yaw project

1

CHAPTER ONE

INTRODUCTION

1.0 General

Buildings are the result of the need to provide an enclosed, secured space for

people’s activities. A building must be stable, have durable sanitary and fine fire

resistant properties. For a building to serve its purpose in the long term there will be

the need to use more expensive and durable materials. (D. Walton,1999).

The building industry has developed separate but related disciplines that employ

people trained in building construction and technology .These people include:

Ø The Client (Financier)

Ø The Design Team

Ø The Contractor

Ø The Building material suppliers

Ø Building Regulators

The production of construction documents is as important as the organization of

people and materials in a building project. These construction documents mainly

include:

Ø Working drawings

Ø Specifications

Ø Bill of Quantities

The Architect being the head of the design team prepares the sketches and working

drawings based on the brief given by the client. Then based on the working

drawings the architect produces specifications for the building project whilst the

client’s Quantity Surveyors prepares Bill of Quantities for the tendering process.

Specification is a construction document that amplifies the information given in the

contract drawings and the bill of quantities and describes in detail the work to be

2

executed under the contract, the nature and quality of the materials, components

and workmanship. (Seely& Winfield, 1999)

Specifications are basically prepared by the Architect who is the head of the design

team, must have thought of the items to specified and must have followed a format

whereby those using the specification can really understand what he has written in

order to measure its constituent parts in order to come by estimates or find a

definite instructions for erecting the building.

In conjunction with the contract drawings, specifications must serve various

purposes such as information for estimators to prepare estimates, Quantity

Surveyor to prepare bill of quantities and also to be read by both the Clerk of

Works and the contractor’s agent during the progress of the contract as the

Architect’s instructions for carrying out the works.

It is essential for the Architect in writing the specification to take into

consideration what one requires and also to be able to express it clearly for the rest

of the building team to interpret it without much difficulty so as to carry out the

works to make his design a reality.

Some of the typical sections of a specification document are as follows:

Ø Substructure works

Ø Concrete works

Ø Reinforcement

Ø Formwork

Ø Blockwork

Ø Roofing

Ø Carpentry & Joinery

Ø Metal work

Ø Plumbing & Engineering Installations

Ø Electrical Installations

Ø Wall, Floor &Ceiling Finishes

3

Ø Workmanship Generally

Ø Glazing

Ø Painting &Decoration

A preliminary survey has identified the influx of many building materials which

require new specifications and different methods of construction and skill. Moreover

specifications are rarely used to reflect the composition of design.

1.1 PROBLEM STATEMENT

Ø A preliminary survey identified a variety of new building materials which are

imported.

Ø The above requires ample documentation of materials standard and

workmanship in respect of specifications.

Ø A cursory review of documentation of many past projects revealed the use of

certain pre-defined specifications irrespective of building design variety.

Ø Specifications might not be used in the right way hence affecting the quality of

the final structure.

1.2 AIM

To investigate into the current practice of specifications development and use by

building construction industry in Ghana.

1.3 OBJECTIVES

Ø To identify and document the current practice of specifications development and

use in the Ghanaian construction industry.

Ø To solicit and document the view of construction practitioners regarding the

effective development and use of specifications.

Ø To develop a workable solution to the problems associated with the development

and use of specifications in the Ghanaian construction industry

4

1.4 METHODOLOGY

In order to arrive at reliable and accurate findings, the study made use of two main

sources of data – Primary and Secondary sources.

The primary sources were questionnaires administered to some Contractors, and

Consultants (Architects, and Quantity Surveyors, Structural & Services Engineers)

The secondary sources information were obtained from published and unpublished

data, documentary sources including Journals, Newspapers and Text books relating

to the subject.

1.5 ORGANISATION OF THE STUDY

The research report is organised into five (5) inter-related chapters. Chapter One

contains the Introduction, Chapter Two reviews related Literature on the research

topic, Chapter Three looks at the field work or survey, Chapter Four contains the

analyses and discussion of field data collected and the conclusions and

recommendations are entailed in Chapter Five.

1.6 LIMITATIONS OF THE STUDY

Various limitations were encountered in the course of the study. The study was

hampered by time, material and financial constraints. As other academic work had

to be handled, time was a limiting factor. Data collection was but not a major

problem though some vital information was not obtained.

5

CHAPTER TWO

LITERATURE REVIEW

2.0 General Overview

A Specification is a construction document that amplifies the information given in

the contract drawings and the bill of quantities and describes in detail the work to

be executed under the contract and the nature and quality of the materials,

components and workmanship. Where there is a bill of quantities, the

specification will not be a contract document unless so prescribed, and it may be

incorporated in the bill of quantities in a form of preambles. (Seely & Roger,

1999)

The architect who is the head of the design team develops the specification for a

building project and he must not draft it in a haphazard manner just as the items

are thought of, but must follow a system whereby those using the specification

visualize the whole project in advance, whether to measure its constituent parts

for an estimate or find definite instructions for erecting the building.

In Ghana, most specifications in contracts are not precise since specifications are

mostly culled from old similar contracts and inserted in a new contract thereby

leading to claims for extra payment by the contractor which would arise from the

vagueness and uncertainty of the specification in the contract and also most clerk

of works and site agents cannot interpret specifications and eventually cannot

carry out the works to the architects wishes since the specifications were

hurriedly thrown together and are out dated.

Specifications as forming an important part of a construction document have

equally important purposes for incorporating them in a construction document.

6

2.1.0 PURPOSES FOR WRITING SPECIFICATIONS

Unless the Architect grasps the purpose of the specification it cannot be prepared

successfully. In each case in conjunction with the drawings the specification may

have three purposes.

Ø To be read by the contractors estimator as the only information available on

which to prepare a competitive tender.

Ø To be read by the Client’s Quantity Surveyor to enable a bill of quantities to

be prepared as a basis for such competitive tenders.

Ø To be read by the clerk of works and the contractor’s agent during the

progress of the contract as the architect’s instructions for carrying the work.

(Willis & Willis, 1990)

2.1.1 THE SPECIFICATION AS A BASIS FOR TENDERS

Contractor’s estimators take their own measurements of the work from the

drawings and build up their estimates relying on the specification in the contract

document for a full description of quality of materials and workmanship. If

anything is omitted, something that is required is not mentioned or shown, such

work will not be part be part of the contract. If carrying out is insisted upon, the

contractor will be entitled to extra payment.

Instructions must be specific, crystal-clear and complete in detail. The specification

is a part of the contract documents and is not to be hurriedly thrown together. It

must have all the preciseness of an agreement conveying exactly to the contractor

what is wanted and protecting the building owner from claims for extra payment

which would arise from vagueness and uncertainty.

Hence specifications must follow a Common Arrangement describes how a work

section is a dual concept, involving the resources being used and also the parts of

the work being constructed, including their essential functions hence is based on

7

natural groupings of work within the building industries or; it is likely to provide

benefits in the managements of the construction stages. Not only will it be much

easier to find the required information, but also be structured by the Common

Arrangement in a manner which conforms to normal subcontracting and specialist

contracting practice.

Thus obtaining estimates from subcontractors, it will be straight forward task to

assemble the correct set of drawings, specifications clauses and bill items. In

management contracting, the Common Arrangements is likely to provide a

convenient means of identifying separate work packages. Similarly, construction

programmes based on Common Arrangement will provide direct links to other

project information, thus bringing together quantity, cost and time data into an

integrated information package.

Hence using a Common Arrangement procedure like the Common Arrangement of

Work Sections (CAWS) to prepare specifications for building works will allow for

consistent descriptions and make references easier and for easier build up of

accurate estimates for tendering.

2.1.2 THE SPECIFICATION FOR THE QUANTITY SURVEYOR

In order that the quantity surveyor may prepare the bill of quantities, instruction

must be given by the architect as complete as those required by the contractors

when taking their own measurements and these instructions are conveyed in a

specification. The quantity surveyor will find gaps in as he prepares the quantities

at every stage in the construction process has to visualized and queries sent to the

architect who prepared the specification when there are omissions to clarify issues

so as to enable the quantity surveyor to prepare adequate bills of quantities ( Willis

& Willis, 1990).

To make billing easier and faster, specifications in the contract document must

follow a common arrangement like the Common Arrangement of Work Sections

(CAWS) which the SMM7 uses and the CAWS plays a major role in coordinating

8

the arrangement of drawings, specifications and bills of quantities. To avoid

problems of overlap between similar or related works sections, each section

contains a comprehensive list of what is included in the section and what is

excluded in the, stating the appropriate section of the excluded items. Where the

quantity surveyor structures the bill on SMM7, it will eliminate any inconsistencies

between specifications and the bills of quantities (Willis & Willis, 1990)

Thus in Ghana, since most specifications for new contracts are culled from old

similar projects leads to the quantity surveyors finding difficulties in preparing bills

of quantities because those specifications will not actually match what is expected

to be carried out in the new contract. Hence leading to the quantity surveyor

sending out numerous queries to the architect for clarification.

For instance culling a specification like mix, transport,spread,consolidate and level

the 100mm over site concrete, mix 1:2:4, carefully over hardcore filling 150mm

thick, into a new contract may not actually work with the new contract since the

new contract might have different conditions from the old one for instance the mix

design.

2.1.3 THE SPECIFICATION FOR SITE AGENT AND CLERK OF WORKS

When the erection of a building starts the work will be supervised on behalf of the

contractor by the site agent and on large projects a clerk of works will be employed

to inspect works on behalf of the employer, since constant inspection will be

necessary and the architect is not expected be on site every time. Both site agent

and clerk of works require instructions and they take these, subject to any

variations ordered by the architects from the contract documents that are drawings

and specifications or drawings and bill of quantities. (Christopher J. Willis & J.

Andrew Willis, 1990)

Where quantities have been prepared the quantity surveyor will have incorporated

the specifications in the descriptions or in the preambles in the bill. There is

however, certain information required by the site agent and the clerk of works,

9

which will have been excluded from the bill. The location of the various items for

instance will no be visually mentioned in the bill because they do not normally

affect price: however the site agent must have this information when erecting the

building.

For instance it may be read that supply and lay hardcore bed in layers 150mm

thick. The quantity surveyor will have duly noted in taking the measurements so

there will be no need to state the requirements in the bill. However when it comes

to erection, the site agent must have this direction which in this case would

probably have shown on the drawings. (Willis & Willis, 1990)

2.2.0 THE CONTENTS OF A SPECIFICATION

The specification is drafted to convey to the reader all the information about a

proposed building which the architect cannot easily represent on the drawings. For

instance, the quality of a material to be used and the way concrete is laid and

compacted cannot be shown on a drawing, except by adding such full written notes

or a large scale details that their main purpose is obscured. ( Willis & Willis, 1990)

On the other hand without this supplementary information the estimator, working

without quantities, cannot prepare the tender. Contractor’s estimators take their own

measurements of the work from the drawings and build up their estimates relying

on the specification in the contract document for a full description of quality of

materials and workmanship.

If quantities are being supplied, the quantity surveyor is in equal difficulty in

preparing them as the architect wishes are not known. Hence the specification must

be specific, crystal-clear and complete in detail and must follow a common

arrangement like the CAWS which the SMM7 uses so as to make the preparation of

the bill of quantities faster and easier. (Willis & Willis, 1990)

10

2.3.0 ESSENTIALS IN SPECIFICATION WRITING

There are two essentials in drafting specifications

2.3.1 To know what the architect requires

The architect being the designer and the writer of the specification must be able to

bring out each and every detail of work to be carried if he really what his wishes to

be carried out and the actual realization of his design into a completed building

without any construction defects. These construction defects may sometimes be

really difficult and costly to correct hence increasing the cost of the project,

extension of contract duration and extra payment claims by the contractor.

To know what the architect wants largely depends on the level of knowledge of

building construction and experience of the one using the specification to build

such as foremen, site agents and clerk of works for large construction projects.

(Willis & Willis, 1990)

2.3.2 To be able to express what the architect wants clearly

The architect must be able to express what he wants to be done in clear and simple

language which can be understood by both the site agent and the clerk of works so

as to build to realize the architect’s wishes since he will not be on site always to

inspect works being carried out and also for the quantity surveyor to prepare

appropriate bills of quantities in other to help the contractor’s estimator to price the

works accurately for tendering. (Willis &Willis, 1990)

To be able to express what the architect wants clearly, the architect being the head

of the design team must confer with the rest of the members of the building team

and explain the contents of the specification clearly and the scope of the project to

enable them to visualize the whole project even before works start.

11

2.4.0 REASONS WHY MOST SPECIFICATIONS FOR BUILIDNG WORKS

FAIL IN GHANA

2.4.1 Insufficient thought by the architect

Most specifications for building works in Ghana fail because of insufficient

thought by the architect who is the designer at times fail to think about the

problems his detailing, design and related specification may pose to the clerk of

works and the site agent during construction.

The architect as the designer most as times concentrates more on the aesthetics

than the construction difficulties the aesthetic part of the design may pose to the

other members of the building team such as interpretation of the specifications in

relation to his design.

2.4.2 Insufficient knowledge of building construction.

The success of any specification for building works in Ghana largely depends on

the professional experience and the level of knowledge in building construction of

both the employer’s clerk of works or the contractors site agent that is for large

projects and for smaller projects foremen who in most cases supervises works so as

to build to realize the architect’s designs in relation to his specifications.

On the other hand, if the above mentioned professionals do not have requisite

knowledge in building construction including the interpretation of drawings and

specifications and even understanding the clauses under the specifications will lead

to building defects while works are in progress which will lead to extension of the

contract duration and making good defect after practical completion of works.

2.4.3 The use of old and out dated specifications for new building works.

Due to the use of out-dated specification for new building works in Ghana in most

cases may not work with new works and there might be a lot of important details

which may be left out and hence pose financial problems for the employer since he

will be liable to extra payment to the contractor for carrying out additional works

which should have been stated in the specifications.

12

2.4.4 The incorporation of British standard codes as references.

One of the major reasons why the use of specifications fail for building works in

Ghana is the use of British standard codes for various work sections as references

for specifications and this is due to the fact that most site agents don’t even have

copies of such codes, also do not even understand the clauses in such codes and

also such clauses cannot be applied in our local construction environment hence

the resort to using their own discretion due to their experience in construction.

13

CHAPTER THREE

RESEARCH METHODOLOGY

3.0 Introduction

This chapter examines the methodology adopted in bringing out the study. It

discusses the sources of data, data analysis and presentation, sampling design and

technique.

3.1 Sources of Data

The data used in this study were made up of both primary and secondary data. The

primary data were obtained from the field. Questionnaires and structured

interviews were administered on some selected D2 & D3Contractors (Messrs

Fredof Co. Ltd, Amfrank Co.Ltd, 2 Royal Bros.Co. Ltd, Gambico Co.Ltd,

Samjopa Ent, Jamesbury Contruction Ent, Osewus Construction Ltd, Nakwatex

Construction Ltd, Atuoni Ltd, Wadas Building & Construction Works, Hallfast

Limited, K.O.A Construction Ltd, Charspong Const. Ltd, Frameg(GH) Ltd,

E.K.W Const.Works, M.A. Salifu &Sons Ltd, Fairfax Eng. Ltd, Kojina Ent,

Mumed Ltd, D.K.G Ltd) and Consultants from Architectural and Engineering

Services Limited (A.E.S.L) Kumasi.

Secondary data that were employed in the study were obtained from journals,

magazines, newspapers, textbooks and relevant websites on Specifications.

3.2 Data Presentation and Analysis

The study employed both quantitative and qualitative techniques to analyse the

data obtained from the field. Tables, charts and graphs were employed when and

where appropriate to analyse and present data.

14

3.3 Sampling Design and Technique

In all, a sample of fifty (50) was used for the study. Contractors and Consultants in

the Ashanti region constituted the sample frame for the study. Thirty (30) of the

sample size representing 60% were contractors while twenty (20) representing

40% were consultants.

The technique employed in the study was simple random/probability sampling

technique to select a total of fifty (50) contractors and consultants for the study.

The simple random/probability sampling postulates that each element or member

of the population has equal and the same chance of being selected in the sample.

With the simple random sampling all the elements or members in the population

are assumed to have the same characteristics.

15

CHAPTER FOUR

DATA PRESENTATION AND ANALYSIS

4.0 Introduction

This chapter is focused on the analysis of the data collected from the field. Tables,

figures and charts are employed to aid in the analysis. The analysis looks at the

respondents’ understanding of the term specification, items specification should be

prepared for, how specifications are normally prepared, essentials in designing

specification, how specifications are structured, among others

4.1 CONSULTANTS RESPONSE TO QUESTIONNAIRES

4.1.1 Understanding of Specification

The emphasis here was to seek the views of consultants as to how they understand

the term specification. To achieve this task, a sample of twenty (20) consultants

was selected. Of this 20, only 15 responded to the question. The results of the

respondents were as follows: two (2) representing 13.3% said that specification

means amplifying details in contract drawings, one (1) representing 6.7% said that

specification means detailing of work, one (1) also representing 6.7% responded

that specification means describing quality of materials and workmanship, five (5)

constituting 33.3% said that specification means amplifying details in contract

drawings and detailing of work whilst the remaining six (6) constituting 40.0%

said that specification means detailing of work and describing quality of materials

and workmanship.

The results of the respondents are summarised in Table 4.1 and Figure 4.1.

16

Table 4.1 Understanding of the term Specification

2 13.3 13.3 13.3

1 6.7 6.7 20.0

1 6.7 6.7 26.7

5 33.3 33.3 60.0

6 40.0 40.0 100.0

15 100.0 100.0

Amplifying details incontract drawingsDetailing of workDescribing quality ofmaterials andworkmanshipAmplifying details incontract matrls &Detailing of workDetailing of work &Describing quality ofmatrls and workmanTotal

ValidFrequency Percent Valid Percent

CumulativePercent

Figure 4.1 Understanding of the term Specification

Detailing of work &

Amplifying details i

Describing quality o

Detailing of work


17

4.1.2 How Specifications should be structured

The task here was to seek consultants’ view on how specifications should be

structured. A total of 15 respondents were selected to perform this task. Out of the

15 respondents, two (2) representing 13.3% said that specification should be

structured based on the scope of work while thirteen (13) representing 86.7%

responded that specification should be structured base on elemental aspects. From

the above, it could be seen that specifications are structured based on elemental

aspects. This is shown in Table 4.2 and Figure 4.2.

Table 4.2 How specifications should be structured

2 13.3 13.3 13.3

13 86.7 86.7 100.0

15 100.0 100.0

Based on scope of workBased on elementalaspectsTotal


CumulativePercent

Figure 4.2 How specifications should be structured

Based on elemental a

Based on scope of wo

18

4.1.3 Items specifications should be prepared for

Here, the task is to identify the items for which specification should be prepared.

Out of the 15 consultants selected, two (2) representing 13.3 percent responded that

specification should be prepared for the quality of workmanship whiles thirteen

(13) representing 86.7% said that specification should be prepared for the quality

of materials.

Table 4.3 Items specifications should be prepared for

2 13.3 13.3 13.313 86.7 86.7 100.015 100.0 100.0

Quality of workmanshipQuality of materialsTotal


CumulativePercent

Figure 4.3 Items specifications should be prepared for

Quality of materials

Quality of workmansh

19

4.1.4 How Specifications are normally prepared

The goal here was to assess how specifications are prepared. To achieve this goal,

15 consultants were selected. Of this, 2 constituting 13.3% said that specifications

are prepared from typical specifications for a similar project that have been done, 2

also representing 13.3% responded that specifications are prepared based on the

actual constituents of the particular project,

Table 4.4 How specifications are normally prepared

8 53.3 53.3 53.3

3 20.0 20.0 73.3

4 26.7 26.7 100.0

15 100.0 100.0

From typicalspecifications for asimilar project that haveBased on the actualconstituents of theparticular projectFrom typical specif. for aproj & Based on theactual constTotal


CumulativePercent

Figure 4.4 How specifications are normally prepared

From typical specif.

Based on the actual

From typical specifi

20

4.1.5 Who should be responsible for preparing the schedule of specification?

In this section, the major aim was to be able to identify the expertise who are

responsible for preparing the schedule of specification. Of the 15 respondents

interviewed, 2 representing 13.3% chose architect, 1 representing 6.7% chose

quantity surveyor, 1 representing 6.7% chose structural engineer while 11

representing 73.3 chose architect and structural engineer.

This is shown in Table 4.5 and Figure 4.5.

Table 4.5 Who should be responsible for preparing the shedule of specifications?

2 13.3 13.3 13.31 6.7 6.7 20.01 6.7 6.7 26.7

11 73.3 73.3 100.0

15 100.0 100.0

ArchitectQuantity SurveyorStructural EngineerArchitect andStructural EngineerTotal


CumulativePercent

Figures 4.5 Who prepares shedule of specification

Architect and Struct

Structural Engineer

Quantity Surveyor

Architect

21

4.1.6 Satisfaction with the level of conformity to the specification by contractors

The task was to find out the extent to which contractors conform to the

specification. To achieve this goal, 15 contractors were selected. Of the 15, one

representing 6.7% said it was satisfactory, eight (8) representing 53.3% said that it

was average whiles six (6) representing 40.0% said that it was poor. This goes to

attest that contractors’ level of conformity to specification is very poor.

The result is summarized in Table 4.6 and Figure 4.6.

Table 4.6 Satisfaction with the level of conformity to the specifications by contractors

1 6.7 6.7 6.78 53.3 53.3 60.06 40.0 40.0 100.0

15 100.0 100.0

SatisfactoryAveragePoorTotal


CumulativePercent

Figure 4.6

Satisfaction with the level of conformity to the specifications by contr

Poor

Average

Satisfactory

22

4.1.7 Challenges faced in developing specification

This section places emphasis on the major challenges faced in developing

specifications. Out of the 15 respondents interviewed, 1 constituting 6.7% said

that availability of materials to be specified is the major challenge, 2 representing

13.3% said that cost implication of the specified materials is the major challenge,

1 representing 6.7% said that the quality of local workmanship is the major

challenge, 7 representing 46.7% said that availability of materials to be specifies

and cost implication of specified materials whilst 4 representing 26.7% said that

cost implication of the specific materials and the quality of local workmanship.

The results are shown in Table 4.7 and Figure 4.7.

Table 4.7 Challenges faced in developing specifications

1 6.7 6.7 6.7

2 13.3 13.3 20.0

1 6.7 6.7 26.7

7 46.7 46.7 73.3

4 26.7 26.7 100.0

15 100.0 100.0

Availability of matrls tobe specifiedCost implication of thespecified materialsThe quality of localworkmanshipAvail. of matrls to bespecif. & Costimplicatn of specif.Cost implicatn of thespec. matrls & Thequali of local w/spTotal


CumulativePercent

23

Figure 4.7 Challenges faced in developing specification

Cost implicatn of th

Avail. of matrls to

The quality of local

Cost implication of

Availability of matr

4.1.8 Difficulties faced in supervising works based on specification

The task was to identify the difficulties involved in supervising works based on

specifications. To achieve this task, structured questionnaires were administered on

15 consultants. Out of the 15, 2 representing 13.3% said that neglecting

specifications to reduce cost is the difficulty, 2 constituting 13.3% said that limited

expertise of contractors is the difficulty, 4 representing 26.7% said that contractors

do not fully understand specifications as well as limited expertise are the causes of

the difficulty whiles 7 representing 46.7% responded that contractors do not fully

understand specification and neglecting specifications to reduce cost is the

difficulty.

This shown in Table 4.8 and Figure 4.9 below.

24

Table 4.8 Difficulties faced in supervising works based on specifications

2 13.3 13.3 13.3

2 13.3 13.3 26.7

4 26.7 26.7 53.3

7 46.7 46.7 100.0

15 100.0 100.0

Neglecting specificationsto reduce costLimited expertise ofcontratorsContractors donot fullyunderstd specif. & LimitedexpertiseContractors donot fullyunderstd specifi. &Neglecting speciTotal


CumulativePercent

Fig. 8 Difficulties faced in supervising works based on specification

Contractors donot fu

Contractors donot fu

Limited expertise of

Neglecting specifica

4.1.9 Essentials in designing specifications

The task was to find out what specifications actually require. Of the 15 respondents

who responded to the question, 3 representing 20.0% said that expressing what the

architect wants clearly is the essential in designing specifications, 3 also

representing 20.0% said that sufficient thought on the design is the essential in

designing specifications and the remaining 9 representing 60.0% said that

25

expressing what the architect wants and sufficient thought on the design. Table 4.9

and Figure 4.9 indicate the results.

Table 4.9 Essentials in designing specifications

3 20.0 20.0 20.0

3 20.0 20.0 40.0

9 60.0 60.0 100.0

15 100.0 100.0

Expressing what thearchitect wants clearlySufficient thought onthe designExpressing what thearchitect wants &Suffici. thought on thTotal


CumulativePercent

Figure 4.9 Essentials in designing specifications

Expressing what the Sufficient thought o

Expressing what the

26

4.2 CONTRACTORS RESPONSE TO QUESTIONNAIRES

4.2.1 Understanding of Specification

In order to solicit the views of contractors on the meaning of the specification, a

total of thirty (30) contractors were randomly selected. Out of the 30, only twenty

(20) responded to the questions. The results are as follows: Of the twenty (20)

contractors, 4 constituting 20.0% responded that they understand specification to

mean amplifying details in contract drawings, 2 constituting 10.0% responded that

specification has to so with detailing of work, 1 representing 5.0% said that

speciation means describing the quality of materials and workmanship, 7

representing 35.0% said that specification means amplifying details in contract

drawings as well as detailing of work whiles the remaining 6 representing 30.0%

said that specification has to do with detailing of work and describing quality of

materials and workmanship. The results show that to some extent the respondents

have fair idea of what specification means.

The results are shown in Table 4.10 and Figure 4.10 below.

Table 4.10 Understanding of Specification

4 20.0 20.0 20.0

2 10.0 10.0 30.0

1 5.0 5.0 35.0

7 35.0 35.0 70.0

6 30.0 30.0 100.0

20 100.0 100.0

Amplifying details incontract drawingsDetailing of workDescribing quality ofmaterials andworkmanshipAmplifying details incontract matrls &Detailing of workDetailing of work &Describing quality ofmatrls and workmanTotal


CumulativePercent

27

Figure 4.10 Understanding of Specification

Detailing of work &


Describing quality o

Detailing of work


4.2.2 Adequacy of Specification

The task was to find out from contractors the extent to which the specifications

provided for their building works are adequate. Of the 20 respondents who

responded to the questions, 5 of them who represent 25.0% said the specifications

provided for their works were very adequate while 15 representing 75.0% said the

specifications were adequate. This is shown in Table 4.11 and Figure 4.11.

Table 4.11 Adequacy of specification

5 25.0 25.0 25.015 75.0 75.0 100.020 100.0 100.0

Very AdequateAdequateTotal


CumulativePercent

28

Figure 4.11 Adequacy of specification

Adequate

Very Adequate

4.2.3 When Specifications should be prepared

The emphasis here was to establish the actual time during which specifications

should be prepared. Of the twenty (20) contractors selected, 1 which constitutes

5.0% responded that specifications should be prepared before drawing are prepared,

14 which also represents 70.0% said that specifications should be prepared after

drawings are prepared whereas the remaining 5 representing 25.0% responded that

specifications should be prepared before preliminary estimates.

Table 4.12 When specifications should be prepared

1 5.0 5.0 5.0

14 70.0 70.0 75.0

5 25.0 25.0 100.0

20 100.0 100.0

Before drawingsare preparedAfter drawings arepreparedBefore preliminaryestimatesTotal


CumulativePercent

29

Figure 4.12 When specifications should be prepared

Before preliminary e

After drawings are p

Before drawings are

4.2.4 Who should prepare the schedule of Specifications

In this section, the major aim was to be able to identify the expertise who are

responsible for preparing the schedule of specification. Of the 20 respondents

selected randomly, 3 representing 15.0% responded that it should architect, 2

representing 10.0% also responded that it should be quantity surveyor, 3 also

representing 15.0% responded that it should be structural engineer while 12

representing 60.0% said that it should be done by both the architect and the

structural engineer. The results are shown in Table 4.13 and Figure 4.13 below.

Table 4.13 Who should be responsible for preparing the shedule of specifications?

3 15.0 15.0 15.02 10.0 10.0 25.03 15.0 15.0 40.0

12 60.0 60.0 100.0

20 100.0 100.0

ArchitectQuantity SurveyorStructural EngineerArchitect andStructural EngineerTotal


CumulativePercent

30

Figure 4.13 Who should prepare the schedule of specifications

Architect and StructStructural Engineer

Quantity Surveyor

Architect

In addition to the above, most of the respondents suggested the inclusion of

electrician services in the preparation of the schedule of specifications.

4.2.5 Specifications are a necessary part of a contract document

The essence of this section is to find out whether it is necessary at all to include

specifications as part of a contract documents. The response from the respondents

indicates that specifications are a necessary part of a contract document. This is

because almost all the 20 respondents who responded to the question said Yes. The

results are shown in Table 4.14 and Figure 4.14 below.

Table 4.14 Specifications are a necessary part of contract documents

20 100.0 100.0 100.0YesValidFrequency Percent Valid Percent

CumulativePercent

31

Figure 4.14 Specifications are a necessary part of contract documents

Yes

4.2.6 Specifications normally have a bearing on the actual project

The emphasis here was to establish whether specifications do have bearing on the

actual project. It was established that specifications have bearing with the actual

project since all the 20 respondents answered yes. Table 4.15 and Figure 4.15

below indicate this.

Table 4.15 Specifications normally have a bearing on the actual project


CumulativePercent

32

Figure 4.15 Specifications normally have a bearing on the actual project

Yes

4.2.7 Satisfaction with the kind of specification employed in contract documents

In this section, the task was to find out whether contractors are satisfied with the

kind of specification employed in contract documents. Almost all the respondents

said yes which means that they are satisfied with the kind of specification

employed in contract documents. Table 4.16 and Figure 4.16 show this.

Table 4.16 Satisfied with the kind of specifications present if employedin contract document


CumulativePercent

33

Fig 4.16 Satisfied with the kind of specifications in contract documents

Yes

4.3 ANALYSIS

The study revealed that both Consultants and Contractors accepted that

specifications are meant to amplify details in the contract drawings, detailing of

work and describing quality of materials and workmanship.

Most Contractors and Consultants attested to the fact that specifications are

normally prepared by the Architect, Structural and Electrical engineers. However

most Consultants said specifications of new works are developed based on the

elemental aspects and also on specifications of old similar projects.

From the study it was also revealed that most contractors said specifications are a

necessary part of a contract document and they have a special bearing on the actual

project because specifications aid in bringing out the realization of the design and

also bring out a final quality construction product to give the client value for

money.

34

However most consultants said that most contractors do not fully understand

specifications, neglecting specifications to reduce cost. Hence leading to an average

and poor level of conformity to specifications.

It was also realized from the study that most contractors were satisfied with the

kind of specifications currently employed in contract documents and also said they

were adequate for the project they are handling and most of the contractors also

said ideally specifications should be designed after drawings have been prepared.

From the study it was revealed that the consultants mostly designed the

specifications essentially based on sufficient thought on the design and expressing

clearly what the architect wants and ideally specifications were prepared for quality

of building materials to be used for the project. However some of the challenges

faced by most consultants in developing specifications were the availability of

materials to be specified locally.

35

CHAPTER FIVE

SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATIONS 5.0 General From the above literature review and field study the following findings, conclusions and recommendations can be made 5.1 Summary of findings Ø Most contractors know what specifications are but did not really understand

them Ø Contractors knew that specifications have a special bearing on the actual

project and are a necessary part of the contract document Ø Most consultants designed specifications for new projects based on typical

specifications for similar projects that have already been done. Ø Specifications are rarely used by contractors to reflect the composition of

design. Ø Most consultants face the problem of the influx of new building materials and

new methods of construction that requires the development of new specifications.

5.2 Conclusion From the above findings I can be concluded that Contractors knew what specifications are but did not understand them and also Consultants mostly developed specifications based on past similar projects. 5.3 Recommendations Ø Consultants should try as much as possible to design new specifications for

new works since most at times old specifications for similar projects might not be compatible with the new one.

Ø Contractors should employ qualified building technicians to supervise projects

on their behalf to ensure specifications are really used to bring out a quality construction product.

Ø Consultants should design specifications in clear and simple language for

contractors to interpret simply.

36

REFERENCES

Ø Ivor H. Seely & Roger Winfield (1999), Building Quantities Explained,

Macmillan Building & Surveying Series. Ø Christopher J. Willis & J. Andrew Willis (1990), Specification Writing B.S.P

Professional Books. Ø D. Walton (1999), Building Construction Principles and Practices

Macmillan Texts for Industrial and Vocational & Technical Education Series.

37

APPENDIX I

KWAME NKRUMAH UNIVERSITY OF SCIENCE & TECHNOLOGY,

KUMASI

COLLEGE OF ARCHITECTURE AND PLANNING

FACULTY OF ARCHITECTURE AND BUILDING TECHNOLOGY

Department of Building Technology

This is a questionnaire scheduled to assess the development and uses of

specifications for building works in Ghana.

I would be very grateful if you could provide answers to these questions. All

information given shall be used solely for academic purposes and will be treated

confidentially.

QUESTIONNAIRE FOR CONTRACTORS 1. Please indicate your understanding by the term specifications. Amplifying details in contract drawings Detailing of work Describing quality of materials and workmanship Others

(specify)……………………………………………………………………..

………………………………………………………………………

2. When should specifications be prepared?

Before drawings are prepared

After drawings are prepared

38

Before preliminary estimates

Others

(specify)……………………………………………………………………..

………………………………………………………………………

3. Do you think specifications are a necessary part of contract documents?

Yes

No

4. If yes, why?

……………………………………………………………………………...

………………………………………………………………………………

5. If no, why?

……………………………………………………………………………...

………………………………………………………………………………

6. Do specifications normally have a special bearing on the actual project?

Yes

No

7. If yes, why?

……………………………………………………………………………...

………………………………………………………………………………

8. If no, why?

……………………………………………………………………………...

………………………………………………………………………………

9. Are you satisfied with the kind of specifications present if employed in contract

documents?

39

Yes

No

10. If yes, why?

………………………………………………………………………….....

………………………………………………………………………………

11. If no, why?

…………………………………………………………………………......

………………………………………………………………………………

12. Who do you think should be responsible for preparing the schedule of

specifications?

Architect

Quantity Surveyor

Structural Engineer

13. How adequate are the specifications provided for building works you have been

contracted to build?

Very Adequate

Adequate

Not Adequate

40

APPENDIX II

KWAME NKRUMAH UNIVERSITY OF SCIENCE & TECHNOLOGY,

KUMASI

COLLEGE OF ARCHITECTURE AND PLANNING

FACULTY OF ARCHITECTURE AND BUILDING TECHNOLOGY

Department of Building Technology

This is a questionnaire scheduled to assess the development and uses of

specifications for building works in Ghana.

I would be very grateful if you could provide answers to these questions. All

information given shall be used solely for academic purposes and will be treated

confidentially.

QUESTIONNAIRE FOR CONSULTANTS

1. What do you understand by the term specifications? Amplifying details in contract drawings Detailing of work Describing quality of materials and workmanship Others

(specify)……………………………………………………………………..

………………………………………………………………………

2. Who do you think should be responsible for preparing the schedule of

specifications?

Architect

Quantity Surveyor

Structural Engineer

41

Others

(specify)……………………………………………………………………..

………………………………………………………………………

3. What are some of the challenges in developing specifications?

Availability of materials to be specified locally

Cost implication of the specified materials

The quality of local workmanship

Others

(specify)……………………………………………………………………..

………………………………………………………………………

4. Ideally, what items should specifications be prepared for?

Quality of workmanship

Quality of materials

Others

(specify)……………………………………………………………………..

………………………………………………………………………………

5. How are specifications normally prepared?

From typical specifications for a similar project that have done

Based on the actual constituents of the particular project

Randomly

6. What are the essentials in designing specifications?

Expressing what the architect wants clearly

Sufficient thought on the design

Others

(specify)……………………………………………………………………..

………………………………………………………………………

42

7. How should specifications be structured?

Based on a Common Arrangement of work section

Based on scope of works

Based on elemental aspects

Others

(specify)……………………………………………………………………..

………………………………………………………………………

8. What are some of the difficulties you face in supervising works based on

specifications?

Contractors do not fully understand specification

Neglecting specifications to reduce cost

Limited expertise of contractors

Others

(specify)……………………………………………………………………..

………………………………………………………………………

9. Are you satisfied with the level of conformity to the specifications by the

contractors?

Very satisfactory

Satisfactory

Average

Poor

Others

(specify)……………………………………………………………………..

………………………………………………………………………

yaw project

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