When The Job Has Been Advertised

BY LAW, we are required to send one (1) set of Plans and Specifications to the City Clerk. SEE FORM LETTER SECTION (Page 76).

It should be stated within The Advertisement For Bids that the Plans and Specifications will be on file at the Office of the City/Town Clerk, but that copies of the documents must be obtained from our office.

On the "Plans and Specifications Issued" form, we need to document that we mailed a set of Plans and Specifications to the Town. (Do this at the bottom of the sheet, so that we do not get it mixed up with the Names of the Contractors/Suppliers. Also, we should document down at the bottom of the Plans and Specifications Issued Form when Plans and Specifications go for approval and where they are sent. Example: Office of Pollution Control)

Send a letter along with Plans and Specifications CERTIFIED/RETURN RECEIPT, so we will have some sort of proof that we sent them and that they received them.

Put the Master's File, Bid File and Bid Books in the copier room on the shelf. Do a label with the Job Number on it. These will stay on the shelf until the Pre-Construction Conference has been held.

The Specifications Checklist will be given to us by the Engineer. This will be drafted after the specifications are complete. This form should be bound on the left-hand side of the "Masters File" of the Specifications.

If an addendum needs to be added, the Engineer will draft it for you.