FLH PDDM Chapter 9 - Eastern Federal Lands Highway Division

9.4.K. Specifications. (continued)In addition to the words and phrases listed in Table 9-15, use the following words in the proper context:Shall/Will. Use shall when the contractor is the subject of a command or order. Better yet, use theimperative mood, active voice to avoid the use of "shall." Use "will" when the Government or CO is thesubject.May. Use may when either the contractor or Government is the subject and either or both have optionsor alternatives.Amount/Quantity. Use amount when money is the subject. Use quantity when volume, mass, or otherunit of measurement is the subject.Bidder/contractor. Do not use bidder in the specifications. Use contractor exclusively. Bidder isreserved for use in the Notice to Bidders, press releases, amendments, and other similar nonspecificationportions.Do not use the words said, same, aforesaid, hereinabove, hereinafter, former, latter, whatsoever, or similarwords of reference or emphasis. Do not use the expressions and/or, as per, or etc.Avoid such terms as "as directed by the CO", "to the satisfaction of the engineer", or "satisfactory to theengineer". This type of phrase may be used sparingly, such as in unit price items where action taken by theCO will definitely not involve changes in cost to the contractor.c. Completeness. Each specification must be complete and shall complement and substantiate the applicabletypical sections, dimensions, and details shown on the plans. The specification should furnish all informationnecessary to enable a bidder to prepare a complete and responsible bid and to enable the contractor to constructthe project properly. The specification should never fail to give the bidders and the contractor explicit anddefinite instructions. However, there is no place in a specification for instructions to the CO.Do not attempt to explain the reasons for requirements. This information or instructions associated with theenforcement of specifications properly belongs in the construction manual or in a design narrative and not inthe specifications.Specifications should specify materials, construction methods, sequence of work, the method of measurement,and the basis of payment. Notes on the plans should explain and clarify the design features. Cover arequirement only once. Information or data that is shown on the plans should not show in the specifications.There should be no uncertainty by the contractor or CO about the desired quality or acceptability of the work.Use only essential facts, essential words, and essential phrases. Omit needless words and phrases. If a wordhas the same meaning as a phrase, use the word.d. Correctness. Specifications should be accurate and factual. Sources of data used in the specification mustbe reliable and current. Careless statements or statements based on unreliable data are frequently the causeof contract administration problems and contractor's claims. Legalistic words and phrases may shorten orclarify specifications, but be sure that usage is correct and that alternate interpretations cannot contradict theintended meaning.There are many publications available for providing instruction on the preparation of specifications. Themajority of the standard specifications begin as special requirements which gradually change through use untilthe intent and meaning is the same to both the contractor and CO.9 - 151