Policy on Procurement of Typesetting, Printing, and Binding for the Urbana-Champaign Campus

Purpose

To ensure vendor compliance with existing laws and appropriate bidding specifications and regulate vendor listings.

Scope

Knowledge of and adherence to the Policy on Typesetting, Printing, Copying and Binding Procurement for the Urbana-Champaign Campus is the responsibility of the campus department, when utilizing a Banner requisition or the Procurement Card.

Authority

The procurement of typesetting, printing, copying and binding services is regulated by the Procurement Rules of the Chief Procurement Officer for Public Institutions of Higher Education and Urbana-Champaign Campus Printing Procurement Policy.

Typesetting, printing, copying or binding projects with a cost at the sealed bid level ( see current Illinois Public Higher Education Small Purchase Limits ) applicable to general supplies and services for Higher Education fall under the requirements of the Procurement Rules of the Chief Procurement Officer for Public Institutions of Higher Education.

Policy

Procurement of typesetting, printing and binding services are subject to state laws and regulations and campus policy.

Processes/Procedures/Guidelines

  1. Less than the sealed bid level ( see current Illinois Public Higher Education Small Purchase Limits ) applicable to general supplies and services for Higher Education
    • Off-Campus typesetting, printing, copying or binding may only be authorized once
      1. a Purchase Order has been issued;
      2. a Purchase Order number has been assigned by the Purchasing Division; or
      3. a P-Card transaction has been authorized subject to the following restrictions.
        • Typesetting, printing, copying or binding for which the total cost is lower than the sealed bid level ( see current Illinois Public Higher Education Small Purchase Limits ) requires only one written vendor quote.
        • A signed vendor certification letter, which certifies the vendor is in compliance with the prevailing wage and soybean oil-based ink requirements of the Illinois Procurement Code, must be attached to the Banner request or the P-Card record.
  2. Sealed Bid level ( see current Illinois Public Higher Education Small Purchase Limits ) applicable to general supplies and services for Higher Education or more
    • A formal sealed bid is required if the project is to be done off-campus. A complete set of specifications for the job must be developed and written as a sealed bid document.
    • The Purchasing Division encourages departments to utilize the fee-based services of the F&S Document Services expediter, who will develop a "Request for Prices" and forward it to the Purchasing Division. (A department that chooses not to utilize the services of the F&S Document Services expediter will be responsible for providing detailed specifications to the Purchasing Division to permit the necessary competitive process.)
    • The project is then advertised for at least 15 days on the Illinois Public Higher Education Procurement Bulletin. The Purchasing Division receives all bids on the day specified in the Bulletin and conducts a public bid opening. A signed vendor certification letter, which certifies that the vendor is in compliance with the prevailing wage and soybean oil-based ink requirements of the Illinois Procurement Code, must be attached to all bids.
    • Bids are reviewed by the Purchasing Division and the F&S Document Services expediter (if responsible for providing the “Request for Prices”) to determine whether they meet the customer's specifications and the requirements of both the State and the University of Illinois.
    • A summary of all "responsive" bids is then furnished to the department along with the recommendation of the low bidder meeting all terms, conditions, and specifications. In addition any suggestions or questions which came up during the review process are called to the attention of the department.
    • All factors being equal (price, schedule, etc.), the department must accept the lowest bid (whether off-campus or on-campus). The department may accept the low bid or reject one or more of the lowest bids for "justifiable cause." The "cause" must be fully documented and reviewed by the Purchasing Division.
    • Once a vendor has been accepted, the department must send a letter of acceptance and the appropriate Banner request(s) to the Purchasing Division before a Purchase Order may be issued.
    • Once the bid is awarded, an award notice is published on the Illinois Public Higher Education Procurement Bulletin.

On-Campus Resources

F&S Document Services operates two production centers, which offer a full range of publishing, typesetting, copying, and printing for the faculty and staff of the Urbana-Champaign campus. These facilities provide services for University departments, the faculty, staff, students, and allied agencies. Their services can be charged to any University account number.

An expediter from Document Services is available to work with the Purchasing Division and department representatives to develop technical specifications for formal sealed bids and informal quotations. F&S charges fees for preparing competitive bids and informal quotations, but can provide cost estimates for their services and act as a resource for locating and evaluating vendors at no charge to the campus.

Creative Services (formerly the Office of Publications and Marketing), a unit of the Office of Public Affairs, provides writing, editorial, design, and printing production services for its clients, including bidding and purchasing of printing. Web design and editorial services are also provided.

Schedules

If utilizing the services of F&S Document Services, allow at least two weeks for the expediter to develop informal quotes. If a formal sealed bid is necessary, there is approximately a six-week cycle for the advertising, bid opening, and review processes. This procedure can begin only at the customer's final approval of the bid specifications. If the value of the project exceeds the dollar level ($1,000,000) which requires approval of the Board of Trustees, an additional 2 to 6 weeks is required for the Purchasing Division to obtain the approval of the Board of Trustees.

Acceptability

The department is the final arbiter of the quality of the work performed and the timeliness of production. Acceptable completion is assumed if the department places the finished job in use and/or approves payment.

Minimum Acceptable Delivery Quantity

The delivery quantity specified in a bid is for the minimum acceptable quantity. Any quantity delivered that is less than the amount specified may not be considered acceptable adherence to the contract specifications. The University will accept up to 10% overruns, as is trade practice. A department may choose to accept overruns in the range of 0% to 10% over the original quantity ordered by specifying such a percentage in their bid document.

Exceptions

If on-campus services are utilized, regardless of the dollar level, neither informal quotations nor competitve sealed bids are required.

Contact

For further information on particular services available or fees charged, call F&S Document Services at (217) 333-9350, or visit the Document Services website. Questions about this policy should be addressed to the Associate Director of Document Services, at (217) 244-4986, or to the Purchasing Division at (217) 333-3505.