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1 Specs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? Develop and/or Refine Specification Writing Skills Become aware of Project Manual and Product Data Pitfalls Examine MasterFormat, SectionFormat/ PageFormat and the NMS Find Resources No Specifier Should be Without Why are we here today??? Avoiding this!

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Page 1: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specs 101

Basics, Pitfalls

& Survival

Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer

4 LEARNING OBJECTIVES?

• Develop and/or Refine Specification

Writing Skills

• Become aware of Project Manual and

Product Data Pitfalls

• Examine MasterFormat, SectionFormat/

PageFormat and the NMS

• Find Resources No Specifier Should be

Without

Why are we here today??? Avoiding this!

Page 2: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Why Specs 101?

To be clear, concise & coordinated

Reduce risk, errors & omissions

Avoid conflicts between drawings,

specifications & bid form

Avoid duplication

Maintain professional image of firm

Maximize profit

Specifier Skills

• Specification Purpose

• Project Manual

• Types of Specifications

• Spec Definitions

• Language

• 50 Divisions

• MasterFormat

• SectionFormat/

PageFormat

• Function of Section

Parts

• Reference Standards

• NMS

• Office/In-House

Masters

Specifier Skills Continued

• Division 00

• Division 01

• Quality Control

– Responsibility

– PR Plan Review

– Liability

– Due Diligence

• Expanded Spec Notes

• Environmental Spec Notes

• Document Storage and Retrieval Issues

• Product Data Pitfalls

• Training Types/Source

Page 3: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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What is the purpose of the

construction specification?

The purpose of the construction, demolition

or remediation specification is to clearly

communicate the owner’s expectations to

the contractor in a manner that is fair and

equitable.

Construction Specifications

• Detailed, standardized information about construction materials

• Specs are that portion of the Contract Documents, wherever located and whenever issued, consisting of the written requirements and standards for products, systems, workmanship, quality and the services necessary for the performance of the Work.

Specification Writers

• Specification Writers, Spec Writers or Specifiers, work to interpret construction documentation, such as specifications, drawings and schedules, as assist other members of the construction industry in interpreting architectural drawings, ordering products, and developing detailed bidding procedures and contracts.

Page 4: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specification Writers Cont’d

• Their task is to improve the coordination and dissemination of information relevant to the construction process.

• Provide documents that clearly identify and define the owner’s requirements for a given project, so that the contractor understands the project expectations and is aware of any risks.

Specifications • From the CSC Course Specifier 1:

• Define qualitative requirements for all products, materials and systems to be used on the project, as well as the standards of workmanship required for their effective installation and use.

• Drawings indicated the quantities of any materials used, where and how they are to be used, and how the materials interface with other systems.

Specifications • Specs must harmonize with the architect’s,

engineer’s or designer’s drawings, as well as the other consultant’s dwgs & specs

• Because specs provide material information and recommendations to the entire project team, writing a spec requires a thorough understanding of construction materials and how the materials are effectively and safely used.

Page 5: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specifications

• Product research goes beyond the under-standing of materials; research must also take into consideration the particular project’s requirements, local jurisdictional rules and regulations, knowledge of suppliers, an understanding of maintenance and replacement services, the expected life cycle of the materials and other cost factors.

• Examples, municipal waste targets, recyclability at end of product life

Specifications • Specifiers must understand the conceptual

project documents so that they can discuss all risks with the parties involved.

• Example, costs of design by change order, dollars, time delays, overall project schedule, occupancy date

Specifications

• Spec type, project delivery and staging are determined at the beginning of conceptual design. However, these may change up until the design development drawings are complete. The specifier must be able to adapt and write the spec accordingly, and so must know how to create and work with each type of project delivery method.

Page 6: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specifications

• While the construction industry grows and changes - there are constantly new technologies and new techniques used to create innovative design - the role of the specifier remains as critical as ever.

• A good specifier recognizes that every project is unique and has it’s own exciting challenges.

Contract Type

• Given our time limit today, we will focus on

specs as they relate to the Canadian

Construction Documents Committee CCDC

2 Stipulated Price Contract and the Federal

Government Treasury Board (TB) Standard

Acquisitions Clauses and Conditions

(SACC) Lump Sum Contract relating most

comments to the architectural portion of the

work.

Stipulated Price or Lump Sum

• Most common contract type, competitive

bidding or direct negotiation with

Contractor for stipulated cost for the entire

project

• Centralization of responsibilities: one

owner, one contractor and one construction

contract; roles and responsibilities of

participants are simplified and definable

Page 7: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Stipulated Price or Lump Sum

• Even though a contractor may subdivide the

work into subcontracts, the contractor

remains responsible for all work required to

fulfill the single contract.

• This contract provides clearly defined roles,

liabilities, rights and interests, while clearly

defining risk to both parties.

Stipulated Price or Lump Sum

• Lines of communication are all clearly

defined and simplified.

• A stipulated price or lump sum contract

type is appropriate where the scope of task

and the products or services required can be

well defined for purposes of bidding.

• Not often used for single family homes.

Project Delivery Method

• Construction project team: 3 primary parties

– Owner

– Client

– Consultant (architect or engineer)

– Builder or General Contractor

• For today we will concentrate on

Design/Bid/Build

Page 8: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specification Training

• Construction Specifications Canada CSC

offers 4 courses every specifier should take:

• Principles of Construction Documentation

• Specifier 1

• Specifier 2

• Construction Contract Administration

• www.csc-dcc.ca

Project Manual

• In CCDC 2 Stipulated Price Contract, the

Contract Documents consists of drawings,

specification, cost estimates, agreement

formerly bid form, definitions, general

conditions, etc.

• The Specification is only one part of the

contract documents.

Project Manual

• In PWGSC for federal government work the

Project Manual consists of drawings,

specification, cost estimates, bid and

acceptance form, general conditions, etc.

• The Specification is only one part of the

project manual. PWGSC Deputy Minister

directives now refer to the project manual

not to the specifications.

Page 9: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Types of Specifications

• Proprietary or Base Bid (trade name)

Specifications

• Prescription (ingredient) Specifications

• Performance (criteria) Specifications

• Outline Specifications

Specification Definitions

• Proprietary or Base Bid (trade name) Specifications specify one or more trade, brand or manufacturers names to identify the product.

• Prescription (ingredient) Specifications specifies the properties required of a product, and the workmanship required to fabricate, erect and install. It does not state the result.

Specification Definitions Cont’d

• Performance (criteria) Specifications

specifies the performance required of the

end product or assembly. It states the results

to be achieved, giving the Contractor the

freedom to choose the means and methods.

• Outline Specification specifies a table of

contents and a preliminary list of selected

materials.

Page 10: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specification Definitions Cont’d

• Master Specifications include paragraphs

that describe the most commonly used

products and construction alternatives, in a

framework that requires the specifier to

delete or edit the text to suit the project.

• Example: Office Master Specifications can

have both narrow scope and broad scope

Division 01 and technical sections.

Specification Definitions Cont’d

• Guide Specifications include information

of a general nature applicable to products

and construction methods. The specification

may include several choices of products and

methods from which the specifier selects

appropriate or desired ones for the project.

• Example: Canada NMS - National Master

Specification, US AIA MasterSpec

Specification Definitions Cont’d

• Broadscope/Narrowscope as the term implies, the Section covers a broader scope of work or a narrower scope. These terms have been replace by Level 1 Division, Level 2 Broadscope, Level 3 Mediumscope, Level 4 Narrowscope.

• “Terrazzo” for example is a broadscope section, “Precast Terrazzo” is a narrowscope section.

Page 11: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Specification Definitions Cont’d

• A Division is the permanent, unchanging

framework of the 50 Divisions as set out in

the MasterFormat 2011.

• A Section denotes a unit of work, a single

entity that generally describes particular

materials or products and their installation,

application or erection.

Language

• Vocabulary: know correct terms and

meanings of words and how to use them

within specifications.

• Spelling and word use: understand the

importance of correct spelling, use of

abbreviations and symbols, metric terms

and numbers.

Language Continued

• Grammar: recognize grammar and

sentence structure appropriate for

specification writing.

• Style: understand the need for simple direct

language and how to write using it.

• Specifications follow writing rules. These

rules are proper vocabulary, correct and

precise grammar, consistent style and

accuracy in detail and statement.

Page 12: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Language Continued

• Once specifiers understand these rules and

are able to apply them, they will follow a

format and their work becomes clearer.

• Clear and consistent writing is necessary

for:

• Obtaining the correct systems and products

for the project,

• Making the bid process as fair as possible,

Language Continued

• Clear and consistent writing is also

necessary for:

• Reducing errors,

• Reducing disputes, and

• Enforcing the requirements of the

construction contract.

Language Continued

• A successful spec avoids disputes about

meaning by:

– Proper vocabulary with enforceable

statements,

– Correct and precise grammar,

– Consistent style throughout the project

manual, and

– Accuracy in detail and statement.

Page 13: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Language Continued

• The NMS uses Prescription and

Performance Specs that aim to achieve a

standard of performance by using

imperative language and reference

standards by recognized standards writing

bodies.

• Imperative language examples: “Supply and

install...” not “The Contractor shall supply

and install…” Using the colon “:” or “shall

be” not “will” “should” “can” “may”.

Language Continued

• Performance Specs are short, simple, clear

and specific.

• No narrative descriptions.

• Avoid repetition.

• Eliminate possibilities for subjective or

multiple interpretations by specifying detail

beyond reference standard minimums. For

example, door closers, additional

performance criteria specified “tested to

10,000,000 cycles”.

Vocabulary

• Simplify

• Clear, simple, unambiguous

• Words that do not require a dictionary or

legal consultation

• Two words may appear to have the same

meaning

– Repair any cracks could mean only those

selected by the contractor

– Repair all cracks definitely means every crack

Page 14: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Vocabulary

• Within 1 project manual, a particular word

should be used with only one meaning; the

same word should be used whenever that

specific meaning is intended.

• **Carefully select and use each word in

context with it’s precise meaning.**

• Any/all, flammable/inflammable,

amount./quantity, balance/remainder, etc.

Trade Name vs Product Name

• In the construction industry, it is common to

use a trade name for a product although we

really mean that product and any

competitors’ similar products.

• Example, “drywall” when we mean

“gypsum board” or “gypsum panels”.

Trade Name vs Product Name

• It is important to use a generic term to avoid

precluding an otherwise equal product.

• “Firecode C” or “Type X” are trade names.

Generic term is fire-rated gypsum board.

• “Styrofoam” is a trade name. Generic term

is “rigid extruded foam insulation”.

Page 15: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Spelling and Word Use

• Be correct and consistent. Incorrect spelling

distracts the reader, while correct spelling

allows the reader to focus on the meaning.

• Designate a particular dictionary as the

office standard for spelling.

• Office may establish a preferred word list

for spellings that do not agree with a

dictionary.

• Examples

Spelling and Word Use

• According to Construction Specifications

Canada, it is a matter of opinion, but one

that is common among Canadian

specification writers, that Canadian spelling

should be used in Canadian specifications.

American spelling is technically correct, but

Canadian spelling is the better choice.

Spelling and Word Use

• Because the law of Canada applies to our

construction documents in Canada,

Canadian spelling is recommended

throughout project documents.

• You may need to set the default dictionary

in your computer software packages to

English Canada or English UK.

Page 16: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Spelling and Word Use • Examples

• Advice is used in Canada as a noun. Advise

is a verb.

• Calk should be caulk

• Catalog should be catalogue

• Color should be colour

Spelling and Word Use

• Database should be data base

• Defense should be defence

• Facia should be fascia

• Labor should be labour

• Gage should be guage

• Lite should be light

Spelling and Word Use

• Mockup should be mock-up

• Molding should be moulding

• Nite should be night

• Practice is used in Canada as a noun.

Practise as a verb

• Programme should be program

• Sub-contractor should be subcontractor

Page 17: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Abbreviations & Acronyms

• Oversimplifying can be problematic

• c/w for complete with is distracting since

readers need to think through it and may

stumble over it.

• A&A inconsistent within the industry, ex

CT ceiling tile or ceramic tile?

• Gypsum board is it GWB, GB, GYP BD or

something else

Abbreviations & Acronyms

• A&A must be easily understood

• A&A vary considerably between consultant

firms, design office, contracting firms and

industry organizations. Users of both

drawings and specs must understand the

meaning. Spell it out the 1st time it is used.

Abbreviations & Acronyms

• MasterFormat had assigned a section

number 01 42 13 Abbreviations and

Acronyms, which federally PWGSC uses

for it’s 11 pages of alphabetically listed

A&A.

• It uses article headings such as:

Materials, Equipment and Methods;

Page 18: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Abbreviations & Acronyms

• Standards Organizations; Federal

Government Departments and Agencies,

Provincial Government Departments and

Agencies, International Government

Departments and Agencies, Units of Metric

Measure, Units of Imperial Measure, LEED

Terms, etc. You may want to develop an

office/in-house A&A master.

Symbols & Expressions

• Use only those that are common throughout

the industry such as:

• # for pound or number

• % for percent

• “ for inches of measurement or seconds of

time, ‘ for feet of measurement or minutes

of time

Symbols & Expressions

• ° for degree

• / for per (forward slash)

• + for plus

• - for minus or to separate dimensional

measurements

• kg for kilogram

Page 19: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Symbols & Expressions

• x for “by” as in 1220 mm x 2400 mm; or as

a multiplier

• m for metre

• mm for millimetre

• kPa for kilopascal

• MPa for megapascal

Miscellaneous Rules

• It is the specifier’s job to minimize disputes

in the bidding process and on the jobsite.

• Minimize use of parentheses and quotation

marks, an exception, five (5)

• Both drawings and specs should reference

the material with the same term and only

that term. Use of multiple terms reveals a

lack of coordination.

• Omit underscoring completely. Do not use

italics, boldface or capitals.

Numbers or Numerals

• Use numbers or figures rather than words

by following these suggestions:

• Write numbers less than 13 in words, over

13 in arabic numerals

• Use numbers for dimensions, degrees of

temperature, percent, dollars and cents

Page 20: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Numbers or Numerals

• Express clock time and dates in numbers on

the 24 hour clock, exceptions noon or

midnight, noon not 12 noon or 12:00 pm

• Use numbers for decimals, use zero to the

left of numbers less than one

• Omit unnecessary zeros in time/money

Numbers or Numerals

• Use individual keys for fractions for

uniformity

• When spelling out dimensions, use mm or

m, separate numbers>4 digits with a space

in groups of three

• When associated with a number use

characters such as 16 sq m

Numbers or Numerals

• Separate expressions with a slash for per

without separating spaces between

characters, 0.01l/s/m²

• Dimensions should appear on the same line

and not separated by two lines, use hard or

connecting spaces in your word processor

or spec editor. Do not permit them to be

word wrapped over 2 lines.

Page 21: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Masterformat • MasterFormat is a master list of numbers

and titles for the construction industry

produced, published and owned jointly by

CSC - Construction Specifications Canada

and the CSI - Construction Specification

Institute in the U.S.A.

• The NMS and federal DND, PWGSC, CSC

and several private master spec section

numbers and a lot of manufacturers product

data sheets are based on MasterFormat.

50 Divisions

Division 00 – Procurement And Contracting Requirements

Division 01 - General Requirements

Division 02 – Existing Conditions

Division 03 - Concrete

Division 04 - Masonry

Division 05 - Metals

Division 06 – Wood, Plastics And Composites

Division 07 - Thermal & Moisture Protection

Division 08 - Openings

50 Divisions Continued

Division 09 - Finishes

Division 10 - Specialties

Division 11 - Equipment

Division 12 - Furnishings

Division 13 - Special Construction

Division 14 - Conveying Equipment

Division 21 – Fire Suppression

Division 22 - Plumbing

Page 22: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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50 Divisions Continued

Division 23 – Heating, Ventilating and

Air Conditioning

Division 25 – Integrated Automation

Division 26 – Electrical

Division 27 – Communications

Division 28 – Electronic Safety and

Security

Division 31 - Earthwork

50 Divisions Continued

Division 32 – Exterior Improvements

Division 33 – Utilities

Division 34VAR – Transportation

Various

Division 34ENG – Transportation

Engineering

Division 35 – Waterway and Marine

Division 40 – Process Integration

50 Divisions Continued

Division 41 – Material Processing and Handling Equipment

Division 42 – Process Heating, Cooling, and Drying Equipment

Division 43 – Process Gas and Liquid Handling, Purification, and Storage Equipment

Division 44 – Pollution Control Equipment

Page 23: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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50 Divisions Continued

Division 45 – Industry-Specific

Manufacturing Equipment

Division 48 – Electrical Power

Generation

50 Divisions Continued

• NMS Performance Based (Design Build) Masters do not use the 50 Division format. They are for design-build and project management delivery methods.

• Sections are identified by Uniformat numbers, an alpha numeric system. For example, Section A1010 Standard Foundations.

• The section technical content is in the standard NMS, 3 part section format.

Internal or Office

Master Specification

• Usually developed by an employee

• May or may not be based on an industry

master such as NMS or AIA MasterSpec

• May reflect only one approach or may

not be consistent in language, acronyms

• Frequency of updates to materials,

installation and reference standards is

time consuming and expensive

Page 24: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Internal or Office

Master Specification Cont’d

• Software compatability with sub-

consultants

• Experience of in house specifiers

• Experience of other occaisional in house

users, architects, engineers, technologists,

interior designers, CAD operators

• Product library

• Available budget for reference standards • Quality control/quality assurance process

Internal or Office

Master Specification Cont’d

• Is it based on MasterFormat 2011?

• Does it follow SectionFormat-

PageFormat 2008?

• Internal policy on detailed performance

criteria vs trade name only

• Coordination with drawing notes

• Coordination of abbreviations and

acronyms between spec & dwgs

NMS National

Master Specification

• The National Master Specification

(NMS) was developed in the early 1970s

as the Government of Canada Master

Construction Specification (GMS). For

Federal Government departments and

agencies the use of the GMS became

official in September 1974 when

Treasury Board approved its continued

development.

Page 25: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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NMS National Master

Specification Continued • It became the NMS in 1976 when

Construction Specifications Canada (CSC) formerly Specification Writers Association of Canada (SWAC) provided more private sector input and made it a truly national master construction specification for use by both the public and private sectors. It contains approximately 725 master specifications in both English and French.

NMS National Master

Specification Continued

• Each of the sections is designed to be

edited from the original master to

produce a project specific document.

• It is intended for use by the federal

government, other public organizations

and the private sector in the preparation

of construction and renovation contract

documents.

NMS National Master

Specification Continued

• The NMS is organized using the MasterFormat and UniFormat numbering system and the SectionFormat-PageFormat three-part style of presentation.

• PWGSC NMS Secretariat web site http://www.tpsgc-pwgsc.gc.ca/biens-property/ddn-nms/index-eng.html or

• www.tpsgc-pwgsc.gc.ca/biens-property/sngp-npms/tech/ddn-nms-eng.html

Page 26: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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NMS National Master

Specification Continued • MasterFormat, UniFormat and

SectionFormat-PageFormat are

construction format documents which are

produced, published and owned jointly by

CSC - Construction Specifications

Canada and the CSI - Construction

Specification Institute in the U.S.A.

• Both organizations are not-for-profit

professional construction associations.

Tools Within The Tool

of a Master Specification

• Reference Standards

• SPEC NOTES

• Square Brackets [______]

Reference Standards

A master or guide specification uses

recognized third party reference standards

to ensure quality of work and work

practices.

Page 27: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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What is the Purpose

of a SPEC NOTE? A SPEC NOTE is a guide within the master

specification that assists the specifier to make appropriate choices. There are four different kinds of SPEC NOTE in the NMS

• SPEC NOTE DESCRIPTION

• SPEC NOTE SUPPORT

• SPEC NOTE ENVIRONMENTAL

• a general SPEC NOTE

What is the Purpose

of a SPEC NOTE?

SPEC NOTE EDUCATIONAL

• In an office/in house master spec, you may need explanatory material if your designers do not write specs frequently, for example, if you do not use galvanizing to ASTM A123/A123M on a regular basis you may need an explanation of the Coating Grades, ie in Table 2 Coating Grade 85=600 g/m2

• The NMS does NOT use educational spec notes.

Square Brackets

Everywhere you see a square bracket in the

master specification it means the specifier is

expected to make a choice or take an action.

Page 28: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Rules To Live By

• Be Clear

• Be Correct

• Be Concise

• Be Consistent

• Be Accurate

• Some say the 4 Cs = Accurate

• 5th C could be Co-ordination

Section Format

• The NMS, DND, CSC and PWGSC master

specs follow the “Three Part Section

Format for Construction Specifications”

published by CSC/CSI in

SectionFormat/PageFormat 2008.

• A Part is an organizational device to divide

the Section into three distinct categories of

related information.

Page 29: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Section Format Continued

• The Section Format establishes the order for

clauses. It also defines what is intended to

be included in each clause under “Detailed

Description of SectionFormat”.

• The #1 most abused clause in the project

specification is in Part 1 General, the clause

titled “Related Sections”.

Section Format Continued

Related Sections

• “List other sections dealing with work

DIRECTLY related to this section. Listing

should be limited to other sections with

specific information that the reader might

expect to find IN THIS section and to those

actually referenced in the section.” (not just

generally related to the topic, or vaguely

related)

Section Format Continued

Related Sections

• “For example, if hardware for aluminum

entrances is specified in the aluminum

entrance section, a cross reference would be

appropriate in the finish hardware section.”

• Handout

Page 30: Specs 101 Basics, Pitfalls & SurvivalSpecs 101 Basics, Pitfalls & Survival Cathy Ferren-Palmer MAATO Architectural Technologist and Specification Writer 4 LEARNING OBJECTIVES? •

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Section Format Continued

Related Sections

• “References to procedural matters in

Division 01 generally should not be

included here. If the related work is ‘by

owner,’ it would be appropriate to reference

Division 01, Section 01 11 00 – Summary

of Work, where provisions could reference

other documents.”

Section Format Continued

Related Sections

• The PWGSC/DND Regional Specifiers Group (now the NMS National Technical Committee) voted in May 2005, unanimously to delete all related sections clauses from project specifications wherever possible. Related sections clause is to be used only for items normally included in the section which for some reason are specified elsewhere. It is a good practice for all specs.

Section Format Continued

References

• “List standards referenced elsewhere in the section, complete with designations and titles. … This article does not require compliance with standards, but is merely a listing of those used. The references listing MUST be edited for each project to correspond with codes and reference standards that are listed in other articles of the section.”

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Section Format Continued

References

• “This article is primarily used for

government work and is usually omitted for

private work.”

• The edition DATE of the code or standard

is critical to the technical content for details

of type, grade, class, finish, quality,

function, etc. applicable at the time of

bidding.

Section Format Continued

References

• Section 01 61 00 Common Product

Requirements, paragraph title 1.3

References, sub-paragraph 1.3.5 specifies,

“Conform to latest date of issue of

referenced standards in effect on date of bid

posting”.

Section Format Continued

Samples vs. Field Samples

• Samples under Submittals “Describe specific types of samples to be submitted for review.”

• Field Samples under Quality Assurance “Include statements to establish standards by which the work will be judged. Field samples are physical examples illustrating finishes, coatings, or finish such as concrete, brick or stone.”

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Anatomy of a Section

• Header and Top Line

• Footer

• Structure – 3 Parts, Part 1 – General,

Part 2 – Products, and Part 3 - Execution

• Article Titles

• Subordinate Paragraphs

• Subparagraphs

Header

• Project Title

• Section title

• Section number

• Date

• Top Line

Spec Notes

General, Description, Environmental

Parts and Articles

Page 1

Header Info on

every page

Articles

Paragraphs

Square brackets or

options

Solid line footer

Intermediate

Pages

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Header info

Paragraphs

End of Section

footer line with

END in the

middle

Last Page

Function of Section Parts

• Part 1 covers those general areas of

concern which relate to the work and which

define the general administration and

technical requirements specific to a

particular Section.

• Part 2 defines, in detail, the acceptable

equipment materials, fixtures, mixes, and

fabrications, ie “product” items to be

incorporated into the work.

Function of Section Parts Cont’d

• Part 3 describes, in detail, the manner in

which items covered by Part 2 are to be

incorporated into the work.

• Titles for the three part are comprehensive

in nature, assigned to preserve consistency.

– Part 1 - General

– Part 2 - Products

– Part 3 - Execution

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Use of the Master Spec

Materials and Methods

• Reference to materials and methods in the

master does not necessarily represent a

departmental or owner standard for any

particular project or preclude the use of

other materials or methods. It is just a

guide.

Use of the Master Spec

Materials and Methods Cont’d

• For all projects, due consideration must be

given to the appropriateness of materials

and methods for the intended uses.

• A guide spec is for end-user specification

writers and is intended to be edited to suit

project-specific criteria.

Use of the Master Spec

Contract Documents

• The NMS or office/in-house master should

be used as the base document for the

production of construction specifications

component of the project manuals. The

NMS must be used for all new construction

and renovation work done for or by

PWGSC for federal government projects.

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Use of the Master Spec

Contract Documents Cont’d

When preparing the construction project manual, use the latest release of the National Master Specification (NMS) amended by the Owner or Government or an office/in-house master, to the maximum extent to which it is applicable, subject to the consultant’s over-riding responsibility for the content of the construction project specification.

Use of the Master Spec

Contract Documents Cont’d

Edit, amend and supplement the master as

required to produce a project manual that is

appropriate to the circumstances of the

project and free from conflict and

ambiguity.

Trade Names

• Pros – get the product you or your client

wants, quick, easy

• Cons – limits competitive bidding,

encourages bid rigging, no detailed

prescriptive or performance criteria to

evaluate substitutions against

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Trade Names Continued

• Examples

• Door closer: LCN 4040

• Fibre cement siding/panels: James Hardie

products

• Hybrid roof insulation system: Roxul

• Photoluminescent exit signs: PNA Group

TB Trade Name Policy

• Treasury Board Trade Name Policy does

not allow the use of trade names in contract

documents for federal government projects.

• Where a trade name is specified, EVERY

product available on the NAFTA and WTO-

ATP markets must be listed not just a few.

• “approved equal” “similar to” etc. are not

allowed under the policy.

TB Trade Name Policy • Treasury Board Trade Name Policy

• http://www.tbs-sct.gc.ca/pubs_pol/dcgpubs/Contracting/contractingpol_2_e.asp

• 10.5.1a Under the North American Free Trade Agreement and the World Trade Organization - Agreement on Government Procurement, technical specifications laying down the characteristics of the products or services to be procured, …

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TB Trade Name Policy • such as quality performance, safety and

dimensions, symbols, terminology, packaging, marking and labelling, or the processes and methods for their production and requirements relating to conformity assessment procedures prescribed by the contracting authority, shall not be prepared, adopted or applied to create unnecessary obstacles to international trade. Technical specifications prescribed by contracting authorities shall, where appropriate:

TB Trade Name Policy

• 10.5.1a continues with sub-paragraphs:

• 1. be in terms of performance rather than

design or descriptive characteristics; and

• 2. be based on international standards,

where such exist; otherwise, on national

technical regulations, recognized standards,

or building codes.

TB Trade Name Policy

• 10.5.1b Under NAFTA and WTO-AGP, there may be no requirement or reference to a particular trademark or trade name, patent, design or type, specific origin, producer or supplier, unless there is no sufficiently precise or intelligible way of describing the procurement requirements and provided that words such as "or equivalent" are included in the tender documentation.

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TB Policies & Publications

• http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12044

• Some of the related policies & procedures

• Management of Real Property

• Accessibility http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12044&section=text

• Fire Prevention

• Federal Identity Program http://www.tbs-sct.gc.ca/fip-pcim/man-eng.asp

• Environmental Guide, etc.

Reference Standards

• Legally, to be enforceable, a reference

standard in the specification must be of the

exact designation, number, edition date and

title in effect on the “project date” contained

in the header of specification sections.

• Out of date and withdrawn standards cannot

be enforced and will not stand up in court.

Reference Standards Cont’d

• Types, grades, classes, strengths, tables,

clause numbers, functions, finishes,

exposure classes, slip resistence, thickness,

tolerances, etc. vary considerably between

edition dates and the specifier is responsible

to research and use those applicable as of

the “project date” established on the

drawing title blocks and specification

headers.

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Reference Standards Cont’d

• In house master specifications need to be

updated regularly to assist you in this

process, but you are ultimately responsible

for each of your projects.

• Keeping an in house master up to date is

less time consuming than doing the same

research on every project, to maximize

profit keep your masters current.

Reference Standards Cont’d

• NMS Section 01420 References was

withdrawn. Examples of Standards Writing

Bodies are ASTM, ANSI, CSA, CGSB,

NFPA, ULC, ULI, FCC, AASHTO,

AWI/AWMAC/WI, ASHRAE, CCDC,

AWWA, CGA, CRCA, MPI, TTMAC,

CSDFMA, CSSBI, IEEE, MSS, NEEMA,

NBC, NFC, NPC, CEC, OBC, OFC etc.

• Most have searchable web sites for their

publications.

Office or In-House Masters

• Buy or develop “Office” or “in-house”

masters for architectural, civil, municipal,

structural, environmental, mechanical,

electrical, marine and commissioning.

• Make them available to all sub-consultants

and designers on the project. The whole team

must use the same style, language, format,

headers, parties to the contract, etc.

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Division 00 in Private Sector

• Division 00 in the private sector is based on

the CCDC Canadian Construction

Document Committee bid form, general

conditions, etc. and the other Division 00

and Division 01 specification sections.

• CCDC documents are available from

various professional associations.

Division 00 in Federal Gov.

• Front and back cover, instructions to bidders, general conditions, bid and acceptance form, etc. are prepared by the Federal Contracting Department /Contracting Authority, often PWGSC.

• PWGSC Division 00 documents are available on the SACC Manual Web site: www.pwgsc.gc.ca/sacc/choice-e.html

Seals Page

• The NMS Section 00 01 07 Seals Page is intended to bear the seals of all professionals responsible for sections in the Project Manual including OBC BCDN.

• Ensure all the required sub-consultants have signed and sealed this page.

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Specification Title Page

• Project identification must be identical on all the documents in the project manual.

• The Project Title in the body of the page must match exactly the drawing title block, letter for letter, spaces, punctuation, capital letters, blank lines, etc.

• The Project Number must match exactly.

• The Project Date must match exactly.

Division 01 in the NMS

• Division 01 in the NMS was totally rewritten and reorganized in Dec. 1998.

• There are no longer a separate Division 01s for federal government and private sector.

• As a national document, many Ontario users have had to make significant revisions to the NMS masters. Ensure you use the regionally updated versions if your client has one.

Not the intention of the section on

temporary utilities.

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Green Wash

• How green is green?

• Many consultants, companies, product

manufacturers and contractors claim to be

“green, sustainable, environmentally

friendly” however, not all products and

companies can back this up with proof

through 3rd party testing and recycling or

reclamation programs in place today.

• BEWARE of false or unsubstantiated

claims of green products and practices.

Green Wash Continued

• Please be cautious, be warned that claims of

recycled material content are misleading.

We want to make sure that the recycled

content %s are post-consumer. That is it’s

not just a manufacturer putting trimming

scraps back into the beginning of the

process.

• BEWARE of false or unsubstantiated

claims of recycled content in products.

Divisions 02 to 49

Environmental Sections • 02 41 13.14 Asphalt Paving Removal

• 02 41 16 Structure Demolition

• 02 41 16.01 Structure Demolition - Short

Form

• 02 41 19 Selective Structure Demolition

• 02 41 20 De-commissioning and Removal

of General Purpose (GP) Fume Hoods

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Divisions 02 to 49

Environmental Sections • 02 41 23 Selective Site Demolition

• 02 41 99 Demolition for Minor Works

• 02 42 03 Deconstruction and Waste Products

Workplan Summary

• 02 42 13 Carpet Reclamation

• 02 42 92 Deconstruction of Structures ORspec

• 02 43 13.05 Historic – Structure Relocation

• 02 50 13 Management of Toxic Waste

• 02 61 00.01 Soil Remediation

Divisions 02 to 49

Environmental Sections

• 02 61 33 Hazardous Materials

• 02 65 00 Underground Storage Tank

Removal

• 02 65 01 Aboveground Storage Tank

Removal Orspec

• 02 81 01 Hazardous Materials

• 02 82 00.01 Asbestos Abatement -

Minimum Precautions

Divisions 02 to 49

Environmental Sections • 02 82 00.02 Asbestos Abatement -

Intermediate Precautions

• 02 82 00.03 Asbestos Abatement -

Maximum Precautions

• 02 83 10 Lead-Base Paint Abatement –

Minimum Precautions

• 02 83 12 Lead-Base Paint Abatement –

Intermediate Precautions

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Divisions 02 to 49

Environmental Sections • 02 83 13 Lead-Base Paint Abatement –

Maximum Precautions

• 02 83 20 Lead Paint and Lead Products

[Removal] [Installation]

• 02 84 00 PCB (Polychlorinated Biphenyl)

Abatement

• 02 84 11 Polychlorinated Biphenyl

Remediation – Lighting Ballasts ORspec

Divisions 02 to 49

Environmental Sections • 02 85 00.01 Mould Remediation-Minimum

Precautions

• 02 85 00.02 Mould Remediation-

Intermediate Precautions

• 02 85 00.03 Mould Remediation-Maximum

Precautions

• 02 87 00 Guano Remediation ORspec

Specifying for the

Environmentally Sensitive • Educate yourself, don’t try to fake it.

• Your client may not know where to start.

• Understand that environmental sensitivity/

multiple chemical sensitivity is a recognized

disability in Canadian law.

• Be familiar with the resources available

from CMHC, Women’s College Hospital

Environmental Health Clinic, etc.

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Quality Control

• Responsibility: In preparation of project specifications use the National Master Specification (NMS) or your office/in-house architectural, structural, mechanical, electrical, civil and other specification masters to maximum extent to which it is applicable, subject to your overriding responsibility for the content of the project specification and spec related drawing notes.

Quality Control Cont’d

• Select masters considering construction cost

estimates and complexity or simplicity of

the project.

• The use of the master specification systems

does not relieve the Consultant/Specifier of

the responsibility for the content of project

specifications.

Quality Control Cont’d

• The Consultant/Specifier is responsible for

correctly up-dating, editing, amending

working copies, using the CURRENT

designation, date, title and CONTENT of

referenced standards, co-ordinating and

proofreading and for writing special

sections which are not available from

master systems.

• Claims outcomes will depend on this.

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Quality Control Cont’d

• Reference standards on drawings must

match information in the specs, example, do

not put “AWMAC standards” on a millwork

detail, the correct reference is

AWI/AWMAC/WI AWS-2009. The

“quality standards” were superceded in

2009 when they jointly published the AWS

or Architectural Woodwork Standards

Edition 1 which was a major re-write.

Quality Control Cont’d

• Reference standards or details on drawings

must match information in the specs,

example, use the detail number and name

exactly for TTMAC tile installation manual

not some short form of it. Maximize profit

by not re-drawing TTMAC details, copy

them as a block or leave it to the proper

detail number in the specifications.

Quality Control Cont’d

• The same applies to other standards writing

publications such as:

• CRCA roofing and flashing details,

• CGSB chain link fence details,

• OPSD site work details or

• AWI/AWMAC/WI AWS CAD details that

come on the DVD.

• Say it once say it right/draw it once draw it right.

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Quality Control Cont’d

• Your Plan Review/Quality Assurance

plan requires you to thoroughly review

the plans and specifications submitted for

adherence to the owner’s and industry

standards and guidelines, technical

competency, errors, omissions, etc.

• Liability is shared among all members of

the project team. Each person is

responsible for their specialty.

Quality Control Cont’d

• Due Diligence requires you to maintain

your level of competence in materials,

methods, reference standards, policy,

environment, demolition, regulations, etc.

• Expanded Spec Notes have been added

to many masters by Owners to further

assist you in the editing process.

Quality Control Cont’d

• Due Diligence requires you co-ordinate

specs, drawing notes and front end

documents. You may have to educate the

people doing the drawing notes on

conflicts between drawings and specs,

and drawing notes and Divisions 00 and

01.

• Examples, 12.7 mm vs 13 mm gyspum

board, vapour barrier vs. moisture barrier

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Quality Control Cont’d

• Example, structural drawing note quotes

withdrawn and cancelled CSA standard,

spec has current CSA standards. • In CCDC 2, GC 1.1.7 .1the technical specs have

priority over schedules and drawings.

• In fed gov SACC and Division 01, technical specs

have precedence over drawings and details.

• Avoid potential conflicts by not putting specification

notes on drawings, say it once, say it right.

Quality Control Cont’d

• Example, drawing notes conflict with

parties to the contract named in CCDC or

SACC. • If the sub-contractor for a particular specialty is

NOT a defined party to the contract as defined in

CCDC or SACC, do not specify that sub-contractor

in drawings notes. That sub-contractor has no legal

standing in the contract, no responsibility and it only

adds confusion and the opportunity for conflict,

changes and delays. Repeating a bad drawing note

does not make it any better, just a liability.

Quality Control Cont’d

• Environmental Spec Notes have been

added to the NMS in some sections to

alert you to materials, methods,

guidelines and other things that

significantly affect, “how green” a

particular specification section is.

Sometimes it is advisable to include some

of the text of the environmental spec note

in the bid document for clarity.

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Quality Control Cont’d

• Environmental articles and clauses are

not simply in or out. Some fFactors

include: • LEED, to what level

• Green Globes, how many globes

• Client Green Policy, Tenant Green Policy

• Contracting Authority Green Policy

• Provincial/Territorial 3Rs programs

• Municipal landfill diversion, mandatory targets

Product Data Pitfalls

• Most manufacturer’s product data sheets are not updated regularly.

• They frequently reference out of date or withdrawn reference standards.

• Specifiers must check standard numbers, dates and titles with the standards writing body and contact the manufacturer for up to date testing on their products.

Product Data Pitfalls

• In the forensic specification work I have done for the courts, judges have often ruled that the design professional “ought to have known” all the prescriptive and performance characteristics of the material specified or indicated on the drawings, that it is their “duty” to know.

• Forensic specification writers are hired by consultants, lawyers for either side in the dispute, owners, or other interested parties.

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Product Data Pitfalls

• Monetary awards were to the Owner and/or Developer and included deconstruction and installation of the appropriate material and equipment with it’s proper installation method, and legal costs for all parties had to be paid by the A&E consultant.

• Avoid this type of claim or settlement with clear, complete specs and drawing notes.

Product Data Pitfalls

• Call or email the manufacturer, identify which product you want to use and ask the manufacturer what grade, type, class, function, finish, etc. under the standard quoted on their product data applies to the specific product you want to use on the current project.

• Some companies will already have a generic prescriptive spec for the asking.

Product Data Pitfalls

• An example of a product data pitfall, many insulation data sheets quote ASTM C612 but do not specify the type for example IVA, verify details and specify them or you still have an un-enforceable spec; also ask why is this different from products tested to CAN/ULC-S702

• If you specify only “to ASTM C612” you leave choice of material up to the contractor

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Product Data Pitfalls

Profit issues:

• 1 – Time delays to research original products specified to establish all the performance details in order to evaluate proposed substitutions, equals or alternatives against.

• 2 - Delays to the construction schedule.

• 3 – Delays obtaining permits.

Product Data Pitfalls

Profit issues:

• 4 – In a claim situation, the half hour you saved by not calling the manufacturer and verifying details before tendering, can cost days or weeks of research sorting out what should have been specified.

• 5 - Unhappy clients or no repeat clients which can become a loss of future work and damage to your professional reputation.

Bookmarks/Favorites

• Architectural and engineering bookmarks or

favorites save time, bookmark the standards

search page not the home page.

• Save trade associations, standards writing

bodies, manufacturers and governments,

sub-consultants, master specs, etc. in

folders and arrange alphabetically.

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Bookmarks /Favorites Cont’d

• ARCHITECTURE & ENGINEERING

• STANDARDS ORGANIZATIONS

• A&E CONSULTANTS

• ASSOCIATIONS - A&E

• ASSOCIATIONS

• CONTRACTORS

• SEARCHES

Bookmarks/Favorites Cont’d

• BUILDING CODES

• CONTINUING EDUCATION

• ENVIRONMENTAL

• FEDERAL GOVERNMENT –

CANADIAN

– PWGSC, TBS, EC, HRDSC, etc

Bookmarks/Favorites Cont’d

• GENERAL

• MAGAZINES

• MANUFACTURERS

• PROVINCIAL GOVERNMENT

– OPSS, OPSD

• SPECIFICATION WRITING SERVICES

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Resources

• CSC Construction Specifications Canada Manual of Practice, MasterFormat, SectionFormat/PageFormat, etc.

• CCDC standard contracts and construction forms and courses

• OAA/PEO Manual of Practice

• Master Specificaitons

• Reference Standards & Technical Library

• Training and Mentoring

Survival • Keep technically current/competent on the

changing construction materials and methods, codes, acts, regulations, litigation.

• Treat specs throughout the process, not an add on at the end of the contract documents.

• Hire qualified specifiers or upgrade your own specification skills.

• Know your contract.

• Work as a team, not isolated individuals.

• Enjoy rather than endure specifications.