What are Product Specifications and How are They Created?

(Article 2 of the series on “Becoming an Independent Manufacturers’ Rep Who Develops Specifications with Architects and Engineers“) One of the most important aspects of marketing to architects and engineers (A/E’s) and getting a rep’s products specified is to fully understand the complete construction process and then realize how product specifications fit into this process. Sitting for testing to receive a CDT (Construction Documents Technician) is a critical step. This certification is highly respected by A/E’s. It provides a rep the in-depth knowledge he or she needs and helps open doors into A/E’s offices. Contact Construction Specification Institute (CSI), 110 S Union St #100, Alexandria, VA 22314 for test and certification information. Specifications define the qualitative requirements for products, materials, and workmanship upon which the project contract is based. They are normally written by in-house specification writers, project managers, or outside specification writers for the purpose of deciding which type of specification(s) they will use for a particular project. There are four basic types of product specifications:   Descriptive   Performance   Reference Standard   Proprietary Descriptive Specifications These specify properties of materials and methods of installation. Neither manufacturers nor product names are listed. Since detail technical product knowledge is required, it is the type of specification where a manufacturers’ rep can be invaluable in assisting the A/E to provide the correct product information. Performance Specifications These specify desired product performance results and how those results will be measured and verified. Neither manufacturers nor product names are used. This type specification allows the contractor flexibility in selecting products to be used. If the A/E and his client are interested in using new and innovative products, this type of specification is a good one to use. Reference Standard Specifications These specify products and processes by well-recognized industry standards. Proprietary Specifications These specify manufacturers, product names, specific model numbers and other unique characteristics about a product. Additionally, specs are referred to as being “open” or “closed.” If a proprietary specification is “closed,” one product can be named, or several products can be named as options. A “closed” proprietary specification often does not allow substitutions. In an “open” proprietary specification, alternative acceptable products are listed. Substitutions can be proposed by bidders, but the substitutions must be approved by the (A/E). In either an open or closed specification, one product may be designated as the “design standard.” This gives bidders additional information about the quality expected, if substitutions are submitted for approval. When a rep has an opportunity to assist an A/E in writing a specification, it is very important to remember two basic rules of product specification writing: The specification is to be Clear, Concise, Correct, and Complete Conform to the writing style...

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Becoming an Independent Manufacturers’ Rep Who Develops Specifications with Architects and Engineers

Introduction One of the most important responsibilities of an independent manufacturers’ rep for architectural products is working with architects and engineers (A/E) to review their product specifications and assist them in modifying them for individual projects. Well-written specifications are critical to the construction of buildings that fully meet the needs and objectives of an A/E’s clients. If there is a conflict between specifications and drawings in the construction documents, the specifications take legal precedent over the drawings. An A/E will only call on a rep for specifications assistance when the rep has developed a high level of technical and ethical confidence with the A/E. To become a trusted adviser like this takes time and a demonstrated commitment to provide honest advice and service. For further background information, an excellent survey discussing A/E specifications is found in the Architect Digest’s article, “The Truth About Specifications,” but how does an independent manufacturers’ rep for architectural products get to the place where the conversation can even begin? My five-part series on Independent Rep & Architects and Engineers Relationships covers: Why is it important for a manufactures’ product to be included in the specification? What are Product Specifications and How are They Created? When should an A/E be contacted to offer specification assistance? How does an independent manufacturers’ rep for architectural products become a trusted adviser? How does an independent manufacturers’ rep assist architects with specification writing? Let’s start with the first of these questions. Why is it important for a manufactures’ product to be included in the specification? Specifications are developed by the A/E to describe the products and systems that are to be used in a project to meet their client’s requirements for quality and performance. The project builder—be it a general contractor, construction manager, or other entity—is expected to provide pricing based on the specifications. Admittedly, they often do not follow the specifications. The builder and his subcontractors submit and use products with which they are familiar, which are more accessible or cheaper, or which make sense to them for many other reasons. At the same time, the builders and subcontractors understand that it makes life easier for them, as well as for the A/E who must approve substitutions, if they do use a product that is included in the specification. If a rep’s product is not in the specifications, the rep, his manufacturer, the subcontractor, and the builder must go through an arduous process of obtaining A/E approval of a substitution. This is called “back dooring” a product into the project. Not only is this time-consuming for the builder and subcontractor, it is time-consuming for the rep and his manufacturer as well as the A/E. The process takes away...

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