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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 $2,500

1. For printing requirements where the total cost does not exceed $2,500, including tax and shipping charges, the department shall use a PDQ (departmental purchase order).
   

$2,501 to $10,000

1. Requisitions must include all information necessary for the printer to do the job correctly.



2. 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.

$10,001 to $35,000

1. Requisitions must include all information necessary for the printer to do the job correctly.



2. 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 $35,000

1. Requisitions must include all information necessary for the printer to do the job correctly.



2. The University is required to conduct a formal sealed bidding procedure for all requirements which may exceed $35,000, except for those covered under existing University contracts. The buyer may also conduct formal bids for amounts lower than $35,000 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.