The specification is sometimes written on the drawings ; but these easily become separated, so that the specification might not be considered for every part of the work on which it would have a bear ing; moreover there is usually not sufficient room on the drawings for going sufficiently into detail.
Notes on drawings in the form of a specification, have these disadvantages:—They depart from the principle of employing: Specifications For Verbal presentation of requirements; Drawings For Graphic they lead the Contractor to neglect to look at the specifications; they never can be complete verbal descriptions.
The advantages which lead many Architects to specify by notes on drawings, are :— They are directly before the Contractor; they can be easily and permanently put on when making drawings; they show the exact location of materials mentioned.
Specifications are usually typewritten, several copies being made, one copy for the owner; one to three for the Contractor; one office copy; and extra copies which may be used in securing estimates, for the inspection of Building Department, etc. The specifications are sometimes lithographed, printed, or mimeographed, where many copies are required. It is the custom, in some offices, to print in typewritten form, or to mimeograph the general conditions only, which remain the same in different specifications. Unless the general conditions are written in the same form as the general specifications, the Contractors are likely to overlook them and to neglect the direc tions stated therein.
Sometimes sketches are made in the margin of the specification, to indicate the use of materials or to show details that are required. This can be done easily if the specifications are printed or litho graphed; but under the present system of duplicating by typewriting, it is difficult to do this. This sort of information can be shown more completely on the regular drawings, which can be reproduced in sufficient quantities to explain every item.
The writer of the specification must clearly bear in mind through out his entire work, that the Architect is to occupy a unique position in carrying out the work—a position which, in almost no other line, is occupied by one individual. The Architect is the confiden tial professional adviser of his patron; and also, as the work pro gresses, he is to be the unbiased arbitrator, often between opposing interests, one of which, is that of his patron or employer. The
latter is a position not only difficult but generally impossible to occupy at all times to the satisfaction of both parties; and as the unconscious influence of the patron's interests is very apt to warp the judgment of the Architect in making interpretations which must govern, it is very necessary that in writing the specification the matter be stated so clearly that differences of interpretation will occur seldom, and that when they do occur the specification will give the Architect ample standing room so that his judgment may be accepted without either party feeling wronged.
There are certain data. that it is advisable to obtain before writ ing the specification—such as the data obtained from test borings to determine the condition of the soil, also the location of sewers and water-supply pipes, etc.
Preliminary estimates are generally obtained from one "reliable Contractor," who can be called in before the specification is com plete, to estimate the relative cost of certain parts of the building, where there is some doubt as to which of two methods or materials to use.
It is better, however, for the Architect to become familiar with the cost of different items, so that he can estimate for himself the cost of various schemes, unless the Owner has on one partic ular Contractor to whom the work is to be let. When the "reliable Contractor" is called in, he appreciates fully that the time he puts on the estimate will be in the nature of gratuitous services or nearly so, and therefore careful figures are not made, and often the Archi tect and Owner- are both misled.
The opening description of the work should be straightforward, clear, and concise, and the specification carefully classified accord ing to the different trades, so that each sub-contractor and the esti mator of every small shop may find the work he is to do definitely indicated. It is easy for a general Contractor to unite sub-contracts and let several to one firm, but very difficult to subdivide a specifica tion where trades are not separated.