Contract documentation

6. How

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6.1 National standard versions

Though most architect-designed buildings are unique (unlike off-the-shelf buildings), they have a lot in common. Their descriptions therefore lend themselves to a certain amount of standardisation. For example, in describing brickwork in any building, the same topics will need to be covered, and maybe even the same standards set. The same applies to the procurement process – so rules of play can also be standardised.

This standardisation leads to more certainty (e.g. of interpretation and application), and to efficiency in a notoriously inefficient industry (e.g. through not having to go back to scratch for every project).

Some national standards expect to be altered e.g. NBS Building. These national master specifications are genuine working tools, a curious type of document in terms of copyright etc.

Some national standards expect to stand as published, e.g. JCT forms, British Standards. While the bulk is supposed to remain untouched, JCT and other standard conditions of contract have appendices that need to be completed differently for every project. Employers like to modify the content too, unfortunately. BSs on technical topics such as galvanizing are likewise untouched, though options need to be selected in the project documents, and defaults reviewed for suitability. They will also need to be supplemented, as few cover all relevant issues.

Some national standards are just a framework, e.g. SMM7, BS 4940 (for product information). The standard method of measurement (for estimating etc.), and British Standards on content and format of briefs, product information, drawings and specifications etc, are just frameworks, taken more or less seriously by practitioners. SMM7 is used widely, and adhered to fairly rigidly, by quantity surveyors and the like. But the BSs are often ignored, sometimes even unknown, in practice.

6.2 Office standard versions

Many offices have their own pre-edited (customised) versions of national master documents, or their own masters generated from scratch. These may be specific to a particular employer, e.g. a developer’s customised or bespoke form of contract, or to a particular type of building, e.g. standard details for schools, standard specs for McDonald’s outlets. They may even be office-wide, e.g. a standard gutter detail used on all projects, as a hallmark of the practice.

6.3 Project versions

Project versions of documentation may derive from national versions, or from office versions, or they may be developed from scratch for the particular project. Usually project documents are a mix of all three. National masters, for example, cannot possibly cover every conceivable, and inconceivable, eventuality. They will need to be supplemented with other material.

6.4 Co-ordination

It’s all very well having standards for each of the classes of contract document, but what about integration across them all? Cross-references are how each of these dis-integrated documents are tied together, in a sort of spider’s web of citations. In the UK, the Co-ordinated Project Information (CPI) initiative deals with this, establishing rules for cross-referencing between documents, for integration of the suite. References run from

• drawings to specification; and
• bills to specification; but
• not specification to drawings; and
• not specification to bills.

Interestingly, the recommendations are that the specification sits at the centre of this web of cross-references, and that the cross-references are one-way only.

In the long term, computers may manage this business of integration, as already mentioned, though probably never completely. Human intervention, and rules, will always be needed.

6.5 Key points

The various documents used and produced can come as national standard versions, office standard versions, or project versions.

Standardisation leads to certainty and efficiency.

Most national standards are intended to be responded to on a project basis – they shouldn't be called up globally.

Project versions may be derived from national, office or previous project versions, or may be generated from scratch. Each approach has its advantages and disadvantages.

The various documents need to be tied together, e.g. through a web of cross-references. CPI sets out some rules for this.

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