Construction specifications define the quality, standards, and requirements for materials and workmanship on a project. Understanding how to read and interpret specifications is fundamental to accurate bidding—yet many estimators focus primarily on drawings and give specifications insufficient attention.
The Role of Specifications
Specifications complement drawings to define complete project requirements.
Drawings vs. Specifications
Drawings show:
- Location and dimensions
- Spatial relationships
- Quantities (countable items)
- General configurations
- Visual representations
Specifications define:
- Material quality and standards
- Installation methods
- Performance requirements
- Testing and inspection
- Warranty and documentation
Legal Hierarchy
In case of conflict, contract documents typically establish precedence:
- Agreement
- Addenda
- Special conditions
- General conditions
- Specifications
- Drawings
Most contracts state that specifications govern quality while drawings govern quantity.
Understanding CSI Format
Most commercial specifications follow Construction Specifications Institute (CSI) MasterFormat.
Division Structure
MasterFormat 2020 divisions:
| Division | Title | Coverage | |----------|-------|----------| | 00 | Procurement | Bidding, contracting | | 01 | General Requirements | Administrative | | 02 | Existing Conditions | Demolition, surveys | | 03 | Concrete | All concrete work | | 04 | Masonry | Brick, block, stone | | 05 | Metals | Steel, misc metals | | 06 | Wood/Plastics | Carpentry, millwork | | 07 | Thermal/Moisture | Roofing, insulation | | 08 | Openings | Doors, windows | | 09 | Finishes | Drywall, flooring | | 10 | Specialties | Accessories, signage | | 11 | Equipment | Specialty equipment | | 12 | Furnishings | Furniture, window treatments | | 13 | Special Construction | Special structures | | 14 | Conveying | Elevators, escalators | | 21 | Fire Suppression | Sprinklers | | 22 | Plumbing | Plumbing systems | | 23 | HVAC | Mechanical systems | | 26 | Electrical | Electrical systems | | 27 | Communications | Data, telecom | | 28 | Electronic Safety | Fire alarm, security | | 31-35 | Site Work | Civil, utilities |
Section Numbering
Sections use six-digit numbers:
- 09 29 00 - Gypsum Board
- 09 51 00 - Acoustical Ceilings
- 09 65 00 - Resilient Flooring
The first two digits indicate division; subsequent digits provide increasing detail.
Specification Section Structure
Most sections follow a three-part format.
Part 1 - General
Administrative requirements:
- Related sections
- References and standards
- Definitions
- Submittals required
- Quality assurance
- Delivery and storage
- Warranty requirements
What to look for:
- Cross-references to other sections
- Submittal timing requirements
- Special qualifications
- Pre-installation meetings
- Mockup requirements
Part 2 - Products
Material requirements:
- Manufacturers (named or equal)
- Product standards
- Material properties
- Accessories and components
- Fabrication requirements
- Source quality control
What to look for:
- Sole source specifications
- "Or equal" language
- Performance criteria
- Testing certifications
- Component requirements
Part 3 - Execution
Installation requirements:
- Preparation
- Installation procedures
- Quality control
- Cleaning
- Protection
- Schedules
What to look for:
- Special installation methods
- Testing requirements
- Inspection points
- Completion criteria
- Owner training
Types of Specifications
Different specification approaches affect bidding differently.
Prescriptive Specifications
Characteristics:
- Name specific products
- Define exact materials
- Prescribe installation methods
- Little flexibility
Bidding implications:
- Limited material options
- Clear scope definition
- Price comparison straightforward
- Change orders for modifications
Performance Specifications
Characteristics:
- Define required outcomes
- Allow means and methods flexibility
- Set measurable criteria
- Contractor selects products
Bidding implications:
- Research required to select products
- Multiple approaches possible
- Demonstration of compliance required
- More contractor responsibility
Proprietary Specifications
Characteristics:
- Single manufacturer named
- No substitutions allowed
- Specific model numbers
- Sole source
Bidding implications:
- No flexibility in pricing
- Check for availability
- Single vendor relationship
- May require substitution request
Open Specifications
Characteristics:
- "Or equal" language
- Multiple approved manufacturers
- Performance standards cited
- Substitutions welcome
Bidding implications:
- Shop for competitive pricing
- Research alternatives
- Substitution process available
- Quality must meet standards
Critical Sections to Review
Certain specification sections significantly impact bids.
Division 01 - General Requirements
Section 01 10 00 - Summary:
- Work included in contract
- Work by owner
- Work by others
- Contractor use of premises
- Future work
Section 01 20 00 - Price and Payment:
- Alternates
- Allowances
- Unit prices
- Payment procedures
- Retainage
Section 01 30 00 - Administrative:
- Coordination requirements
- Meetings
- Progress documentation
- Submittals
Section 01 40 00 - Quality:
- Quality control requirements
- Testing agency responsibilities
- Inspection requirements
- Mockup requirements
Section 01 70 00 - Execution:
- Examination requirements
- Preparation
- Cutting and patching
- Cleaning
- Protection
Trade-Specific Sections
For your scope, thoroughly review:
- Material specifications
- Installation requirements
- Testing protocols
- Warranty provisions
- Related work sections
Reading for Estimating
Develop systematic approaches to extract bidding information.
First Pass - Overview
Initial review goals:
- Identify all related sections
- Note unusual requirements
- Flag items needing clarification
- Mark sections for detailed review
Detailed Review Checklist
For each section, identify:
- [ ] Products required
- [ ] Installation standards
- [ ] Quality requirements
- [ ] Testing requirements
- [ ] Submittal requirements
- [ ] Warranty terms
- [ ] Related sections
- [ ] Potential issues
Specification vs. Drawing Conflicts
When conflicts occur:
- Document the conflict
- Submit RFI for clarification
- Don't assume either is correct
- Price based on response
- Note assumptions if unresolved
Common Specification Pitfalls
Watch for requirements that increase costs.
Hidden Requirements
Often overlooked:
- Mockup requirements
- Extended warranties
- Special certifications
- Pre-installation conferences
- Testing by contractor
- Attic stock requirements
- Owner training
Stringent Standards
Cost drivers:
- Premium material grades
- Tight tolerances
- Enhanced testing
- Third-party inspection
- Special certifications
- Extended cure times
Coordination Requirements
Cost-adding coordination:
- Pre-installation meetings
- Coordinated submittals
- Sequenced inspections
- Joint sealant schedules
- Color selections by owner
Using Standards and References
Specifications frequently reference external standards.
Common Reference Standards
Organizations frequently cited:
- ASTM International
- ANSI (American National Standards Institute)
- ASCE (civil/structural)
- ASHRAE (HVAC)
- AWS (welding)
- NFPA (fire protection)
- ACI (concrete)
- AISC (steel)
Accessing Standards
When specifications reference standards:
- Obtain copies of cited standards
- Understand requirements
- Factor compliance into costs
- Note testing requirements
- Document assumptions
Specification Amendments
Track changes through the bidding process.
Addenda Review
For each addendum:
- Identify specification changes
- Note section additions/deletions
- Review product changes
- Update material pricing
- Adjust scope as needed
Post-Bid Clarifications
After bid but before award:
- Specification clarifications
- Product substitution decisions
- Scope modifications
- Should trigger re-pricing
Building Specification Expertise
Develop skills over time.
Learning Strategies
Improve spec reading:
- Study specifications on awarded projects
- Compare specs to actual construction
- Review manufacturer literature
- Attend product training
- Learn standard references
Creating Reference Materials
Build personal library:
- Common specification interpretations
- Product comparison matrices
- Standard requirement checklists
- Historical cost impacts
- Lessons learned
Industry Resources
Specification education:
- CSI certification programs
- Manufacturer training
- Industry associations
- Online resources
- Project specification reviews
ConstructionBids.ai provides complete bid packages including specifications. Download and review project specifications with all addenda to ensure accurate, responsive bids.
