
▫ the specification prepared for a particular project to accompany
the drawings and other contract documents.
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Specification Writing
Basically specifications are not to be created; they are
prepared based on existing standards, codes, guidelines,
and laws.
When planning to write specifications one should start
first of all with:
 An overall analysis of the work to be done,
 The requirements necessary to achieve the required
level of quality,
 Conditions under which it must be done,
 Materials required, and
 The Details of the construction
Hence preparing an outline of the details of the work is the first
step in writing a good specification.
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………….cont……………
When specifications are to be written, the following shall be taken
to considerations: Specification writing require:
Visualization (Having clear picture of the system)
Research (to know the legal impact correctly)
Clear thinking (understanding things directly without
misleading)
Organizing (organizing what we know to write the
specification)
Specification writing requires professional ability to read
drawings. Specification writing require wide knowledge of
the construction materials, various levels of
workmanship, different construction equipments and
method of construction to be employed.
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………..cont…….
Specifications use simple and clear language such that it can
readily be understood.
Specifications shall be brief and short as much as possible (avoid
long sentences with out punctuation)
Specifications shall include all items affecting the cost of the
work.
Specifications shall be fair and do not attempt to throw all the risks
and responsibilities on one of the parties signing the contract.
Specifications shall avoid repetition of information shown on
drawings to avoid mistakes and duplication within the
specification drawings.
Specification shall not include inapplicable text and do not
specify the impossible or anything not intended to be enforced.
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References for Specification Writing

The following are useful references in specification writing:
• Codes and ordinances of governments, cities, or municipalities. E.g.
EBCS
• Standards prepared by distinct societies and government agents.
E.g. ACI standards, ASTM standards, BS, ES.
• Standards or model specifications prepared by manufacturers,
professional societies, and government bodies.
• Master Specification and previous specifications.
• Information or experience acquired by personal observation and
contract with trained or experienced people in the construction
industry.
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Specific Guidelines for Specification

Writing
Below are some specific guidelines that one needs to
follow when preparing a specification:
 Be specific and not indefinite
 Be brief, avoid unnecessary words or phrases
 Give all the necessary facts
 Avoid repetition
 Specify in the positive form
 Use correct grammar
 Direct rather than suggest
 Use short rather than long sentences
 Do not specify requirements in conflict with each other
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……….cont……….
Avoid sentences that require other than the simplest punctuation.
 Avoid words that are likely to be unknown to the user of
the specification ( words with more than one meaning)
 Arrange the specification in the order of the execution of the
work. E.g. Formwork, concrete mixing, concrete placing, curing,
etc..
 Address measurement and payment issue
 Refer only to the principal parties in the contract, Owner,
Engineer, Contractor.
 Rights, Obligations, and remedial measures shall be
designated
 Without ambiguity or prejudice.
 Minimize the use of symbols.
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…………cont……….
Capitalizing the first letters is mandatory for the
following expressions: -
- Parties to the contract; e.g. Employer/Client/Contractor/
Engineer
- Space within the building; e.g. Bed Room, Toilet, Living
Room
- Contract documents; e.g. Bill of Quantity, Working
Drawing, Specification
 Do not use foot notes, do not underline within a sentence for
emphasis
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Thank You!