This commodity includes print publications, brochures, pamphlets and other assorted
|$5,000 or less||Your Procurement Card or a Department Purchase Order (DPO).|
|$5,001 - $10,000||A PO Requisition or an SPO Requisition. Adequate documentation to support the purchase (purchasing agent has discretion in determining whether or not competition is required) Printing of publications and/or materials is considered Goods. While the process is a service the end product is a good.|
|$10,001 - $500,000||A PO Requisition or an SPO Requisition. Competition via Documented Quote process, or Sole Source Justification.|
|Above $500,000|| A PO Requisition or an SPO Requisition. Competition via Invitation for Bids or Requests
for Proposals or Sole Source Justification.
UCB Administration stresses the importance of using existing in-house printing and copying services.
Imaging Services will redirect requests for services to external vendors or have requests redirected to external sources, when they do not have either the capacity or capability to deal with a request.
For other printing and publications work.
Start your printing procurement process with your campus print shop or publications office. Departments should seek printing and publications work from external vendors only if the internal print shops cannot meet their needs.
If the campus print shop or publications office is unable to accomplish the job, depart- ments should obtain quotes from external vendors. The vendor's quote should include the dollar amount, plus or minus for overages, and all shipping and delivery charges.
To assist in obtaining an accurate quote, departments should provide complete informa- tion to the vendor, including:
General description of project, with samples of similar printed pieces (if available)
Quantity needed, including options for larger/smaller quantities (Printers do not guarantee exact counts unless specified so if a specific quantity is required, with no overs or unders, ask the printer to agree to this requirement in writing.)
Avoid nonstandard publishing software (e.g., MS-Word, MS-Publisher, WordPerfect): use a graphics program or PDF file formats instead. Inform the vendor about the software applications, type of computer, and fonts being used.
Provide files on disk and include a printout. If applicable, also include a sample folded mock-up to illustrate the desired final product. If working with a new vendor, provide a test file to ensure that there are no unanswered questions at the time of final printing.
Build in more preparation time than is estimated as necessary to allow for the unexpected. Have more than one person proof-read the initial work several times and have more than one person check the printer proofs thoroughly before signing off on the job.