> ## Documentation Index
> Fetch the complete documentation index at: https://docs.acelabusa.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Contract Guidance for Owners

> Sample language for specs requiring the use of Acelab's Material Hub for material-decision process.

*Written by Armaan Shah · Updated February 10, 2026*

The sample language provided below are presented here as guidance for Owners to communicate in their [Specifications](#sample-language-for-division-1-spec-requiring-the-use-of-acelabs-material-hub) and [Contracts](#sample-language-for-contract-exhibit-material-management-platform-requirements) the roles and responsibilities of both owners and project teams in regards to the use of Acelab's Material Hub for material management.

## Disclaimer

The information, templates, and guidance provided on this article are for general informational purposes only and are not intended as legal advice. We are not lawyers, and we do not provide legal services. Contract requirements can vary based on project specifics, jurisdiction, and other factors. Be sure to consult with your own legal counsel or qualified professionals to ensure that any contracts, specifications, or related documents meet applicable laws, regulations, and project needs.

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## Sample Language for Division 1 Spec requiring the use of Acelab's Material Hub

The sample language below states the requirements for **how building products must be chosen, tracked, approved, and documented** using **Acelab's Material Hub**.

It lays out the **process** for handling products and materials during design and construction, but does not describe technical material properties or what products to use.

Feel free to copy the text and edit it as needed.

<Note>
  ## SECTION 01 31 26 - ELECTRONIC COMMUNICATION PROTOCOLS

  ### PART 1 - GENERAL

  #### 1.1 SUMMARY

  A. Section includes administrative and procedural requirements for electronic communication and digital platform usage during the Project, including the following:

  1. Material management platform requirements.

  2. Product selection documentation procedures.

  3. Material standards distribution.

  4. Selection tracking and recording requirements.

  B. Related Sections:

  1. Section 01 33 00 - Submittal Procedures: Requirements for processing and reviewing submittals.

  2. Section 01 60 00 - Product Requirements: General product selection and substitution procedures.

  3. Section 01 78 00 - Closeout Submittals: Final documentation requirements.

  #### 1.2 DEFINITIONS

  A. Material Hub Platform: The Owner-designated web-based material management system located at acelabusa.com, used for product standards distribution, material selection, and documentation throughout the Project.

  B. Material Standards: Owner-established performance criteria, acceptable products, and specification requirements for building materials and products, as published within the Material Hub Platform.

  C. Standard Material: A product or material designated by the Owner within the Material Hub Platform as the basis of design or preferred selection for a specific application.

  D. Alternate Option: A product or material identified within the Material Hub Platform as an acceptable alternative to the Standard Material, meeting Owner-established performance criteria.

  E. Proposed Substitution: A product or material not listed within the Material Hub Platform as either a Standard Material or Alternate Option, submitted by the Design Team or Contractor for Owner consideration.

  F. Design Team: The Architect of Record, Engineers of Record, Contractors, subcontractors, and other entities responsible for material selection and documentation under this Contract.

  #### 1.3 MATERIAL MANAGEMENT PLATFORM

  A. Platform Designation: Owner has designated the Material Hub (acelabusa.com) as the material management platform for this Project.

  B. Owner Responsibilities:

  1. Owner will establish and maintain the Project workspace within the Material Hub Platform prior to commencement of design services.

  2. Owner will provide access credentials to authorized Design Team members within five (5) business days of written request.

  3. Owner will publish and maintain Material Standards within the Material Hub Platform, including:

  a. Standard Materials for each specified product category.

  b. Alternate Options acceptable to Owner.

  c. Performance standards and criteria for each product category.

  d. Sustainability and compliance requirements.

  e. Updates and revisions to Material Standards as required.

  4. Owner will review and respond to Proposed Substitutions submitted through the Material Hub Platform within timeframes established in Section 01 60 00.

  C. Design Team Responsibilities:

  1. Obtain access credentials and complete platform orientation within ten (10) days of Notice to Proceed.

  2. Designate a primary point of contact responsible for material list management within the Material Hub Platform.

  3. Maintain current and accurate material selections within the Material Hub Platform throughout all Project phases.

  4. Document all product selections, substitutions, and changes exclusively within the Material Hub Platform.

  5. Ensure all team members involved in material selection have appropriate platform access and training.

  #### 1.4 SUBMITTALS

  A. Informational Submittals:

  1. Platform Access Confirmation: Within ten (10) days of Notice to Proceed, submit written confirmation that Design Team has obtained Material Hub Platform access and completed orientation.

  2. Designated Contact: Submit name and contact information for the individual responsible for material list management within the Material Hub Platform.

  ***

  ### PART 2 - PRODUCTS

  #### 2.1 MATERIAL STANDARDS

  A. Owner-Published Standards: Owner will publish the following information within the Material Hub Platform for each product category relevant to the Project:

  1. Standard Materials:

  a. Manufacturer and product identification.

  b. Performance criteria and specifications.

  c. Applicable reference standards.

  d. Sustainability attributes and certifications.

  e. Special requirements or restrictions.

  2. Alternate Options:

  a. Pre-approved alternative products meeting Owner criteria.

  b. Conditions or limitations on alternate use, if any.

  c. Documentation requirements specific to alternates.

  3. Performance Standards:

  a. Minimum performance criteria for product categories.

  b. Testing and certification requirements.

  c. Warranty requirements.

  d. Sustainability and environmental criteria.

  B. Standards Updates: Owner may update Material Standards within the Material Hub Platform at any time. Design Team shall review platform for updates at minimum weekly intervals and incorporate current standards into the Work.

  1. Material Standards in effect at time of product procurement shall govern, unless otherwise directed by Owner.

  2. Owner will notify Design Team of significant standards changes through the Material Hub Platform notification system.

  ***

  ### PART 3 - EXECUTION

  #### 3.1 MATERIAL LIST MANAGEMENT

  A. General: Design Team shall establish and maintain a comprehensive material list within the Material Hub Platform throughout the duration of the Project.

  B. Material List Development:

  1. Schematic Design Phase: Populate material list with preliminary selections aligned with Owner Material Standards.

  2. Design Development Phase: Refine material list with specific products; identify any Proposed Substitutions.

  3. Construction Documents Phase: Finalize material list; all selections shall be documented within the Material Hub Platform prior to issuance of Construction Documents.

  4. Construction Phase: Update material list to reflect actual procured and installed products.

  C. Material List Content: For each product entry, document the following within the Material Hub Platform:

  1. Specification section reference.

  2. Product category and application.

  3. Selected manufacturer and product.

  4. Selection status (Standard Material, Alternate Option, or Approved Substitution).

  5. Relevant performance data and certifications.

  6. Procurement and installation status during construction.

  #### 3.2 SELECTION DOCUMENTATION

  A. Final Selections: Design Team shall document all final material and product selections within the Material Hub Platform, including:

  1. Products specified in Construction Documents.

  2. Products approved through the submittal process.

  3. Products procured and installed in the Work.

  4. Field-directed changes and substitutions.

  B. Installed Products: Upon installation, Design Team shall update the Material Hub Platform to reflect:

  1. Actual manufacturer and product installed.

  2. Any variations from specified product.

  3. Relevant product data, including lot numbers, batch information, or other tracking data as required by individual specification sections.

  C. Closeout Documentation: Prior to Substantial Completion, verify that the Material Hub Platform material list accurately reflects all installed products. Discrepancies between specified and installed products shall be documented and reconciled within the platform.

  #### 3.3 SUBSTITUTION TRACKING

  A. General: Design Team shall use the Material Hub Platform to document all Proposed Substitutions, including both accepted and rejected submissions.

  B. Accepted Substitutions: For each substitution approved by Owner, document within the Material Hub Platform:

  1. Original specified product.

  2. Approved substitute product.

  3. Date of approval.

  4. Basis for acceptance.

  5. Any conditions or limitations on approval.

  6. Reference to formal substitution request documentation.

  C. Rejected Substitutions: For each substitution denied by Owner, document within the Material Hub Platform:

  1. Original specified product.

  2. Proposed substitute product.

  3. Date of rejection.

  4. Basis for rejection, as provided by Owner.

  5. Reference to formal substitution request documentation.

  D. Substitution History: Maintain complete substitution history within the Material Hub Platform for Owner reference. Do not delete or remove rejected substitution records.

  #### 3.4 PLATFORM ACCESS AND SECURITY

  A. Access Management:

  1. Design Team shall request access credentials for all team members requiring platform use.

  2. Do not share login credentials between individuals.

  3. Notify Owner immediately upon personnel changes requiring access modification.

  4. Design Team remains responsible for all activity conducted under credentials issued to their team members.

  B. Data Integrity:

  1. Maintain accurate and current information within the Material Hub Platform.

  2. Do not delete or modify historical records without Owner authorization.

  3. Report platform errors or data discrepancies to Owner within two (2) business days of discovery.

  ***

  ### END OF SECTION 01 31 26
</Note>

***

## Sample Language for Contract Exhibit: Material Management Platform Requirements

<Note>
  1. Material Management Platform. Owner has designated Acelab's Material Hub ([acelabusa.com](http://acelabusa.com/)) as the material management platform for the Project. Architect shall use the Material Hub Platform for all material selection documentation as described herein.

  2. Owner Obligations. Owner shall publish and maintain material standards within the Material Hub Platform, including standard materials, approved alternates, and applicable performance criteria. Owner shall provide Architect with platform access credentials within five (5) business days of written request.

  3. Architect Obligations. Architect shall:

  a. Obtain platform access and complete orientation within ten (10) days of the date of this Agreement or Notice to Proceed, whichever is later.
  b. Designate a responsible individual for material list management and provide contact information to Owner.
  c. Establish and maintain a comprehensive material list within the Material Hub Platform, updating selections at each Project phase.
  d. Review the Material Hub Platform for Owner updates to material standards at minimum weekly intervals.
  e. Document all final material and product selections within the Material Hub Platform, including products specified in Construction Documents and products approved during Construction Administration.
  f. Document all substitution requests within the Material Hub Platform, including both accepted and rejected submissions, with the basis for each decision.
  g. Prior to certification of Substantial Completion, verify that the Material Hub Platform accurately reflects all installed products.

  4. Record Retention. Architect shall not delete or modify historical records within the Material Hub Platform, including rejected substitution requests, without prior written authorization from Owner.

  5. Coordination. Architect shall coordinate material documentation within the Material Hub Platform with submittal procedures and product requirements as specified in Division 01 of the Project specifications.
</Note>

***