A Dozen Tips for Public Works Specifications

In writing or reviewing specifications for public works projects, here's a quick list of a dozen things to remember:

1. Disputes. Write the specs with potential disputes in mind.
   
   
2. Clarity and Simplicity: Specs should be clear to contractor, public agency, and outside parties.
   
   
3. Say it Once: Address each subject once. Avoid re-writing in the technical specs items covered elsewhere in the contract documents.
   
   
4. Definitions: Use consistently throughout. Identify abbreviations and acronyms.
   
   
5. Make the Contractor Responsible: Assign responsibility to the contractor only, not to subcontractors, installers, or manufacturers. You only have a contract with the contractor.
   
   
6. Avoid Submissions with the Bid: Let the bidders focus on submitting a good bid price, and avoid non-responsive bids when bidders don't submit materials with the bid that shouldn't be part of the bidding process.
   
   
7. Means and Methods: Avoid directing the contractor on how to do the work.
   
   
8. Level of Precision: Avoid unnecessary precision that can result in higher costs.
   
   
9. Verifying Performance: You should be able to verify or check that the contractor met a given specification requirement.
   
   
10. Streamlined Specs vs. Full Sentences: If using streamlined specs, make them clear and include explanatory paragraph that streamlined sentences should be interpreted with the meaning implied. Example of streamlined sentence: "Spread with notched trowel." Example of full sentence: "The contractor shall spread adhesive with a notched trowel."
    
    
11. Use Active Voice: Use active, not passive voice, as it assigns responsibility more clearly.
    
    
12. Avoid Ambiguous Words: Words to avoid include: and/or, any, as appropriate, as a minimum, shall function as intended, etc.

I will be teaching a class on Writing Effective Technical Specifications in Vancouver, Washington on March 3, 2010. Registration will begin sometime in late January or early February for this 5 hour workshop. Cost for early registration: $100. If you are interested in advanced information on the registration, please contact me.