Specification Writing

1. Specification Writing Confidential to Beca: Please do not distribute externally without author approval Martin Wemyss 3 May 2018 Senior Technical Director - Beca Building Services 13 July 2017

2. Tender / Contract Document make-up • Conditions of Tender (A) • Conditions of Contract (B) • General Conditions; e.g. NZS 3910 • Special Conditions: Project specific clarifications/variations to General Conditions • Specifications (C) • C01: Preliminaries & General: Site safety management, traffic management, security, temporary facilities, … • C02, C03, … : Technical Specifications • Drawings & Schedules

3. Beca (NZ) Specification Sections

4. Building Services Spec Hierarchy Spec Workflow - Pg 2 • CXX Trade (Discipline): • General (CXX00) • Technical (CXXYY) • C45 & 46 • Building Services General & Seismic • Appendices (separate) • Common to all • Produced once (consistent) • By BS JM or WPM

5. Specification Content • C45 & C46 – Building Services - General & Seismic • Rules for deviations from tender/contract documents • Construction phase set-out, coordination, quality control • General pre-manufacture submission, materials & workmanship requirements • Supports & fixings, seismic, fire stopping, painting, identification ….. • Testing, commissioning, handover, record drawings, O&M manuals, training of Principal • Digital information, BIM execution • Greenstar, LEED • Producer statements, 3rd party certification, defect liability, subcontract guarantees

6. Specification Content • Trade Specific - General (CXX00) • Extent of work, contractor qualifications, rules for ambiguities / incompleteness, contractor design, trade interfaces …. • Pre-manufacture submissions; shop drawings, supplier certificates of compliance …. • Testing & commissioning processes & acceptance criteria • Trade Specific – Technical (CXXYY): For each system / proprietary equipment item: • Material specs, construction quality, performance rating methods, installation practice …. • Cited Standards / Codes of Practice • Functional descriptions (controls)

7. Specification Value? • At least as important as Drawings and Schedules • Building Services: Say 30 – 40% of total contract information • Often higher value when things don’t go to plan ….. (next slide) • Construction monitoring routinely requires reference to specs • Failure to complete all construction design, set-out, coordination, submissions, T&C …. • Pre-manufacture submissions: Assessing system &/or proprietary equipment compliance • E.g. NZICC: • Cooling tower pipework arrangement (C1910) • Balancing valves (C1911), dampers and fire dampers (C1940) • Open drive chillers and plantroom ventilation (C1923) • Temporary filters (C1953) • Trade interfaces (when done well at the start!) • Client-requested brands; alternatives not permitted • Site inspections: Assessing installation practice compliance

8. Specification Value • When things go wrong: • Devil often in the detail (like mortgage, loan, insurance contracts) • Spec content often crucial to determining responsibility / liability • Order of diminishing contractual significance: Specifics, General • Contract administrator / arbitrator / judge reads the fine print • DHW tempering valves in hospital ….. Had to be “fit for purpose”

9. NZ / AU / SG Specs • One Beca • Global Beca Building Services spec proformas unlikely: • Differences in building codes, Standards, practices, brands, etc. • Resource intensive to coordinate & maintain global spec proforma • Resource intensive project specific editing • Regional specs: • NZ: CXX • AU: C(XX+50) • SG: Sections 1, 2, 3, …

10. Specification Production

11. Specification Production • How? • Spec writer completes Building Services Spec Setup Form • Admin creates 1st draft • Accept all tracked changes; leave set to continue tracking • Spec writer edits • Where from? • Under Dev – Usable (with care) • 00:\Specs • Under Dev – Not usable (w/o approval) of Spec Section Owner

12. Building Services Spec Setup Form (NZ) • Brief to Spec creator • Records individual section source • Completed digital copy on file • Input to spec verification

13. Hidden Text If you cant see on your screen, ask Editing instructions • Proven effective spec writing tool Technical Commentary Spec Content + Hidden Text • Often contain / reflect Beca design practice • Include in your: • Design toolset • Construction monitoring toolset; submission review, site inspections • Check latest proforma version(as opposed to project spec)

14. Specification Writing - General Principles Avoid Repetition!! • Repetition increases: • Likelihood of contradiction / ambiguity • Potential for variation claims (“contra proferentem” common law) • Potential for Beca liability if contradiction / ambiguity not identified in time • CXX00.2 (EXTENT OF WORK): “Contractor is responsible for identifying ambiguity / incompleteness in Contract Documents, & obtaining clarification instructions prior to proceeding with affected work.” • DOES NOT relieve Beca of liability for ambiguity / incompleteness in our documents • In order to avoid, be familiar with: • C4500 BUILDING SERVICES - GENERAL • Avoids repetition in each TRADE Specific - GENERAL • TRADE Specific - GENERAL • Don’t repeat in TRADE specific Technical Sections

15. Specification Writing - General Principles • Locate content where person needing information would expect to find it; e.g.: • Specialist equipment testing & commissioning by equipment supplier/agent: • In equipment technical section • BUT with cross-reference from [TRADE] - GENERAL - TESTING & COMMISSIONING • Identification (by trade subcontractors as opposed to equipment suppliers) • In C4521 – IDENTIFICATION • Specialist technical sections, e.g. Gas Piping: C1713 with X-ref to/from C4521 – IDENTIFICATION • Use “Provide” rather than “supply and install” • “Supply of all labour, materials and equipment for the specified design, selection/design of materials and equipment, setting out and co-ordination, submission of information, supply, fabrication, manufacture, installation, quality control, testing and commissioning and defects liability.” • Limit use of “supply” or “install” to where one party is supplying for another party to install.

16. Specification Writing - General Principles • Typically separate: • “Materials” content – relevant to suppliers • “Installation” content – relevant to installers • Cross-referencing: • C45 & C46 • Auto-cross referencing to section title; may also include number • “Error reference source not found” • C17, C19, C20, C21 …. • X-ref to spec section title only (not numbers)

17. Specification Writing Style Past writing style: • Long “essay” type sentences / paras • Often covering multiple topics • Difficult to scan & digest relevant content

18. Specification Writing Style Preferred writing style: • Numbered headings, bullets • Use standard Beca Spec Styles; • Heading 2, 3, 4, 5, • Heading 4, 5 bullet • Body text, table text …. • Short succinct descriptions • Active rather than passive voice; • “Construct diverging tees such that ...” • Avoid “The Contractor shall…” (unless differentiating, e.g. between contractor & supplier)

19. Citing Standards Each Spec Section • Global market  multiple standards • Standard Noonly; not title or date • Standards Index at end

20. Citing Standards • C4505 - Reference Documents determines applicable version

21. CXX00.2.2 - Extent of Work - Description • General • Minimises potential for conflict / ambiguity with Drawings & Specs • Alternative • Regional / market / trade specific drivers • Highly detailed descriptions should be avoided or very carefully written • Risk of effective exclusion by lack of specific inclusion (contra proferentem) Heating, ventilation and air-conditioning of lower ground to level 5 associated with refurbishment of existing office building at 132 Vincent Street. • New and modifications to existing HVAC systems at the refurbished and extended Northlands Shopping Centre, generally including but not necessarily limited to: • Packaged unit air conditioning and spill air systems in the new retail/mall extension area. • Split system air conditioning of the existing mall/arcade area excluding Foodcourt. (Mixed mode system with natural ventilation and supplementary spot mechanical cooling). • Split system air conditioning of those retail outlets in the existing retail/mall area that are not currently air conditioned. • Replacement of existing outdoor air supply system in existing retail/mall area with new system (including electric heating). • Removal of the existing non-operational Foodcourt packaged unit (1 of 4), and installation of the new (currently crated) replacement unit purchased by the Principal.

22. CXX00.2.3 - Extent of Work – Specific Inclusions • Unusual / specific inclusions • Existing Systems - General • Alterations to operational systems • On-site checks • Demolition & removal • Liaison with Principal to minimise impact • ….. • Existing Systems – Specific • Scope clarification for • Alterations to Existing • Tenant Fitout • Reduces risk of effective exclusion by lack of specific inclusion

23. CXX00.2.4 – Extent of Work, Contractor Design • Design continuum – Normally: • Construction Phase Design: • Selection of proprietary materials & equipment • Construction level set-out & coordination: • Pipework, ductwork, cable route details • Shop drawings • Proprietary system design: e.g. • BMS • Lighting control

24. CXX00.2.4 – Extent of Work, Contractor Design Detail Design by contractor (alternative) • Can be appropriate in specific commercial circumstances • Partial: E.g. acoustics, E for M • All: E.g. SkyCIty Casino, NZICC? • Proformawords reasonably robust

25. CXX00.2.3 – Extent of Work, Contractor Design “Design & Build” (alternative) • Refer “Guide – Building Services – Design Build Engagement & Documentation”: • No “standard” distribution of design responsibilities. • Could be handed over at various stages; varying degrees of risk • Beca JD/JM to discuss with client; overall objectives, documentation options • Documents include: • Client and stakeholder specific design requirements, e.g.; design guides, CAD standards. • Design / configuration / performance criteria, e.g.: • System capacity/performance/redundancy criteria • Distribution/control zones; air conditioning, lighting, fire alarm & evacuation • Energy/utility consumption characteristics & metering strategies • Materials and workmanship quality: Beca spec selections, e.g. pipe / duct / equipment pressure ratings? • Guidance on contract interface points; tenant connections, scope of other procurement contracts, utility metering, etc. • Schedule of exposed/visible items; reference photos to define the general appearance and finish quality.

26. C4502 - Deviations from Tender/Contract Documents • Compliant tenders preferred • Tenders with alternatives (materials, equipment, workmanship, system designs or other matters of performance, construction, quality or space requirements) considered at Principal’s discretion • Tenders deemed to comply other than specifically listed deviations • Post-tender deviations (not identified in tender): • Deviations that “substantially differ” from Contract Documents • Principal reserves the right to reject & require Contractor to comply • May not be enforceable if Contractor can demonstrate compliance not practicable • “Substantially differ” is subjective; experienced judgement required • Not reasonable to reject out of hand all minor non-compliances: Some manufacturers may not be able to comply 100%, but may not be appropriate to exclude those manufacturers w/o consideration of significance of non-compliance

27. C4502 - Deviations from Tender/Contract Documents • Post-tender deviations (Cont.): • If Contractor considers provides significant cost/technical advantages: • Contractor may submit: • Cost/technical advantages; supporting details & evidence • Latest acceptance / rejection date (to avoid Contract delay) • Beca to assess additional fees & time to evaluate • Principal may instruct Beca to evaluate, & accept or reject deviation at their discretion • Apply with care: • If contractor offers technical but no cost advantage, client may think we should evaluate at no additional cost. Unscrupulous contractors may try on with objective of pocketing cost advantage • Other consultant team members (also incurring cost) may resent our approach • Only activate for significant deviation for which we can readily convince client & others that additional Beca fees would be appropriate

28. C4508 - Site Environment (Corrosion Classification) • Defines Exterior & Interior corrosion classifications • Consistent application across all trades • Referenced in Materials, Supports & Fixings, Painting, Trade technical specs • Exterior - General • Very High Marine • Very High Industrial • HighUp to 1km inland , Industrial within say 1 km • Medium 5-15 km inland • Low Inland • Exterior - Local micro-environments: • Sheltered exterior surfaces • Cooling tower compound • Within 10m of boiler flue discharge

29. C4508 - Site Environment (Corrosion Classification) • Interior - General • Very Low: Commercial buildings; heated or air-conditioned & filtered • Low: Warehouses, sports halls, gymnasiums • Medium:Food processing plants, laundries, breweries, printing works, dairies • High:Dye works, paper manufacture, foundries, smelters, chemical processing, swimming pools • Interior - Local micro-environments • Builders work OA intake plenums / plantrooms • Ventilated plantrooms • Goods loading dock • Naturally ventilated atrium • Enclosed mechanically ventilated carparks • Naturally ventilated carparks

30. Trade Names • C4509 – Materials: • Beca typically specify equipment performance (schedules) & quality (spec)Not brand or model type • Trade catalogue data is not binding • May list “preferred” or “acceptable” brands (but challenging to keep up) • May specifically limit to acceptable brands • Beca-wide; e.g. P&Dpipes • Project-specific; e.g. major equipment standardisation for institutional clients

31. Pre-manufacture Certificates of Compliance • C4512.1 – Supplier’s Certificate of Compliance • Proprietary equipment / system supplier to: • Identify performance & quality compliance, exception or exceedance • Certify fit for purpose (Not all will) • Beca focus on assessing identified non-compliances (not trolling bulk product literature) • Helps contractor / subcontractors to retain supplier liability for contract non-compliances • C4512.2 – Spatial Certificates of Compliance • Contractor to certify equipment selected to comply with Contract requirements fits into spaces shown on Drawings with access and clearances as C4509 - MATERIALS • Objective: Identify spatial non-compliances in time to enable most appropriate solution (e.g. reselect material, revise spatial design) to be actioned with no or minimal abortive construction

32. C4517 - Access & Protection Structures • Examples: • Access to high level AHUs in plantrooms. • Access/protection bridges/covers over pipe or cable systems • Protection barriers around exposed services in areas prone to physical damage • Where required but not shown on drawings, Contractor responsible for design • Clause applicable where: • need for or form of access / protection structures entirely dependent on Contractor’s construction phase services set-out • so cannot practicably be detailed on Architectural & Structural drawings • Don’t put too much reliance on this clause. (PI notification) • Consider SiD: Additional project specific spec words? (Trade specs)

33. C4518 – Building Services Penetration Fire Stopping • Poor levels of compliance • Continual spec improvements • Construction monitoring engineers should become familiar with proper practice • Procurement options • Individual building services trades responsible for engaging fire stop specialist • Single fire stopping specialist for all building services trades: • Improved quality/compliance • But additional pricing risk • Refer C4518 & C47 commentary before applying • Excludes fire dampers • Excludes non-building services related fire stopping: • Floor, wall, cladding, partition construction joints

34. C4529 - Defect Liability Period • Defect liability retentions available if contractor fails to reasonably rectify • Contractor & subcontractor joint liability • Contract Works excludes O&M during DLP • Otherwise, value must be retained beyond PC, retentions in trust, administered by Principal’s consultant team • Construction contractors often not qualified/experienced in maintenance work • C4532 requests separate maintenance contract proposal • Principle may or may not accept • Beca Design & CM fees don’t typically allow for maintenance contract setup or admin • Separable Portions • Potential for additional performance/compliance risk • Where SP boundaries cross building services distribution systems (heat, cooling, water supply, power, etc.), consider inter-dependence of system elements in different Separable Portions, e.g.: • AHU vs. distribution ductwork. • CHW plant vs AHUs coils, control valves, distribution piping, etc. • Refer C4529 Commentary • Option to extend DLP for 1st SPs to expire at end of DLP of last SP

35. Subcontract Guarantees, Manufacturer’s Warranties • Subcontract Guarantees (C4531) • Longer than DLP • Beca NZS 3910 Contract: • Defines form of subcontract guarantees; e.g. joint and several. (Other Conditions of Contract may not.) • Suggests 2 year term for building services trades. • Likely to incur cost (relative to standard 1yr warranty) • No retentions, hence less risk protection than DLP • Discuss with client option of extending DLP • Manufacturer’s Warranties • Beca do not typically specify (exception is proprietary pipe systems; PPR, press-fit jointing) • Manufacturer’s warranties provide very limited protection • Beca typically advise Clients to NOT place significant reliance on manufacturer’s warranties

36. Job Specific Editing Spec Workflow – Pg. 3 Delete non-applicable content • Contractors under time pressure during tendering • Incorrect / ambiguous / non-applicable content increases likelihood of; • Unpriced scope • Contractor indifference to entire specification

37. Job Specific Editing • Non-applicable content examples: • Site Environment (C4508): “Sea Spray, Coastal, Inland, Industrial & Geothermal” • Both Short & Long form acceptance criteria • Low rise building: Expansion/Contraction allowances “specific to very tall structures (e.g. Sky Tower)” • Small project w/o seismic separations: Spec’d seismic flexibles & blank seismic movement table • Small project w/o builders work or kitchen extract ductwork; Spec’d builders work & kitchen extract duct pressure ratings and sealing • Non-applicable cable types, protection device types, light fitting types, etc. • Non-applicable design details and/or samples. • Required equipment sample where the contract required only one unit • Non-applicable Standard references • Specific cases may warrant some non-applicable content in anticipation of known or reasonably foreseeable work being included by future instruction

38. Job Specific Editing & Verification • Spec Writers: • Expected to follow all hidden textinstructions • Self-check • Hidden text header: To aid VERIFICATION ….print Verification copies with HIDDEN text on & DELETED text in strikethrough • Spec verifiers: Check for • Deletion of non-applicable content • Remaining incompleteness / ambiguity

39. Discipline specific training • Mechanical: On-the-job using hidden text • Electrical: G Williams + On-the-job (hidden text being expanded) • P&D, Gas: On-the-job using hidden text • Fire Protection: On-the-job using hidden text (needs expanding)

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