Professional Practice: August 2010 Archives

"Limiting the scope of the spec writers may save a few thousand dollars during the design phase, but it can result in expensive conflicts after construction contracts are awarded."

- Derek B. McCowan, PE, Simpson Gumpertz & Heger Inc., Waltham, Mass, "Using Spec Writers  Properly," Consulting - Specifying Engineer, June/July 2010.

When will this statement become apparently true? Probably only after a problem is discovered that could have been avoided.

If the specifier (I prefer this to spec writer because it connotes a project contribution greater than writing) is involved during early design and participates throughout the project, the design intent will be better understood. Then the intent that cannot be detailed can be conveyed to the contractor through the specifications.

To achieve the best results, specifications must be, well... specific. They must describe what is required for the specific project for the specific conditions, not generic suitable for any project. Specifications can be written so they are "right" or so they are "not wrong." These two are very different.

Sometimes specifiers are forced to write a "not wrong" spec. This usually occurs when the design schedule is short, when the specifier is asked to start near project completion, when little documentation of product selections exists, or any combination of these. The "not wrong" spec is generic, non-specific. It lists basic products and materials, but does little to address project specific conditions. The detail of terminations and interfaces with adjacent materials - issues that can easily lead to failures - are glossed over or not even mentioned.  This lack of specificity can lead to unnecessary, expensive change orders. Processing these change orders increases construction administration costs, and can result in budgetary disaster on a project.

To produce a spec that is "right," the specifier must understand the project and the design intent. This information cannot be conveyed from progress drawings alone. Project narratives explaining the design thought process are invaluable for an overall understanding. Project meeting notes and design team interviews play an important role, conveying the critical issues the team considered when making product selections and refining drawing details.

Ensure the specifier is involved, early, and continuously. Make sharing available information, routine. Most importantly, respond to questions, thoughtfully and timely. With proper information, your specifier will consistently produce specs "right" for your project.

I was reminded recently about a quote from our client that I first heard years ago.

"I don't care what the drawings show. Give me a good spec and I will get what I want!"
Paul Lyons, WATG, Director of Construction Administration

The words had a profound impact and made a lasting impression. Paul used the spec as an effective tool for construction meetings to ensure that what the contractor built or intended to build met the intent of the documents. Often these discussions are about the drawings, and especially the details, rather than the spec.

The demand for a good spec means more than the words in the project manual. It is about the process as much as it is the result. For without knowledge of what is required to construct a building correctly, even the most skilled spec writer cannot improve the chances of a project's success. Specifiers transcend spec writing by accepting the challenge to produce what is needed, not just what may be obvious or implied by basis of design product selections.

It seems ironic that the specs take on such importance during construction especially since design is the predominant consideration when developing construction documents. The reasons for the role reversal may be many aside from the fact that attorneys and judges understand words better than drawings.

Specifications are global. The written requirements apply to the entire project, whereas the drawing details apply to a specific instance. The drawings cannot possibly show every unique condition. So the specifications must describe construction that results in completed assemblies with appropriate transitions, terminations, and relationships among the many materials and manufactured products.

Specifications contain embodied knowledge. Specifications are constantly developing and improving by capturing the experience of each completed project, for the benefit of all future projects. Well developed office master specs will include comments about what works and what does not. Though never published with the spec, these comments are an invaluable instructional resource and help ensure project specs meet project needs.

Specifications are normally prepared by well experienced individuals with the capacity to interject technical reason and building science into the design. Most importantly, specifiers will "see" what is not shown on drawings and will document what is required to complete the construction.

So specifications that help document the process and complete the design team's product selections become a valuable tool for construction document enforcement.  And, at times, the specs will be the only means to get what you want to make the project right.