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Frequently Asked Questions Regarding the Purchase of Printing, Copying, & Mailing Services

Can I buy printing and copying directly with the print vendor?

In a previous Finance & Administration policy document, Printing & Mailing
Services was identified by the University as the sole agency for print purchasing and copying using State or University funds. This policy maintains compliance with State of Oregon, Oregon University System, and Oregon State University standards and guidelines for purchasing.

Do I have to use the bids all the time and, if so, how many bids are required?

Printing & Mailing Services, strongly recommends that we obtain bids for all jobs that are sent to an outside vendor. Legally, if a job is under $5,000.00, and to be produced outside, the customer can choose not to get bids but must request that Printing & Mailing Services send the job directly to the vendor of the customer’s choice. For jobs $5,000 and above, bids are required if outsourced (not printed at Printing & Mailing Services). Depending on the size and complexity of the job, Printing & Mailing Services will generally obtain between 5 and 12 bids.

When is a job generally outsourced?

Four-color process printing and web printing jobs that do not fit Printing & Mailing Services’ current capabilities and capacity are generally outsourced. Printing & Mailing Services and the customer may decide to outsource other work beyond these if it is in the best interest of the institution or if it is determined that it cannot be effectively produced internally.

Can customers choose vendors?

Customers may select the vendors from whom they would like bids. However, the vendor has to be approved by Printing & Mailing Services in advance. To ensure quality work, this may involve a review of the company and a visit to their manufacturing facility. Printing & Mailing Services may add other vendors to the bid list if it believes it to be in the best interest of the University and its customers and to meet the institution’s legal and social obligations. Customers cannot specifically exclude a vendor unless they clearly document the reason – such as prior performance, capability, etc.

What are the consequences if a customer does not follow the procedures?

The customer may be held personally liable for the cost of the job if Printing & Mailing Services does not have adequate documentation or has not been contacted by the customer prior to job production. If the vendor proceeds without authorization from Printing & Mailing Services, the vendor may not be able to obtain timely payment or any payment from OSU.

Who do I contact if I have an issue with Printing & Mailing Services?

If you have a concern, please contact Norene Collins (Print Procurement Specialist) and/or Cheryl Lyons (Interim Associate Director). You may also contact the Procurement and Contract Services office (PaCS) at Business Services. Printing & Mailing Services operates under the delegated authority of PaCS for print purchases.