We handle plan distribution a couple different ways. We too are in a sparsely populated region and we send all of our documents electronically 150 miles for reproduction. For larger projects, we require a refundable deposit. We normally have the printer ship documents directly to the planholders who have made their deposit to us. We have language in our Instructions to Bidders that makes it clear that if we do not receive the documents back after the bid, or if they are damaged, we will cash their check to replace the damaged or lost set of documents on behalf of our client who pays for all the printing.
On small projects, we use the honor system. We have a statement indicating the need to receive the documents back after the bid, and for the most part, local contractors are very good about returning the sets.
We also have one client who requires that bidders purchase document sets. I personnally do not like this method because, then we often need to print additional sets during construction for the contractors to use.
Finally, we continue to push all planholders to use electronic documents. We are making progress... All plan rooms now take electronic docs, and for the most part, almost all of the suppliers in our area are working from electronic docs. It is just the prime bidders who seem to want paper copy, but we hope to change that eventually as well...
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Dale Buckingham AIA
Dale Buckingham Architects, LLC
Sheridan WY
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Original Message:
Sent: 10-12-2011 10:49
From: Jonathan Rivera
Subject: Deposits for Bidding Documents
We routinely take deposits for each set of bid documents checked out by a contractor. The checks are held in our office until the bids are received and the potential low bidder is announced. The checks are returned to the contractors when the bid documents are returned to our office.
Being as remote as you are, I suggest you have the contractors sign an agreement when checking out the documents as to the expected condition upon thier return. This would give you grounds for retaining any or all of the deposit if necessary to replace the set(s).
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Jonathan Rivera AIA
Project Architect
Naismith Engineering, Inc.
Corpus Christi TX
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