Addenda and Bulletins are similar but they are also different:
1. Both are used to issue changes to constructions documents, including plans and specification;
2. An Addendum is use to issue revisions to constructions documents AFTER bid documents are sent to the contract, but BEFORE bids are turned in by the bidding contractors. Normally, it should be issued at least 8 days before the bid due date to avoid confusions to the bidders. Revisions issued via an Addendum have NO cost impact. So, if a contractor submit a change order later based on revisions issued by an Addendum, you can deny it because it should have already been included as part of the bid price.
3. Changes issued in an Addendum should be clouded, and noted with a LETTER (within a Delta symbol) and a date on the revision block of the sheet. For example, "Addendum A, 11/11/2009." This is easy to remember: because changes issued in an Addendum have no cost impact, they are noted with a LETTER. Do NOT note the revision ("Addendum A, 11/11/2008") on the title block of every sheet. ONLY note them on the title block of the revised sheets.
4. A Bulletin is used to issue changes AFTER bid proposals are submitted by the bidding contractors, and probably AFTER the contract is signed between the owner and the successful bidder. Revisions issued via a Bulletin may have cost impact. They may qualify for changes orders.
5. Changes issued in a Bulletin should be clouded, and noted with a NUMBER (within a Delta symbol) and a date on the revision block of the revised sheet. For example, "Bulletin #1, 12/18/2009." This is easy to remember: because changes issued in a Bulletin DO have cost impact, they are noted with a NUMBER. Do NOT note the revision ("Bulletin #1, 12/18/2009") on the title block of every sheet. ONLY note them on the title block of the revised sheets.
6. Bulletin description shall include the language for the contractor to provide pricing per proposed changes, and shall proceed ONLY if the pricing is accepted by the client (the owner or the developer or the tenant, depending on who the contractor has signed a contract with).
7. Both shall include the REVISED drawings sheets ONLY and sheet-by-sheet narrative of the changes for each revised sheet.
8. A typical Addendum or Bulletin shall include:
a. Letter of transmittal listing all items sent with the Addendum or Bulletin
b. REVISED drawings sheets ONLY, Not the entire drawing set
c. REVISED Specifications sheets (if any) ONLY, Not the entire Specifications book
d. Sheet-by-sheet narrative of the changes
e. Updated Document Control Sheet
As long as you issue the Document Control Sheet, the contractors will know if they have the latest set, and there is no need to re-issue the entire drawing set or the entire Specifications book every time you issue an Addendum or a Bulletin. You can save a lot of paper and trees by using the Document Control Sheet.
You and the contractor should each keep a record set of the drawings (the "Stick Set" or "Office Record Set," this is different from the full-size original and CURRENT set that you used to make extra current copies for others) and Specifications.
I prefer to use a half-size set as "Stick Set" because it takes much less space. This set shall have ALL the latest information. Each time an Addendum or Bulletin is issued, this set shall be updated. For example, if you have a revised Sheet A1.0, you should fold the lower right-hand corner of the OLD Sheet A1.0, stapled the corner and then insert the new and revised Sheet A1.0 in front of the OLD Sheet A1.0. This way, you easily track all the history of the changes.
You can file the 8 1/2 x 11 portion of the Addendum or Bulletin revisions listed at item 7 above in your project folder.
It is a good idea to make an EXTRA copy of these 8 1/2 x 11 pages and place them on the front of your office record set of the Specifications book. You should use a thick 3-ring binder to hold your office record set of the Specifications book. This way, you can easily add 8 1/2 x 11 pages to the front of the Specifications book binder and track all the history of the changes.
Each of these Specifications book binder should be clearly marked on the side with the project number, name and city so that it can be easily indentified when placed on your book shelf...
Quoted from page 132 of "Architectural Practice Simplified" (ISBN-10: 143271189X, ISBN-13: 978-1432711894)
Copyright 2010 Gang Chen, AIA, LEED AP BD+C, Author of "Architectural Practice Simplified," "LEED GA Exam Guide," "Planting Design Illustrated," and other books on various LEED exams, architecture, and landscape architecture