Policy on Procurement of Typesetting, Printing, and Binding for the Urbana-Champaign Campus
Procurement of typesetting, printing and binding services are subject to state laws and regulations and campus policy.
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.
The University of Illinois Purchasing Division regulates vendor listings as well as vendor compliance with existing laws and appropriate bidding specifications. This office also reviews departmental requests for typesetting, printing, copying and/or binding and is ultimately responsible for off-campus contracting of the work.
Knowledge of and adherence to the Policy on Procurement of Typesetting, Printing, Copying and Binding for the Urbana-Champaign Campus is the responsibility of the campus department, when utilizing a Banner requisition or the Procurement Card.
The University of Illinois Facilities & Services Printing Department (F&S Printing) operates four production centers, which offer a full range of publishing, typesetting, copying and F&S Printing for the faculty and staff of the Urbana-Champaign campus. The facilities include the University's three Quick Copy Centers located at 188 Bevier Hall, 143 English Building, 65 Mechanical Engineering Building, as well as a full-service typesetting, printing, copying and binding operation located in the Printing Building at 54 East Gregory Drive, Champaign.
These facilities do work primarily for University departments, but also provide services for the faculty, staff, students, and allied agencies. Their services can be charged to any University account number. For further information on particular services available, call F&S Printing at 333-9350.
An expediter from F&S Printing is available to work with the Purchasing Division and the individual department's representatives to develop technical specifications for formal sealed bids and informal quotations. While there are fees charged for the preparation of competitive bids and informal quotations, F&S Printing will continue to provide cost estimates for their services and act as a resource for locating and evaluating vendors for other printing-related services at no charge to the campus. For information on particular fees charged to departments, call F&S Printing at 333-9350.
Creative Services (formerly the Office of Publications and Marketing), a unit of the Office of Public Affairs, works with academic and administrative units to create informational and marketing-oriented publications that are consistent with the University's stature and image. Creative Services 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.
(Note: If on-campus services are utilized, regardless of the dollar level, neither informal quotations nor competitive sealed bids are required).
- Less than the sealed bid level ($30,500) applicable to general supplies and services for Higher Education.
No Off-Campus typesetting, printing, copying or binding may be authorized until: (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 ($30,500) requires only one written vendor quotation. The Banner request or the P-Card record shall state that the total cost is based on a 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.
- Sealed Bid level ($30,500) applicable to general supplies and services for Higher Education or more
Typesetting, printing, copying or binding projects with a cost at the sealed bid level ($30,500 or more) 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. 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 Printing 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 Printing 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.
After bid openings, the bids are reviewed by the Purchasing Division and the F&S Printing 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 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 all bids. 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 things 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." However, the "cause" must be completely 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.
If utilizing the services of F&S Printing, allow at least two weeks for the F&S Printing expediter to develop informal quotations. 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 ($200,000) which requires approval of the Board of Trustees, additional time (2 to 6 weeks) is required for the Purchasing Division to obtain the approval of the Board of Trustees.
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 this % in their bid document.
If departments encounter difficulties with the vendor(s) producing their publication, the problem should be documented and the Purchasing Division notified as soon as possible. A meeting will then be arranged with the department to investigate the complaint and attempt to achieve a satisfactory solution.
Questions about this policy should be addressed to the Associate Director of F&S Printing, at 244-4986, or to the Purchasing Division at 333-3505.