Purchasing and Business Services Manual (PUR)

Effective: 7/1/1992

Revised: 7/1/2010

PUR 402–04: Printing

Purpose

To provide for the university’s printing needs

Sources

Arizona Board of Regents Policy Manual - 3-803

Purchasing and Business Services

Applicability

All requests for printing

Policy

University policy defines how departments acquire printing services and products. Printing acquisition at ASU is divided into four categories, and departments must follow procedures for each category:

• Business Systems, including business cards, letterhead and stationery, and envelopes
• Print orders costing less than $5,000
• Print orders costing between $5,000 and $49,999
• Print orders costing $50,000 or more

For all printing needs, departments must comply with the University’s Graphic Standards.

Business Systems (Business Cards, Letterhead and Stationery, and Envelopes)

Departments order business cards, letterhead and stationery, and envelopes directly through the ASU Print & Imaging Lab at the Polytechnic campus. To contact the ASU Print & Imaging Lab, call 480/727–1636.

Print Orders Costing Less than $5,000

If a print job costs less than $5,000 and the department pays using a Purchasing Card (preferred) or a Departmental Limited Value Purchase Order, the department may obtain printing from a source/vendor as the department chooses. Purchasing and Business Services recommends that departments use print vendors under contract. Contracted printers are located on the SunMart site.

Print Orders Costing Between $5,000 and $49,999

If a print job costs between $5,000 and $49,999, the department obtains three quotes (preferably from print vendors under contract). If the department wishes to use the lowest quote and pay for the work with a Purchasing Card, the department must e-mail the quotes, the last four digits of the Purchasing Card number, and the cardholder’s name to the P-Card Administrator and the print commodity buyer.

Should the department wish to use a vendor that did not submit the lowest quote, the department must also include a detailed justification for using that vendor. Purchasing and Business Services will review the request and decide whether or not to increase the department’s requested Purchasing Card limits to allow the transaction for the print job.

Print Orders Costing $50,000 or More

If a print job costs $50,000 or more, the department must send detailed specifications to the print commodity buyer so that Purchasing and Business Services can do a formal solicitation for the printing.

Cross-References

For related information on bidding, see:

1. PUR 302–02, “On-Campus Goods and Services List”
2. PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria”
3. PUR 305–01, “Bidding Requirements for Procurements Costing Less than $25,000”
4. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $25,000 but Less than $50,000”
5. PUR 306–01, “Bidding Requirements for Procurements Costing $50,000 or More”
6. PUR 306–02, “Waiver of Bidding Requirements for Procurements Costing $50,000 or More”
7. PUR 501–01, “Information to Vendors”
8. PUR 501–02, “Advertising for Bids”

   and

9. PUR 501–03, “Bid Security and Performance and Payment Bonds.”

For related information on sole source and emergency procurements, see:

1. PUR 303–02, “Sole Source Procurement/Justification”

   and

2. PUR 307–01, “Emergency Orders.”

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