Best Practices: Managing Door Hardware Specifications

Although door hardware accounts for a small percentage of the total cost of a project, lack of planning can lead to costly delays in turning over a building. This certainly can be avoided if the proper steps are taken to provide a clear and concise specification, resulting in a building that meets the owner’s needs, complies with building and fire codes, ADA requirements, and life-safety requirements. This can be accomplished in a timely manner and meet budget requirements.

Partnering with a qualified hardware consultant to provide specifications designed for specific projects can eliminate the nagging problems that can cause delays and prevent occupancy of the building. Your consultant can provide the expertise necessary to:

• Manage the hardware selection process for all architectural openings
• Coordinate related architectural items requiring finish hardware
• Understand finish hardware specification issues
• Manufacturers’ representatives, in many cases, have experts on staff to provide specification services. Independent specification writers are another alternative. In either case, research previous projects and verify the professional experience. Your consultant will be responsible for your total hardware needs and will need to address four critical needs:
• Code compliance, including Fire/Life Safety requirements and all local building codes in place
• High use and high abuse situations, providing the necessary solutions
• Aesthetic Issues — Does the design meet the owner’s criteria?
• ADA Accessibility Issues

He will take into account the needs for safety and building security, as well as barrier free access requirements and fire door regulations and provide the coordination necessary to provide trouble free openings for the life of the building. Products specified will address proper hanging of the door, securing the door, controlling the door, and protecting the door. A wide range of products will include locks, keying systems, door closers, exit devices, gasketing, trim, stops, hold-opens, protection plates, and a wide array of access control products. Hardware for interior, as well as exterior openings, including storefront applications, need to be included in the specification. Selection of the proper products to meet the specific needs of the building, as well as coordination of finishes is critical at this stage of the process to avoid delays in material delivery.

Several types of specifications can be utilized and should be based on the particular needs of your project. One approach is to write a specification based on industry standards. The standards for hardware are created by the Builders Hardware Manufacturers’ Association (BHMA) and include standards for 31 categories of products. BHMA is accredited by the American National Standards Institute to develop and maintain performance standards for architectural hardware. This approach allows for a broad range of products and can result in extremely competitive pricing, but individual products that meet the standards may be lacking certain features required. This approach, however, combined with the inclusion of three or more specific manufacturer’s products, can be a very cost-effective method.

Another method involves a proprietary specification, referencing a specific manufacturer’s product, including model number, and any unique characteristics, and may be designated “No Substitution.” This approach may be necessary in some cases to meet the requirements of the building owner, but in doing so the competitive process is limited and should be utilized only when there are truly no equivalent products available or when adherence to the owner’s standards is an absolute necessity.

An additional format can be based on a detailed description of the products. This may or may not include specific manufacturers’ names and products. If specific products are not specified, there is an opportunity for misunderstanding or misinterpretation. If multiple manufacturers’ products are included, these pitfalls can be avoided and the competitive process will not be affected.

Yet another approach is to write a performance specification, calling out specific requirements and including verification of compliance. BHMA standards can be included in this approach. This can result in a rather lengthy document that, depending on the criteria included, can prevent competitive pricing.
Individual project requirements may affect your decision on which approach should be utilized, but in all cases, you should make review these requirements in detail with your consultant to determine the optimal approach to meet your needs and provide for a high quality, cost competitive project that is delivered on time.