Define Ouline Specification

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Author Message Anonymous   Posted on Thursday, June 26, 2008 - 08:24 pm:    so an architect will understand what is and what it is not? Ralph Liebing, RA, CSI Senior Member Username: rliebing Post Number: 870 Registered: 02-2003 Posted on Friday, June 27, 2008 - 07:02 am:    To me, it is the level of a checklist which identifies items and systems but without much detail or elaboration. And it is GUIDE spec where specifics are added in [yet short of the full amount of information; much like making Masonry in the Outline, into Brick Veneer in the Guide] Not sure all agree with that, however John Bunzick, CCS, CCCA, LEED AP Senior Member Username: bunzick Post Number: 921 Registered: 03-2002 Posted on Friday, June 27, 2008 - 09:19 am:    An outline specification is organized by MasterFormat (as opposed to Uniformat for preliminary descriptions) and contains the briefest of information needed to give some scope to what will be in the section. We generally prepare them during design development. Typically each section is one or two pages, rarely more than that. It focuses primarily on materials in Part 2, but I try to include Part 1 and 3 information that has a particular cost impact (like testing) because these are regularly used to prepare budgets and GMPs. It is a good tool to communicate intent to the owner and team. I find my work is much easier if I have a well-prepared (and vetted) outline spec. Robert W. Johnson Senior Member Username: bob_johnson Post Number: 165 Registered: 08-2004 Posted on Friday, June 27, 2008 - 10:10 am:    John has stated it very well. My one addition would be to add time schedule as a criteria for the inclusion of information. A good rule to use on whether to include some information in an outline specification or not is "Will the information affect the project cost or the project time schedule?" If it does it should be included, if it does not, then it probably does not need to be included. This is especially helpful for PART 1 and PART 3 information. Bob Woodburn, RA CSI CCS CCCA LEED AP Senior Member Username: bwoodburn Post Number: 253 Registered: 01-2005 Posted on Friday, June 27, 2008 - 10:59 am:    When outline specs are required, it is often for preliminary costing. Very little may be required - just enough to select the right items in a list of unit prices, i.e., to further define materials shown graphically on Drawings that may not yet even be noted. In my experience, and despite the publication of various outline guide specifications, what "outline spec" means varies from person to person (and occasion to occasion). It is not necessarily based on MasterFormat; each section may not even be on a separate page (it may not even have "sections"). Some sections may have only Part 2, or 1 and 2; some may not even use "Parts." Conversely, I have seen an "outline spec" from a government entity (mainly for use in RFPs) that seemed as detailed as typical CD specifications (but in one long file). Some may think an outline spec is just a spec with an outline format (to the uninformed, it might seem obvious). But generally, the only thing most outline specs seem to have in common is that they are usually shorter than even a "short-form" spec. So, IMNSHO, the first step in preparing one is to find out exactly what the term means to whomever is requesting the outline spec (e.g., the Owner)--and its purpose (e.g., will it be used for cost estimating?). Ironically, they may think you know, but not be able to define it, assuming it's a standard term. We seldom do outline specs. Since requirements (or assumptions) vary so widely, they are often documents that have to be done "from scratch" and cannot be incorporated into a CD spec--extra time that could better be spent on first draft of a CD spec. When asked for an outline spec, I usually suggest an early draft of the CD spec instead. Since SpecLink makes it fairly easy to do an outline spec as a subset of the subsequent CD spec, if I had to do an outline spec, I would try to use that approach. (In SpecLink, the easiest way is to "de-select" Parts 1 and 3, and perhaps one or more articles from Part 2--quickly done, starting with any similar job spec, with a few clicks per section.) Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 791 Registered: 07-2002 Posted on Friday, June 27, 2008 - 11:39 am:    when asked for an outline spec, I think its important to find out what the spec will be used for. some agencies simply use the "outline spec" to verify scope of work, general products, and not much else. (some agencies will use an edited table of contents for this). Some outline specs get used for preliminary costing, and I agree with John Bunzick that you have to include those things that cost money -- testing, mockups, and the like, no matter what Part of the section they occur. most of the time a general product description will be sufficient because the estimator isn't going to that level of detail. However, if you leave out the 2 story, $250,000 mockup, the contractor will be sure to complain that he didn't know about that.. John Bunzick, CCS, CCCA, LEED AP Senior Member Username: bunzick Post Number: 922 Registered: 03-2002 Posted on Friday, June 27, 2008 - 12:23 pm:    One reason I don't find a partially edited full length spec very useful when an outline version is requested is that it retains too much information that will be later deleted (since spec editing is by nature a subtractive process, not additive). There's no way to know what's not going to be in the finished version. Also, if it is to serve as a tool for communicating with an owner, very brief text is much better because it is much easier to digest and important information is readily apparent. An owner may actually read it and comment, where I've never gotten comments from an owner on a draft version of a full specification (aside from stupid ones, like the header format). Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 792 Registered: 07-2002 Posted on Friday, June 27, 2008 - 12:36 pm:    my experience is that the Owner isn't ususually commenting on the outline/DD spec, but the contractor is going to note every discrepancy between it and the CD spec when it comes to cost. If I can demonstrate that I had testing requirements, samples, and mockups dating back to the DD spec, we don't get hit as much with a cost increase, and it also clearly demonstrates to us, the contractor and the Owner that the contractor isn't actually reviewing the documents, especially at that early stage of the project. I tend to also do a pre-edited CD spec and take out the stuff I know (from office practice) will not occur in the final project. We have a project right now, where I used a partially edited CD spec and I got back 450 questions from the contractor -- all along the lines of "well, do you want semi-gloss or eggshell gloss for the interior wall paint"? My response was "if you can demonstrate that it will affect the final cost, I will make a selection. (because of course, if I said "eggshell " and we ended up with semi-gloss, there was going to be a change order). I don't want out outline/DD spec to be used as a tool against us in a highly competitive market, and depending on the project type, I think its more effective with too much information rather than too little. Phil Kabza Senior Member Username: phil_kabza Post Number: 321 Registered: 12-2002 Posted on Friday, June 27, 2008 - 09:13 pm:    I'm increasing my use of outline specifications and consequently delaying the preparation of contract document specifications for many projects, especially institutional projects with multiple owner review submittals. Owners seldom make substantive comments on anything other than product selections; the bulk of their other comments are often based on their misunderstanding of the detailed language of specifications. And project architects delay product selections and continue design activity well into CDs, so why create full length sections only to make multiple revisions? Outline specifications, prepared and maintained during DD and early CD, are a much more efficient means of maintaining current information on product selections, as well as the related cost and time issues noted by Bob and Anne above. The outline specs give the project team the proper section names and material terminology, as well as valuable design prompts and discipline coordination guidance. They're a great medium for drawing coordination notes as well. Ron Beard CCS Senior Member Username: rm_beard_ccs Post Number: 278 Registered: 10-2002 Posted on Saturday, June 28, 2008 - 10:01 pm:    I reproduce the summary paragraph of each section and assemble the sections by division. Most divisions end up only being 1-3 pages. Nice presentation size of about 30 pages (not including MEP). No additional work later and no surprises because the final spec closely resembles any subsequent spec version. I can't ever remember ever being asked to expand the detail. One disadvantage I have found in providing too much detail early on is it might commit the design team to choices it would rather not have later in the design process. J. Peter Jordan Senior Member Username: jpjordan Post Number: 279 Registered: 05-2004 Posted on Sunday, June 29, 2008 - 01:25 pm:    I first generated an outline specification "master" for the Honolulu firm I worked for from the late '70s to the early '80s. Usually limited to a paragraph for each section, it was basically a catchall reference to the relevant product standards for the stuff we wanted to use along with a scope statement. It was further developed by my successors some of whom are contributors to this group. CSI did not catch up to this until the mid to late '80s if memory serves me correctly. I later developed a distinction between a table of contents, an annotated table of contents, and an outline specification. The table of contents is simply a list of specification section numbers and names. It gives everyone a very general idea of project scope, but has obvious limiitations. The anotated table of contents is more like the original outline spec, but may be even briefer. The rough carpentry section on a large commerical project may reference blocking, nailers, and plywood backboards for telecom; the toilet partition section may call for metal partition, overhead braced; and so on. I will sometimes use a 3-column table with the first 2 columns for the section number and name and the 3rd section for the annotation. (MASTERSPEC's "Consolidated TOC" makes a good starting place for this). I have a full-on outline specification master that I usually use for either SD or DD submission that is a substantial expansion of the annotated version. As suggested by others, it is very light on Part 1 and Part 3 information except where that might be relevant (e.g., concrete finishing). I will include performance requirements for wind (and seismic) loading and quality assurance requirements for fire-resistive, accessibility, and acoustical requirements. The Part 2 information remains the bulk of each section and remains largely a reference standard. Manufacturers are usually listed along with "or others approved by Architect." Specific color and finish requirements are almost always "as selected by Architect." I will include some scope statements and schedules if the drawings are not quite ready to indicate this. It also helps with early product selection, especially with the finishes. If the designers can get these decisions made at the finish type level (e.g., large format porcelain tile as opposed to stone tile or ceramic mosaic tile; carpet tile as opposed to broadloom; wood veneer doors as opposed to plastic laminate., etc.) On many projects, it is amazing how much of this has already been decided, but will not be documented until very late in the project. I many cases, the outline specification is documentation of a set of assumptions that the architect makes about the quality and materials on a project. I almost always stress the "propositional" nature of this type of design information submitted early in the project. The Drawings and Specifications "propose" a design which can be (and usually is) modified before the next submittal. It can also help with early correction of misunderstandings between various parties. The architect may have assumed that plastic laminate wall and base cabinets would be use generally throughout the building while the Owner wants to use wood veneer cabinets with transparent finish in certain areas. Where early cost information is required from a selected contractor, a detailed outline specification aids the contractor in value engineering or making voluntary alternates. In the hands of a good project manager, the outline spec becomes a very useful tool for both internal and external coordination. I don't charge my clients for the TOC or annotated TOC information. I do charge for the fully developed outline specification which can take 8 to 12 hours to produce. At a later stage in the project, we go over the outline specification to discuss deletions, additions, and revisions that are required. As several people indicate above, this process greatly assists the specification preparation process and should help in the production of the drawings as well.