The procedure for issuing construction documents will depend on the Holder’s agreement with their client and the method of construction procurement. Regardless of the mechanism for document issuance, review it and the roles of the various parties with the owner and the rest of the consultant team at key points during the project, so everyone knows what to provide and to expect.

• Most public sector clients will issue construction documents to bidders themselves. This may require documents in multiple formats (example: specifications in both Word and PDF) and may involve the client including additional information to the drawing/specification package such as a custom instruction to bidders, bid forms, and a “front end” specification being added).
  
  
• It is important to request a copy of any information the client will be adding to your documents as early as possible during the project (example: those items mentioned above and supplementary conditions to the construction contract). These items form part of the contract the holder will be tasked with administering and may require adjustments to the contract documents. Holders must be familiar with the contents of any client-provided documentation.
  
  
• When the final tender package is being assembled/issued by the owner or an agent of the owner, it is important to request a copies, exactly as issued to the bidders, to review for completeness and consistency prior to bid closing.
  
  
• If you are responsible for issuing documents to bidders directly, it will be necessary to have any client authored information well in advance (example: project number, supplemental conditions, instructions to bidders, bid forms, contractor list/contact details) so it can be reviewed and coordinated as necessary.
  
  
• Construction documents will likely be distributed electronically either to the client or directly to bidding contractors. Email distribution provides an inherent record of file transmission with delivery/read receipts providing confirmation of delivery/receipt. Regardless of the method of distribution, a record copy of everything distributed should be kept and archived in the project file in case there is a dispute later.