Bid Set Printing: How Many Plan Copies Do Contractors Need?

By Eli Gewirtzman, Owner

When a project goes out to bid, estimators, subcontractors and the general contractor’s own team all need the same sheets, so their numbers can be compared. Printing the wrong number of sets, or the wrong size, causes a scramble the week bids are due. This guide covers how bid sets differ from permit sets, how to count copies, and how to prep the PDF so every set is current and readable.

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What is a bid set?

A bid set is the package of drawings and documents an owner or architect issues to contractors so they can price a project before a construction contract is signed. It usually includes the drawings, specifications, any addenda, the proposed contract terms, the instructions to bidders and the bid form. Contractors base their bids on this set.

Bid set vs permit set

A permit set is what the building department reviews and keeps. A bid set is what bidders use to price the work. They often share the same drawings but aren’t always the same package:

Bid sets may include addenda and alternates that matter for pricing.
Permit sets may need signed and sealed sheets, a specific sheet size or a fixed number of copies for the permit office.
After award, job-site sets marked “for construction” replace the bid issue.

If the invitation to bid (ITB) or RFP lists a sheet size, a distribution list or a number of sets, follow it. Everything below is a practical starting point, not a rule. For permit submissions, see permit set printing.

How many copies do you need?

There’s no single industry number. List who needs paper, then add a spare:

Estimating desk: often one or two sets for takeoff and markups.
Key trades: plumbing, electrical, HVAC, steel, concrete and other packages may each want a set if they won’t work from a shared PDF.
Returned sets: some projects ask bidders to return a marked-up set with the proposal.
Office archive: one clean set filed with the bid documents.

If most of the team estimates from the PDF and only a few trades need paper, print only the sheets those trades use instead of a full set for everyone. That cuts cost without changing the documents the owner issued.

Sheet sizes for bid sets

24×36 (ARCH D): the everyday default for architectural and engineering sheets.
18×24 (ARCH C): smaller projects drawn on C-size sheets.
30×42 or 36×48: larger civil, site and campus sheets.

Print at the size the PDF was drawn for, so a scale like 1/4″ = 1′-0″ still measures correctly. Half-size sets are only useful when the ITB allows them and scale is clearly noted. Not sure which size your sheets are? See ARCH vs ANSI sheet sizes.

Black & white or color?

Most takeoff sets work fine in black & white. Color helps when life-safety, zoning or phasing diagrams lose meaning in grayscale, or when finish legends use color keys. A practical approach is to print the whole set in black & white and add color only for those sheets, which keeps the cost predictable when you print several identical sets.

Prep the PDF before you order

Export at the final sheet size, not letter-size scaled up.
Prefer vector output, embed fonts and check line weights on a sample page.
Check rotation, missing sheets and low-resolution images.
If addenda replace sheets, print a complete current set rather than mixing old and new pages.
Name the file clearly, for example BidSet_RevA_Full.pdf.

More detail: how to prepare a PDF plan set for printing.

Timing when bids are due

Confirm the number of sets before you order, so you don’t need a rush reprint.
Leave time for shipping to the office, a sub’s shop or a job trailer.
Same-day printing only helps if the order goes in before the cutoff and the shipping service matches your deadline.

Checklist

ITB/RFP copy count and sheet size confirmed
Current revision and addenda in every set
PDF page size matches print size; scale spot-checked
Black & white vs selective color decided
Delivery addresses and dates lined up with the bid due date

FAQ

Is a bid set the same as a permit set?

Not always. A bid set is what contractors use to price the work. A permit set is what the building department reviews and keeps, and it may need signed and sealed sheets, a specific sheet size or a fixed number of copies. The two often share the same drawings.

How many copies of a bid set do I need?

There’s no single industry number. If the invitation to bid or RFP lists a number of sets, follow it. If not, count who needs paper (the estimating desk, key trades and an office archive set) and add a spare.

What size should bid set drawings be printed?

Print at the size the PDF was drawn for, so the drawing scale still measures correctly. 24×36 (ARCH D) is the everyday default. Use half-size sets only when the invitation to bid allows them.

What happens to the bid set after the contract is awarded?

The owner reviews the bids, picks a contractor and signs the construction contract. Job-site sets marked “for construction” then replace the bid issue.

Printing bid sets with Print My Plans

Print My Plans prints from your PDF in these sheet sizes: 18×24, 24×36, 30×42, 36×46 and 36×48. Black & white is $1.95 per sheet and color is $3.75 per sheet, the same price at every size, with no minimum order. Prints ship rolled in protective tubes. Order by 3 PM ET, ships same day, arrives as soon as the next day. Questions? Email support@printmyplans.com or call (732) 701-7919, Monday–Friday, 9 AM–5 PM ET.

Upload your PDF on the order page. If your company uses purchase orders, enter yours in the optional P.O. Number field.

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