Construction Contract Administration

It's now 2026 ...and I believe this term must be defined in our contract w/ Owner and in Div 01 of the specifications. We are defining it as: A formal communication document issued by the Architect during the construction phase to provide proposed changes, updated design information, or clarifications that may affect the contract cost or schedule. This document does not modify the Contract Documents. 

Once the bulletin is reviewed, the accepted revisions are issued as an ASI or CO, thus modifying the Contract documents.

I believe we have to figure out if a bulletin revises the Contract document or simply provides a list of the revisions. If the latter then it still needs some mechanism to have it change the legal documents.

It's now 2026 ...and I believe this term must be defined in our contract w/ Owner and in Div 01 of the specifications. We are defining it as: A formal communication document issued by the Architect during the construction phase to provide proposed changes, updated design information, or clarifications that may affect the contract cost or schedule. This document does not modify the Contract Documents. 

Once the bulletin is reviewed, the accepted revisions are issued as an ASI or CO, thus modifying the Contract documents.

I believe we have to figure out if a bulletin revises the Contract document or simply provides a list of the revisions. If the latter then it still needs some mechanism to have it change the legal documents.

Reading through the responses it seems like you are taking the most important step - and that is defining the term in the context you are intending it to be used. I don't particularly like the way you're using it since other documents in the typical CA formal communications suite already do what you are proposing, but if it works in your particular case to clarify intent and maybe I'm just not understanding your situation. 

We use Bulletins for a very narrow purpose and in a specific context: to modify Contract Documents as part of a CMr project prior to execution of the GMP amendment and prior to public bid for Trade Contractors in Massachusetts public projects. (In MA, the filed sub-bid process puts additional constraints in how we issue things, what we call them, and when they are issued).

Bulletins are similar to Addenda in that we package up a bunch of changes to the (future) Contract Documents that will affect sub-contractor work already under contract with the CM (early release scope like site, foundations, steel, etc.) BUT those changes are issued prior to the public Trade Bid period (the Trade Bidders need to list all Addenda received, so we give the Bulletins a separate name & number sequence). Then, during the public bid period, we issue Addenda (same principle as the Bulletin, but intended for specific filed sub-bid categories). Then the bids come in, subs are selected, and the GMP is finalized. At that point, we are done with Bulletins and Addenda and move onto the typical ASI, CCD, PR process for modifications. 

So, in my scenario, the Bulletins are used very much like Addenda, but they have a narrow time horizon. They are only used between the issuance of Early Release Package documents (which are tied to sub-contracts) and the public bid period Addenda. Once Addendum #1 goes out, we no longer issue Bulletins. 

This may not be helpful to your situation except to point out that the term is narrowly and specifically defined so that everyone knows what we're talking about. 

------------------------------
David Mentzer AIA
Dore + Whittier Architects, Inc.

Original Message:
Sent: 02-27-2026 05:45 PM
From: Janene Christopher, AIA
Subject: What is a Bulletin?

It's now 2026 ...and I believe this term must be defined in our contract w/ Owner and in Div 01 of the specifications. We are defining it as: A formal communication document issued by the Architect during the construction phase to provide proposed changes, updated design information, or clarifications that may affect the contract cost or schedule. This document does not modify the Contract Documents. 

Once the bulletin is reviewed, the accepted revisions are issued as an ASI or CO, thus modifying the Contract documents.

I believe we have to figure out if a bulletin revises the Contract document or simply provides a list of the revisions. If the latter then it still needs some mechanism to have it change the legal documents.

------------------------------
Janene Christopher AIA
Steinberg Hart
San Diego CA

Original Message:
Sent: 07-20-2022 10:15 AM
From: Janene Christopher, AIA
Subject: What is a Bulletin?

I have been seeing this term used in CCA, but yet I cannot find a standard definition. What is a Bulletin? and if it is a "real" form why isn't it covered in the AIA's "G Section of the Handbook?

------------------------------
Janene Christopher AIA
RJC Architects
San Diego CA
------------------------------

Thanks Joel and David;

I'm getting clarity slowly. In Design -Build contracts the Architect and Contractor are often part of the same entity or  under a teaming agreement. So bulletins are used as a flexible, informal way to <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>capture design changes<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element> (from RFIs or client requests) before the Design-Builder presents the final cost/schedule impact to the client. Since the parties aren't "arms-length" adversaries, strict contractual definitions are often bypassed for speed. In other delivery mechanisms, we (architects) have contracts with Owners. Thus as the AIA B101 (or similar contracts) require us to produce Contract documents which have legal ramifications and thus any revisions done to those types of documents must be signed and approved by the responsible entity should  time & money be affected. The Architect and Contractor have separate contracts with the Owner. Because the Architect's instructions have <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>legal and financial ramifications<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element> for the Owner's budget, the term "Bulletin" must be <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>defined in the contract and Division 01 specifications<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>. Without a clear definition, it is unclear if the bulletin is a <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>minor clarification (ASI)<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>, a <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>request for pricing (PR)<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>, or a <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>directive to proceed (CCD)<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>, which can lead to legal disputes or "claims" over unauthorized costs.

The bulletin issue is most common in the D-B-B and CM at Risk delivery methods. So ensuring there is a definition of this non-standard term is paramount to understanding its function as related to the contract. 

Reading through the responses it seems like you are taking the most important step - and that is defining the term in the context you are intending it to be used. I don't particularly like the way you're using it since other documents in the typical CA formal communications suite already do what you are proposing, but if it works in your particular case to clarify intent and maybe I'm just not understanding your situation. 

We use Bulletins for a very narrow purpose and in a specific context: to modify Contract Documents as part of a CMr project prior to execution of the GMP amendment and prior to public bid for Trade Contractors in Massachusetts public projects. (In MA, the filed sub-bid process puts additional constraints in how we issue things, what we call them, and when they are issued).

Bulletins are similar to Addenda in that we package up a bunch of changes to the (future) Contract Documents that will affect sub-contractor work already under contract with the CM (early release scope like site, foundations, steel, etc.) BUT those changes are issued prior to the public Trade Bid period (the Trade Bidders need to list all Addenda received, so we give the Bulletins a separate name & number sequence). Then, during the public bid period, we issue Addenda (same principle as the Bulletin, but intended for specific filed sub-bid categories). Then the bids come in, subs are selected, and the GMP is finalized. At that point, we are done with Bulletins and Addenda and move onto the typical ASI, CCD, PR process for modifications. 

So, in my scenario, the Bulletins are used very much like Addenda, but they have a narrow time horizon. They are only used between the issuance of Early Release Package documents (which are tied to sub-contracts) and the public bid period Addenda. Once Addendum #1 goes out, we no longer issue Bulletins. 

This may not be helpful to your situation except to point out that the term is narrowly and specifically defined so that everyone knows what we're talking about. 

It's now 2026 ...and I believe this term must be defined in our contract w/ Owner and in Div 01 of the specifications. We are defining it as: A formal communication document issued by the Architect during the construction phase to provide proposed changes, updated design information, or clarifications that may affect the contract cost or schedule. This document does not modify the Contract Documents. 

Once the bulletin is reviewed, the accepted revisions are issued as an ASI or CO, thus modifying the Contract documents.

I believe we have to figure out if a bulletin revises the Contract document or simply provides a list of the revisions. If the latter then it still needs some mechanism to have it change the legal documents.

In Michigan, the local AEC community uses the term Bulletin to mean the same thing that Proposal Request is supposed to mean by AIA contract terms. Wherever possible, we encourage our team to use Proposal Request as the term for issuances after bid/award (we use Addenda before bids and even "Post-Bid Addenda" after bids are submitted but contract is still be negotiated). 

There are a few roadblocks to utilizing the term Proposal Request that push us back into using the term Bulletin. One is if we are working in a D-B project for a contractor and that's what they want. Another is we work for an Owner who has a lot of Master Agreement language already setup around the term Bulletin (some major health systems and universities have Bulletin built into their agreements). A third reason is that we have an owner that doesn't care what we call it, but a contractor that is loudly vocally opposed and convinces the owner that we should use the term Bulletin because that's how their staff is used to working. 

In the end, it's no different other than the word "Proposal Request" vs "Bulletin". We also still have ASI and CCD as options, and CCD is often used where we're not waiting for pricing vs Bulletins that need to be priced before approving the change for the contractor. 

My response is just to say that sometimes this is a geographically-based decision with terms that people grew up in the industry are used to using. 

Thanks Joel and David;

I'm getting clarity slowly. In Design -Build contracts the Architect and Contractor are often part of the same entity or  under a teaming agreement. So bulletins are used as a flexible, informal way to <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>capture design changes<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element> (from RFIs or client requests) before the Design-Builder presents the final cost/schedule impact to the client. Since the parties aren't "arms-length" adversaries, strict contractual definitions are often bypassed for speed. In other delivery mechanisms, we (architects) have contracts with Owners. Thus as the AIA B101 (or similar contracts) require us to produce Contract documents which have legal ramifications and thus any revisions done to those types of documents must be signed and approved by the responsible entity should  time & money be affected. The Architect and Contractor have separate contracts with the Owner. Because the Architect's instructions have <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>legal and financial ramifications<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element> for the Owner's budget, the term "Bulletin" must be <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>defined in the contract and Division 01 specifications<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>. Without a clear definition, it is unclear if the bulletin is a <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>minor clarification (ASI)<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>, a <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>request for pricing (PR)<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>, or a <response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>directive to proceed (CCD)<response-element class="" ng-version="0.0.0-PLACEHOLDER"></response-element>, which can lead to legal disputes or "claims" over unauthorized costs.

The bulletin issue is most common in the D-B-B and CM at Risk delivery methods. So ensuring there is a definition of this non-standard term is paramount to understanding its function as related to the contract. 

Reading through the responses it seems like you are taking the most important step - and that is defining the term in the context you are intending it to be used. I don't particularly like the way you're using it since other documents in the typical CA formal communications suite already do what you are proposing, but if it works in your particular case to clarify intent and maybe I'm just not understanding your situation. 

We use Bulletins for a very narrow purpose and in a specific context: to modify Contract Documents as part of a CMr project prior to execution of the GMP amendment and prior to public bid for Trade Contractors in Massachusetts public projects. (In MA, the filed sub-bid process puts additional constraints in how we issue things, what we call them, and when they are issued).

Bulletins are similar to Addenda in that we package up a bunch of changes to the (future) Contract Documents that will affect sub-contractor work already under contract with the CM (early release scope like site, foundations, steel, etc.) BUT those changes are issued prior to the public Trade Bid period (the Trade Bidders need to list all Addenda received, so we give the Bulletins a separate name & number sequence). Then, during the public bid period, we issue Addenda (same principle as the Bulletin, but intended for specific filed sub-bid categories). Then the bids come in, subs are selected, and the GMP is finalized. At that point, we are done with Bulletins and Addenda and move onto the typical ASI, CCD, PR process for modifications. 

So, in my scenario, the Bulletins are used very much like Addenda, but they have a narrow time horizon. They are only used between the issuance of Early Release Package documents (which are tied to sub-contracts) and the public bid period Addenda. Once Addendum #1 goes out, we no longer issue Bulletins. 

This may not be helpful to your situation except to point out that the term is narrowly and specifically defined so that everyone knows what we're talking about. 

It's now 2026 ...and I believe this term must be defined in our contract w/ Owner and in Div 01 of the specifications. We are defining it as: A formal communication document issued by the Architect during the construction phase to provide proposed changes, updated design information, or clarifications that may affect the contract cost or schedule. This document does not modify the Contract Documents. 

Once the bulletin is reviewed, the accepted revisions are issued as an ASI or CO, thus modifying the Contract documents.

I believe we have to figure out if a bulletin revises the Contract document or simply provides a list of the revisions. If the latter then it still needs some mechanism to have it change the legal documents.