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Specifications:
An introduction
NBS
November 2008
contents
introduction
definition
consider users
resourcing
planning the
process
specifications
introduction
introduction
definition: product & process
difference from other descriptive documents?
introduction
once and in the right place: what goes
where?
structure: of the specification
management: issues to specify?
specification methods: what are they?
editing: usable = readable = edited
specifications
definition
definition
process:
part of documentation process, which is part of
design process, part of building process,
part of facility realisation process
definition
context:
modular description of the works
stand-alone or composite modules
complementarity of contract documents
fragmentation of the specification leads to
problems
same principles apply wherever the
specification is
8
definition
specifications
consider users
10
consider users
designers:
structure by discipline, e.g. acoustics, fire,
lighting
structure parallel to Approved Documents
11
consider users
estimators & tenderers:
two-part structure: separate standard content
from project variables, e.g. NBS Domestic
elemental structure: cost data is elemental,
e.g. BCIS
12
consider users
contractors:
disassembly: compliance, subcontracting
compliance: separate tests, inspections,
samples
subcontracting: hence work sections, small
sections
mark up: wide margins
13
consider users
subcontractors:
on-site: simple English, simple structure
separate products & execution
general technical requirements
contract administrators:
dealing with compliance (see slide 11)
14
consider users
courts:
dont blur obligations
dont address those outside the contract
consider precedence
facility managers
record specification 100% brands
locational structure
specifications often cover O&M manuals, H&S
files, spares etc
15
consider users
project managers:
specification is key to quality management
communications nexus
16
specifications
resourcing
17
resourcing
fees:
specifications not billed separately
designers prefer to communicate by drawing
production drawings prioritized
time:
specifications left to the last minute
fees declining, less time available
master specifications generally save time
18
resourcing
25,000
Specification fees
Specification time
(weeks)
20,000
13.5
16,000
10.8
12,000
8.1
8,000
5.4
4,000
2.7
0.4
2
Project value ( million)
20
40
19
resourcing
appropriate staff:
balance experience vs. charge-out
time- or cost-critical?
availability of ideal specifier
20
resourcing
appropriate staff:
project architect/engineer: good for continuity
office specialist specifier: resource for
specifiers and/or writer
quantity surveyor: less common now
consultant specifier: liability stays with design
practice
training for specifiers/users: little/none
available (e.g. Daniels, 2007)
21
resourcing
software needed:
includes proprietary databases such as NBS
Specifier and NBS Scheduler
22
resourcing
sources of information:
current: maintenance needed
reliable, e.g. consensus
access, e.g. online
familiarity essential
professionalism: no short-hand approaches
standard published documents
23
resourcing
sources of information: classes include
regulations
standard specifications
tendering procedures
contracts
conformance
quality and environmental management
systems
24
resourcing
sources of information: classes include
technical guidance
master specification systems
manufacturers literature
25
resourcing
specification sources:
proprietary specifications: often poorly written
project specifications: not all relevant, not all
there, not all current but tempting
office masters: often poorly maintained,
inconsistent between offices
national masters: not used as much or as well
as they should be, sometimes stretched
best bet for competent specifiers
26
resourcing
national master specifications:
advantages
more current than office masters
lower cost than office masters
free up office expertise for project stuff
draw on national experience
deal with faults and errors
closer to best practice
27
resourcing
national master specifications:
advantages
consistent
used by co-consultants
no need to retrain new staff
familiar to builders, project managers
software may be available
help service and training available
28
resourcing
national master specifications:
disadvantages
relevant material may not be included
must be subscribed to
must be learnt (by beginners)
office knowledge must be added
relatively slow, though software can speed it
up
29
specifications
planning the process
30
32
33
35
specifications
once & in the right place
36
37
tendering:
served its purpose, not part of contract, so not
in specification
38
standards:
if relevant: cite, dont paraphrase
currency: check; dates not mentioned in
specification
general rule on dates in Preliminaries
drawings:
specification complements drawings
drawings describe assembly, not specification
specification describes quality, not drawings
heavy annotation leads to conflict with
specification, e.g. finishes
40
schedules:
type/definition schedules: part of specification
assembly schedules: linking types (in
specification) and instances (on drawings)
neither specification nor drawings
42
44
specifications
structure
46
structure
components:
preliminaries: directed to contractor, not
subcontractors
work sections: chapters in the book
must be distributable to trade subcontractors,
therefore small better than large
structure
structure:
only one specification, so one generalpurpose neutral structure
work sequence: CAWS in UK
general to particular: preliminaries, then work
sections, systems then products
Common Arrangement of Work Sections
(CAWS): three-level alpha-numeric hierarchy:
F10 Brick/ Block walling
F11 Glass block walling
48
structure
Specification
Preliminaries
Work sections
Schedules
Employers
preliminaries
General
technical
requirements
Doors schedule
Prompts from
contract
Commercial
clauses
Demolition
Structural steel
Timber windows
Gas service
Finishes schedule
Windows schedule
Ironmongery
schedule
Lintels schedule
Luminaires
schedule
49
structure
substructure: NBS work sections:
System outline: System outline clauses, for
assembly.
System performance: For contractor design of
system.
Products: Manufactured products.
Fabrication: Fabricated products.
Execution: Built products.
Completion: Final tests, spares, etc.
Facility management: Hard FM for the system.
50
specifications
management
51
management
conformance: specify regime some up
front, some case by case
tests: type or custom
inspections: hold or witness points?
samples: by employer or contractor?
documentary evidence: specify, e.g. receipts,
BBA certificates, BSI Kitemarks
52
management
substitution:
anything can be substituted
fair clear broad rules required
do not bar substitution
do not invite substitution, e.g. or equal
(Gelder, 2004)
53
specifications
specification methods
54
specification methods
Method
Prescriptive
methods
Performance
methods
Sub-methods
Bespoke
Reference
Proprietary
Manufacturers
recommendations
Descriptive
BSs
Process
e.g. 4 passes of a 5
tonne roller
BS Codes of Practice
Performance
e.g. 2 hr fire-rated
Price
e.g. PC sum
Silence
Generic
methods
55
specification methods
choice of method:
not usually explicit
specifiers revert to custom/habit
but not always appropriate
fitness-for-purpose: probably no-one liable if
design and construction are separated
process specifications: designer probably liable
performance specifications: builder probably liable
unilateral substitution: builder probably liable
56
specification methods
principles:
proactive, not reactive: we design & document
to reduce risk for all parties
provisional sums: dont use just to
procrastinate
best value enabled: somebody must shop
around
employer: supply agreements specify brand
designer: specify best-value brand
builder: needs room to move
57
specification methods
principles:
integration enabled: e.g. between services &
fabric
be positive: avoid bans
assume full conformance, e.g. dont specify
retests
products, not processes: but consider
buildability
avoid mixed methods: conflict etc likely
be fair: not to approval or to all standards
58
specification methods
performance:
indicates design by contractor, anything from
selecting a brand from a catalogue to
designing a system
is contractor allowed to design? Does contract
cover the risks?
is contractor competent to design? Consider
sub-consultancy
who is being paid to design? Mesh contracts
59
specification methods
performance: complete, objective
relevant properties: likely to be many
criteria: pass/fail points
test methods: different methods give different
results
testing agents: competent, independent
60
specification methods
performance:
deemed-to-comply: to supplement
performance specification
specification methods
description:
not brand, not performance; infers bespoke
alternatives include:
drawings
photos: e.g. steel finishes
samples: e.g. Constructs concrete sample panels
around UK
prototypes
reference projects
62
specification methods
proprietary:
traditional for visually important items
is it permitted?
naming manufacturer and product reference
may not be sufficient maybe options
pure proprietary: not generic too conflict
NBS Plus: can assist with proprietary
specifications
63
specification methods
or equal: do not use
can lead to dispute
invites substitution
contractor can substitute without notice
builder left to decide what is equal
bypasses rules for substitution in
Preliminaries
64
specification methods
reference: mostly standards
is standard used by industry?
is it current?
is it appropriate, e.g. scope?
does it cover all properties?
is it readily enforced, e.g. 3rd party
certification?
if yes: cite it, dont paraphrase, DIY or ignore
it
65
specification methods
reference: manufacturers literature
much more difficult than standards to use
properly
66
specification methods
process: do not specify process
process expertise with builder
blurs responsibilities, e.g. H&S
liability for failure with specifier
limits competitive response at tender
fetters contractor
must supervise to enforce
does not guarantee end result
end result often not stated (often not known)
liability for fitness for purpose with specifier
67
specification methods
end result: specify this instead, its what
is being paid for
if concerned about builders ability, call for
method statements at tender
maybe, provide suggested processes for
information only, separate
68
specifications
editing
69
editing
the seven Cs:
clear: plain English, no ambiguity
concise: avoid repetition, use streamlining,
dont paraphrase cited standards
correct: e.g. cross references, currency
complete: appropriate breadth, not 100%
comprehensive: appropriate depth, not
minutiae
consistent: structure, terminology & style
co-ordinated: across all work sections
70
editing
other rules:
be logical: dont specify for non-conformance
be fair & objective: avoid everything
necessary, to approval, neat
leave no gaps & no overlaps: say it once
if in doubt, leave it out: understand your
specification
lead specifier should edit: rare
consider document control
71
editing
navigation:
numbering: clauses, sections, pages for
navigation
internal cross-refs: natural language, not
clause numbers safer, more informative
contents: whole specification, and sections
72
editing
format:
co-consultants & contractor: electronic format
specifiers: choose best starting point offered
by NMS, e.g. NBS Domestic for very simple
projects
binding in other documents: inclusion for
convenience does not mean they are part of
the specification
73
specifications
further reading
74
further reading
BRE Certification (2007) Third party certification, NBS
Journal 10.
BS 7373:2001 Product specifications. Guide to
identifying criteria for a product specification and to
declaring product conformity.
BS EN ISO 9001:2000 Quality management systems
Requirements.
Central Unit on Purchasing (1991) Specification writing,
CUP HM Treasury.
Chapman, I (2006) Next generation NBS Plus, NBS
Journal 09.
Construction Specifications Institute (2004) The project
resource manual: CSI Manual of practice, CSI.
75
further reading
76
further reading
further reading
Gelder, J (2005b) Ban the ban!, NBS Journal 07.
Gelder, J (2006a) Hearts and minds, NBS Journal 07.
Gelder, J (2006a) Reclassification, NBS Journal 08.
Gelder, J (2006b) The enforcer, NBS Journal 08.
Gelder, J (2006c) Standard section structure, NBS
Journal 09.
Gelder, J (2006d) The propriety of public procurement,
NBS Journal 09.
Gelder, J (2007) Yes! We have no specifications, NBS
Journal 11.
Gelder, J (2008a) Analogies, NBS Journal 12.
Gelder, J (2008b) An inspector calls, NBS Journal 12.
Gelder, J (2008c) Time for a Eurospec?, NBS Journal
13.
78
further reading
Gelder, J (2008) How to specify: A century of works on
building specification practice, www.theNBS.com
Hamil, S (2005) Manufacturers information within NBS
specification products, NBS Journal 07.
Hamil, S (2006) Automatically discovering constructionrelated literature on the web, NBS Journal 08.
Hamil, S (2007) NBS Plus information on manufacturers
websites, NBS Journal 11.
Joint Contracts Tribunal (2005) SBC/Q: Standard building
contract with quantities, Sweet & Maxwell.
Joint Contracts Tribunal (2005) DB: Design and build
contract, Sweet & Maxwell.
Madeley, P (2005) NBS Plus the story so far, NBS
Journal 06.
79
further reading
RICS & Construction Federation (1998) SMM7: Standard
method of measurement of building works, RICS.
Rosen, H & J Regener (2004) Construction specification
writing - Principles and procedures, Wiley-Blackwell.
Simpson, J (2001) quoted in Slavid, R. Maintaining a
sense of history, the architects journal, 5 July.
Teale, R (2005) Residual standards content, NBS
Journal 07.
Tilley, PA & SL McFallan (2000) Design and
documentation quality survey, CSIRO.
Waterhouse, R (2004) A code of procedure for
production information, NBS Journal 04.
Watson, R (2003) Introducing the next generation of
specification products, NBS Journal 02.
80
further reading
Willis, C & A Willis (1997) Specification writing for
architects and surveyors, Blackwell Science.
Wilson, A (2006) 'NBS Domestic', NBS Journal 09.
Wilson, A (2007) NBS for small works, NBS Journal 11.
81