Printer management of addenda

Sequential steps

1)Printer will print addenda contents (revised plans and/or revised specs) based on information provided by the University of Cincinnati’s Construction Management Department, University Architect Department, and/or outside architect. No addenda will be distributed yet by printer.

2)Construction Management will notify Purchasing in writing when addenda contents are available at printer (no later than 5 p.m. Tuesday, one week prior to the bid opening).

3)Purchasing will prepare addenda cover page and email it to printer.

4)Printer will make necessary copies of the addenda cover page to match the number of addenda contents.

5)Printer will assemble the addenda package, each consisting of one complete set of addenda contents and one addenda cover page.

6)Addenda package may now be distributed to plan holders by printer by referring to master version of plan holder list. The standard means of distribution will be delivery by the printer to the US Post Office unless the Purchasing Department or Construction Management authorizes special courier service.

7)Printer will pair additional addenda packages with any existing inventory of bid packages.

Important terms and reminders:

  • The printer agrees to fully comply with these procedures and absolutely no deviations or exceptions can occur unless expressly granted to the printer by Tom Guerin, Zondra Hall, or David Key in the Purchasing Department. Failure to comply with these procedures may result in immediate cancellation of the term contract.
  • Only completely assembled addenda packages as described in step 5 may be distributed to the plan holders. No partials and no exceptions.
  • The printer is responsible for ensuring that all addenda packages are mailed or sent via courier service no later than 72 business hours prior to the published time for the opening of bids. For bids closing at 2PM on Tuesdays, all addenda packages must be in the mail or with the courier service prior to 2PM the preceding Thursday (excluding holidays). The Purchasing Department will make best efforts to provide the printer with the addenda cover page no later than noon the preceding Wednesday.

Example:Bid scheduled to close 2PM Tuesday, 3/12/02.

Addenda package must be delivered to the US Post Office prior to 2PM Thursday, 3/7/02.

Purchasing will make best efforts to provide printer with addenda cover page prior to noon Wednesday, 3/6/02.

  • Printer will bill Construction Management or Architects office for all addenda production and distribution costs based on the term contract established by the University of Cincinnati’s Purchasing Department.
  • Printer agrees to provide the Purchasing Department with one set of addenda contents (plans and/or specs) promptly upon request.
  • Printer agrees to fax to the Purchasing Department the plan holder master version promptly upon request.
  • Printer compliance with the timing issues described above is essential.

c:\my documents\word forms, office 97\plans&specs_mgmnt_a.doc