409
Northern
Arizona University
Purchasing Policy and Procedure
Printing
University departments are encouraged to take advantage of
the expertise of NAU Creative Communications to obtain printing
services. This office not only offers a complete range of
services, from design, writing, and photography to full-color
printing, but also partners with vendors off campus to handle
any printing request. These vendors were selected on a competitive
bid basis to ensure the best quality, service, and pricing
for NAU. Please call Creative Communications at 3-1941 for
your printing needs.
PROCEDURES:
Up to $5000
- For printing requirements where the total cost does
not exceed $5000, including tax and shipping charges,
the department shall use a PDQ (departmental purchase
order).
$5,000 to $25,000
- Requisitions must include all information necessary
for the printer to do the job correctly.
- Buyers will use professional knowledge and best judgment
when placing orders under $10,000. If a contract is in
place for the requested items or a better source is known,
the buyer may change the order to reflect the new source
and cost, if the cost is lower than the requisitioned
amount. No additional documentation will be required.
$25,000 to $50,000
- Requisitions must include all information necessary
for the printer to do the job correctly.
- Buyer shall, based on available information and time,
either obtain written quotations utilizing formal or informal
bidding procedures. Generally, the buyer will obtain three
or more written quotations.
Over $50,000
- Requisitions must include all information necessary
for the printer to do the job correctly.
- The University is required to conduct a formal sealed
bidding procedure for all requirements which may exceed
$50,000, except for those covered under existing University
contracts. The buyer may also conduct formal bids for
amounts lower than $50,000 because printing jobs often
involve changes after the bid which may increase the number
of pages, specifications or other aspects of the project
and these frequently result in increased charges. The
buyer will issue Requests for Quotation based on the information
provided by the requisitioner. This process generally
takes four to six weeks to complete and place an order.
Other University purchasing policies also apply to printing
requirements. For further information contact Purchasing Services.
The requisitioner is responsible for providing adequate specifications
to the buyer. For any printing job which requires detailed
and complex specifications, it is recommended that the requisitioner
work with Creative Communications to develop the specifications,
prior to submitting the requisition to Purchasing Services.
Purchasing Services will take responsibility for resolving
any issue where the printed material supplied does not meet
the requirement of the specification, but will not take responsibility
for problems that arise due to an incorrect or ambiguous specification.
Any changes in requirements after the order is placed (change
orders) must be coordinated through Purchasing Services.
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