December 2011 Archives

Last business day before Christmas, I received two email messages about a project that will be issued for construction the first week of January. The architect's office always closes for Christmas week. So I called to find out if replies were needed, immediately. No, they could wait until the new year, I was told.

A Sore Point
The conversation revealed what was not in the email. An on-going confrontation was continuing between a purchasing agent and the architect. The agent was expecting written confirmation of fire code requirements that applied to the finishes and furnishings the agent was to provide.

By talking and listening (rather than emailing), I understood this issue was the source of much stress. An immediate solution would be best.

The Stress Source
The agent listed fire testing requirements that she believed to be commonly required for hotel guest rooms. However, the listed requirements were not entirely correct. Carpet was expected to be ASTM E84, Class A. This test is meant for wall finishes, not for floor finishes. Carpet cushion was expected to meet ASTM E648 and ASTM E662. Neither test is cited by the code. The code requires the cushion and carpet to be tested by NFPA 253. And the list goes on for several more similar items.

The Relief
I spent about an hour. I read the purchasing agent's comments; researched the California Building Code; and responded to the email. I provided details, including the applicable code citations, for each response. I recommended a solution for each condition. Some affected the construction specs. Some affected the interior design specs. Each solution was simple.

The Result
Near the end of my day, I received this reply from the architect.

"Quite impressive. It's a privilege to work with someone of such great knowledge. You make our business so much easier. I learn a lot from you.
I will pass this back to all parties.
Thank you again and have a great holiday weekend." - Rafael Velazquez, WATG

What a great way to end the day, the week, and begin the holiday season. I was glad I could help. And the recognition? It makes me want to help again, the right attitude to bring to the New Year.

The strength of mortar relative to the materials being installed is critical. Mortar must be strong enough and flexible enough to allow the structure to function as designed. Learn what mortar types are available and what cements may be used in mortar mixes. Each has a particular purpose. Also learn about the two completely different methods of specifying mortar.

Visit http://www.conspectusinc.com/tech-tips.htm to view or download the latest A2010 Choosing Mortar Types 11.121.01 and all previous Tech Tips.

Share your comments, your opinions, about this month's Tech Tips, by posting a comment, here.

In my career, I have heard this phrase many times. Architects begin to describe a new project in terms of a previous project. It may be an attempt:

• To promote a better instant understanding.
• To reduce the specifications fee.
• To reduce the time required to produce the specifications.
• To avoid repeating product and system decisions.

The Dangers
Regardless the intention, trying to apply previous project specifications to a current project is fraught with danger - even if for the same owner, in the same facility, immediately after completing the first project. No two projects are ever the same, similar, but never the same. If the architects fail to mention all the exceptions, the specifications may never be accurate.

The Realities
Specifications are, well, specific - specific to an individual project's particular circumstances. Project nuances discovered during data gathering and product research are captured in the final specifications. So will those original nuances:

• Be equally applicable to a new project? Probably not.
• Be completely removed for the new project? Unlikely.

These embedded nuances may be right, not quite right, or absolutely wrong for the new project. Unless each one is appropriate and right, there is potential for misunderstanding between the architect and contractor. Those misunderstandings can be costly, depending on when they are discovered.

The Best Practices
The best approach is always to begin a new project with the office master specifications. These documents contain the knowledge, as instructional or cautionary notes documenting firm experience, gained over years of professional practice. That knowledge does not exist in project specifications. Those notes are removed as the specifications are tailored to a project. Editing a project specification to document a new project deprives the specifier the opportunity to carefully customize the specifications based on the complete firm experience.

The Potential Results
The time "saved" by trying to use specifications from the previous project will seem a pittance compared to the time required to correct a misunderstanding discovered after it was too late to be corrected, easily. Even if corrections can be made to the documents, will your reputation survive the potential embarrassment?

Have you found yourself thinking or possibly yelling, "I hate specs!" as though you have been cursed by the task? Then think about this:

"The writing of architects' specifications is a task approached by many with trepidation, by some with the careless confidence of ignorance and by a few with studious determination to succeed."

This quote is the opening paragraph of Goldwin Goldsmith, AIA's 1940 book "Architectural Specifications How to Write Them." Goldsmith states the quote is taken from "Ready Written Specifications" a series of 1918 lectures presented by Holland and Parker.

So What's the Point?
The quote is nearly a century old, but is still applicable today. Many things in the construction industry have changed during the last century - materials, technology, and knowledge of building science. However, some things remain the same. Many architects view specs with disdain - a dreaded chore rather than a necessary part of design.

Commercial master specifications such as MasterSpec, SpecText, and Speclink were not available to Goldsmith. His specifications were hand crafted for each project. Did he reuse previous project specs? No. He created master specification clauses from which he could draw to write project specifications - the same approach commercial masters offer.

Today, most specifiers rely on commercial master specifications to create project specifications. There is an inherent danger in this practice. The apparent simplicity of deleting what does not apply can easily contribute to careless confidence of ignorance.

Casual or occasional project specifiers are not writing their own master clauses like Goldsmith. These specifiers do not engage in the same degree of research and resulting understanding of construction materials and systems that is required to develop and maintain master clauses. This responsibility is delegated to others that are producing the commercial masters.

The Distinction Is Important
When specifiers do not know why clauses exist in commercial masters, the clauses may be edited incorrectly. Lists of manufacturers and products offered in commercial masters, while convenient, may not be correct or appropriate for a particular project. These products may not be able to meet the specifications once the masters are edited for a project.

Careless confidence of ignorance can create unintended results. At the very least, architects may be required to explain what the specs mean during a project meeting in a trailer filled with contractors. The result may well be a Change Order.

Be determined to succeed at writing specifications. Do your own research to understand the master specifications you use. Know why each clause exists. Record the results as notes in your own office masters to help others understand, too. Then read the notes every time when creating project specifications rather than relying on memory. Make informed decisions.

It has been a couple of weeks since attending Arc-US in Boca Raton, FL. I think I recovered, or nearly so.

I was not sitting on the beach enjoying the southern sun. The weather was dreary, rainy, and windy, very windy - certainly unusual for Florida, except perhaps for hurricane season.

Meetings, Meetings, Meetings
I was exhausted after two days of non-stop meetings with product manufacturers and attending educational seminars. Arc-US is described as speed dating between architects (including specifiers) and manufacturers. The meetings are one-on-one. Okay, sometimes the manufactures had more than one. They are allowed since they finance the event. Architects attend free.

As a result of 24 meetings, I met the most senior manufacturers' representatives handling national and international accounts. What a blessing since we work for clients and projects across the US. Now I have reliable contacts when the local support is not enough. And I had an opportunity to comment on new and upcoming products. What a great way to interact.

I was looking forward to the dinner cruise, but remember the wind? The boat never left the dock. Oh well maybe next time.

First Time & Hopefully Another
This was the first time I attended the invitation only event. Thanks to Mike Hoffman, the Sales Manager Eastern Division at Bradley Corporation for making certain I had a chance to attend. I will gladly attend again, if invited. The experience was great.

CSI Members Abound
What struck me about the group of 104 architects was the abundance of CSI members. I recognized so many from attending the CSI national convention and region events. It certainly reinforces how influential CSI is within the industry. Here are the top architects in the country, representing CSI well.

What are the architectural design phases? SD - schematic design, DD - design development, and CD - construction documents.

Where Does Design Stop?
Did you notice that CD is the only phase that does not mention design? Design is completed during DD. CD is used to document the design. I am not naive. Of course design occurs during the CD phase. As details are developed, some design elements must change to be sure the project can be built and perform as intended.

The AIA Architect's Handbook of Professional Practice states: "While most design issues should be resolved by the end o f design development, some will continue to be refined, resolved, or modified during the construction documentation, bidding and negotiation, and construction phases of the project." This design is described as occurring during the implementation phases. (emphasis added)

A New Meaning for CD
However, CD has taken on a new meaning within the architectural community. CD, it seems, now means continue designing. I see early project design (SD and DD phases) attempting to set scope for pricing purposes. "Just be sure we have the cost covered" is the new mantra. Design decisions are not completed until later, after the project pricing is known. Then materials and sometimes complete systems may be discarded in favor of other design solutions.

So what is the problem?
Well, there would likely not be a problem, except that the entire design team is forced to produce biddable documents before the design is completed. Contractors are pricing projects and providing owners a GMP at 50% CD phase, at 100% DD phase, and sometimes at 50% DD. The result is potentially wasted effort - effort spent documenting decisions that are destined to substantial revision.

The difficulty lies in delaying significant design decisions until the CD phase. The later the decisions are made, the more challenging it becomes to coordinate the documents and ensure everything is working together. Finding every detail, every spec paragraph that may be affected by a changed decision late in the process is unrealistic. So the drawings and specifications when finished may not be as well coordinated as they should be.

A Lesson From Another Perspective
Otto Dacosta, an architect client, makes decisions when asked and stays true to his decisions. How is he able to do this? It's in the training. Otto played major league baseball, as a catcher, before becoming an architect. As he tells it, he had to know what he would do with the ball before the ball touched his mitt. He made the best decision he could with the information he had at the time. Then he moved on - moved on to the next decision rather than revisiting previous decisions.

What does CD phase mean to you? Can we strive to be like Otto?

As the years go by I am increasingly taken by surprise at the realization that, "Hey...I worked on that building" or  "Hey...I worked on that project".  The sheer number of jobsites I have touched in my various capacities over the years is amazing to me.

 

One such incident of amazement happened as I was driving through Philadelphia following a medical appointment. I was listening to a local radio station, and a familiar voice came on to make announcements. The "DJ" was Pierre Robert, a Philadelphia radio personality from as far back as I can remember.

 

Robert was talking about a live show he had attended at the site of the old Bethlehem Steel plant. He discussed how excellent the show was, but he seemed to be even more taken by the venue. He described the "rough elegance" of the ArtsQuest Center on the site now known as Steelstacks. He described a beautiful atrium wall and outdoor plaza that allowed one to view the remnants of the rusted steel plant, now highlighted in purple lighting. He was very complementary of the ambiance.

 

I had been involved early-on with the project specifications for this Spillman Farmer Architects project, and recall having had a little difficulty envisioning the more stark portions of the architecture, although I also recall feeling that the overall design was very interesting.. Evidently it all worked very well together and the design is a success.

 

As I drove along I was pleased with the idea that the public enjoyed the venue so much, and then enjoyed the moment of pride and pleasure in my anonymous legacy.