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Printing Purchases The purchase of printing is governed by specific policies and procedures unique to this commodity. Longwood University has delegated authority to:
In addition the following procedures as found in Longwood University Graphic Identity Style Manual must be followed: Print projects requiring multiple ink colors must first be approved by the Director of Public Relations via the Printing Services Center and then forward to the President's Office for approval regardless of the dollar amount. Primary publications targeted to off-campus constituencies must be approved by the Director of Public Relations via the Printing Services Center. A release must be obtained from the Director of Printing Services before any print jobs can be produced off-campus through external resources regardless of the dollar amount. Within the department's delegated authority, one verbal or written vendor quotation must be obtained by the department prior to placing the order after receiving approvals from Director of Printing and the Director of Public Relations. These approvals must be kept on file with the order. Materiel Management suggests that departments who choose to exercise their delegated purchasing authority, obtain a written quote because of the technical aspects and complications resulting from printing trade customs. When the total cost of the printing is greater than $50,000 and not available from a contract source, Materiel Management is required to forward the PO to the State Division of Purchasing and Supply for processing. Note 1 CORPRINT is capable of printing the following: flat forms, NCR-type forms up to five-part (not snap-apart or continuous, padded forms, envelopes (regular and window) including long Kraft envelopes, one color booklets up to 9 x12, and one color brochures with no more than two folds. Normally there is a minimum of 30 days lead time from receipt of the Purchase Order to delivery of the order. Materiel Management will contact CORPRINT for requirements where the lead time is less than 30 days to ascertain if delivery can be made within the time frame needed. Note 2 The Office of Graphic Communications (OGC) is a full service creative group that offers concepts and marketing strategies, creative writing and design, desktop publishing, photography direction, illustration, project management, and printing management. Typical projects produced consist of promotional, informational and public educational campaigns, University recruitment packages, press kits, logos and identity systems, annual reports, economic development and travel publications, magazines, calendars and posters, museum catalogs and brochures, etc. If planning to procure graphic design services, desktop publishing or preparation of camera ready artwork in excess of $750.00 you must contact OGC to determine if their requirements can be provided by that office and if not, receive authority to procure from another source.( If the print requirement is estimated to be over $2,000, Materiel Management will contact OGC). This requirement does not apply to agencies utilizing in-house capabilities; however, if the intent is to contract any of these services with the private sector, or another public body, OGC must first be contacted. If OGC gives authority to contract out the service, the solicitation should specify the following vendor performance requirements, as applicable, publishing, typesetting, proofreading, photography, illustration, format size, number of pages and printing specifications development. |
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