BLDG 515

SPECIFICATION WRITING

DEPARTMENT OF BUILDING,
FACULTY OF ENVIRONMENTAL DESIGN,
AHMADU BELLO UNIVERSITY, ZARIA
2021/2025 ACADEMIC SESSION SESSION
Dr. B. Umar
 COURSE OUTLINE
MODULE 1: Introduction MODULE 2: Principles of Specification Writing
i. General Introduction
1. Principles of Specification:
ii. Fundamentals of a contract Identifying what need to be specified
iii. Construction contract
a) Required (Specification) Criteria
iv. Formation of a construction contract
v. Construction contract documents b) Design-Build consideration
vi. Avoiding conflict between specification and c) Product Selection Process
other contract documents
vii. Functions and Importance of a specification
d) Writing the specification
document
2. Methods of writing specifications
viii. The need for a unique specification for every
construction project
ix. Roles and responsibilities in writing
specification
x. Coordination between professional in writing 2
 COURSE OUTLINE
MODULE 3: Writing the Specification MODULE 4: Grammar and Style

• Style of writing specification

 Language of writing specification
 Rules of specification writing • Grammar and Sentence Structure
 Types of specifications
• Important Considerations when
 Merit and de merit of each type of
specification developing your style of writing
 Area of Application of each type of
specification
 Other forms of specification
 Specifying workmanship
3
 COURSE OUTLINE
MODULE 5: Format and Sections MODULE 6: Trade Catalogue & Reference Standards

• The Use of Manufacturers information

• Development of Specification Formats
• Common Specification Formats • The Use of reference standards
• Sections of a Specification Documents
• The Use of emerging materials and systems.

4
 COURSE OUTLINE
MODULE 7: Automation of Specification
writing

• Automation in specification writing

MODULE 8:
• Systems and software

• Benefits, draw backs Practical Procedure For Writing

Specification

5
 Introduction
A written document, explicitly stating the requirements for a material, product, or
services for a proposed project.

Specification describes as accurately as possible the supplies, services or works that the
client requires in a clear language.

It may be a Definition or Description of the requirements; But may not necessary
prescribe how the outcome shall be achieved.

It form the basis of all offers.

 Measure performance of the project or the contractor.

BLDG 515
62022
 Fundamentals of a Contract
Contract:
• A contract is defined as an agreement which the law will enforce or recognize as
affecting the legal rights and duties of the parties. A contract can also be defined
as a promise or set of promises the law will enforce. (Sagay, 2018)
Elements of a valid Contract;

Intention to
Enter Legal
relations
Acceptance Consideration

Offer
Valid Capacity to
Contract Deliver
 Construction Contracts
• A construction contract is a legally binding agreement between two parties (Usually a
contractor and an employer) that outlines the terms and conditions of a construction project:
Scope
Schedule
Cost
Duties
Deliverables
Legal Rights
Disputes Resolution
Risks
 Formation of a Construction Contract

Bidding

Construction
Award
Contract

Contract
9
Bidding Documents

Invitation to Tender

Instruction to tenderers
Special Instruction to tenderers

Drawings
General & special SpecificationS
Unpriced Bills of Quantity
General Conditions of Contract
Special Conditions of Contract
Standard tender and Contract Form
10
Contract Documents

Bonds, Certifications
and Guarantees

Specifications

Priced Bills of Quantity

Drawings

Conditions of Contract

Agreements
BLDG 515
11
2022
 Description Contracts Documents
Documents General Specific
Description Description
Instructions to Guide to
tenderers Rule Books Bidders
Conditions of
contract Rules and
Responsibilities
Production Illustrations of
drawings the work
Specifications, Descriptions of
Trade Preambles Description the work
and Preliminaries of work
Bill of Quantities Cost list
Schedules of Task Schedule
work
 Avoiding conflict between specification and other contract document
 Importance of Harmony:
• Ensures smooth project execution.
• Prevents disputes and delays.
 Common Causes of Conflict:
• Inconsistent descriptions, quantities, or quality standards.
• Misalignment between specifications, drawings, and bills of quantities.
 Strategies to Avoid Conflict:
• Clear and Precise Specifications: Ensure alignment with drawings and contractual provisions (Olanrewaju,
2015).
• Coordinated Approach: Cross-reference specifications with drawings and bills of quantities (Ashworth,
2018).
• Standardized Formats: Use guidelines from the Nigerian Institute of Building (NIOB, 2020).
 Collaborative Practices:
• Regular reviews among architects, engineers, and quantity surveyors.
• Resolve discrepancies before finalizing contracts (Smith & Wyatt, 2019).
 Outcome:
• Cohesive contract documents.
13
• Minimized conflicts and successful project delivery.
What Functions Does Specification serve in a construction
Contract?

Specification as a contract document. It serves the following basic functions in a building

contract.

1. State the type and quality of every product that is to be used in the project

2. Describe the quality of workmanship required for every aspect of the work

3. State all the requirements for fabrication or installation of any item or

components

4. Describe allowances of works for developing work rates

5. Provide specific description of products alternatives BLDG 515

14
2022
 Why is Specification Important in a construction Contract?

1. Is an important Contract document: It state exactly what is to be done

2. Form a base for fair competition among prospective bidders:

3. Provide clarification: It Clarifies what may not be clear on drawings or other .

4. Serve As a Source of Information: Provide information relating to the contract

requirements.

5. A Demonstration of Statutory Compliance:

BLDG 515
15
2022
6. As A Means Of Communication: Provide an understandable means of communication
to all participant in the project.

7. As A Means Of Evaluating Performance Of A Contractor or a Project: Performance

of contractor is evaluated by measuring his adherence to the specification.

8. Conveys the level of quality or performance required: It speak in details the level of
quality, or performance expected of the end product.

9. As a briefing document and a record of decisions made:

10. As a Record:

BLDG 515
16
2022
11. A Cost Planning Tool: base on the material and workmanship specified in the
specification, contractor can easily plan cost for the work.

12. A project management aid;

13. An on-site manual

14. Basis for production of other documents

15. As evidence in disputes

16. As a resource in managing and maintenance of the facility.

BLDG 515
17
2022
 Why do We Need a Unique Specification for Every Project?

Every construction project need to have purposely written specification for the following:

1. Every project Is unique:

2. The industry constantly evolves;

3. The knowledge of materials, methods and systems:

4. The Financial Implication of the specification; Avoid going out of Specification

5. The technical Implication of the specification; Avoid under or over.

6. The need to have the just specification

BLDG 515
182022
 Roles of professionals in writing specification

 The Client and his Representatives

 The Design Team
1. Designers: Architects, Engineers etc.
2. The estimators, QS
3. The Builders,
4. Others: Professionals, Specialist, Fabricators, Sub-Contractors. Etc.
 The Construction Team
1. The professionals
2. Authorities
3. Contractor
4. Specialist
5. etc.
19
 Coordination Between Professionals
Importance of Coordination:
• Ensures seamless integration of design, planning, and execution.
• Reduces errors, delays, and cost overruns.
Key Professionals Involved:
• Architects, Builders, Engineers, Quantity Surveyors, Contractors, and Project Managers.
Strategies for Effective Coordination:
• Regular Meetings: Schedule frequent interdisciplinary meetings to discuss progress and resolve issues.
• Clear Communication: Use standardized communication tools and protocols to avoid misunderstandings.
• Integrated Software: Utilize Building Information Modeling (BIM) and other collaborative platforms for real-time updates and shared access
to project data (Azhar, 2017).
Roles and Responsibilities:
• Architects: Ensure design intent aligns with technical specifications.
• Builders: Oversee on-site construction, ensuring work adheres to design, specifications, and quality standards.
• Engineers: Verify structural, mechanical, and electrical systems are feasible and compliant.
• Quantity Surveyors: Ensure cost estimates and bills of quantities align with design and specifications.
• Contractors: Provide feedback on constructability and timelines.
Benefits of Coordination:
• Improved project quality and efficiency.
• Timely identification and resolution of conflicts.
• Enhanced teamwork and stakeholder satisfaction.
Challenges and Solutions:
• Challenge: Differing priorities among professionals.
Solution: Establish a unified project goal and decision-making framework.
• Challenge: Lack of collaboration tools. 20
Solution: Invest in training and technology for better integration.
Thank You.

BLDG 515 2022 21