In this session aimed at project managers and designers, we will discuss the information required for contracts regarding standard specifications and any necessary special provisions. If the desired information is not readily found in the standard specifications or in the list of recurring special provisions, it may be necessary to incorporate a unique special provision, and it is important to know the proper way to write and present this

Trammell, Scott

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Construction Specifications 101Scott TrammellConstruction Specifications EngineerMarch 08, 2016Ask……Where do we start?Questions to ask concerning Unique Special Provisions1. Is it covered by the Standard Specifications? If so, do you still need the USP?2. Does it conflict with the current Standard Specifications?The USP should compliment, not conflict, with the Standard Specs.3. Do we have an existing special provision, recurring or unique, that addresses the same matter?          Can you use that instead?4. Does it define a unique pay item? (more on this in a few minutes)If so, make sure the 5 basics (the Big 5) are covered.• Description• Materials• Construction Requirements• Method of Measurement• Basis of PaymentOnly items listed in the Standard Specifications are Standard Pay Items.Questions to ask concerning Unique Special Provisions5. Does it specify a proprietary item or process?If so, is it necessary?If so, make sure a Justification For Use Of Proprietary Material form has been completed and approved. (see IDM Chapter 17)6. Do we have access to cited standards? (ASTM, AASHTO, LPA standards)If not, can the cited standard be revised to one we do have access to?If not, the standard must be included in the unique.7. Does it involve Department testing?If so, have you checked with our folks at Materials and Testing?(they may have something to say about it)If not the Department, who does the testing?8. Has it been reviewed by:1.0 DESIGNERDevelops USP for the contract in accordance with IDM Chapter 19Roadway Services Structural Services Geotechnical Eng Enviro. ServicesPRODUCTIONTechnical Support Materials Mgmt. State Const. Eng.CONSTRUCTIONTraffic Engineering Pvm’t Preservation Maintenance Admin.OPERATIONSEstimatingCONTRACTSPvm’t Engineering Rdwy Safety &MobilityPLANNINGPOTENTIAL REVIEWERSTraffic Control Systems Technology DeploymentTRAFFIC MGMT.14 weeks prior to Stage III Submittal13 weeks prior to Stage III Submittal10 weeks prior to Stage III Submittal8 weeks prior to Stage III SubmittalStage III Submittal4 weeks prior to Stage III Submittal3 weeks prior to Stage III SubmittalUNIQUE SPECIAL PROVISION PROCESSFigure 19-3DTraffic Construction Testing OperationsDISTRICT2.0 DESIGNERSubmits draft USP to PM, including explanation & requested pay items4.0 PROJ. MGR.Distributes draft USP for review by appropriate parties5.0 REVIEWERSReview draft USP and return comments to PM6.0 PROJ. MGR.Collects review comments and sends to Designer and District Construction7.0 DESIGNERResolves review comments thru PM; requests pay items for USP from Contracts(Optional)9.0 DESIGNERSubmits approved USP along with other contract documents to PM10.0 DESIGNERSubmits approvedUSP and estimatewith approved payitems to Contracts9.1 PROJ. MGR.Requests final review of USP by District ConstructionRFC(Min. 12 weeks prior to Letting)8.0 CONTRACTSCreates pay items as required for USP; sends to PM& Designer3.0 PROJ. MGR.With Designer, determines appropriate reviewers for each draft USPREVIEW OF UNIQUE SPECIAL PROVISIONS(Project Manager)13 weeks prior to Stage IIITwo (not so) Hidden Truths about Specifications and Special Provisions:Nobody likes to write themNobody likes to read them!Well, …………..almost nobody………Restrictive Type USPThe types of Unique Special ProvisionsThe types of Unique Special Provisions1. Title is centered – Courier New, 10 pt.2. Referenced Spec section and line numbers – Courier New, 10 pt.3. Spec text is Times New Roman, 12 pt4. See Chapter 19 – Figure 19-3BDirectly Revises Standard SpecsDefines a unique pay item – needs the “Big 5”1. Title is centered, Courier New, 10 pt.2. No referenced spec section or line numbers.3. Text is Courier New, 10 pt.4. Headings are Bold.5. See Figure 19-3C.This USP does not directly revise the Standard Specs,But it does define a uniquepay item. Only items listed in the Standard Specifications are Standard Items.About those Pay Items……..Each existing pay item shown in the list of pay items is identified by:S = StandardM = Maintenance R = Recurring (tied to one or more Recurring Special Provisions)U = UniqueThis means you need a USP with the Big 5. Check the examples of USP’s on our website to see if we already have something that you can revise to fit your “unique” project. Please also note that adding the word “modified”  to a standard pay item does not necessarily make it Unique that requires the “Big 5”.  Can you use the standard spec section the way it is written and ? Could you use a Restrictive Type USP to clarify your intentions?About those Pay Items……..Undistributed Quantities is unacceptable as a supplemental description for your unique pay item. Changing the UNITS of a standard pay item may not be necessary. Can you use the standard pay item? Changing the name of a standard pay item does not make it unique. Can you use the standard pay item? And remember:According to In accordance with 105.04, Pay Items govern, over Special Provisions, over the Plans,  over the Standard Specifications.About those Pay Items…….. Please send an email to:CESSUPPORT@INDOT.IN.GOV If you ………need a new pay item number.  Be sure to include the APPROVED USP. require any Group Number changes have any CES questions or have any problems with CESOr,  If you need a Detailed Cost Estimate to mark up for revisions.About that CES stuff……..Revised Detailed Cost EstimateConfidentialConfidentialConfidentialUnit PriceAmountAs for any CIB Revisions……Deletions highlighted in red.Additions highlighted in yellow.Please,Only send the pages being revised,NOT the entire CIB.(please?)About those Pay Items…….. By the way………Dewatering is INCIDENTAL to, 206, 702, 715, 716, 720, and 734 Standard Pay Items .other items.Please be specific!Did anyoneproof-read this?So….what does “incidental” mean to you?(By the way, this work is “incidental” to a standard 805 pay item)Just because it LOOKS okay…Who are we writing these for?The Contractor to bid the work to perform the work Department personnel involved with the contract to enforce those standards. And since we are writing these special provisions for the contract…..Get to the pointand keep it simple.Please note:The Department, as illustrated in the Standard Specifications, is striving towards the use of performance based language, not directive. Phraseology and terminology used in a Unique Special Provision should be consistent with that used in the Standard Specifications. Please keep in mind that there are no metric equivalents shown in the 2016 Standard Specifications, so please do not show them in your provision. Please note:When referencing a Standard Specifications section, do not say, Section 605. Use shall be in accordance with 605.With that in mind, do not say per, shall conform to, shall comply with, but say shall be in accordance with_____.Other terms to avoid include:and/or. Use either and alone, or or alone. Choose the one most appropriate for your unique situation. (if in doubt, use or)as per.  Instead, use as stated, as shown, in accordance with.More terms to avoid:as shown in the plans, as detailed on the plans, as indicated in the plans,as shown on the standard drawings.      Instead, say as shown on the plans.at the Contractor’s expense.  Instead, use ____shall be included in the cost of ____, …..at no additional cost…..,   or with no additional payment.And, (parenthetically speaking), do not use parentheses, use a comma, or two.Please be Specologically correct:INDOT. Instead, use the Department.or approved equal. Do not use this phrase, but define the equal, or say as approved.must,   should, or   is to.       Use shall, or will.Remember:  the Engineer willthe Contractor shall.Proper spec language:permit or permitted, unless you are actually going to require them to obtain a permit.  Use allow, or allowed.Do not use   “  for inches. Use in.Do not use   ‘  for feet or foot. Use ft (no period after ft)For measurements, instead of using 9” x 9”, write 9 in. by 9 in.do the same for ftPlease ALSO note:For numbers, use 9 for dimensions, and nine for quantities, and by all means – do NOT say nine (9). That is not necessary. Also, numbers nine or less are spelled out, numbers 10 or above are written numerically.And please, don’t ever, I mean never, use “i.e.” or “etc.” (Seriously. Don’t try it. I know people!)If at all possible --->avoid using any “-ly” words. Seriously.Absolutely.Usually.So, when visiting a site,Please watch your step.Do you really need to say it at all?The importance of Proofreading………The importance of Proofreading………How do you “level vertically”?  Lay on your side?“Yep. Looks good! The bubble is off though……”Do they mean “plumb”?Make it a point to read through your USP and imagine how someone else may interpret what you have written.The importance of Proofreading………Haphazardly.An LY word.Was it a good idea? So, ……Let’s be clear……….Aaaahhhhh!Don’t do that!!So, ……Let’s be clear……….So….. What ARE “fluffy seeds ” ?Is it this?Or this?Sometimes, you can’t trust spellcheck……The difference ONE letter can make ……The importance of Proofreading………Did they mean NEATLY?Or is it okay if the Contractor just thought about it?“Well, we nearly printed those……..”How about we just leave out the LY words?The importance of Proofreading………Did they think this through????What’s wrong with this picture?Is it Necessary?Consider Your Audience……In Summary………..Please make sure you are referencing the Current version of the Standard Specifications.And please(did you notice I said please? I’m begging here People!)If at all possible, write your Unique Special Provisions in such a way that it points the reader back into the Standard Specifications book at every opportunity.Also, please (there it is again!) look inside the SS Book to see if what you are trying to do is already in there. Document Links…. http://www.in.gov/dot/div/contracts/standards/Just go to the INDOT website and click on Doing Business with INDOTThank you…..

Construction Specifications 101

https://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=3968&amp;context=roadschool

Construction Specifications 101

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