Specifications: what is it and how is it carried out? What is the difference between specifications and metric calculations? Read an in-depth guide beyond the usual routes
"Once upon a time, in a small office in a big city, a group of professionals found themselves faced with an imposing challenge.
They had to draw up specifications for an important project, but they were aware that this document was not just a simple list of specifications . It was the heart of their project, the map that would guide every phase of their undertaking.
In this moment of reflection, they understood that the specifications were much more than what they seemed at first sight..."
(Read on to learn more!)
1. What are the specifications?
The specifications, in the context of contracts and projects, are a
document that establishes the technical and administrative conditions for the execution of a job or the provision of a service . According to ISTAT (National Institute of Statistics), over 75% of public procurement in Italy is based on detailed specifications (ISTAT, 2023).
In the public sector the specifications play a crucial role . Research conducted by the Agnelli Foundation shows that projects with well-structured specifications are 30% less likely to encounter significant delays than those without (Agnelli Foundation, 2022).
It is possible to identify two types of specifications:
- General tender specifications: (Ministerial Decree 19 April 2000, n.145) regulates the relationship between the company and the PA by referring to the rules for the execution of the works;
- Special tender specifications : explains the requirements and quality of the works that must be carried out with particular attention to the materials and methods of execution.
In the private sector, specifications help mitigate legal and financial risks by standardizing expectations and responsibilities.
2. Difference between specifications and metric calculation
A fundamental aspect to understand in the world of contracts and construction is the
difference between the specifications and the metric calculation . While these two documents are closely related and often used together, they have distinct purposes and content.
The specifications : as we have seen in the previous sections, the specifications are a document that details the technical specifications, materials, workmanship, and general conditions of a job or service. It is the heart of the qualitative definition of the project, describing what must be done and how it must be performed.
The bill of quantities : on the other hand, the bill of quantities is a document that accompanies the specifications, providing a detailed estimate of the quantities and costs of the materials and workmanship specified in the specifications. In essence, while the specifications say "
what needs to be done ", the bill of quantities answers the question "
how much is needed and how much it costs ".
The distinction is crucial : the specifications ensure that project specifications are clear and standardized, while the bill of quantities provides a basis for financial planning and resource management. This differentiation is essential to avoid confusion and to ensure that all parties involved have a common understanding of both the qualitative expectations and the quantitative and financial implications of the project.
In conclusion, an
integrated approach that uses both the specifications and the bill of quantities allows you to effectively manage a project (ensuring that both quality and budget are controlled and aligned with the initial objectives).
3. Common errors in specifications and how to avoid them
An often overlooked aspect is the discussion of
common errors in drafting specifications .
For example, a lack of detail can lead to
misinterpretations , causing delays and additional costs. A Confindustria survey highlights that 40% of contractual disputes arise from unclear or incomplete specifications (Confindustria, 2023).
4. Specification meaning: emerging trends and innovations
Looking to the future, there are several emerging trends in the field of specifications. The use of
artificial intelligence for drafting specifications is becoming increasingly common, offering previously non-existent possibilities for customization and precision. According to a study by the University of Milan, AI could reduce errors in specifications by 50% by 2025 (University of Milan, 2023).
The specifications are much more than a simple document: they are a
fundamental element for the success of any project. As technology advances and market needs evolve, it becomes increasingly important for professionals and companies to pay attention not only to the content, but also to the form and structure of their specifications.
Conclusions
“Returning to our office in the big city, the professionals now had a clearer vision.
They understood that the specifications were not just a part of their project, but an essential traveling companion on their path to success.
And with this renewed understanding, they started writing..."
