An Introduction to Writing Maintenance Specifications: Part 2

Starting to write a specification

Initially you will have to decide whether the standards that you are going to achieve are to form part of the specification section or whether it is better to have a separate section for the specification describing tasks and the level of standards which are to be achieved.

Standards are defined by British Standards as "acceptable or desirable values for those aspects of quality that can be defined and measured objectively".

Examples of measurable standards which can be applied to turf include:

  • Grass species content;
  • Weed, Pest and Disease infestation;
  • Total ground cover;
  • Root depth;
  • Thatch depth;
  • Grass length;
  • Hydraulic conductivity of the soil profile;
  • Quality of cut, e.g. bruising;
  • Evenness of the surface;
  • Speed of the ball on the surface; etc.

The tighter the tolerances chosen, the higher the standard and also the greater the maintenance and cost required to achieve. For example, 'Grass height for fine ornamental lawns' : If the lawn is to be maintained between the heights of 6mm and 9mm, this will involve more frequent mowing than if the lawn is to be maintained between 6mm and 12mm.

Quality

British Standards define 'quality' as the "totality of features and characteristics of a product or service that bear on its ability to satisfy stated or implied needs". Once you have determined the criteria which make up each standard, this will then decide the level of quality which is being achieved, such as high, medium or low quality.

Operations and their description

After deciding which operation is required, unless it is a purely performance based specification which requires the standards to be laid out, you will need to describe exactly what is required in a clear and comprehensive yet concise way : This is not as easy as it initially seems.

The type of information which you may consider for inclusion within a description may include some of the following:

  1. The suggested tool or machine;
  2. The type of material, including any application rate;
  3. When the work is expected to be carried out;
  4. How many times you envisage the work needs to be done; Does the frequency of work differ with the changing seasons?
  5. Any suggested depths of penetrating implements, along with the spacing required, e.g. aerating tines, say at 100mm depth and 50mm spacing. Alternatively, you may decide it is preferred to state the type of machine along with the technical specification.
  6. Any conditions in which the operation should not be carried out in, e.g. heavy scarification in drought - otherwise an operative may carry out the work because instructions were not clear enough - this is one benefit of performance based specifications where skilled operatives are employed, because they would (or should anyhow) understand the technical requirements of maintaining turf.
  7. The direction of the operation, e.g. to give a striping effect, especially for mowing.
  8. Whether clippings are to be removed all, some or none of the time.
  9. Whether litter or debris needs to be cleared before an operation. You may decide it will only need clearing if it has reached a certain density.
  10. Whether any surface disturbance is permitted by undertaking the operation and if so, to what degree.
  11. Heights of operation, particularly for mowers. Should the grass be mown at a regular interval or when it has reached a height to within a certain percentage of its maximum defined growth height? It may be found that very fine turf, e.g. bowling greens, are mown on a regular basis throughout the growing season. Alternatively, grass which is mown at a longer height, e.g. soccer pitches, may be more effectively managed by mowing once the grass reaches a predetermined height.
  12. Where can refuelling take place? Certainly not on a fine turf area!
  13. What level of evenness should be achieved from the application of a top-dressing material?
  14. How are lawn edges to be formed? Straight edge, curve, by hand or machine? How much deviation from the line is to be permitted?
  15. Is surface moisture, e.g. dew, to be removed before a certain time in the morning, e.g. 8 a.m.?

This is only a start, however, it should begin to give an idea of the sort of points which need to be considered.

Work programme

A work programme is normally completed by a contractor/operator as part of a specification and is returned to a client as part of a tender document and this will summarise all the operations that are to be undertaken to achieve the standards. It will also show to a prospective client how well the contractor/operator has understood what is required and how well the works have been integrated as part of the management process.

Conclusion

One objective of an organisation, or client, will determine the level of quality that is expected from their facilities.

The standards will reflect the desired quality and the specification will detail what is required to reach that standard.

Programming the work correctly will help to ensure it is achieved in an effective and efficient manner.