NBS Educator

Specifications:
An introduction
NBS
November 2008

contents

introduction
definition
consider users
resourcing
planning the
process

once and in the

right place
structure
management
specification
methods
editing
2

specifications
introduction

introduction
definition: product & process
difference from other descriptive documents?

consider users: what do they want?

resourcing: resources needed
planning the process: activities & timing

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

product: written descriptions of the quality of

the built product and its component products
about deliverables but not processes
overlap with briefs systems & products
certifiable against brief
7

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

building control officers:

structure parallel to Approved Documents
limit to statutory scope, e.g. not aesthetics

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
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specifications
planning the process

30

planning the process

programme:
dont start at last minute: bad management
late production of colour/finishes schedules
co-consultant specifications: rarely checked
specification preparation and use:
begins with brief
runs through design, approvals, estimating,
documentation, tendering, construction, FM
ends with demolition
31

planning the process

programme: systematise the process:
preparation: gather info, update source,
resolve format, decide working
patter/medium, allocate tasks among coconsultants
execution: iterative deletion, completion,
addition of text
finish: edit, check, produce, distribute

32

planning the process

programme:
update source specification: regularly is best
working pattern: horizontal (across all work
sections equally) or vertical (one section at a
time)

33

planning the process

content:
practically complete: work to 80:20 rule
documentation is rarely complete
thoroughness: consider trust, innovation, risk,
drawings, control on site, particular QLs
required, general project QL, time available,
project cost/size, fussiness of employer
thorough specification does not necessarily
describe high QL, and vice versa
34

planning the process

content:
quality levels: lock the builder in to employeragreed QLs
products (manufactured, fabricated, built):
describe deliverables, not ephemeral
processes

35

specifications
once & in the right place

36

once & in the right place

regulations:
apply whether specified or not so dont
specify them!
Building Regulations Approved Documents:
not mandatory harden in the specification
those that are to apply contractually

37

once & in the right place

contracts & annexures:
not part of the specification
materials and workmanship: general in
Building Regulations, particular in
specification, so not in contracts at all
subcontracts: not in specification, which is part
of contract, not subcontract

tendering:
served its purpose, not part of contract, so not
in specification
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once & in the right place

reports: e.g. site investigation
for information not part of specification

standards:
if relevant: cite, dont paraphrase
currency: check; dates not mentioned in
specification
general rule on dates in Preliminaries

options: make choices offered in standard,

e.g. grades, classes; unless self-selecting
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once & in the right place

standards:
defaults: may not suit, e.g. standard too loose
guidance: should harden in specification

drawings:
specification complements drawings
drawings describe assembly, not specification
specification describes quality, not drawings
heavy annotation leads to conflict with
specification, e.g. finishes
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once & in the right place

preliminaries:
facilities for clerk of works, architect
use of employers services and roads
security on an occupied site
publicity
sequence of work on an occupied site
employer-supplied items
protection of property adjacent and on-site
41

once & in the right place

work sections:
the technical core of the specification
may rely on reference sections

schedules:
type/definition schedules: part of specification
assembly schedules: linking types (in
specification) and instances (on drawings)
neither specification nor drawings
42

once & in the right place

cross-referencing:
precise or not at all CPI
complete, unambiguous
imprecise is unhelpful at best, untrue at worst
drawings to specification, not specification to
drawings?
not as specified, as detailed, to the
relevant standards
43

once & in the right place

parties outside the contract:
subcontractors: cannot talk to them directly,
always via/to contractor no work by others
tenderers: dont exist anymore, contract
specification cannot talk to them
authorities: may do something not bound
other contractors: deal with interfacing

44

once & in the right place

parties in the contract:
employer: not mentioned, except for employersupplied items, in Preliminaries
contract administrator (CA): not mentioned,
except in General technical requirements
CA not constrained, e.g. specification does not
dictate actions if non-conformance occurs
contractor: not mentioned, no need, whole
specification addresses contractor, no-one else
contractor not constrained, e.g. no processes
45

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

General technical requirements: contains

general info relevant to trades, who may not
see Preliminaries
schedules: assembly vs type schedules
47

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
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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

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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.
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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

e.g. XYZ Brand, Model

33/A15

Manufacturers
recommendations

Descriptive

e.g. 150 mm thick,

green
finish

BSs

Process

e.g. 4 passes of a 5
tonne roller

BS Codes of Practice

Performance

e.g. 2 hr fire-rated

BSs, BBA Certificates

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

items to be designed: extent varies

minor inferred items (silence): all projects
have these
JCT CDP: complex items to be designed by
builder submit proposals at tender
JCT D&B: entire contract to be designed by
builder
61

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

Co-ordinating Committee for Project Information (1987)

CPI Project specification: A code of procedure for
building works, BPIC.
Cox, PJ (1993) Writing specifications for construction,
McGraw-Hill.
Crawford, M et al (1997) Uniclass: Unified classification
for the construction industry, RIBA Publications.
Daniels, S (2007) Specification writing: Course manual,
Thomas Telford Training.
Delaney, S & M King (2003) The benefits of master
specifications, www.theNBS.com
Delaney, S (2008) CPIC and Uniclass who, what and
why?, NBS Journal 12.
Doran, S (2007) Preliminaries and contemporary
procurement, NBS Journal 10.

76

further reading

Edexcel Foundation (2000) NVQ Architectural

Technology Level 4, Edexcel.
Emmitt, S & D Yeomans (2001) Specifying buildings: A
design management perspective, Butterworth
Heinemann.
Finch, R Preliminaries and General Conditions,
www.theNBS.com
Gelder, J (2001) Specifying architecture, CISA.
Gelder, J (2002) Specifying construction processes,
NBS Journal 01.
Gelder, J (2003a) Process clarification, NBS Journal 02.
Gelder, J (2003b) Quality in contracts, NBS Journal 03.
Gelder, J (2004) Or equivalent, NBS Journal 05.
Gelder, J (2005a) Project specification: Concise, NBS
Journal 07.
77

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.

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