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HOW TO USE THE SPECIAL PROVISIONS MENU
All
special provisions, both recurring and unique, may be shown as warranted on the Special
Provisions Menu. There are 5 basic ways to indicate the need for a special provision on
the menu.
1.
RECURRING PROVISION WITHOUT MODIFICATION. Most recurring provisions may be warranted
without modification. If this is the case, place an X next to the provision number and
title in the column of brackets on the left hand side of the menu headed "Place In
Contract". Do not attach a copy of the unmodified provision.
2.
RECURRING PROVISION WHICH MUST BE MODIFIED. Recurring provisions which cannot stand
without modification already have an X shown in the column of brackets on the right hand
side of the menu headed "See Attachment". If one of these provisions is
warranted, place an X in the appropriate brackets in the left hand column. Attach a
copy of the modified provision to the back of the menu.
3.
RECURRING PROVISION WHICH REQUIRES MODIFICATION FOR SPECIFIC CONTRACT. A recurring
provision may be warranted though with modified intent for a specific contract. If this is
the case, place an X in the appropriate left hand brackets to indicate the need for the
provision. Place an X in the appropriate right hand brackets to indicate that a modified
copy of the provision is attached. Attach a copy of the provision showing the
modifications. Do not retype or rewrite the recurring provision incorporating the
modifications. If modifications are extensive, attach separate sheets showing the
modifications with where they belong in the recurring provision. Reference the
modifications by means of asterisks or circled numerals on the recurring provision itself.
4.
UNIQUE PROVISION WITH SAME TITLE AS RECURRING PROVISION. A provision may be required for a
specific contract which must be uniquely written, but does not resemble a recurring
provision with the same title. If such is warranted, place an X in the left hand brackets
aside the recurring provision number and title. Cross out the recurring provision number. DO
NOT ASSIGN THIS NUMBER OR ANOTHER NUMBER TO THE UNIQUE PROVISION. Place an X in the
corresponding right hand brackets to indicate a unique attachment. Attach a word processed
copy of the unique provision. The attached copy should not be a copy of the recurring
provision with the recurring wordage crossed out and the unique wordage placed after it.
5.
ALTOGETHER UNIQUE PROVISION. A special provision may be warranted which does not resemble
a recurring provision. If such a provision is warranted, determine the section of the
Standard Specifications which would apply if the provision were a Standard Specification.
Once this is known, place the title of the provision on a blank line in the menu among
provisions whose numbers begin with this Standard Specification number. Place an X in the
appropriate left hand brackets to indicate the need for the provision. Place an X in the
appropriate right hand brackets to identify an attachment. Attach a copy of the unique
provision. Do not assign a number to the unique provision. If more than one unique
provision is required for the contract, begin each such provision on a separate sheet.
Place
all unique provisions onto a computer disk. You may use the same disk which includes cost
estimates and estimates of quantities. Indicate on the disk label that unique provisions
are included on the disk. Also, identify the computer software used in preparing the
unique provisions.
ATTACHMENTS.
Once all modified recurring and all unique provisions copies are compiled, place all
attachments into the order in which the X's appear in the right hand columns of brackets.
Clip the attachment set to the back of the menu. Do not separate recurring attachments
from unique attachments.
When
the final word processing of the provision set is completed by the Contract Services
Section, all provisions will appear in the contract book in the order they would appear if
they were in the Standard Specifications.
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HOW TO USE THE RECURRING PLAN DETAILS MENU
If a
recurring plan detail is warranted, indicate so by placing an X in the appropriate
brackets on the left hand side of the menu. For a contract with 24 in. x 36 in. plan
sheets, attach a copy of the plan detail to the back of the menu. If more than one plan
detail is warranted, arrange all copies in the order they appear on the menu. For a
contract with 8 1/2 in. x 11 in. plans, place the recurring plan details with the other
plan sheets. For both cases, include the Recurring Plan Details Menu and attachments as a
separate part of the submission from the Special Provisions Menu and attachments. Do
not place recurring plan details among special provisions.
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RECOMMENDING CHANGES TO RECURRING SPECIAL PROVISIONS
Recurring
special provisions are like Standard Specifications or Supplemental Specifications in that
they are considered to be a Department-wide and statewide policy. The requirements
specified in these provisions shall therefore apply statewide. However, modifications may
be made for individual contracts. Modifications shall not be made to suit a particular
type of contract, type of work, district, or route, without regard to the likelihood that
such modifications are not being made for all work.
You
may recommend a change to the intent of a recurring special provision. Remember, when you
recommend such a change, you are recommending a statewide change. Submit the change on a
marked-up copy of the recurring provision to Anthony Uremovich in the Contract Services
Section. The Contract Services Section will consider your proposed change with possible
input from elsewhere in the Department. If the Contract Services Section and possibly
others agree that the change is appropriate, then it will be made.
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USE OF UNIQUE SPECIAL PROVISIONS
Unique
special provision use is likely for nearly every contract. However, unique provision
submissions for individual contracts must be justified. Include a note with each unique
provision which justifies the need for the provision as opposed to the use of recurring
provisions, Supplementals, or Standard Specifications. If you cannot determine a
justification for a unique provision, use a modified recurring provision, or possibly
modified Standard Specifications.
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DOCUMENT SUBMISSION TIPS
Make
sure that all originals and copies are legible.
Always
submit the current Special Provisions Menu and, if required, the current Recurring Plan
Details Menu. Make sure that the modified recurring special provisions copies which are
attached to the menu are the current versions.
Make
sure that all originals may be photocopied such that the photocopies are legible. The
photocopies should be legible if made with the photocopier set at a normal
darkness/brightness setting. Test the originals yourself by this method. If the copies are
too light, then the originals are too light. The copy on originals of 8 1/2 in. x 11 in.
plan sheets shall be darkened. Set the photocopier on a darker-copy setting for light
computer-generated unique provisions or estimate originals.
Remember,
the originals which you submit as 8 1/2 in. by 11 in. construction plans will be
photocopied by the Contract Services Section for use in preparation of the Proposal books.
Such photocopies will be photocopied again by the Central Office printing unit. These
second-generation photocopies will become the copies which are placed into the Proposal
books.
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WRITING CLEAR, CONCISE, CONSISTENT SPECIFICATIONS
THE
BIG 5. There are 5 ways to specify. We call them the Big 5. They are:
1. DESCRIPTION OF THE WORK
2. MATERIAL REQUIREMENTS
3. CONSTRUCTION REQUIREMENTS
4. METHOD OF MEASUREMENT
5. BASIS OF PAYMENT
This
order is the order in which the work is done. All specifications shall be written in this
order. The whole Standard Specifications book, Supplemental Specifications, and Recurring
Special Provisions set are written and arranged in this order.
SPECIFICATIONS
VS. PLANS. Special provisions are a form of specification. They are not a form of plans.
Specifications state the Big 5 noted above in words more readily than plans can show them
as drawings. Always keep specifications separate from plans. If it says one or more of the
Big 5, it's a specification, and therefore doesn't belong on the plans. Do not mix
specifications and plans in the same document. An easy way to hide specifications in plans
is by way of "general notes." If they're among the Big 5, make these notes part
of the special provisions. If a drawing is required, incorporate it into the plans, and
make a specification reference to such drawing as being "shown on the plans."
STYLE.
There is no specification writing style which has been mandated by law, the FHWA, AASHTO,
or even the Department. The FHWA and AASHTO have, however, made style recommendations
which the Department has tried to follow with the Standard Specifications, Supplementals,
and recurring provisions. We will explain some of this style technique here.
THE
LAW AND SPECIFICATION WRITING. Who are we writing specifications for? No, not our
supervisors, and no, not some court of law. The specifications are written for the
contractor to build in accordance with, and for Department personnel involved with the
contract to enforce. Since we're writing for the contract, let's get to the point of each
specification and keep it simple. Laws may be written in a specified style, but no law
states the style in which specifications are to be written.
GETTING
STARTED. Avoid legal-sounding, trite gobbledygook rambling statements like "the
Bidder's attention is directed to the fact that...." or "The Contractor's
attention is called to the fact that....". These statements say zero. You spent time
writing it, a clerk spent time typing it, others will spend time reading it. The
statements don't get to the point. Go ahead and start your specification with it if you
must, but there's a better than even chance it will get edited out.
Always
remember that the Contractor shall and the Engineer will. Most specification statements
may be written with just the word shall or will without using the word contractor or
engineer. If it is unclear as to who shall or will without using the word contractor or
engineer, use them. Subcontractors, suppliers, fabricators, manufacturers, or others hired
by the contractor also "shall." The Department, the State, the project engineer,
the project supervisor, the inspector or others who enforce the contract require-ments
also "will." Utilities or railroads "shall" only when they have been
hired by the contractor to do work on the contract. Otherwise, they "will."
POOR: the Contractor shall place....
PREFERRED: .... shall be placed.
POOR: the Engineer will measure....
PREFERRED: .... will be measured.
POOR: .... placed as directed by the Engineer.
---------.... Placed as directed by the Project
Engineer/Project
---------Supervisor.
---------.... Placed as directed by the PE/PS.
PREFERRED: .... placed as directed.
Use shall or will instead of "is to"
POOR: This work is to be done ....
---------This work is to be paid for ....
PREFERRED: This work shall be done ....
---------This work will be paid for ....
PHRASEOLOGY.
Certain phrases have been adopted in Standard Specifications, Supplementals, and recurring
provisions for the sake of consistency. The following is a listing of preferred phrases
and the poorly worded phases they shall take the place of.
USE.... |
INSTEAD OF.... |
all |
any |
|
any and all |
as shown on the plans |
as shown in the plans |
|
as detailed on the plans |
|
as shown on the detail sheets |
|
as shown on the standard drawings |
|
as shown on sheet __ of the plans |
broken line |
skip line |
calendar day |
day |
contract unit price |
contract unit price bid |
Department |
Indiana Department of Transportation |
|
INDOT |
each |
each and every |
ensure |
insure |
|
assure |
guardrail |
guard rail |
in accordance with |
in conformance with |
milling |
scarifying |
surface milling |
|
or |
and/or |
pay item |
bid item |
|
item |
|
line item |
project limits |
contract limits |
Schedule of Pay Items |
Itemized Proposal |
|
Proposal |
shall be in accordance with |
shall conform to |
State |
State of Indiana |
|
Indiana |
with no additional payment |
at the Contractor's expense |
work day |
working day |
Phraseology
and abbreviations which are used in the Standard Specifications are permitted and expected
to be used in all other specifications written for an individual contract. So if it's in
the book, it's fair game. Remember, recurring special provisions and unique special
provisions are forms of specifications, so they shall therefore be written similarly to
Standard Specifications.
REFERENCES.
References to the Standard Specifications or other association specifications may always
be made.
POOR: .... in accordance with section 105.05 of the Indiana Department ---------of Transportation Standard Specifications dated 1995.
PREFERRED: .... in accordance with 105.05.
POOR: .... in accordance with ASTM A123.
---------.... In accordance with AASHTO T 89.
PREFERRED: .... in accordance with ASTM A 123.
---------.... In accordance with AASHTO T 89.
Note
there is no longer any spacing differences between letters and numbers in ASTM and AASHTO
references.
If
an entire referenced specification does not apply, use this phrase: .... in accordance
with the applicable requirements of _______.
NUMERALS.
Use numerals instead of written out names for all numbers that are united. Use numerals in
fractions and decimals. Write out all names for numerals between one and nine, inclusive,
that are not united. Use numerals instead of written out names for all numbers 10 and
above that are not united. Do not begin a sentence with a number.
POOR: -----------There shall be 1 sign ...
There shall be five liters ...
There shall be three and one half turns...
.... shall submit 5 sets of shop drawings....
....shall be ten wires per conduit...
14 signs will be required ....
Fourteen signs will be required ....
PREFERRED: ---There shall be one sign ....
There shall be 5 L (18.9 Gal)....
There shall be 3 1/2 turns....
.... shall submit five sets of shop drawings...
...shall be 10 wires per...
.... will require 14 signs.
Do
not spell out numbers then follow up with a parenthetical numeral. All specification
readers can count and can recognize both forms, so only one form is necessary.
POOR: ....shall be placed one and one half (1 1/2) m (5 feet) from....
PREFERRED: ....shall be placed 1.5 m (5 ft) from....
UNITS
OF MEASURE. Write out units of metric measure within sentences when not accompanied by a
quantity. Units of measure may be abbreviated when used in tabular form or when
accompanied by a quantity. English equivalents must appear immediately following metric
measures. Such english equivalents are shown in parentheses. The correct symbol is
used in the english equivalent. The english unit therefore need not be written out.
POOR: ...shall be placed 1.5 meters (5 feet) from....
...shall be placed 6 mm (1/4 inch) from...
...shall be placed 6 mm (1/4"), from....
...will be measured by the m (ft)....
PREFERRED: ...shall be placed 1.5 m (5 ft) from....
...shall be placed 6 mm (1/4 in.) from....
...will be measured by the meter (linear foot)....
EMPHASIS.
Individual words, phrases, sentences, or even paragraphs in special provisions need not be
emphasized. Emphasis has been shown by way of capitals, underlining, or boldface. If the
text is there in ordinary type, it is enforceable without emphasis. We don't have to hit
specification readers over the head with emphasizing certain passages. They will read it,
and they'll get the message.
POOR: THIS WORK SHALL NOT CONTINUE AFTER DECEMBER 1.
This work shall not continue after December 1.
This work shall not continue after December 1.
PREFERRED: This work shall not continue after December 1.
PARENTHETICAL
PHRASES. Practically all parentheses may be eliminated without loss of sentence clarity.
The only permitted parenthetical phrases are english equivalents which follow metric
measurement units, or parenthetical letters or numerals used to identify subsection
headings.
Otherwise,
parentheses have a tendency to hide or deemphasize genuinely important statements. No part
of a specification is less important than others.
POOR: The spot painting shall include an undercoat (min. 64/m (2.5 mils)) of vinyl.
The finish coat (vinyl) shall be placed....
....for each intersection by type (i.e. traffic signal or flasher).
PREFERRED: The spot painting shall include a vinyl undercoat of a
minimum thickness of 64 /m (2.5 mils).
The vinyl finish coat shall be placed....
....for each intersection by type such as traffic signal or
flasher.
CAPITALIZATION.
The only phrases which require full capitalization are special provision titles and
subsection headings. The only words which require an initial capital letter without regard
to their location in the sentence are Department, Engineer, Contractor, titles of
individuals such as District Traffic Engineer, titles of reference publications, traffic
sign copy, or other proper nouns if their use is required. Capitalization shall not be
used to emphasize certain words, phrases, pay item names, or pay units.
POOR: ....will be paid for at the contract unit price per METER (LINEAR FOOT) for
Geocomposite Pavement Edge Drain.
....in accordance with AASHTO standard specifications for highway bridges....
The sign copy shall be "mowing crews next 8 kilometers (5 miles)."
Breaking pavement WILL NOT be permitted.
PREFERRED: ....will be paid for at the contract unit price per meter
(linear foot) for geocomposite pavement edge drain.
....in accordance with AASHTO Standard Specifications for Highway Bridges.
The sign copy shall be "Mowing Crews Next 8 km" ("Mowing Crews Next 5
miles").
Breaking pavement will not be permitted.
QUOTATION
MARKS. Types, classes, or groups of guardrail, joints, pipe, or other pay item
descriptions which require these shall not have such designations set off in quotation
marks. Pay item names shall not be fully enclosed in quotation marks. Quotation marks
shall be used only when designating copy which is required on a traffic sign.
POOR: guardrail end treatment, "MS"
pipe, group "A"
structural expansion joint, "SS"
....contract unit price per kg (ton) for "Bituminous Base 5C, HV".
The sign copy shall be Mowing Crews Next 8 km (5 miles).
PREFERRED: guardrail end treatment, MS
pipe, group A
structural expansion joint, SS
....contract unit price per kg (ton) for bituminous base 5C, HV
The sign copy shall be "Mowing Crews Next 8 km" ("Mowing Crews Next 5
miles").
FORMAT.
When writing a special provision which does not directly revise the Standard
Specifications, use the following format:
TITLE OF PROVISION
FIRST
SUBHEADING. Begin copy here for the introductory statements like this. If this subsection
must be divided further, continue in the following manner similar to the Standard
Specifications.
(a)
FIRST DIVISION. This is first division copy following a heading like this.
(b)
SECOND DIVISION. The copy follows....
1.
FURTHER DIVISION. More copy follows....
2.
ANOTHER DIVISION. More copy follows....
a.
STILL ANOTHER. Even more specific....
b.
STILL MORE. Getting down to it....
(c)
THIRD DIVISION. Now the indentation is back out here....
SECOND
SUBHEADING. Now you've got the idea of the subsections are titled. Now here is how to
format untitled subsections.
(a) Since there is no title, the text just starts right after the parenthetical letter.
Note that entire untitled subsection is left-justified as you see here.
1. This untitled subsection needs to be divided up even more like this. Note the
further left justification of these sentences.
Now
this paragraph is still under the second subheading. Since you're out of the specific
copy, go back to regular left justification as you see here.
Center
justify the provision title in caps. Show all subheading titles in caps, with no
underlines or boldface type. Most unique provisions which you write from scratch will not
require subheadings like this. Subtitle the longer ones as you see fit. When you reach the
end of the provision, draw or type a double line like this.
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When
writing a special provision which directly revises the Standard Specifications, use the
same format used in the Supplementals. Use red ink or red pencil to line out existing
wordage you don't want to apply. Use red ink or red pencil to indicate insertions. The
last word on a line of Standard Specifications text must remain the last word of your
revised line, even if the word is lined out. Begin this type of special provision as
follows:
TITLE OF PROVISION
The Standard Specifications are revised as follows:
SECTION 001, BEGIN LINE 000, DELETE AS FOLLOWS:
SECTION 001, BEGIN LINE 000, INSERT AS FOLLOWS:
SECTION 001, BEGIN LINE 000, DELETE AND INSERT AS FOLLOWS:
SECTION 001, AFTER LINE 000, INSERT AS FOLLOWS:
The
revised specification copy begins here. One, and only one, of the above section and line
references may be used for each Standard Specifications section to be revised. The section
and line reference shall be in capital letters. No space is to follow the reference line
and the first line of specifications text. More than one part of a Standard Specifications
section, or more than one section, may be revised in the same special provision. Line
numbers which appear in the left hand margin of Standard Specifications text must be
correctly shown in the revised text. Place the double line at the end of this type of
provision also.
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SAMPLE SPECIAL PROVISION WORDAGE INCLUDING ALL OF THE BIG 5.
TITLE OF PROVISION
This work shall consist of ___________________________________ as shown on the plans or
as directed.
Materials shall be in accordance with _________________________________.
[Construction requirements shall be written in accordance with the guidelines shown
above.]
This work will be measured by the _______ (_______). [Pay unit: Metric units followed
by United States equivalent standard measure units]
This work will be measured by the number of _______________ placed.
[Pay unit: each]
This work will not be measured for payment. [Pay unit: lump sum]
This work will be paid for at the contract unit price per _______ (_______) for
_________________________. [Pay unit: Metric measure units followed by United States
equivalent standard units, or each]
This work will be paid for at the contract lump sum price for
__________________________. [Pay unit: lump sum]
Payment will be made under:
Pay Item Pay Unit
Name of First Pay Item With Capitals ........... Metric Unit (U.S. Unit)
Name of Second Pay Item With Capitals .......... Metric Unit (U.S. Unit)
The costs of _______, _______, and ________ shall be included in the costs of the pay
items.
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