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What are bid documents? Also referred to as contract documents, bid documents are the set of plans and specifications, as well as any addendums, that are released to the public for bid or quoting by the building owner’s representative. The plans are all the drawings that show how the building is built; they are intended to contain all the information necessary for each trade to bid its portion of the work. The specification manual that accompanies these drawings describes all the requirements by which the contract is to be executed as well as the scope of work for all the trades that are to be involved.
The owner’s representatives for building projects are the design team hired (by the owner) to create the building. This team generally consists of the project architect, structural engineer, civil engineer, mechanical engineer, and electrical engineer, with the architect as the head of the group. With the expertise of this team, all building codes and requirements are met. In addition, all the information necessary to convey those requirements is compiled to create a complete set of plans and specifications for the project.
The project specifications, generally assembled by the architect, are the guidebook for executing the work. This document is intended to govern the general contractor as well as the sub-trades bidding the job. The project specifications contain the instructions for all the trades involved in creating the building. They include all the necessary information from contract issuance through contract close out.
Reading the information in a book of specifications is as exciting as watching paint dry. Yet it is very important that you proceed slowly, making a concentrated effort to understand all the information and the way it is presented. Be especially careful at interpretation. Language and how it is used is everything here. Interpretations can and do vary according to need (for example, the steel fabricator versus the customer and document writer). If you have questions about items to be supplied, get the correct information in writing from the architect or engineer instead of making your own assumptions.
The General Conditions section will specify the contract and delivery expectations. The supply of steel or metals will be covered in what is called Division 5—the chapter of the specifications that will contain subchapters (or Sections) for everything considered metal by the designers. Structural steel, miscellaneous steel, and ornamental metals are examples of some of the titles for these sections. The Paint and Painting provisions are in Section 09900, which is a subchapter of Division 9, Painting. This section will be found near the middle of the general conditions, and will provide the complete information regarding the exterior finish of the steel items to be fabricated.
Read through these bid documents before you start developing the list of materials. There may be items that either do not apply or have a specific impact on the items that steel fabricators are required to supply.
It is important to list both the items that do apply and those that do not apply to a specific project. The reason is that all too often information is just copied from one job to the next without much thought to the specific conditions of the newer job. You must refer specifically to what exist in the contract drawings. It is best to find out for certain what applies and what does not; otherwise the job could be overbid or underbid.
After you have been through a few specification manuals for various jobs, you will begin to understand the difference between typical information and project specific information. Often both will be used in the creation of the documents. You will then be able to identify the general format and construction of the specification manual. In turn, you will be able to target those issues that have the most impact on your work.
The project specifications begin with Division 00—Procurement and Contracting Requirements. This division indicates the qualifications that must be met by the contractors bidding the job.
The rules that govern the completion of the work are in the General Requirements or General Conditions, which explain everything with regard to the information of the architect and engineers of record, the project location, the bid invitation, the instruction of bidders, the execution of the contract (including first billing information through to the final terms), and conditions of contract close out.
Following the general conditions, the specification book is broken down by construction divisions relative to the specific trades. Sections within these divisions identify the different types of work to be performed by each individual trade.
Table 4.1 Divisions of Sample Specifications
| Division 1—General Conditions |
| Division 2—Site Work |
| Division 3—Concrete |
| Division 5—Metals |
| Division 6—Wood and Plastics |
| Division 7—Thermal and Moisture Protection |
| Division 8—Doors and Windows |
| Division 9—Finishes |
| Division 10—Specialties |
| Division 11—Equipment |
| Division 12—Furnishings |
| Division 13—Pre-Engineered Structures |
| Division 15—Mechanical |
| Division 16—Electrical |
Note that there are no Divisions 4 and 14; these are held for cases where special reference might be needed. Generally the rest of the numbered divisions remain the same.
Sample Project Specifications
The steel fabricator’s scope of work is always defined within the project specifications as Division 05—Metals. This division contains all the information for those construction items related to steel. Sections for structural steel, miscellaneous steel, steel joist, steel deck, architectural metals, steel stairs, grating, and railing are found in Division 5. Generally anything that is metal will be included in this division.
The sections in Division 5 are numbered. For example, Section 051200 Structural Steel and Section 055000 Miscellaneous Steel list some of the major components that the designer intends you (steel estimator) to supply as part of your package. Check any other sections within Division 5 for which your company is supplying materials.
Be aware that designers are not consistent about how they construct the sections for Division 5 items. For example, steel stairs and rails generally are included in the 055000 Miscellaneous Metals, but sometimes they may have their own designated sections. The decision to provide a separate subsection for certain fabricated items tends to be at the whim of the designers; it may be based on the quantity of the individual items to be fabricated. For example, if there is not much to be fabricated in the way of steel stairs and railing, then the guide for fabricating them would be included in the section for miscellaneous metals. If there is a significant amount of this work to be performed, however, then the designers would create a separate subsection for stairs and another one for handrail.
Figure 4.1 Sample of Section 051200—Structural Steel.
Figure 4.2 Sample of Section 055000 — Metal Fabrications.
Read through the specifications carefully. Be sure you comprehend the information as the writer intended. When in doubt, ask questions—whether of a work colleague, the customer, or the general contractor. You can also call the architect or engineer to be sure you get a correct interpretation. It is always good to obtain these clarifications in writing.
Figure 4.1 shows a typical description of the items found in Section 051200—Structural Steel. Figure 4.2 then shows a sample of Section 055000—Metal Fabrications. Typical headings are shown as examples, followed by explanation of the items in italics.
References to other trades often occur within Division 5. An example is the common reference to Section 099000 for Paint and Painting. The reference to Section 099000 for Paint and Painting may be necessary to direct your attention to the specific painting or galvanizing requirement that will apply to the fabricated steel. When you find these references, read them carefully so that you will be aware of any labor or material cost impacts to your pricing.
You must be aware of any references to other trades and make them clear to others in your bid letter’s provisions.
If the steel fabricator fails to specifically address whether these sections are included or excluded in the bid letter, the contractors bidding this project will assume by your omission that you are including all items in your Division. Therefore, the steel fabricator could end up being required to provide or supply items that were not priced in the quote.
These sections are written as guides; much of the information may be borrowed from other similar projects. Sometimes the information given may not apply to the job you are bidding. Know that the specifications will list items both generally and specifically. Therefore, you must ferret out from the set of contract drawings all of the structural and miscellaneous steel items to be fabricated. Then be clear and concise about your provisions in the scope letter with the quoted price.
While working on the take off, steel estimators become aware of what is and is not being used in the specifications. Items that do not apply to their scope of work are listed at the exclusions in the bid letter to the customer. Prior to the bid date, it is good to provide a scope letter to the general contractor prior for their review. You can then bring to their attention any issues that you see within the scope of work and come to an early resolution of those issues. Unanswered questions may cause you to add extra money to the bid price to cover the unknown. To assure you are providing a competitive bid, clear up these issues early.
If the project is smaller, the specifications may not be broken down by divisions. Still, there will be some information provided in the project specifications as to what the designer expects you to provide.
If no information is provided for the steel fabricator in the way of specifications, any standard set of specifications may be used as a guide to help with what should be included or excluded with the quote.
If you have difficulty finding information on the contract drawings and specifications, you can always call the architect or engineer who created the documents. Sometimes details are not shown where they should be, or more clarification is needed for a certain condition in the drawings.
Discovery of missing information or mistakes within the bidding specifications and drawings that the architect and engineer have released will create an Addendum—a revision to the contract set. Questions that the designers are asked to clarify ambiguous conditions, and the answers to those questions, are clarified in an Addendum to the bid documents. Addendums are intended to help everyone understand how to assimilate the information correctly.
This chapter should help steel estimators understand how the project specifications affect the creation of a steel estimate. It reviewed the specific sections of Division 5—Structural and Miscellaneous Steel, showing what the different elements within the specifications mean for steel fabricators and how these items affect pricing. Particular attention has been given to key items within the bid documents that may need to be added at the inclusions, exclusions, or qualifications in the bid letter.
