BT4 - PRELIMS

Construction Documents

Construction Documents

Consists of contract documents and bidding requirements. Its purpose is to communicate the written and graphic design for administration of the construction contract.

3 Basic Construction Documents

• Drawings (working drawings)

• Conditions of the Contract

• Specification

Bidding Documents

A term used to describe the documents furnished to bidders. They include not only contract documents, but also bidding requirements. They are supplied by the owner during bidding phase of a project prior to construction.

Contract Documents

Those printed documents that comprise a contract which include owner-architect agreement or contract form, drawings and/or plans, specifications, general conditions, special provisions, all addenda, modifications and changes thereto together with any other items stipulated as being specifically included.

Contract Forms

These are printed or written document containing terms and conditions that are set and agreed upon by contracting parties, the same should be signed by or on behalf of the parties confirming their willingness to enter into and be bound by the terms of the contract.

Agreement

The contract between the owner and the contractor undertaking the project described in the contract documents including all supplemental agreements thereto and all general and special provisions pertaining to the work or materials therefore; a written agreement between the owner and contractor setting forth the work to performed, the time for completion, and the contract sum.

Performance Bond

The approved form of security furnished by the contractor and his surety as a guarantee of good faith on the part of the contractor to execute the work in accordance with the terms of the contract.

Payment Bond

The approved form of security furnished by the contractor and his surety as a guarantee of good faith on the part of the contractor to pay all obligations arising from the contract.

Certificates

Include certificates of insurance and certificates of compliance with applicable laws and regulations.

Conditions of the Contract

These consist of the general conditions, supplementary conditions, and other conditions. The conditions of the contract are those portions of the contract documents which define, set forth, or relate to contract terminology, the rights and responsibilities of the contracting parties and others involved in the work, requirements for safety and compliance with laws and regulations, general procedure for the orderly execution and management of the work, payments to the contractor, and similar provisions of a general, non-technical nature. Thus, conditions of the contract define the basic rights, responsibilities, and relationships of the parties involved in the construction process.

2 Types of Conditions of the Contract

• General Conditions

• Supplementary Conditions

General Conditions

Printed documents stipulating the procedural and the administrative aspects of the contract; it also sets forth the many of the rights, responsibilities, and relationships of the parties involved. Thus they are general clauses that establish how the project is to be administered. They contain provisions which are common practice nationwide. Standard documents published by professional societies are often used.

Supplementary Conditions

Represent that part of the contract documents which supplements and may also modify provisions of the general conditions. These supplements or modifications may be needed to provide requirements unique to a specific project, for example, wage rates.

Special Provisions

These are instructions which may be issued to the bidding to supplement and/or modify drawings, specifications, and/or general conditions of the contract.

Specifications

Written document describing in detail the scope of work to be done, materials and equipment to be used, method of installation or application and the quality of workmanship for a certain work to be placed under contract, it does not include material cost and quantity; an explicit set of requirements to be satisfied by a material, product or service; a written, verbal description of work to be performed. As a legal consideration, specifications shall govern over drawings.

Specifications

Usually utilized in conjunction with working (contract) drawings in building construction. Must be accurate, clear and concise- regardless of the type of building they are written for or whether they are architectural or engineering specifications. They must be clearly written because they remove speculation about requirements and thus enable contractors to bid the project more intelligently.

2 Types of Specifications

• Supplementary Specifications

• Guide Specifications

Supplementary Specification

These are additional information which may be issued as an addition or amendment to the provisions of the specifications.

Guide Specification

It is a standardized document intended to provide guidance to the specifier in preparing a particular portion of the contract documents.

Drawings

These are graphical presentations of the work involved in the project. These include all supplementary details and shop drawings. Include among others the location of materials, equipment and fixtures.

Working Drawings

Drawings intended for use by a contractor, sub- contractor or fabricator, which form part of the contract documents for a building project; it contains the necessary graphical information to manufacture, erect, fabricate or construct a building or portion thereof.

Architectural Drawing Documents

Drawing documents prepared by an architect for a construction project, e.g. plans, elevations, sections and other details.

Engineering Drawing Documents

They are technical in nature, used to fully and clearly define requirements for engineering items or work, and is usually created in accordance with standardized conventions and details. Include structural, electrical, mechanical, sanitary plans and details and other engineering- related drawings.

Addenda

Written or graphic instruments that supplement the bidding documents for the purpose of clarifying, correcting or adding to the specifications previously issued. Thus they are written or graphic instrument which modifies or interprets the bidding documents, including drawings and specifications, by additions, deletions, clarifications, or corrections. They become part of the contract documents when the construction contract is executed. Typically they are issued prior to the opening of bids. Addenda are changes made before contract execution.

Contract Modifications

Instructions, change orders, directives, and so on, written after execution of the contract; they are those additions to, deletions from, or modifications of the work that are made after the agreement has been signed. The contract documents contain the legally enforceable requirements which become part of the contract when the agreement is signed. It can be issued at any time during the contract period.

Change Orders

A written order to the contractor, signed by the owner and the architect/engineer, issued after the execution of the contract authorizing a change in the work, or an adjustment in the contract sum, or the contract time as originally defined by the contract documents. It may add to, subtract from, or vary the scope of work. It may be signed by the architect/ engineer alone (provided that the owner has given written authorization for such procedure and that a copy of such written authority is furnished the contractor upon request) or by the contractor, if the contractor agrees to the adjustment in the contract sum or the contract time.

Field Orders / Construction Change Authorizations

These are essentially the same, but have subtle differences. A written order effecting a minor change in the work (e.g. the labor to produce the construction required by the contract documents, or materials or equipment incorporated or to be incorporated in such construction), not involving an adjustment in the contract sum or an extension of the contract time, issued by the architect/ engineer to the contractor during the construction phase.

Supplemental Instructions

Minor instructions or interpretations not involving change orders. Supplemental instructions allow the architect/ engineer to direct changes not involving changes in contract sum or contract time.

Project Manual

A complete set of bid and contract documents that include the bidding requirements, contract forms, contract conditions and project specifications.

Submittal

Document or material provided to the Architect/Engineer for review or acceptance.

Insurance

Since the are many risk and liabilities that concern the architect, engineers , contractors and other allied profession in the construction of a project there should be a basic insurance requirement and coverage that may be necessary to safeguard the interest of all parties to the contract, including the designers.

Specifications

An explicit set of requirements to be satisfied by a material, product, or service.

Specifications

A written or printed description of work to be done, forming part of the contract and describing qualities of material and mode of construction, and also giving dimension and other information not shown in the drawings.

Functions of Specifications

• Legal Consideration

• Insurance Consideration

• Bidding Requirements

• Alternates Options

Legal Consideration

Courts generally held on the event of conflict between drawings and specifications, the specifications, as a written document, govern.

Insurance Consideration

Insurance requirements governing owner’s liability, contractor’s liability, and fire insurance are usually incorporated in the general conditions or in supplementary conditions and again, made a part of the specifications by incorporation therein.

Bidding Requirements

These include the Invitation to Bid, the Instructions to Bidders, the Bid Form, and the Bid Bond

Alternates Options

Specifications provide a basis for the contract’s estimate and the submission of a bid. They are established by the architect and owner for the deletion of work, the addition of work and for the substitution of materials. They are written and are listed in the Bid Form.

Sub-contractor’s Limits

Drawings generally show all work to be done and the interrelationship of various parts.

Contractor Limits

General Requirements establish the limits of each prime contract.

Inspection and Testing Procdeures

The specifications established inspection and testing procedures to be followed during the construction operations.

Design Criteria

In some instances there are some design that could not be reflected in the drawings.

Importance & Characteristics of Well-Written Specifications

• Clear, concise and technically correct;

• Avoid use of ambiguous words that may result in misinterpretation;

• Use simple words that is easy to understand;

• Use technical but understandable terms or words;

• Avoid conflicting requirements;

• Avoid repetitive requirements;

• Explanation or reasons for certain requirements is not necessary;

• Specify construction requirements sequentially;

• Avoid use of awkward phrases such as “and/or” and “him/her”.

Art. 3 of the General Conditions (UAP Doc 301) on Drawings + Specifications

1. Copies of Drawings and Specifications

2. Coordination of Drawings and Specifications

3. Clarification of Meaning Drawings and Specifications

4. Discrepancies in Drawings

Copies of Drawings and Specifications

The Owner shall furnish the Contractor free of charge three (3) sets of Drawings and Specifications. All other copies of Drawings and Specifications as required by the Contractor will be furnished to him at cost of reproduction.

Coordination of Drawings and Specifications

All Drawings and Models are intended to coordinate with the Specifications, to form part thereof, and also to form part of the Contract Documents. Where figures are given, they are to be followed in reference to measurement by scale. Anything shown on the Drawings but not mentioned in the Specifications, or vice versa, or anything not expressly set forth in either but which is reasonably implied shall be furnished as though specifically shown and mentioned in both, without any extra charge.

Clarification of Meaning of Drawings and Specifications

The Contractor shall carefully examine, compare and verify the date furnished by the Drawings and Specifications. Any doubt as to the meaning of the Drawings (including notes thereon) or of the Specifications or any obscurity as to the wording of the Specifications will be explained, and all directions and explanations necessary and proper to make more definite and certain any requirements of the Drawings (including notes thereon) or of the provisions of the Specifications and give them due effect, will be given by the Architect.

Discrepancies in Drawings

In case of discrepancy in the figures or drawings, the matter shall be submitted to the Architect before any adjustment shall be made by the Contractor save only at the latter’s own risk and expense. The decision of the Architect on the adjustment of discrepancies so as to conform to the real intent of the Drawings and Specifications shall govern and shall be followed by the Contractor.

Performance Specification

A specification that stipulates how a particular component or system must perform without giving the means to be employed to achieve the results. In this method of specifications end results are specified along with criteria by which the performance of a product will be established and judged and the method can be verified. The contractor may have the liberty to choose materials and methods the will comply will performance specifications although this issue has to be settled among parties involved. Moreover, it is used to supplement other specification methods such as reference specifications, descriptive or brand name specifications.

Descriptive Specification

A specification that stipulates the exact quantities and qualities or properties of materials to be furnished and how they are to be assembled or installed in a construction.

Reference Specification

A specification that refers to a standard specification to indicate the properties desired in a material or component and the methods of testing required to substantiate the performance of products; a standardized mandatory language document prescribing materials, dimensions and workmanship, incorporated by reference in the contract documents, with information in the mandatory requirements checklist; refers to a standard established for either a material, a test method, or an installation procedure, these standard similarly are predicated on either descriptive or performance criteria.

Proprietary Specification

A specification that stipulates the use of specific products, systems, or processes without provision for substitution; one in which the specifier states outright the actual make, brand name, model number, catalog number, and other proprietary information of a product or the installation instruction of a manufacturer is indicated. Where certain options are available, the specifier should include those pertinent to the project; a closed type specification.

Brand Name Specification

A type of specification where the desired product is specified by the name given by the manufacturer or by the manufacturer’s name and model number.

Closed Specification

There are two (2) types of this type of specification namely: the single product and the multi-product specification. They are generally brand name specifications. This is used basically where material is required to match existing material in terms of quality, type and performance.

Open Specification

This is the opposite of closed specification, where all manufacturers whose product meet performance or description specified, may qualify to bid. All performance and descriptive specifications are open. Brand name specifications are open if the phrase “or equal” is used.

Combination Specification

It may be a combination of performance, descriptive and reference specifications but never a combination of open and closed specification. In this specification type a product may be required with specific physical characteristics and also may be required to conform to a particular standard.

Method System

It is employed when the specifier describes in detail the materials, workmanship, installation, and erection procedures to be used by the contractor in the conduct of their work operations in order to achieve the result expected. This can be described as descriptive specification.

Specification Language

It should be precise not vague. It can be enforced; the vague one may be difficult to enforce and will still cost the owner money because the contractor has included the cost in the bid.

4 C’s for Specification

Clear, Concise, Correct, Complete

Imperative Mode

It is the recommended method for instructions covering installation of products and equipment. The verb that clearly defines the action becomes the first word of the sentence. It is concise and readily understandable.

Indicative Mode

The traditional language of specification sentences is this, passive voice. This requires the use of the word shall in nearly every statement. This sentence structure can cause unnecessary ordiness and monotony.

“Shall”

When used in a specification, this word is used with reference to the work required to be done by a contractor or supplier. It denotes the things the supplier shall do, documents they shall supply, features they shall build into the equipment, or performance levels the equipment shall meet. Wherever the word appears, it indicates that a requirement is being stated.

“Will”

The word is used in connection with acts and actions required of the owner or of the architect/ engineer. Thus verb form is used by the owner or purchaser as a self-imposed requirement. It denotes the information the owner will supply, documents the owner will review, and approvals the owner will issue- all at the proper time.

Streamlined Mode

This technique uses a colon (:) to mean shall or shall be. These specifications are very concise and clear to read. The subject indicated before the colon is helpful especially when checking for keywords.

Words to Avoid

“a”, “an”, “the”, “all”, “which”,”of”

Master Specifications

Most design firms, government agencies, and large corporations use this specifications as basis for their project specifications. They include items of work normally encountered by that organization. Each master section includes standard clauses normally applicable to the item of work and lists numerous possible alternatives. Specifications notes within the text alter the specifications to meet particular requirements.

Masterformat

A uniform classification system for construction specifications that is divided into several sections, each of which is sequentially numbered and named. It is the most widely used standard for organizing specifications and other written information for commercial and institutional building projects in the U.S. It provides a master list of divisions, and section number and titles within each division, to follow in organizing information about a facility’s construction requirements and associated activities. Also known as Uniform System.

MASTERSPEC

It is for the construction industry developed by Production Systems for Architects and Engineers (PSAE), now the Professional System Division of the American Institute of Architects (AIA). It is one of the most complete and widely used guide specifications available. This carries the endorsement of the National Society of Professional Engineers and the American Consulting Engineers Council, which review the engineering sections for accuracy and adequacy prior to their publication.

SPECext

It is copyrighted by the Construction Sciences Research Foundation and publushed by Construction Specification Institute. It is published in CSI’s 16-division format. Section titles and fivedigit numbering system are in accordance with the titles and numbering system in MASTERFORMAT. It is revised every five years; portions of text are revised quarterly.

SPECsystem

It is an interactive expert system for writing specifications. First, a computer dialogue takes place between a project architect or engineer and the computer’s CD-ROM (compact disk, read only memory) containing the software and data files; the dialogue mimics that which would occur between an architect or engineer and an expert specification writer. For each section of the required specification document, the computer asks a series of questions in logical decision-making order. The software is updated periodically.

Work

The entire construction or separately identifiable parts thereof required to be furnished under the contract documents.

Construction

All on-site work done from site preparation, excavation, foundation, assembly of all the components and installation of utilities and equipment of buildings/ structures.

Erection

Installation in place of components of a building/ structure.

Addition

Any new construction which increases the height or area of an existing building/ structure.

Alteration

Construction in a building/ structure involving changes in the materials used, partitioning, location/ size of openings, structural parts, existing utilities and equipment but does not increase the over-all area thereof.

Renovation

Any physical change made on a building / structure to increase its value, utility and/or to improve its aesthetic quality.

Conversion

A change in the use or occupancy of a building/ structure or any portion/s thereof which has different requirements.

Repair

Remedial work done on any damaged or deteriorated portion/s of a building/ structure to restore its original condition.

Moving

The transfer of any building/ structure or portions/s thereof from its original location or position to another, either within the same lot or to a different one.

Demolition

The systematic dismantling or destruction of a building/ structure, in whole or in part.

Estimates

Approximation, projection or prediction of a quantity of work; a statement of the approximate or projected cost of work to be done, such a building or any other project that entails material, labor and services costs; a general calculation of size , value, magnitude , extent of work to be done including materials, labor and other parameters that require quantification.

Detailed Estimate of Construction Cost

A forecast of construction cost prepared on the basis of a detailed analysis of materials and labor for all items of work, as contrasted with an estimate based on current area, volume, or similar unit costs.

Bill of Materials

A term used to describe the materials, sub- components needed to manufacture a finished product.

Quantity Survey

A term describing the detailed calculation of all components necessary to construct a building generated by quantity of materials, labor and other parameters; a detailed analysis and listing of all items of materials and equipment necessary to construct and complete a project.

User-Unit Method

This estimating method involves the determination of user or occupants to quantify space and to establish cost, e.g. number of students, patient beds, inmates, etc.

Area Method

This method involves costing and quantification using area and multiplier or factor. This method is commonly used to provide a rough estimate of project cost by multiplying area by cost per unit area (usually square meter) based on prevailing rate.

Volume Method

This method involves a three-dimensional aspect of the project. Such method is an extension of the area method but involves the height of the building project as height affects cost of the project. In most cases the area method is generally used when estimating small to medium project since it involve a standard height and deviation may be considered minimal.

Parametric Method

This method involves the identification of several major factors in estimating such as architectural, structural, electrical, plumbing/ sanitary, mechanical, etc. components of the project each with a corresponding percentage cost.

Modular Cost Method

This method estimates applies to repetitive work or work made of similar components or project composition such as apartment, housing units or hospital room units where cost can be calculated based on the cost per unit, the total cost of the project can be calculated by multiplying the unit cost and the number of units.

Detailed Estimate By Quantiy Take-Off / Quantity Survey Method

This method is considered as the most precise of the different types of estimating method. Materials are quantified base on specifications – type, composition, application, commercial sizes and other parameters.

Combination Method

This method may be used although not that accurate if the project and the scope of work is incomplete or some areas of the project are not clearly defined, hence, a combination of different methods becomes practicable. For example, an incomplete architectural document with a detailed engineering plans and details, a combination of a detailed cost estimates for the engineering plans may be used while area method may be utilized for the architectural aspect of the plan.