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Procedures for Requesting Printing

Procedures for Requesting Printing:
If the job is estimated to be over $2,000.00, and you are going through the BSU Printing & Graphics Department, bidding is not required regardless of cost. You can work directly with Printing & Graphics and Purchasing is not involved.

If your print job is estimated at less that $2,000.00(including freight charges) you may use your P-Card or request a PO to order if the vendor will not accept your P-Card. You are not required to obtain bids the job, but many people do so for budgetary purposes, and it is good business practice. The printing industry is a very competitive business and you can almost always get better prices by calling a few vendors for quotes.

If you do obtain quotes, remember Idaho vendors are preferable, and quotes should be requested from at least three (3) vendors. For any vendors outside Idaho, Idaho Statute requires 10% must be added to their bid only for purposes of determining low bidder.

If the job is estimated to be over $2,000.00, a requisition must be sent or faxed to Purchasing along with specifications and samples (if available) for bidding. Below you will find a list of the specifications required before Purchasing can issue a Request For Quotation (RFQ)

Required Specifications:

  1. Item to be bid and a brief description: (i.e. Annual Report: 8″x12″ booklet with 28 pages plus cover).
  2. Quantity: it is acceptable to ask for bids on different quantities, such as 10,000 and 20,000. Also the printing industry standard of overrun/under-run is 10%, but we can state no under-runs accepted or only 5% over/under quantity accepted. We just need to put that in the bid.
  3. Size: Flat Size as well as Finished Size of product.
  4. Page Count: Total number of pages plus cover or pages if self covered. A page is one side of a sheet of paper. If a sheet of paper is printed on both sides, it is counted as two pages.
  5. Paper Stock: Brand (if available), weight, texture, type, and color (i.e. Hammermill 70lb smooth text, ivory). Include choices for cover and text.
  6. Ink: number of colors and PMS numbers if available; 4/2 means four colors on one side and 2 on the other. 4 Color Process refers to the four process colors: yellow, magenta, cyan and black, which are normally used in the production of color pictures. Include choices for cover and text.
  7. Bleeds: does the color coverage go clear to the edge of the paper? Indicate one-side, two-sided, three-sided, or full (all four sides) bleed. Specify number of bleed pages with the above characteristics of bleed.
  8. Copy Prep: how will the design/text be given to the printer; (indicate software program used such as Macintosh/Quark Xpress 4.1/Photoshop 5.5), CD, disk, hard copy, film etc. Are there photos, screens or halftones? Your designer should be able to answer these questions.
  9. Proofs: what kind of proof do you want to see; digital color proof, digital black & white proof, digital blueline, PDF, presscheck.
  10. Bindery: if it is a book or brochure, do you want perfect bind, saddle stitch, or coil bind? Are there folds or die cuts? Are there inserts?
  11. Packaging: do you need specific packaging (i.e. must be packaged in boxes weighing no more than 40 lbs.; same quantity in each box; each box clearly marked with contents and quantity)
  12. Delivery: Due date for delivery and campus delivery location.
  13. BSU contact information if different than requisitioner.