5.8.5 Distribution of Drawings and Specifications

• A. After initial endorsement, the Lender shall distribute the drawings and specifications as follows:

1. Set No. 1, The Master Set, is the legal contract document. The Lender shall deliver the Master Set to the HUD office (Regional or Satellite office) that will oversee the construction. Prior to closing, HUD will inform the Lender which HUD office will receive the set. HUD will:

Retain this set until the last guarantee inspection.

• 1. Add a copy of each change order, form HUD-92437.
• 2. Add a copy of each Architect’s supplemental instruction.

Use this set for processing change orders, review of inspection reports and similar functions.

• Package the specifications in a tightly-rolled bundle with drawings on the outside, attach a memo indicating the HUD project number, and send it to the Regional Federal Records Center one year after completion of construction.

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Chapter 5 Architectural and Construction Analysis 5.8 New Construction Processing through Initial Endorsement

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2. Set No. 2 is the Contractor’s Set.

This set is to be delivered to the Contractor to be kept on site.

• This set will be the Contractor’s “record set,” where the Contractor will record any updates during construction as “as-built.”

3. Set No. 3 is the HUD Inspector’s Set.

The HUD inspector will use this set for inspection of the project.

• The HUD inspector will conform this set to the contractor’s “record set.” (The Contractor is required to maintain at the site a record set for the owner.)

• The HUD inspector will return this set to the HUD office upon completion of construction. This set will be the HUD “as-built” set.

Use this set for guarantee inspections.

• HUD Inspector will send the “as-built” set to the HUD Regional Center/Satellite Office Director, one year after completion of construction, for use in loan servicing.

• B. Drawings and specifications to be maintained by the Lender (the “Lender Set”):

1. In addition to the prescribed sets above, the Lender must maintain an additional set for a period of three years after final endorsement.

   • Add a copy of each change order, form HUD-92437.

• Add a copy of each Architect’s supplemental instruction(s).

• The Lender may choose to keep electronic copies of the above documents. It is recommended that the Lender also maintain copies of HUD Trip Reports and other related documents distributed during the construction period.

2. If the originating Lender will not administer the construction contract, the construction administering Lender must forward copies of each change order and Architect’s supplemental instruction to the originating Lender for inclusion in the Lender Set.