"The installer plays a very important role in the construction process." — Larry F. Caldwell, senior associate and director of technical services, Karlsberger

A significant amount of project time is devoted to writing specification sections that are accurate and coordinated properly with the drawings, according to three Columbus, Ohio-area architects.

Each agrees that architects put a lot of thought into writing the specifications. At times, the writing and drawing coordination process is laborious when deliberating which solutions are ideal for a particular project size and type.

"We do a lot of research on various concepts of roofing. Sometimes, there is considerable debate on what is the best practice," Greg Lonergan, a senior design and project manager with Steed Hammond Paul Inc., says.

Most architects wish to improve the level of accuracy and usefulness of their specifications.

"I think all specification writers agree that our goal is to reach a point where we will not leave out a material on the project," Larry Caldwell, a senior associate and director of technical services with Karlsberger, says.

Architects rely heavily upon the contractor's input during the bidding phase. "In fact, we really want to see specification errors disappear during the bidding process," Caldwell says. Ultimately, excellent verbal and written communications between the architect, the contractor, and the manufacturer are essential tools for any project, Caldwell says. All parties of the construction team benefit if the owner is pleased because their work was efficient and profitable and because they can market their services with confidence.

Specifications computer software programs prevent pitfalls within the construction documents. "Most firms use MasterSpec or some other specification system as a base and then alter it from there, so there should not be a dramatic amount of errors," Lonergan says. "The biggest errors come into play by typos or reusing a specification that was tailored to another project, although most of those errors are pointed out by the contractors during the bidding process and corrected by addendum."

"During the submittal process, we are looking for some feedback and perhaps even a pat on the back." — Kurt Beres, project manager, Meacham and Apel Architects

Increasingly, firms are working within the Building Information Modeling (BIM) environment, in which two-dimensional drawings and three-dimensional images of the building are linked together with the specifications. Ideally, newer software programs, such as e-Specs, will further protect the project from snares related to mishaps in the construction documents.

Contractor feedback

A large portion of each specification section includes the requirements for submittals and shop drawings.

"During the submittal process, we are looking for some feedback and perhaps even a pat on the back," Kurt Beres, a project manager with Meacham and Apel Architects, says.

Detailed requests for shop drawings may appear nettlesome and overbearing, but the nature behind their request is rather positive. The architect is inviting the contractor into a discussion about selected materials and construction methodology. "If the contractor has a point, or a better way of doing the work, the specification will very likely be altered by addendum," Lonergan says.

Beres managed a project in a hurricane zone in Virginia in which he had to work hard to get calculations on the membrane design back from the manufacturers and installers.

"My concern was that the seams in the TPO (thermoplastic polyolefin) roof we designed may not have been sufficient to withstand a hurricane," Beres says. In the end, he received calculations from the manufacturer to confirm that the design he originated was sufficient. For a complete approval of the roofing design, the submittals and shop drawings all need to reach the architect as a means to double-check the project.