In this post I delve into the mysterious architectural documents component known as "specs". Hopefully my research will provide information to help all of us in the understanding of construction specifications and their necessity. As well as, what is considered the basic services of an Architect.
Specifications
To preface the more technical information, we must first understand what exactly is meant by the following terms in the context of construction and architecture: “specifications”, “project manual”, “spec manual”, “spec book”, or “specs”. All of the aforementioned terms can typically be used interchangeably, and refer to roughly the same thing.
What are specifications?
Specifications are the written description of the materials, products, and workmanship used to construct a design. They also include the requirements for administering and performing the work of a project. The specifications work in conjunction with the drawings to convey the design intent from the first conceptual design through the construction of that design. They are legal documents that define the execution of a contract for construction. In general, the drawings describe quantity, while the specifications describe quality. Specifications can be anything from notes on a drawing to full-blown written specification sections in the project manual. - Susan McClymonds, “Who Needs a Spec Writer?” NCARB Monograph Series 1
(Susan B. McClymonds, AIA, CSI, CCS, MAI, SCIP, is the current chair of the New York State Board for Architecture and serves on NCARB’s ARE Subcommittee: Construction Documents and Services. She has over 20 years of experience in the preparation of specifications for a variety of project types including federal, institutional, commercial, educational, housing, healthcare facilities, and restoration/preservation.)
As stated in the above reference. Specifications can be represented as simple notes, drawings, sketches, tables, or highly detailed and complex descriptions and data. The specifications do not exclusively come in the form of an accessory booklet, but can, and typically are, part of the construction documents themselves. When specifications are included on the pages of the construction documents themselves, immediately adjacent to the information for which they describe, this typically creates a more cohesive and sensible presentation of the information for the contractor.
Ask yourself, is it more sensible to place the specifications for window assemblies or door assemblies on those pages of the construction documents, or separately in a book? On small to medium-sized construction projects it can be far more convenient and appropriate, as well as environmentally friendly by saving paper, to put specifications in the construction documents themselves, as opposed to a separate book. A spec book is typically necessary on large governmental projects, infrastructure projects, and high-rise construction where there are significantly more details that must be described.
The most important thing about construction specifications is that they are included as part of the legal construction documents. The format in which they are included is not as important, whether on the plans themselves, or a separate booklet.
Specs on the plans are written in one of three ways: descriptive, performance, or reference standard.
The descriptive method relies on a brief, or detailed, description of the characteristics and physical properties of the desired products, materials, and methods of installation in detail without naming a specific product. A widely used and often encouraged method of specifying as it promotes healthy competition among suppliers to provide products that meet descriptive specs written by Architects.
The performance method of specifying describes the desired end result of a product or system and the method by which it can be verified. The end result, rather than the means to the end result, is what is important.
Both descriptive and performance specifications are favorable and encouraged in the industry, and are found throughout the construction documents produced by L & S Architects, Inc.
The last specifying method is a reference standard which relies on naming a published, industry-recognized standard as the basis for stating the required qualifications or quality level of a product, material, or system.
Basic Services
Now we have a understanding of what specifications are, and where they are found. But are specifications required of the Architect?
In short, the Architect is only legally required to provide the owner with what they have agreed to as his scope of services. Any services beyond the scope laid out in the agreement between Architect and Owner, would be an additional service which may require additional compensation. So this raises the question, should a spec book be listed in the Architect’s scope of services? To attempt an answer, let us first look at California law... By law, is a spec book required of an Architect? In short, no, it is not.
The following is an excerpt from the “Consumer’s Guide to Hiring an Architect”.
A publication by the California Architects Board which is the legal governmental entity in California that examines, licenses, and regulates more than 22,000 architects (2015).
California law (Business and Professions Code section 5536.22) requires that a written contract for architectural services contain, at a minimum, the following items:
Based on these five items, a “spec book” per se, is not legally required. But that raises the question, should it be included, or is it commonly included in the industry?
The California Architects Board also provides a list of common and recommended items to be a part of the written contract. Beyond those items required for Architects by law, the Board recommends that a contract for architectural services be as clear and complete as possible in defining the goals and the expectations of both parties for the project. Since this venture is a collaboration of client and Architect, the contract should clearly define the client’s responsibilities, as well as those of the Architect.
In the list of common and recommended items, “spec book” is not present. Therefore, it is neither legally required, nor even common, to provide a spec book. However, specifications as part of the construction documents is generally expected by the Architect. L & S architects typically includes specs as necessary throughout the construction documents, so they can be found next to the relevant items of which they are specifying. L & S has been specifying in this manner on successfully built projects for over 30 years, with more than 2,500,000 square feet of built structures.
Specifications
To preface the more technical information, we must first understand what exactly is meant by the following terms in the context of construction and architecture: “specifications”, “project manual”, “spec manual”, “spec book”, or “specs”. All of the aforementioned terms can typically be used interchangeably, and refer to roughly the same thing.
What are specifications?
Specifications are the written description of the materials, products, and workmanship used to construct a design. They also include the requirements for administering and performing the work of a project. The specifications work in conjunction with the drawings to convey the design intent from the first conceptual design through the construction of that design. They are legal documents that define the execution of a contract for construction. In general, the drawings describe quantity, while the specifications describe quality. Specifications can be anything from notes on a drawing to full-blown written specification sections in the project manual. - Susan McClymonds, “Who Needs a Spec Writer?” NCARB Monograph Series 1
(Susan B. McClymonds, AIA, CSI, CCS, MAI, SCIP, is the current chair of the New York State Board for Architecture and serves on NCARB’s ARE Subcommittee: Construction Documents and Services. She has over 20 years of experience in the preparation of specifications for a variety of project types including federal, institutional, commercial, educational, housing, healthcare facilities, and restoration/preservation.)
As stated in the above reference. Specifications can be represented as simple notes, drawings, sketches, tables, or highly detailed and complex descriptions and data. The specifications do not exclusively come in the form of an accessory booklet, but can, and typically are, part of the construction documents themselves. When specifications are included on the pages of the construction documents themselves, immediately adjacent to the information for which they describe, this typically creates a more cohesive and sensible presentation of the information for the contractor.
Ask yourself, is it more sensible to place the specifications for window assemblies or door assemblies on those pages of the construction documents, or separately in a book? On small to medium-sized construction projects it can be far more convenient and appropriate, as well as environmentally friendly by saving paper, to put specifications in the construction documents themselves, as opposed to a separate book. A spec book is typically necessary on large governmental projects, infrastructure projects, and high-rise construction where there are significantly more details that must be described.
The most important thing about construction specifications is that they are included as part of the legal construction documents. The format in which they are included is not as important, whether on the plans themselves, or a separate booklet.
Specs on the plans are written in one of three ways: descriptive, performance, or reference standard.
The descriptive method relies on a brief, or detailed, description of the characteristics and physical properties of the desired products, materials, and methods of installation in detail without naming a specific product. A widely used and often encouraged method of specifying as it promotes healthy competition among suppliers to provide products that meet descriptive specs written by Architects.
The performance method of specifying describes the desired end result of a product or system and the method by which it can be verified. The end result, rather than the means to the end result, is what is important.
Both descriptive and performance specifications are favorable and encouraged in the industry, and are found throughout the construction documents produced by L & S Architects, Inc.
The last specifying method is a reference standard which relies on naming a published, industry-recognized standard as the basis for stating the required qualifications or quality level of a product, material, or system.
Basic Services
Now we have a understanding of what specifications are, and where they are found. But are specifications required of the Architect?
In short, the Architect is only legally required to provide the owner with what they have agreed to as his scope of services. Any services beyond the scope laid out in the agreement between Architect and Owner, would be an additional service which may require additional compensation. So this raises the question, should a spec book be listed in the Architect’s scope of services? To attempt an answer, let us first look at California law... By law, is a spec book required of an Architect? In short, no, it is not.
The following is an excerpt from the “Consumer’s Guide to Hiring an Architect”.
A publication by the California Architects Board which is the legal governmental entity in California that examines, licenses, and regulates more than 22,000 architects (2015).
California law (Business and Professions Code section 5536.22) requires that a written contract for architectural services contain, at a minimum, the following items:
- A description of services to be provided by the architect to the client.
- A description of any basis of compensation applicable to the contract and method of payment agreed upon by both parties (e .g ., hourly rate, flat fee, percentage of construction cost).
- The name, address, and license number of the Architect and the name and address of the client.
- A description of the procedure that the architect and the client will use to accommodate additional services.
- A description of the procedure to be used by either party to terminate the contract.
Based on these five items, a “spec book” per se, is not legally required. But that raises the question, should it be included, or is it commonly included in the industry?
The California Architects Board also provides a list of common and recommended items to be a part of the written contract. Beyond those items required for Architects by law, the Board recommends that a contract for architectural services be as clear and complete as possible in defining the goals and the expectations of both parties for the project. Since this venture is a collaboration of client and Architect, the contract should clearly define the client’s responsibilities, as well as those of the Architect.
In the list of common and recommended items, “spec book” is not present. Therefore, it is neither legally required, nor even common, to provide a spec book. However, specifications as part of the construction documents is generally expected by the Architect. L & S architects typically includes specs as necessary throughout the construction documents, so they can be found next to the relevant items of which they are specifying. L & S has been specifying in this manner on successfully built projects for over 30 years, with more than 2,500,000 square feet of built structures.
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