Introduction
A specification details what is required to either achieve an objective or what the product is that has to be achieved.
The writing of specifications can be carried out from one of three approaches:
- Performance based;
- Frequency based; or
- A hybrid of performance and frequency.
Performance based specification
This is where the end result is clearly stated. Measurable criteria are set, as standards, which have to be achieved by carrying out whatever tasks are necessary. The tasks are not stated in the specification (or not to any detail anyhow), this is left to the professional contractor or operator to determine how this can best be achieved and will need to take into account topography, soil conditions and local climate.
This type of specification may be more suited to where a client requires a high quality job, or product, and where cost, whilst important, is not the overriding factor. The benefit of this type of specification is that a fixed price is provided to achieve the overall quality of the desired product, helping with budget control.
The level of skill/s required to carry out this type of specification is high due to the dynamic thinking which is required by the operative/s.
Frequency based specification
This is where the person writing the specification determines the tasks and number of them, i.e. frequency, to maintain the chosen facility at the required standard.
There is a reliance in these specifications of ensuring that the person writing the specification fully understands what is required and has to take into account local conditions to prevent unnecessary damage being done if tasks are carried out in unsuitable conditions.
If the operative/s carrying out the work are not particularly skilled, this may be the best approach to carrying out the work because a performance based specification requires a much higher skill level. Alternatively, additional skills training may be an option.
This type of specification may be beneficial where costs are required to be kept to a minimum and the facilities are being maintained to a generally satisfactory level. There is no underlying reason why this type of specification cannot be used for the production of high quality facilities, however, a very good understanding, trust and flexibility has to exist between the specifier and the person carrying out the work.
A range of provisional operations may need to be specified to take into account the different situations which can arise due to varying soil and climatic conditions, making the specification potentially quite complex and also allowing for a large variation in the price of the work at the end of the year, depending upon what was actually carried out.
A hybrid specification combining parts of performance with frequency based specifications
This is where performance standards are required to be achieved by carrying out a stated task, with the frequency of tasks being estimated for achieving the required standards. This is arguably the commonest type of specification for grounds maintenance work.
An intermediate specification, however, a range of provisional operations may still need to be specified, allowing for a smaller variation in the price of the works.
Where there is a range of skills offered by operatives, this may be a good way of balancing those skills to achieve the objectives of the specification.