The Works Specification in Condominiums: What to Include

The works specification is the technical document describing in detail the works to be carried out, the materials, the execution methods, the timing, the prices and the contract conditions. In a condominium it serves two purposes: making the quotes from different contractors comparable, because they all price the same object, and governing the site once awarded, because it sets out in advance what is included, what is not and what happens in case of delays or defects.

Why the specification comes before the quotes

Requesting quotes without a specification produces offers that cannot be compared: one firm includes disposal, another does not, one provides a certified scaffold, another a cheaper system. The specification standardises the tender base, so the meeting's choice rests on genuinely uniform prices rather than apparent figures. It is drafted by the technician appointed by the condominium, usually an engineer or a surveyor, on the basis of a site visit and a design.

The technical content

The technical part describes the works item by item, with the characteristics of the materials, the reference data sheets, the installation methods and the expected performance requirements. It is accompanied by the estimated bill of quantities, which quantifies each work and values it with unit prices, and by drawings where the intervention requires them. The greater the detail, the less room there is for variations during the works and for disputes over prices.

• Description of the works and characteristics of the materials
• Estimated bill of quantities with unit prices and quantities
• Drawings and reference technical data sheets
• Execution methods and expected performance requirements
• List of what is excluded from the contract to avoid surprises

Prices, timing and penalties

The specification must set the price, clarifying whether the contract is lump sum, with a fixed price for the whole work, or by measure, with payment based on the quantities actually carried out. It should state the schedule with the start and completion dates, and provide daily penalties for delay, giving an immediate contractual tool without having to prove the loss. Penalties must be proportionate and coordinated with the retention on payments.

Safety and non-discountable costs

When the site requires it, the specification refers to the safety and coordination plan and states the safety costs, which are not subject to discount because they protect workers' safety. It sets out the firm's obligations regarding the single contribution regularity document (DURC), technical and professional suitability, and compliance with the instructions of the safety coordinator during execution. These elements must be made explicit so the firm cannot present them as extras once work has started.

Clauses protecting the condominium

Some clauses specifically protect the condominium as client. Among the main ones: the retention on each payment, to be released at final testing; the ban on subcontracting without written authorisation; the duty to hold third-party liability cover and a warranty for damage to the building; the rules on variations, which must be approved in writing before execution; and the methods of testing and acceptance of the work. Placing these provisions in the specification makes them part of the contract, not a matter for later negotiation.

From specification to contract

Once the firm is chosen at the meeting, the specification becomes an annex to the works contract and forms part of its content. The minutes should refer to the approved specification and the contract should expressly cross-reference it, so that in a dispute the scope of the obligations is clear. Keeping the specification, bill of quantities, contract and minutes in the same file for the intervention makes it easier to control payments and manage the testing.

Storing the specification, bill of quantities, contract and progress states in a single file for each work makes the whole contract transparent to the meeting. With AmministraPro the manager gathers the technical documentation, links payments to the specification items and reports the work to the owners: the tools are shown on the features page and the plans on the pricing page.