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Section B-2
Document Distribution for Bidding Purposes

In regards to document distribution for a prime bidder, the Joint Committee recommends one set of documents be provided for prime bidders at the expense of the Owner. Any additional sets should be purchased at the bidders expense from the designated reprographics company. If a deposit is required it should be returned within the time frame designated within the bidding documents upon return. Electronic document distribution is highly recommended for bidding, but should only be used in addition to hard copy distribution. All electronic document distribution should be in read-only formats such as PDF, JPEG, TIFF, etc. In either case, any subsequent changes to the documents should also be provided to prime bidders free of charge in both hard & electronic copy as applicable.

The Joint Committee recommends that all Subcontractors (or those Subcontractors included in the Owner's 'Approved Subcontractor List') be allowed the opportunity to purchase full and/or partial sets of documents at their discretion at a designated reprographics company. It is strongly encouraged that the documents also be posted for view and/or purchase at local construction posting organizations; like the Pittsburgh Builders Exchange. Posting organizations should make bidding documents available to local Subcontractors and suppliers free of charge to the Owner and will result in more bidder participation. Again, electronic document distribution is recommended, but only in addition to hard copy distribution. All electronic document distribution should be in read-only formats such as PDF, JPEG, TIFF, etc. Again any subsequent changes to the documents should also be provided to Subcontractors free of charge in both hard & electronic copy as applicable.

To announce document changes, in all cases it is the responsibility of the person (s) distributing the bidding documents to the locations and organizations made available immediately to the bidding community to keep these documents current. All prime bidders should be made aware that document changes are made by (either or all) phone, email, and/or fax notification. Addenda should be supplied at no charge for every previously issued set of documents.

TAGS: Prime Bidder, Addenda, and Pittsburgh Builders Exchange.

Glossary Terms for the Best Practices Guide

History of Recommendation:
Revised July, 2010
Revised November, 1993
Approved January, 1967


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