preparing and using protective coating specifications

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SSPC: The Society for Protective Coatings40 24th Street, 6th Floor Pittsburgh, PA 15222-4656

Copyright 2011


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SSPC Preparing and Using Protective Coating Specifications Aug. 2011

1

SSPC: The Society for Protective Coatings

Preparing and Using Protective Coating

Specifications

Introduction

For many decades, some owners and engineers have considered protective coatings asincidental work not requiring any specialized expertise. With the changes that have

occurred in protective coatings in the past 60+ years, we know that treating coatings asincidental work can produce costly errors. Up until the designation of hazardous

materials in paint, such as lead, chromium, cadmium, arsenic, it was common for ownersto allow contractors to scrape and paint with primers containing one or more of these

materials, and expect years of good service. Those paints were frequently used forprotection of steel structures because they worked, and they were generally one-part

materials that did not require careful mixing of multiple components, Parts A and B forinstance. Those days are gone, and the replacement coatings are much more complicatedin formulation, in surface preparation requirements, in mixing, and in application and

curing. There is less room for error in using high performance industrial coatings today.

The purpose of this report is to describe some best practices for preparing andadministering a quality specification for application of high performance protective

coatings and linings to industrial structures. This report focuses on developing anappropriate set of requirements for applying coatings and linings to obtain maximum

coating system performance, service life, and protection of substrates in the prevailingservice environment. A well-prepared and administered specification will help ensure

that the selected contractor performs the work according to the specification requirementsin the allotted time.

This report focuses on the preparation and administration of specifications for

competitively bid contracts, frequently called low bid contracts. This is the mostcommon type of contract, at least in the public sector, and is widely seen throughout the

coating community. Competitively bid contracts are generally the most difficult forwhich to develop specifications (more detail required), and arguably, are the most

difficult to administer, although when designed and administered appropriately, they canproduce consistent, predictable, and cost-effective results. This report is also applicable to

direct selection, best value, and other negotiated contracts, but some tailoring of the

requirements discussed herein may be prudent.

The primary audience for this report includes facility owners, both public and private,

coating program managers and engineers, and architecture-engineering firms responsiblefor preparing coatings specifications for clients. However, all parties involved in coating

contracts can benefit from the information presented in this report.


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This report does not cover the formatting of the specification document. It instead,permits specification preparers to use their own formats as long as the requirements are

presented logically and systematically so that its users can readily find them. Also, thisreport does not cover contract language intended to manage risk. However, all the

recommendations included in this report should be considered by the designer

(specification writer) based upon knowledge of the project (competent design) andrisk/reward factors dictated by cost and other restrictions imposed by the specific project.

This document does not provide legal advice. It is instead intended to serve as a guide forthe creation of a coating specification. This document and any associated educational

information are only offered as a general discussion of the subject matter and do notpurport to offer legal advice. It is strongly recommended that the designer seek the

assistance of competent local legal counsel prior to final dissemination or use..

This report is composed of two parts and four appendices:

Part I. The Contracting Environment

Part II. Items Commonly Required in Coating Specifications

Appendix A. Itemized Checklist of Important Items to go into a Specification

for Coating Steel/Concrete

Appendix B. Glossary of Words or Terms as Used in This Report (that may

not be familiar with all readers and may be used differently by different

people)

Appendix C. Description of CSI/CSC Division and Section Formats

Appendix D. Guidance for Developing a Coating Condition Survey (CCS)

Appendix E. Other Resources.


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Part I. The Contracting Environment

Types of Coating and Lining Contracts

To be effective, a well-designed coating specification must take into account the field

conditions in which the specification will function. Thus it is important to consider boththe types of contracts and the roles of contracting parties in the construction contracting

environment.

A construction contract is a written legal agreement between two or more competentparties, usually an owner and a contractor, in which an offer for conducting coating work

is made and accepted. It provides benefits for all parties.

A coating specification is that part of a coating contract that details the qualitative andquantitative requirements of the process and finished product. The contractor is required

to provide the specified product and no more without receiving additional compensation.

There are many types and variations of contracts used in the construction industry,including the coating industry. For purposes of this report, contracts will be divided into

two groups:

Competitive-bid Negotiated

Competitive Bid.A competitive -bid contract, also known as Design-Bid-Build (DBB),

is a type of contract in which the contractor who quotes the lowest acceptable price isawarded the contract. With such a contract, there is little or no chance for reward with

negotiated follow-on work, so the contractor has little to no incentive for providing morethan minimal completion of contract requirements. Nor should the prudent owner expect

more.This is the most common type of contract used for coating work, as it can result inthe lowest cost for the desired work.

Negotiated.A negotiated contract can have any of a large number of types and options,

generally ranging from direct selection (no competition) through many forms ofcompetitive negotiation. A negotiated contract permits more of a partnering relationship

between the owner and the contractor. This type of contract is likely to be easier toadminister, and the results are more likely to be closer to full contract conformance. But

this does not diminish the need for proactive contract administration. Actual contract

performance will be a function of the contractors quality management system and intentto satisfy the customer. Such a relationship may be more beneficial to both parties than acompetitive-bid contract, which sometimes becomes adversarial in nature.

Creating a Level Playing Field

There are many types of contracts to address many different purposes and ownerprocesses. The competitive bidding process is generally thought by public agencies to be


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the most equitable way to distribute public contracting funds. That assumption, however,is only valid when the entire process is fair to all potential bidders. This fair process

creates the level playing field. that nearly every owner desires to find, and mostcontractors wish for when bidding on jobs., Such fairness is difficult to develop,

implement, and maintain in the real world; however, designing a good specification can

help work toward achieving a more equitable contracting environment.

A level playing field will exist in any owners contracting environment when its contract

requirements are equitably, equally, and totally enforced. All bidders must know andbelieve they will be held responsible to meet all contract requirements. Then, contractors

who are fully qualified will be encouraged to bid, and those not fully qualified will bediscouraged from bidding. A level playing field encourages contractors to be more

efficient in all aspects of planning and executing work. It can even result in an improvedowner-contractor relationship by establishing a good working environment.

Writing a specification that cannot or will not be enforced defeats the purpose of striving

for an equitable contracting environment. Working with competitive-bid contracts can bechallenging but it is possible to overcome the drawbacks by developing a better

awareness of the issues . Identifying and addressing the root causes of competitivebidding problems and writing your specification to close gaps and potential loopholes

will most likely enhance project success.

Roles of the Contracting Parties

The agreement between the facility owner and the contractor is typically one in which the

contractor will perform the specified requirements and the owner will pay the contractprice.

The Owners Role

The owner should:

Develop a complete and unambiguous description of the work detailing thedesired product

Provide pro-active administration and enforcement of the project requirements,including timely Quality Assurance (QA) action

Coordinate actions Professionally manage the project while ensuring coordination and cooperation so

that others perform their responsibilities in an appropriate and timely fashion and

in a friendly manner

Key Elements for Success.Key elements of the specification that give the owner the

best chance of hiring the lowest responsible bidder who will likely fulfill all contractrequirements are:

Hiring a contractor with an established quality management system (QMS) (e.g.,

SSPC QP Contractor Certification, ISO 9001, etc.)


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Requiring performance and payment bonds for the full cost of the projectprovided by a rated insurance company

Establishing comprehensive quality control (QC) requirements (i.e., require theuse of qualified QC personnel, as well as a qualified work force of blasters and

painters or other craft workers) and the means to assure compliance

Requiring a detailed Work Plan such as that described by Brandon and Damianoin the Journal of Protective Coatings and Linings (Work Plan: Use It or Lose It,JPCL, June 2011, pp. 14-19)

* Implementing Corrective Action throughout the job, including timely response toprogram weaknesses and elimination of the causes of nonconformities

Competent Design.The design must be accurate and complete so that contractors can

properly estimate the cost of full contract conformance. Even so, depending on marketvariables, competitive bidding can encourage some level of betting on what estimate will

win the job rather than bidding the cost of full performance. The specification and itsadministration must be very strict for competitive bid contracts, because hungry

contractors may bid low to obtain the contract and plan to make up differences with add-ons, or, even worse, by cutting corners to be sure to make a profit. Owners should be

wary of estimates that are significantly below their estimated cost of full performance. Anextremely low bid, say 20-25% lower than the second low bidder, will likely indicate that

the contractor failed to take all requirements into account, or that the specification wasvague or incomplete. Another reason for developing a good specification is that it reduces

the chance of getting wildly low bids.

The designer, generally an architect or engineer, is charged with creating a competentdesign for the project that will result in the desired product, and includes all of the

information needed for each potential bidder to estimate costs and prepare a competitivebid. The designer may be an employee of a large organization or an independent

contractor hired by the owner. The designer may, in turn, hire coating or other specialiststo assist in unfamiliar phases of the specification. The designers chief responsibility is to

establish and convey project requirements in the specification. The designer should alsobe responsible for continuous review of all requests for information involving all

technical issues, as well as all submittals, to ensure that the specification is being properlyexecuted.

With a well-written and executed specification, the owner is much more likely to receive

the desired product within the established time and price. However, if the specification isweak, vague, ambiguous or incomplete, the owner may encounter one or more of these

problems:

Withdrawal of bid invitation to correct project specification deficiencies Unrealistically high or low bids

Bids from unqualified contactors Costly change orders for additional work

Change orders because of different interpretations of specification requirements Costly delays resulting from disputes


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Very costly litigation Defaulted contracts

Pre-Bid Conference.For large contracts, it is a good practice for owners to hold pre-bid

conferences for potential bidders. Here, the owner presents the specification and

describes the scope of work. The participants may ask for additional information aboutthe project and specification requirements, and owners should answer questions asappropriate, and provide those answers to all potential bidders. Participants are frequently

given the opportunity to tour the work site (if available) with the owner to becomefamiliar with it. Potential bidders are allowed to take measurements and photographs and

ask questions concerning the work. Holding an informative pre-bid conference may resultin more realistic bids with a narrower bidding range. Owners may also require the

contractor who is awarded the contract to inspect the work site and all conditionsaffecting the work, review all contract documents, and then submit any errors, omissions,

or other discrepancies within a certain period of time, such as 30 days after award.

Pre-Construction Meeting.The owner should hold a pre-construction conference withthe selected contractor, QC and QA personnel, and other interested personnel as soon as

possible after the award of the contract. This ensures that all participants have the sameunderstanding of requirements and administrative procedures to be followed. Scheduling

and safety requirements can be discussed also. Ideally, the approved Work Plan will bediscussed at the conference, but it can just as effectively be discussed at a separate pre-

work meeting if timing is an issue.

Qualifications of Personnel for Planning and Specifying Coating Work. Facilityowners must exercise due diligence when choosing personnel, both in-house and

consultants, for all coatings-related work. SSPC supports owners hiring qualified coatingspecialists or having persons become qualified through SSPC and other industry

programs. More information about the SSPC Protective Coatings Specialist (PCS)Program can be found here: http://www.sspc.org/Protective-Coatings-Specialist-PCS-

Program/In addition, JPCL/PaintSquare maintains a list of coating industry consultants.

Role of the Contractor in Producing Quality Products

Payment for Work Completed. The contractor is responsible for planning, scheduling,and producing work that conforms to all contract requirements. The contractor is also

required to provide objective evidence of conformity (documentation) of completed workto project requirements when tendering for work to date. The fact that invoices are

allowed to contain projected work rather than actual work to date seems to confoundmany administrators in their attempts to ensure payment for work based on objective

evidence of conformity, but there are ways to handle this. Some owners may choose toeither audit invoices for evidence of conformity a month or two in arrears, or to require

contractors to provide this traceability through logs or other methods. Other owners maychoose to make a one-time extra payment at the beginning of the project to compensate

for the extra delays associated with payment for evidence of conformity. There may be


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other ways as well, but the intent is to keep all parties focused on paying only fordocumented conformity.

Subcontractors.Even on large construction contracts, the coating portion may comprise

only a small part of the work. When a subcontractor is used for specialized work such as

coating, the prime contractor must provide documentation that the qualifications of thecoating subcontractor are equal to those of the prime contractor, or as specified. Someprime contractors may shop around for the cheapest subcontractors available for different

parts of project work without considering their capabilities for providing quality work.This is a bad practice, because the prime contractor is responsible for all requirements of

the project contract. This practice will likely become less of an issue where bidding isdone in a known environment with a level playing field, as subcontractor bids to prime

contractors will be both responsive to all contract requirements and competitive in pricebased on efficiencies.

The prime contractor should also have a separate contract containing appropriate

submittals with the subcontractor that will ensure that all project requirements will bemet. In the event that there is a conflict between the requirements of the owners contract

and the subcontractors contract, a dispute is likely to arise. Thus, both the contractor andsubcontractor should be familiar with the terms of the contract between the owner and the

prime contractor and that between the prime contractor and subcontractor.

Prime contractors must provide subcontractors with scheduling and sequencinginformation to avoid interference among different trades. They must also provide

subcontractors with notice of any changes made to scheduling and sequencing that mayoccur during project production. The Prime must inform subcontractors of any

communications between the prime and the owner that may affect the subcontractorswork.

Vague Specification Requirements.Coating contractors like to bid on well-prepared

project specifications because it is easier for them to determine the amount and quality ofwork required, and thus, easier to prepare a realistic and accurate bid. A few contractors

may look for errors or vague requirements in a coating specification that will requirechange orders. Then, they may decide to bid low to get the contract and hope to make up

for the money they left on the table through change orders and extras. This is an unwisepractice that can be prevented by a clear, complete specification and good contract

administration.

Requests for Information (RFI).There are often contract clauses that requirecontractors to review plans and specifications and request clarification where necessary,

and advise the owner of errors, omissions, or other contract deficiencies whereappropriate, before work begins. A request for information (RFI) may be used to ask for

clarification of vagueness in requirements or apparent work conflicts or discrepancies.Contractors should include procedures for the RFI process in their QC plans. RFIs should

never be used for requesting contract deviations.


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Role of the Inspector in Producing Quality Products

Requirements for inspection come in many variations, and inspectors may be hired by theowner, the contractor, the engineer, or some combination of these. The owner may or

may not specify qualifications for the contractors inspectors (referred to as QC

inspectors hereafter), and may or may not hire Quality Assurance (QA) inspectors tomonitor the contractors Quality Control (QC)/QA inspection and documentation.Regardless of the QC and QA inspection functions, the owner should specify

requirements for inspection and documentation. If the contractor is to documentconformity to all requirements, this should be clear in the specification. It is

recommended that the owner base payment obligations on objective quality evidence(OQE) of conformity to all requirements. This must be coordinated with procedures for

payment.

Inspector Responsibilities.The coating QC inspector is responsible for:(1)observing production work as it is being done;

(2)

assessing the conformity of the work to project requirements as described in theWork Plan; and

(3)documenting and timely reporting of results of the inspection to others in eitherthe QC program or the QA program if the QA process includes hold point

inspections.

Inspectors should not be responsible for final acceptance or rejection of work unlessspecifically assigned this responsibility and qualified for this task. Quite often, the final

accept/reject function requires knowledge and experience beyond that required ofinspector certification programs. Making accept/reject decisions are more suited to

Protective Coating Specialists (PCS) certifications, or other qualifications.

To assume that a certified coating inspector has the capability to properly represent theowners interests may be unfair to both the inspector and the owner. A final accept/reject

decision by unqualified personnel can do more harm than good in terms of incentivizingappropriate contractor behavior, or in providing the desired work product.

Regardless of employment arrangements and assigned duties, inspectors are expected to

provide honest, unbiased data in reporting of tests and observations that are specified fordetermining conformance of the work. The required inspections, tests and observations

from the project specification and referenced documents should be incorporated into theInspection & Test Plan as a part of the Work Plan.


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Legal Concerns in Coating Contracts

Because coating contracts are legal documents, it is important to consider various legal

concerns when writing the specification and drawing up the contract. A contracts attorney

should review the final contract with special attention to:

(1)Full performance - conformity to all contract requirements.

(2)Breach of contract - nonconformity to some or all portions of a contractrequirement.

(3)Substantial completion - project condition in which nonconformance is not

material to the performance, breach is unintentional, and should be subject toa price credit for all value not received.

(4)Claims - Assertions for a right, such as money or property, as part of a legal

obligation.

(5)Mechanics liens - Security interests in the title to property for the benefit ofthose who have supplied labor or materials that improve the property.

(6)Alternative Dispute Resolution Identifying processes or systems designed to

resolve disputes between parties without going into litigation, or detailing thedrafting parties preferences including venue and jurisdiction if litigation is

necessary.

(7)Indemnification - Agreement to compensate or reimburse someone fordamages incurred as a result of the act of another.

(8)Affirmative action - Policy designed to redress past discrimination against

women and minority groups through measures to improve their economic andeducational opportunities.

A well-written specification should eliminate or minimize the issues discussed below.

Contract Deviations. Deviations (often called variances) are changes to contract

requirements. Contractor requests for deviations should be submitted during thesolicitation process when they can best be addressed by addenda to the specification.

Otherwise, requests for deviation should be submitted early in the planning process.

Requests for deviation (DFS) should be made by the contractor in the production phaseonly when unforeseen conditions are discovered that could not have been identified prior

to production.

Differing Site Conditions (Site Variation). Owners should inform potential contractorsof all site conditions that may affect the project cost or production before bidding begins


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or provide for a full and unfettered site investigation. Thus, it can be critical to provide allbidders the opportunity to inspect the work site, where feasible, before submitting their

bids.

After production begins, the contractor may discover work site conditions that differ

materially from those indicated in the specification and could not have been identifiedduring the planning process. The contractor should be required to inform the owner ofthis within a reasonable time frame, so that these conditions may be promptly addressed.

Differing site conditions are often a cause of contract disputes and litigation.

Specification Nonconformance. A nonconformity is some element of interim or finalwork that fails to completely meet all contract requirements. A nonconformity usually

requires rework or repair. In some cases, a nonconformity may be disposed of in amanner that may preclude rework or repair, based on the recommendation of the PCS. A

properly prepared specification will reduce the potential for nonconformance and thusminimize costs for rework and delays.

Corrective and Preventive Action

A set of tools to be used during contract performance has proven to be particularly

effective in minimizing the occurrence and recurrence of nonconformities with thespecification. When properly used, this set of tools, Corrective Action (CA) and

Preventive Action (PA), can keep the contractor focused on producing conforming work.It is wise to consider these tools as a good mechanism for obtaining quality work rather

than a means of contract enforcement.

CA identifies the root cause of a nonconformity, takes steps to eliminate it, and thenfollows up to ensure that the nonconformity does not recur. Corrective Action is initiated

through a Corrective Action Request (CAR) which may be prepared by the inspector orother individual involved in the project QC or QA process. It is tracked on a

Nonconforming Work Log, or similar document, and on a Corrective Action Log, toensure that the problem is satisfactorily resolved and that appropriate action is taken. The

correction and repair procedures taken by the contractor should be those prescribed in thespecification or as recommended by the coating manufacturer and/or an established

industry practice, and documented.

While CA is reactive in nature (responding to identified nonconforming work), PA isproactive in nature. It makes use of knowledge and past experience to prevent

nonconformities from occurring in the first place. PA is initiated, managed, and trackedthrough preventive action requests (PARs) in much the same manner that is done for

Corrective Action. A PAR may be initiated by anyone who sees an opportunity to preventa potential action that would require CA. Health and safety programs and safety

incentives are good examples of PAs that have had good payoff.

CA/PA clauses can be specified in the project specification or in the QMS standard. Forinstance, SSPC QP series contractor certifications require project-specific Work Plans,


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Corrective Action, and other requirements that are pertinent to the contract administrator.If an owner has specific requirements that tend to overlap QP series requirements, it is the

contractors responsibility to harmonize the requirements to avoid any conflictingrequirements. The ideal place to do this is in the Work Plan.

Basic Expectations from a Contractors Quality Management System (QMS)

A quality management system addresses the principles and processes surrounding the

design, development, and delivery of a general product or service. Specifying a QMSstandard as a preliminary requirement of the contractor sets up a process of organized

activities to meet established goals.

The owner should have expectations from the contractor concerning the work to beaccomplished. The most important expectation is that only work conforming to the

specification will be tendered. More specific expectations of contractors obligated to aQMS include but are not be limited to:

(1)Reviewing the specification for discrepancies, omissions, and conflicting

statements.

(2)Performing complete project planning and submitting a Work Plan or series ofprocess control procedures (PCPs) to the owner.

(3)Verifying conforming work through inspection, process control, or a

combination thereof.

(4)Producing documentation of conforming work (objective evidence ofconformance)

(5)Identifying and addressing all nonconformities through Corrective Action.

(6) Submitting certifications of contractor and craft-worker personnel.

(7) Submitting qualifications of personnel doing planning and preparation.

(8) Complying with laws and regulations governing the project.

(9) Submitting written requests for deviations from project requirements, as

necessary. (No oral agreements to changes should ever be made.)

The QMS concept is based on proven relationships between planning processes andsatisfactory results and promotes continual improvement to build on the planning process.

The intent of the QMS is to ensure that the contractors initial planning and preparationand its verification efforts are designed to achieve conforming work.


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Coordination of Contract Participants to Obtain Quality Work

As discussed in this section, obtaining a work product conforming to all contractrequirements in a timely manner is best achieved by setting up a process that establishes a

level playing field and holds all parties to a contract accountable:

(1)The designer must prepare a specification that describes all requirements in areadily understandable manner that is realistic and achievable.

(2)The owner must provide complete information for potential bidders to

estimate costs, ensure fairness in the bidding and the contract administrationprocesses.

(3)

The contractor must collect all contract requirements from the contract

documents, referenced documents, secondary references in referenceddocuments, and any other pertinent documents, such as best practices. From

this information the contractor must develop a Work Plan that describes allprocesses that will be used to create conforming product, and all inspection

and documentation requirements.

(4)The contractor must use the Work Plan as a continuous working document, allwork must be inspected to the Work Plan requirements.

(5)Supervisors and production workers must understand all requirements and

have the ability, equipment, and incentive to meet all requirements forprocesses in each phase of the work.

(6) Inspectors must verify that the work meets all specification requirements. All

nonconformities must be documented, tracked, and either corrected orresolved through contract change order. A Nonconformity Log can facilitate

tracking.

(7)Owner quality assurance (QA) personnel should audit the documentationprepared by the inspectors and periodically conduct observations, as deemed

necessary, to ensure that documentation of all work is complete. If the latter isnot the case, use the Corrective Action system to address the documentation

deficiencies and any other identified issues. A Corrective Action Request(CAR) Log can facilitate tracking.


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Part II. Items Commonly Required in

Coating Specifications

Part I described the contract environment and outlined tools that the specification

developer (designer) can use to develop specifications that provide the owner with thebest chance of success for competitive bid coating contracts. Part II lists key elements ofthe specification and describes their functions.

Coordination Requirements

To be fully effective, the technical specifications must be coordinated with the owners

front-end documents, as well as the general requirements for each project. The front-end documents, such as General Conditions, Additional General Conditions, Special

Conditions, etc., establish the legal contracting environment, and the generalrequirements, designated as Division I requirements by the Construction Specification

Institute (CSI), apply to all technical specifications. Division I specification Sectionsinclude such requirements as Submittals, Payment Procedures, Site Conditions, Quality

Control, Environmental Protection Requirements, and many more.

Foundation of the Specification

Coating specifications, as with most technical specifications for construction work, canbe very complex documents, even without considering the thousands of seemingly

mundane issues that are encountered on every project. Many specifications do not try tocover all of the routine issues, but most industries have developed standards for these

routine issues. The coating industry, for instance, has covered many of these issues forcoating of industrial steel structures in SSPC PA 1 Shop, Field, and Maintenance Printing

of Steel. Each coating specification for steel structures should start with SSPC PA 1 asthe foundation, and modify as needed or add to it as necessary to create a complete

specification that gives both the contract administrator and the contractor a completedescription of requirements. SSPC PA 7 should be similarly used for concrete structures.

Key Elements

Scope of Project. Specifications should have introductions that describe the general

scope of the project to prospective bidders. It should cover requirements for furnishing allof the required materials, labor, equipment, and tools for the surface preparation,

application, and inspection work for the project. It should also provide a description ofthe project location and may include a map or plan of the work area. No project

requirements should be included in the scope. Each project requirement should be locatedin its appropriate area of the specification and nowhere else. This minimizes confusion to

persons using the specification. Enough information should be presented in the scopesection to permit potential bidders to determine whether they are interested in

investigating the proposed project further.


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Areas to be Coated and Not to be Coated. The specification must define all of the areasthat are to be coated and all of the areas that are not to be coated in order for the

contractor to understand the full scope of the project. Areas not to be coated may have tobe masked, and, if other areas are added after start of the production, the owner may be

required to provide additional funding.

Site Access and Storage Area. The owner must provide contractor personnel withaccess to the work site. Work areas often have limited access because of security or

safety concerns or the presence of other conditions such as vehicular traffic, closeproximity to the public, or the presence of other trades. Also, sufficient area must be

provided for the contractor to store required equipment and materials.

Site Investigation Clause. When the contract documents fully describe the projectsexisting conditions, the importance of site investigation prior to submitting bids can be

diminished, because bids are more likely to be representative of costs of performing thework and it is less likely that differing site condition claims will arise. It is reasonable to

require qualified bidders to identify errors, omissions, and other contract discrepanciesthey find prior to submitting bids, but this is difficult to administer. A reasonable

alternative is to require the contractor to advise the contract administrator of any errors,omissions, and other contract discrepancies, other than those that cannot be anticipated or

identified without special access, within a reasonable time after submission of bids, suchas 30 days.

References/Applicable Documents. A reference section of the specification should

provide a listing of all documents (e.g., test procedures) cited in the specification and noothers. References to other reading materials of interest will only create confusion as they

might be considered as a specification requirement. The listed documents form a part ofthe specification, to the extent described in the specification. Because the requirements in

the referenced standards or documents are incorporated into the contract and becomeenforceable contract requirements, designers must read and know what they say. They

should not be used as a catch-all just in case the designer might have left somethingout. Designers should also be aware that some of the information in the standards may be

contradictory or in conflict with other standards and thereby create ambiguities that maybe interpreted against the drafter.

Technical organizations that provide standards and other guidance relevant to coating

projects include but are not limited to:

ASTM (American Society for Testing and Materials) for test procedures

API (American Petroleum Institute) for fuel tanks and appurtenances

AWWA (American Water Works Association) for water tanks and appurtenances FHWA (Federal Highway Administration) for bridge and highway structures

NACE International for metal corrosion NSF (National Sanitation Foundation) for potable water tank interiors

SSPC (The Society for Protective Coatings) for guidance in coating operations


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Precedence of Documents. If required, this section of the specification sets an order ofprecedence in the event there is a conflict or an ambiguity between contract documents.

Some owners use General Conditions or Special Conditions in the front-end documentsto describe precedence.

Approved submittals usually supersede specifications, unless stated otherwise; however,many owners require that all deviations embedded in submittals be separately identifiedin special submittals called Requests for Deviation, or similar. It is also good practice to

require that any work encumbered by a pending Request for Deviation in submittals beidentified as such in each applicable submittal.

Definitions. A definition section of the specification should include definitions of all

words and terms used in the specification that are not universally understood. Localworkers often use terms that are not understood by workers in other geographical areas.

Industry standard definitions such as those in SSPCsProtective Coatings Glossary arenormally preferred to those of governmental organizations, because they are more widely

used in the coatings industry.

Submittals. Submittals are the required documents, information or products (samples)for owner or designer review to assure conformity with the specification. Paint submittals

are typically required to ensure the contractor is intending to use the specified products inaccord with the manufacturers recommendations and the specifications so that if there

are any conflicts between the specifications and the manufacturers recommendations,they can be reconciled before the work proceeds.

A submittal section of the specification requires the contractor to regulate the timely flow

of materials and documents used on the project and ensure their compliance withspecification requirements. Some of the submittals require submission in time for owner

review in time for procurement, delivery, and contractor QC of materials and equipmentbefore initiating the production. Other submittals document the progress and quality of

the production work to date.

Typical coating project submittals required prior to initiation of production include butare not limited to:

Manufacturers product data sheets for materials to be used

Manufacturers material safety data sheets for materials to be used Samples of specified liquid coatings

Coating draw-down films (cured films of uniform thickness applied to cardboardor other substrates)

Any required permits, access rights, etc. Procedures for procuring samples of coating for laboratory testing

Procedures for procuring samples of abrasives for laboratory testing Laboratory test results

Certificates of product conformity to specification


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Project-specific Work Plan (or series of process control procedures [PCPs] to beutilized by the contractor for the specific project)

Project-specific safety, health, and environmental protection plan Containment drawings (SSPC Guide 6)

Warranty

Typical coating project submittals required after initiation of production include but arenot limited to:

Requests for information (RFI) log

Contract change order log Submittal log

Daily production reports (including safety reports)

Daily inspection and test reports

Corrective Action Requests (CARs) Nonconformity log

CA log PA log

Other reports that would provide meaningful data

Safety and Health Plans. SSPC PA Guide 10 Guide to Safety and Health Requirementsfor Industrial Painting Projects provides guidance, including sample contract language,

for specifying safety and health requirements for contractors. SSPC Guide 17 Guide toDeveloping a Corporate Safety Program for Industrial Painting and Coating Contractors

is also usable by owners to evaluate contractors safety programs. Again, thesedocuments should be reviewed by the owner or designer to ensure they are appropriate

for inclusion in the contract documents.

Work Plan and Process Control Procedures (PCPs). A Work Plan is a writtendocument containing a list of all actions and procedures, assembled in logical sequence

that describes all steps necessary for the contractor to produce a finished productconforming to all specification requirements. It translates the requirements of the

specification into a series of steps for field implementation. It provides to the contractorsstaff the ability to plan and prepare to accomplish cost effective production within the

schedule and in accordance with project requirements. It also provides the owners staffwith the ability to review submittals and understand the contractors intended processes.

The Work Plan also permits but is not limited to scheduling such project procedures as:

Health, safety, and environmental compliance plans

Confined space entry plans Procurement of necessary materials

Procurement of necessary job site and support equipment Assigning the management team to the project

Obtaining craft workers with the necessary skills Mobilization of all of the above


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Worker training and personal protective equipment (PPE) Inspection and test plan (including forms with criteria for conformance and

nonconformance) and log to match requirement and schedules of other workprocedures

A process control procedure (PCP) is a written procedure presenting details of theindividual process being conducted as part of the total project work. It documents a singleprocess such as mobilization and setup, abrasive blasting, coating application and curing,

and clean up.

Coating work typically involves multiple processes, each of which will have to bedocumented. Sometimes the owner prefers to use PCPs instead of a Work Plan to

facilitate routine coordination of work between the contractors forces and the ownersforces. PCPs are commonly used in refineries and shipyards. In such locations, work is

usually done piecemeal and must be coordinated with that of other trades. All of thePCPs, when combined, should contain the same basic information as in a Work Plan.

When PCPs are used individually, a separate schedule is required to show the order inwhich each process is to be used. When using a Work Plan or a series of PCPs, hold or

check points may be placed in the specification to permit inspection for conformance ofwork to date before proceeding further.

Work Plans are more commonly used where the entire site is turned over to the contractor

to complete work on the contractors schedule. The format, i.e. Work Plan vs. a series ofPCPs, is the contractors choice, unless specified otherwise in the contract documents.

Good planning will result in more efficient work production, and thus a savings to thecontractor. It will also help to avoid disputes by identifying conflicts, discrepancies, etc.

at an early time in the process.

Quality Assurance. A quality assurance section of the specification includesprerequisites, standards, limitations, and criteria that define the quality for products and

work. They may include but are not limited to:

Qualifications of the coating contractor Qualifications of certified protective coating specialist (PCS)

Qualifications of a coating inspection company Qualifications of a quality control (QC) coating inspector

Qualifications of individuals performing abrasive blasting, water jetting, coatingapplication and in some cases operation of specialized equipment such as plural

component spray systems

Qualifications of a certified industrial hygienist (CIH)

Qualifications of a testing laboratory for coatings Qualifications of a testing laboratory for abrasives

Certifications of materials Regulatory requirements

Field sampling requirements Pre-construction conference and coordination meeting


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Qualifications and certification statements may be requested to establish the capabilitiesof the contractor and those employed or utilized by the contractor. SSPC-QP 1, Standard

Procedure for Evaluating Painting Contractors (Field Application to Complex IndustrialStructures)can help assess a contractors ability to complete the project work in a

satisfactory and timely manner. Additional certifications (e.g., SSPC-QP 2) may be

required for special projects, e.g., if removal or disturbance of existing lead-based, orother hazardous paint complicates the work.

SSPC offers additional industry-specific contractor Quality Management Certificationsfor specialty applications such as: Shop Coating (QP 3), Metallizing (QP 6), Coating of

Concrete (QP 8).

The coating industry is fortunate to have multiple certification programs for coatinginspection personnel and coating inspection companies. It is recommended that these

certifications be used to the maximum extent on coating projects (e.g. NACE CIP orSSPC equivalent for inspectors or SSPC QP 5 for coating inspection companies).

While qualifications for contract planners, administrators, and workers are often

undefined, it may be desirable to identify more specific qualifications, such as thoselisted above, to help reduce the number of discrepancies between the owner and the

contractor and permit easier resolution.

Delivery and Storage of Materials and Equipment. A delivery and storage section ofthe specification should contain special requirements for packing and shipping products,

equipment and their components. Conditions for acceptance of these items at the projectsite should also be included, along with special storage, handling, and disposal

requirements necessary to prevent contamination or damage.

It may be desirable to have a clause permitting the owners representative to obtain fromthe contractor at any time a sample of the coating being applied. Local air pollution

personnel usually have this authority.

Handling of Hazardous Materials and Production Waste. All hazardous materialsbrought onsite should be stored and handled in the safe manner as described in their

material data safety sheets (MSDSs), which must always accompany the products. Anemergency action plan should be in place to respond to accidents involving hazardous

materials. An OSHA-approved procedure must be in place for collecting, storing, anddisposal of hazardous waste generated during project work. Spill kits for clean up of

spills are frequently required.

Description of Project Site Conditions. It is important that the project site condition befully described. Information on any environmental limitations or other conditions at the

project site that might affect project work should be presented. These may includeprevailing temperature, humidity, or ventilation. This section may also describe where the

contractor can locate work equipment, trailers, lunchrooms, or shower facilities.


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Specified Type and Size Range of Abrasives. The specified abrasives should be testedfor particle size distribution, oil content, crystalline silica, and soluble contaminants by

the referenced test methods, e.g., SSPC-AB 1, for conformance to specification beforeuse. This presumes the specification contains specific requirements for the abrasive. If

there are no abrasive requirements specified then the choice of abrasive is left to the

contractor.

Kits and Equipment for Testing for Surface Cleanliness and Profile and Film

Thickness. QC kits and other equipment necessary for testing for surface cleanliness andprofile and for coating thickness must be available at the work site. Production workers

must be able to monitor the quality of their own work, and QC personnel must be able toverify that the specification requirements are being met. Wet film gages are commonly

used by applicators to verify that the wet coating thickness at application time will meetthe final dry film thickness specification requirements once the coating dries. The

specific parameters and test requirements must be included in the specification if theowner/designer expects those tests to be performed.

Specified Types of Coating Materials Delivered and Their Verification. A materials

section of the specification lists the coating materials to be used on the project. It mayprovide the names and code identifications of approved products, a qualified products list

(QPL), Qualified Products Database, a description of the generic material, or adescription of the required performance. Typically public works projects require the

allowance of an or equal clause if a particular product or manufacturer is referenced.There are specific legal requirements to be met if public owners want to try to sole

source or limit the paint products. The legal requirements vary based on the status of thepublic owner (e.g., federal, state, or local governments, defense agencies, etc.) In some

cases these limitations are unenforceable. The designer should be familiar with the legalrequirements if the intent is to limit bidders to the use of products to only a single paint

manufacturer.

The VOC (volatile organic compound) content of coating materials is required in mostU.S. geographical locations. If commercial products are specified, their colors should be

selected from the manufacturers list of available colors. It is always best to procure allproducts of a multiple coat system from the same supplier and make sure that they are

suitable for the intended use. Where multiple suppliers of a single system must be used,rules for determining all requirements of the coating system must be specified to avoid

conflict among suppliers.

Upon delivery, the coating materials must be identified as those specified and as havingsufficient shelf life to complete the project. It is a good practice to check both the

condition of the containers, including the seals, and the condition of the coating bylaboratory testing of one or more samples and record the batch numbers. The volume of

coating materials required can be calculated from their spreading rates and the surfaceareas to be covered. This will ensure that there is sufficient coating at the job site to

complete the work.


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Acceptable Ambient Conditions. A section of the specification should list acceptableambient conditions for surface preparation and coating application and curing or at least

require the products to be applied in accordance with the manufacturersrecommendations. These include but are not limited to:

Air temperature Surface temperature Dew point/relative humidity

Wind speed Lighting for all work areas (as prescribed in SSPC-Guide 12)

Pre-cleaning of Surfaces for Painting Prior to Surface Preparation. This section of

the specification describes the required pre-cleaning actions (e.g., grinding of welds andsharp edges) before the actual surface preparation for coating. It also describes the

required levels of pre-cleaning.

Blast Cleaning of Surfaces for Coating Application. Abrasive blast cleaning is themost commonly specified surface preparation method for cleaning industrial steel

surfaces for coating. Waterjetting is sometimes used to prepare previously blasted andcoated steel surfaces. Any required special equipment or procedures should be specified

along with the required level of cleaning and profiling. Some recommended methods forsurface preparation of concrete and concrete masonry unit (CMU) for coating are

described in ASTM D4258, Practice for Surface Cleaning Concrete for Coating, andASTM D4261, Practice for Surface Cleaning of Concrete Unit Masonry for Coating.

Other requirements that may be included are field checking for cleanliness of abrasives

and air supply used in abrasive blasting and blow down and the quality of the water usedin waterjetting (usually potable water can be specified).

Coating Application. An application section of the specification specifies acceptable

methods (e.g., brush, roller, or spray) that may be used to apply the specified materials.Manufacturers product or technical data sheets (usually specification submittals) are

commonly required to provide recommended procedures for application for specificcoatings. Application concerns are listed below, with those specifically applicable to

chemically-curing multiple component coatings identified with a *.

Condition in container The ratio by volume of the components to combine *

Instruction for mixing components

Amounts of thinner, if any, permitted

Ambient conditions for application Induction time at different temperatures *

Pot life at different temperatures * Recoat window *

Contrasting colors for multiple coat systems Stripe coating requirements


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Acceptable dry film thickness range Acceptable wet film thickness range (if coating must be tacky when topcoat is

applied)

The dry film thickness range should have minimum and maximum limits necessary for

optimum coating performance. If appearance is important the appearance of cured filmscan be required to be in accordance with SSPC-PA 1 for steel surfaces and in accordancewith SSPC-PA 7 for concrete surfaces.

QC Inspection and Documentation Requirements. Project documentation, including

inspection and testing records, must be used to determine the contractors compliancewith specification requirements and approved procedures. Project-specific forms that

include pass and fail criteria found in the specifications should be used for thedocumentation. The coatings inspector should sign these forms and copies of the

documentation should be forwarded to the contract administrator as soon as they havebeen completed or as specified in the contract documents.

Accepting Project Work and Clean-Up of all Equipment, Materials, and Waste

Products. A punch list of action items needing completion is prepared prior to a finalinspection to ensure that all work is complete and ready for the final acceptance by the

owner.

At all times, the contractor must keep the premises and surrounding area free fromaccumulation of waste materials and rubbish created by project work. Following

completion and acceptance of the work, the contractor must remove all debris,equipment, and materials from the site. Materials and equipment may have to be

decontaminated if exposed to hazardous materials such as lead-based paint before beingremoved from the work site. The existing facilities must be restored to their original

condition.

Some owners find that it is cost-effective to take possession of specific hazardousmaterials. The specifics of any such transfer should be detailed in the specifications,

including requirements for submittal of procedures, etc.

Warranty. The warranty section of the specification requires:

That all materials and equipment be of good quality and new That the work be free from defects

That the work conforms to all contract documents

It is important that a warranty section of the specification clearly states any special orextended warranty or bonding for conformance to specification.

Warranties for coating work are typically for one year after acceptance of the work.

Arrangements should be made to have completed projects re-inspected for deficienciesprior to the termination of the warranty period, so that a written legal claim can be made


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within this time frame. Some owners withhold 5 to 10% of the total payment until the endof the warranty period to ensure that deficiencies found within this period are addressed.

A prudent owner or designer should consider defining the conditions that wouldconstitute a breach of warranty at the end of the warranty period. If desired, a scheduled

warranty inspection and list of attending parties can be included in the specification.


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Appendix A. Checklist of Items Commonly Found in

Specifications for Coating Steel and Concrete

NOTE: This list is intended to be used with the text above, even though it is more

detailed than the text. Use applicable portions of this document for each project, and addrequirements not listed here as appropriate to produce a competent design.

General contract considerations

Coordinate with owners front-end documents (General Conditions, Additional

General Conditions, Special Conditions, etc.) Define scope of project fully (Get detailed field conditions if maintenance work)

Contract specifications (using CSI three-part Section format see Appendix C))

GENERAL

Scope of ProjectAreas to be coated and not to be coated

Site Access and Storage Area

Site Investigation Clause

References (sometimes called Applicable Documents)

SSPC PA 1 Shop, Field, and Maintenance Painting of Steel

For coating concrete surfaces:

SSPC-PA 7, Applying Thin Film Coatings to Concrete

SSPC-TU 10, Procedures for Applying Thick Film Coatings and

Surfacings Over Concrete Floors

Surface preparation

Others

Precedence of Documents

Definitions

Submittals (pre-work)(Many of these continue during work)

Contract errors, omissions, and other discrepancies, including conflicting

requirements, ambiguous requirements

Procedures for Corrective Action

Project-specific Work Plan or Process Control Procedures (PCPs)

Project-specific Health, safety, and environmental compliance plans

Site access/security requirements

Project-specific Confined space entry plans (permit required and non-

permit required)

Procurement of necessary materials

Procurement of necessary job site and support equipment

Assigning the management team to the project


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Obtaining craft workers with the necessary skills

Mobilization of all of the above

Worker training and personal protective equipment (PPE)

Inspection and test plan (ITP) (including forms with criteria for

conformance and nonconformance)

ITP Log to match requirement and schedules of other work procedures

Qualifications

Qualifications of the coating contractor

Qualifications of certified protective coating specialist (PCS)

Qualifications of a coating inspection company

Qualifications of a quality control (QC) coating inspector

Qualifications of individuals performing abrasive blasting, water

jetting, coating application

Qualifications of a certified industrial hygienist (CIH)

Qualifications of a testing laboratory for coatings Qualifications of a testing laboratory for abrasives

Certifications for materials used

Regulatory requirements

Field sampling requirements

Pre-construction conference, coordination and progress meetings

Manufacturers product data sheets for materials to be used

Shelf-life of applicable materials

Rules for shelf-life extension

Manufacturers material safety data sheets for materials to be used

Samples of specified liquid coatings Coating draw-down films (cured films of uniform thickness applied to

cardboard or other substrates)

Laboratory test results

Certificates of product conformity to specification

Requests for Information (RFI) Log

Contract Change Order Log

Submittal Log

Daily production reports (including safety reports)

Daily inspection and test reports (DIRs)

Corrective Action Requests (CARs)

Nonconforming Work Log

Corrective Action Log

Preventive Action Log

Other reports that would provide meaningful data


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Submittals Required during Production

All Logs

Production, inspection, and other reports

CARs

Other reports or information affecting production or conformity to

requirements

PRODUCTS

Coating materials and thinners (other than as specified by mfg.)

Contrasting colors for multi-coat systems

Abrasives

Test Kits

Amine blush testing

Salt testing

EXECUTION

Deliver, Store, Mix, Apply, and Cure Coatings According to SSPC-PA 1 (for steel

surfaces) or SSPC PA 7 or TU 10 for concrete surfaces)

Equipment for Surface Preparation and Coating Application

Kits and Equipment for Testing for Surface Cleanliness and Profile and Film

Thickness

Specified Types of Coating Materials Delivered and Their Verification

Field mock-up (as part of verifying procedures during start-up particularly for

coating of concrete)

Acceptable Ambient Conditions Periods of control

During surface preparation

During coating application and initial curing (specify initial cure time)

During other operation

Parameters of control

Air temperature

Surface temperature

Dew point/relative humidity

Wind speed

Surface contaminants

Lighting for all work areas (as prescribed in SSPC-Guide 12)

Blast Cleaning of Surfaces for Coating Application

Desired results

Allowable methods

Ambient conditions for surface preparation


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Pre-cleaning of Surfaces for Painting Prior to Surface Preparation

Profile shape/height/peak density

Protection of areas not to be prepared

Other Methods of Surface Preparation (e.g. Water jetting; Hand and Power Tool

cleaning; Scarifying, etc.)

Desired results

Allowable methods

Ambient conditions for surface preparation

Pre-cleaning of Surfaces for Painting Prior to Surface Preparation

Profile shape/height/peak density

Protection of areas not to be prepared

Coating Application

Condition in container

The ratio by volume of the components to combine

Instruction for mixing components Amounts of thinner, if any, permitted

Ambient conditions for application and curing (length of cure)

Induction time at different temperatures

Pot life at different temperatures

Allowable application methods

Stripe coating

Protection of areas not to be coated

Protection of painted surface during curing

Initial cure period

Recoat window Acceptable wet/dry film thickness range

Repairs (how much allowable and special requirements)

QC Inspection and Documentation Requirements

Final inspection

Punch List

Clearing of Punch List

Clearing of Nonconforming Work Log

Clearing of Corrective Action Log

Review of docs for completion/certification of documentation

Warranty & correction period requirements/criteria

Clean-up and proper disposal of wastes

Clean up of site to condition at start of project


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Appendix B. Glossary of Words and Terms as

Used in Report

Addendum - Modification of original specification before contract signing and

start of work Affirmative action - Policy designed to redress past discrimination against

women and minority groups through measures to improve their economic and

educational opportunities Audit - Systematic review of evidence to verify acceptable completion of work

CA - See Corrective Action CAR - See Corrective Action Request Change order - Modification to the original specification after production has

begun to address errors or unforeseen conditions that may occur

Claim(legal) - Legal demand or assertion by a claimant for compensation,payment, or reimbursement for a loss under a contract or an injury due to

negligence Coating contractor- An individual or firm whose primary business is providing

surface preparation and coating application services for home, commercial, orindustrial markets

Competent design- Cost effective design that encompasses all of the pertinentscope and technical requirements of a specification and for which the owner is

willing to pay Compliant Fulfillment of a legal or regulatory requirement

Confined space - As defined in U.S. regulations, a space that is large enough andso configured that an employee can bodily enter and perform assigned work; has

limited or restricted means for entry or exit; and is not designed for continuousoccupancy

Conforming- Fulfilling a contract requirement Contract - A written legal agreement between two or more competent parties,

usually an owner and a contractor, in which an offer for conducting work is madeand accepted; it provides benefits for all parties.

Contract administrator- The representative of the facility owner (the second

party to the contract) is generally responsible for administering the contract

requirements, coordinating actions, and keeping the project moving forward whileensuring that others perform their respective responsibilities appropriately

Contractor - The first of two parties to a contract who is responsible for planningand preparing production work that conforms to contract requirements and for

tendering that conforming work for acceptance and payment with appropriateobjective evidence (documentation) of conformance to specification

Contractor quality control - That part of an owner-contractor relationship inwhich the project contractor is responsible for conformance with specification

requirements and correcting any deviations Correction- Action taken to address and/or correct a nonconformity (i.e., fix a

problem)


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Corrective Action - Correcting a nonconformity and eliminating its root cause sothat it does not recur

Corrective action request (CAR) - Written request to identify the root cause of anonconformity, correct it, and prevent its recurrence

Designer/Engineer - Owners representative responsible for preparation of

contract specifications, as well as technical aspects of their implementation Deviation - A change to the project specification, generally submitted during the

planning process

Differed site conditions - A physical condition, other than the weather or a act ofGod, discovered on a coating project that differs in a material respect from what

was indicated in the specification or what might be reasonably expected Dispute resolutions - Process or system designed to resolve disputes between

parties without having to enter into litigation Hazardous substances - In the U.S., 400 substances defined as posing hazards to

humans and the environment, based upon ignitability, corrosivity, reactivity, andtoxicity

Indemnification - Act of compensating for incurred injury, loss, or damage Inspection - Confirmation by observation, testing, and documentation to provide

evidence whether specified requirements have been met Lien - A legal claim against an asset which is used to secure a loan and which

must be paid when the debt is paid off Litigation - Legal action Lockout/Tagout System - In the U.S., an OSHA rule that provides a means of

protecting workers from injury or death caused by the accidental start-up or

release of stored energy from equipment. It involves (1) blocking the flow(lockout) of energy from a power source to a piece of equipment by using a

device such as a padlock or chain, or by removing a fuse or circuit breaker(lockout) and (2) placing a tag (tagout) on the source identifying the party who

has locked it out. Maintenance Coating or Coating Maintenance- refers to repair and/or

overcoating of existing coating as opposed to complete removal of coatings andrecoating.

Material Safety Data Sheet - Information sheet that informs workers about

health and safety hazards of a materials components and provides safety

procedures for handling and proper actions to be taken in the event of anemergency

Mechanics lien - A security interest in the title to property for the benefit of thosewho have supplied labor or materials that improve the property

MSDS - See Material Safety Data Sheet

Nonconformity- Interim or final work that fails to fulfill contract requirements

and requires rework or repair Objective evidence of nonconforming work- Documented evidence (i.e.,

written records or photographic documentation) indicating required rework orrepairs

Objective Quality Evidence - Unbiased documentation of a existing condition


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Occupational Safety and Health Administration - Federal government agencyin the Department of Labor with the responsibility of maintaining a safe and

healthy work environment OQE - See Objective quality evidence

OSHA - See Occupational Health and Safety Administration

Owner - Individual, group of individuals, or organization that actually owns afacility or is responsible for its operation and maintenance PA - See Preventive action

PAR - See Preventive action report PCP - See Process control procedure

Pre-construction conference- Meeting of owner, contractor, and other pertinentpersonnel to review specification requirements before production work begins

Preventive action - Action taken to prevent nonconformity or any condition that

reduces efficiency before it has the opportunity to occur

Preventive action report - Action taken to prevent a problem from occurring,based on an understanding of the product or process

Prime contractor - Individual or firm that holds a construction contract with afacility owner

Proactive - assuming an active rather than a passive role in doing oraccomplishing a task, i.e., taking the initiative

Process control procedure - Written procedure presenting details of theindividual process being conducted as of a total work project.

QA - See Quality assurance QC - See Quality control

QPL - See Quality products list Qualified products list - List of products approved by the owner for protection of

specified surfaces, i.e., materials that have passed tests as the qualifying agencybelieves to demonstrate satisfactory performance

Quality - Degree of excellence or essential characteristics Quality assurance - All of the actions required by the owner to ensure contractor

conformity to all contract requirements Quality control - That part of quality assurance in which the contractor ensures

that all project work meets the standards developed by coating and relatedtechnical organizations, specifically those required in the project specification

QMS - See Quality management system Quality Management System - System of general or specific policies and

procedures intended to improve and control work processes Request for information - Procedure for contractor to procure information from

an owner to clarify contract requirements

RFI - See Request for information

Safety plan - Contractor-developed plan for a project that addresses specificproject hazards and provides workers with both general safety training and

additional safety training related to specific project hazards Site variation - See Differing site conditions

Specification- That part of a contract that details the qualitative and quantitativerequirements for the finished product


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Subcontractor- Individual or firm contracted by the Prime contractor to performpart or all of a contract

Submittal - Project documentation that the contractor is required to provide to theowner to assure completeconformanceto the specification; some submittals are

required before production is initiated, and others are submitted during actual

work production. Technical standard- Consensus document of engineering, trade or other

professional associations that define a test method or procedure of the

organization Tender- Offer for acceptance and payment

Variance- See Deviation Volatile organic compound - Organic chemical product, such as a coating and

liquid cleaner, that contains compounds that pollute the air upon evaporation VOC - See Volatile organic Compound

Verification - Confirmation by examination and provision of evidence thatspecification requirements have been met

Warranty- Written guarantee of integrity of a product and the producersresponsibility for repair or replacement of deficient parts

Work - Materials, workmanship, manufacture, and fabrication of components Work Plan- Document containing a list of all actions and procedures, in logical

sequence, necessary to produce a product meeting all specification requirements


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Appendix C. Description of CSI/CSC Division and

Section Formats

There are numerous formats for organizing project specifications, one of which is the

MasterFormat, published by the Construction Specification Institute (CSI).MasterFormat is a master list of numbers and titles classified by work results orconstruction practices, used throughout the North American construction industry to

organize project manuals, detailed cost information, and relate drawing notations tospecifications.

Division Structure

Division 00 - Procurement and Contracting Requirements

Miscellaneous examples of sections:00 10 00 Solicitation

00 20 00 Instructions for Procurement00 30 00 Available Information00 40 00 Procurement Forms and Supplements

00 50 00 Contracting Forms and Supplements00 61 00 Bond Forms

00 70 00 Conditions of the Contract

Division 01 - General Requirements Requirements that apply to the entire

contract

Miscellaneous examples of sections:01 10 00 Summary

01 20 00 Price and Payment Procedures01 30 00 Administrative Requirements

01 31 00 Project Management and Coordination01 32 00 Construction Progress Documentation

01 33 00 Submittal Procedures01 35 00 Special Procedures

01 40 00 Quality Requirements01 50 00 Temporary Facilities and Controls

01 60 00 Product Requirements01 70 00 Execution and Closeout Requirements

01 80 00 Performance Requirements

01 90 00 Life Cycle Activities01 91 00 Commissioning01 92 00 Facility Operation

01 93 00 Facility Maintenance01 94 00 Facility Decommissioning


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Divisions 02 thru 48 Technical Requirements - Requirements that apply

Miscellaneous examples of sections:

03 00 00 Concrete04 00 00 Masonry

05 00 00 Metals

06 00 00 Wood, Plastics, and Composites07 00 00 Thermal and Moisture Protection08 00 00 Openings

09 00 00 Finishes (including coatings)09 90 00 Painting and Coating

09 91 00 Painting09 96 00 High-Performance Coatings

09 96 13 Abrasion-Resistant Coatings09 96 23 Graffiti-Resistant Coatings

09 96 26 Marine Coatings09 96 33 High-Temperature-Resistant Coatings

09 96 35 Chemical-Resistant Coatings09 96 43 Fire-Retardant Coatings

09 96 46 Intumescent Painting09 96 53 Elastomeric Coatings

09 96 56 Epoxy Coatings09 96 59 High-Build Glazed Coatings

09 96 63 Textured Plastic Coatings09 96 66 Aggregate Wall Coatings

09 97 00 Special Coatings09 97 13 Steel Coatings

09 97 13.13 Interior Steel Coatings09 97 13.23 Exterior Steel Coatings

09 97 23 Concrete and Masonry Coatings09 97 26 Cementitious Coatings

09 97 26.13 Interior Cementitious Coatings09 97 26.23 Exterior Cementitious Coatings

10 00 00 Specialties23 00 00 Heating, Ventilating, and Air Conditioning

(HVAC)23 10 00 Facility Fuel Systems

23 11 00 Facility Fuel Piping23 11 13 Facility Fuel-Oil Piping

23 11 16 Facility Gasoline Piping23 11 23 Facility Natural-Gas Piping

23 11 26 Facility Liquefied-Petroleum Gas Piping23 12 00 Facility Fuel Pumps

23 12 13 Facility Fuel-Oil Pumps23 12 16 Facility Gasoline Dispensing Pumps

23 13 00 Facility Fuel-Storage Tanks33 00 00 Utilities


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33 10 00 Water Utilities33 50 00 Fuel Distribution Utilities

33 51 00 Natural-Gas Distribution33 52 00 Liquid Fuel Distribution

33 56 00 Fuel-Storage Tanks

45 00 00 Industry-Specific Manufacturing Equipment46 00 00 Water and Wastewater Equipment48 00 00 Electrical Power Generation

*The miscellaneous examples of sections are intended to show the layout of the

CSI/CSC Masterformat. The entire system is available through the CSI web site:http://www.csinet.org/. CSC Construction Specifications Canada:

http://www.csc-dcc.ca/

The U.S. Department of Defense facilities guide specifications use a modifiedversion of the above numbering system, available at the following web site:

http://www.wbdg.org/ccb/browse_org.php?o=70.

Section Format

Each Section concerns a particular portion of the work, and has a three-part structure that

interfaces with the Division 01 general sections. The format is as follows:

Section xx xx xx xxPart 1 General

Part 2 ProductsPart 3 Execution

Sections in Division 01 contain requirements only under Part 1 General while Sections

in Divisions 02 48 generally have requirements in all three Parts. The Part 1requirements in Divisions 02 48 supplement the general requirements of Division 01

Sections. For instance, it is common for there to be requirements in many Divisions 02 48 Sections specific submittals, and these submittals would be subject to the general

submittal requirements in Section 01 33 00 Submittal Procedures.


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Appendix D. Guidance for Developing a Coating

Condition Survey (CCS)

SSPC PA Guide 5, Guide to Maintenance Coating of Steel Structures in Atmospheric

Service, covers procedures for developing a maintenance coating program for steelstructures. The guide may be used for one-time recoat or long-range recoat programs.Every owner should consult this guide to manage the coatings on their facilities. When a

specific facility or group of facilities is considered for maintenance coating work, a CCSshould be performed in accordance with SSPC Technology Update 3 ( SSPC TU 3)

Maintenance Overcoatingto determine if maintenance overcoating is appropriate, and toestablish the detailed requirements for the maintenance coating design.

The CCS should be accomplished by personnel from a business that routinely performs

coating evaluations, and the individual investigator should be Certified by SSPC orNACE as a Protective Coatings Specialist (PCS). The CCS should be sufficiently detailed

to provide all technical information about the coatings, and structures to be coated,inorder to properly design the project. At a minimum, the CCS should provide a detailed

report of:

1. Existing coating conditions, including condition of coating film, and the existenceof potentially hazardous substances that may impact coating management (i.e.

lead, cadmium, chromium, etc.);

2. Analysis of remaining coating life, suitability of overcoating, and technicalrequirements for overcoating;

3. Technical recommendations for the most cost effective management of existing

coating systems, including any hazardous materials present in paint film; and

4. Any other information of interest to the coating system management that shouldbe identifiable by an individual trained and experienced in the field of coating

analysis, coating failure analysis, and coating design.

The scope of the CCS should be tailored to the specific project, and it should berecognized that while multiple coating failures or deficiencies may look similar to the

untrained eye, the risks of generalizing to save evaluation costs are potentially very high.The cost of large-scale failure of the overcoating, and complete replacement of the

coating system, is far more than the cost of a CCS for all but the smallest projects.

The risks of overcoating can usually be avoided by designing the project to remove allexisting coatings to bare metal, then providing appropriate surface preparation and

coating application. However, the extra costs of the coating removal, especially ifcontaining hazardous material, may be exorbitant compared to the costs of maintenance

overcoating where the existing coating system is in fair-to-good condition.


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The fact that lead was highly used as a primer is indicative of its value to the corrosioncontrol industry. Premature removal of sound lead primer is not considered to be a good

coating