advanced specifications: written documents for...

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Advanced Specifications: Written Documents For Construction Communications

Webinar - Construction Specifications InstituteJanuary 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.

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 800-689-2900.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

http://ftp.arl.army.mil/~mike/comphist/


LICENSE AND DISCLAIMERSCommercial trademarks and copyrighted works reproduced here (AIA, CSI, etc.) are the property oftheir respective owners.

Use of these excerpts for educational purposes are believed by the author to be “Fair Use” per 17U.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, forpurposes 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 anyparticular 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 fornonprofit 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; and4. 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 asfollows (application implied in context):

This work is in the public domain in the United States because it was published anywhere in the worldbefore 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 70years.The work is in the public domain in the United States because it is a work of the United States FederalGovernment 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 CanadianGovernment .

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, ([email protected]) and some rights are reserved as follows.In accordance with the following license, you are free to copy and distribute this work for free, for noncommercial purposes, but not to change it. All copies must include this statement, the name of the author and attribution. Some other restrictions also apply.

This work is licensed under the Creative Commons Attribution-Noncommercial-No Derivative Works 3.0 United States License. To view a copy of this license, visit http://creativecommons.org/licenses/bync-nd/3.0/us/ or send a letter to Creative Commons, 171 Second Street, Suite 300, San Francisco, California, 94105, USA.

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.

AIA/CES 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.

CSI/CEN Registered Program

Class Policies:

● Next in the series:● Breaks & Smoking:● Questions:● Credit:● Instructor Evaluation:● Future Topics

●

Master Guide SpecificationsPRM 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.


●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.


●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.

●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.

●Organization:● Led by an experienced individual.● Compile and edit from previous projects,

association guide specifications or commercial product specifications.

● Analyze:● 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 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.

●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.

●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 09300TILE**************************************************************************************************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.

Mark-Up:

●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 macro-based.

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 1952U.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, 1977-91Public Domain Image by author, Tiziano Garuti. WikiMedia Commons

Today:●Inexpensive computing hardware and word-processing 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

● (hand-lettering)● Level II: Automatic Typing and Printing

● (typewriter)● Level III: Automated Storage, Retrieval and

Modification ● (word processor, “MasterSpec”)

● Level IV: Advanced Techniques● (Database “SpecLink”and Internet)

● Level V: Integrated Design and Specifications● 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.

1-888-BSD-SOFT1-888-BSD-SOFT

www.www.bsdsoftlinkbsdsoftlink.com.com

Other Systems: BSD SpecLink

● SpecLink: A relational database system with a word processor “front-end”.

http://www.bsdsoftlink.com/speclink/sl_frame.htm



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 textis black andautomaticallynumbered

Editing in BSD SpecLink

Unselected(available) textis grayed outand 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 CountrysideGiovanni 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

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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

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PROJECTMANUALCONCEPT

●Graphic PRM 5.9-A

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

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Your Presenter:

a design technical resource company www.dtrcs.com

2901 Douglas Blvd, Suite 395 Roseville CA916-772-3600

394 Tesconi Ct., Suite 108, Santa Rosa, CA415-261-8544

©2011, DTR Consulting Services

John Guill AIA, CSI, CCS, CCCA, SCIPAssociate in the FirmTechnical Consultant, Specifier

[email protected]


Credits And Attributions:

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