Purchasing Steps

Purchasing requirements differ depending upon whether you are working on a new project or a revision to a previously printed job.

New Print Projects

Beginning the estimate

  • The Print Production Specialist meets with the Project Manager and Art Director to determine project needs.
  • Print production specialist develops preliminary project specifications for estimating then inputs the specifications in FileMaker Pro (under the Project Specs tab).

Choosing vendors

Select a minimum of three (3) vendors from our office's Vendors List according to the specs, quantity, and complexity of the job.

All Creative Services jobs must be bid with a minimum of three vendors. However, if the project is expected to cost less than $5,000, and there are not three vendors with the ability to perform the type of job, then fewer estimates are acceptable. If the project will cost more than $5,000, three bids must be obtained.

Requesting Quotations

  • Complete a Request for Quotation (RFQ) in FileMaker Pro and review with project manager and art director before sending to print vendors.
  • Email RFQ to vendors.
  • Most vendors will reply within 24-48 hours. If they do not, follow up with an email or phone call.
  • Once bids are received, review to be sure what vendor has quoted matches exactly what was requested on the print order.
  • Quotes must be submitted on vendor letterhead and be verbatim to the RFQ.
  • The lowest bid wins the job.
  • Enter results on the Vendor Pricing tab in FileMaker Pro, lowest bid in first section.
  • Enter figure in “Winning Bid” field.

Sealed Bids

• If a project will cost more than $39,999, then a sealed bid must be done with the Department of Purchasing.
• Contact our Business Office and let them know a sealed bid is needed.
• If you have vendors you’d like her to include on the sealed bid, provide their names and contact information.
• Sealed bids take approximately one (1) month to receive. Purchasing will contact you to let you know which vendor won the bid. You may then work with the vendor directly.

Previously Printed Projects

When doing a reprint or a job very similar to a previous completed print job, project managers may choose to mark changes on a copy of the last print order and provide to Print Production Specialist. The Print Production Specialist then follows the aforementioned purchasing guidelines.

Revised Bids

Bids sometimes need to be revised, for one or more of the following reasons:

  • If the bid is over three (3) months old and the project has not yet gone to print
    - Check with bidding vendors to determine if price still applies. If yes, have them resubmit their estimates with estimate date updated to that day.
    - If not, have them rebid.
  • When the specs of the job change

When a bid is revised, the previous bid must be submitted and saved in FileMaker. Information on how to accomplish this is restricted to select administrators. Check with the Print Production Specialist or the Assistant Director of Creative Services-Editorial for information about this process.

Stamping and Filing

Once the bids have been entered into FileMaker, print three copies of the RFQ and stamp as follows:

  • Project Manager Copy
  • Job Bag Copy
  • Billing File

The copies are distributed and filed appropriately. If a bid is revised, all copies must indicate “Revised” (see "Quote Header Text" drop-down box on the Vendor Pricing tab in FileMaker)