PRINTING AND PUBLISHING FAQ'S
Why must I submit a work order for an estimate and why am I charged for an estimate?
Effective October 12, 2004, the Printing and Publishing Office has determined that there is a need to track and charge to cover the costs of providing estimates for customers. PPO is an ASF funded agency that must charge fees sufficient to cover services and costs. Commercial printers may not openly charge estimate fees as they guild the cost of providing estimates into printing prices. PPO does not do this and therefore charges a fee for those customers who wish this service.
There is a $10 fee to provide an estimate for a print job and all requests must be submitted on a Work Order Request form. Estimate fees will be charged regardless of a decision to run a print job or not. Estimates will be assigned a tracking number that can be associated with any eventual print orders and referenced in correspondence with the Printing and Publishing Office.
This is necessary to ensure that we are quoting you the specifications for the job you request and also to ensure that the job we print is the same job quoted. Our prices are valid for the specifications quoted and good for 60 days. Any variation from the specifications quoted may subject the price to change for the final print order. Please remember that an estimate price does not guarantee a final price for your print order.
You may complete the Work Order Request form and send it as an e-mail attachment to PPOWorkOrder@state.de.us. As an additional piece of information, we prefer any files submitted as a PDF which you may also attach and send to us electronically. If you would prefer, you may deliver them to either PPO location.
How long will my print job take to complete?
Print orders normally take 7-10 business days after final proof approval. Jobs that require special paper, finishes, or unusual binding may take longer. Large quantities and special delivery requests may also extend the normal completion time for a print order. If you have questions about the turnaround time please contact the Printing and Publishing Office to speak with an agency representative.
Why can’t I get a price list and prepare my own estimate or get an itemized bill for each print job?
Printing and Publishing is an ASF funded agency and operates as a pass through organization for printing costs. Prices are subject to change as supply prices change in the area of inks, paper and other materials used in the processing of print jobs. This market is relatively volatile and we are not interested in having customers request jobs using outdated prices or setting false expectations for printing costs that will not be true when complete.
We also have not compiled a price list that customers could use “al la cart” as the finished product is not priced solely on certain materials such as ink and paper. Jobs require variables that involve everything from outsourced portions of jobs where our shop does not have the current capabilities to perform, negatives needed for press runs and the price changes in the market for them on press work, the method of printing and scale of economies for digital press versus off set presses, the numbers of colors used in a job (which is something the pressmen do and not always the customer), etc. Jobs also change in price based on quantities requested and a variety of variables too numerous to mention.
Commercial printers can list prices because they have a built in profit margin that absorbs market shifts and increases in costs of raw materials. In order to save taxpayer monies we must price each job individually so we can charge a lower price than setting rates comparable to commercial printing from outside vendors.
Approval of a proof is your authorization that a job is ready for print. Printing and Publishing does not proofread customer’s jobs as only the customer knows what they want and are looking for. You must approve a proof prior to printing so we have received your approval that the job is ready for press. Jobs requiring reprints after proof approval will necessarily be charged as a separate print request. For jobs that a customer has not requested a proof, we will run the job as submitted.
Why am I responsible for proofreading my jobs prior to submission?
Printing and Publishing does not proofread customer’s jobs as only the customer knows what they want and are looking for. Jobs that are submitted for straight printing are expected to be press ready. Changes to content, spelling and grammar after submission for printing may incur additional costs and proof fees as well as impact production schedules and delivery agreements for print products. Any grammar or spelling errors caught by Printing and Publishing staff are only a courtesy and the responsibility for proofreading remains with the customer.What is your procedure for outsourcing print jobs?
Printing and Publishing makes every effort to produce print jobs in-house, but if we determine that a particular job is beyond our current capabilities we will research which vendor can do the job based on the award notice of the outsourced printing services contract (07-484A-HR). Outsource jobs will be awarded to vendors on this contract in a rotating fashion according to which vendor has the capability to complete the job.
When requesting reprints, Printing and Publishing usually sends the job to the vendor who printed it previously in order to maintain consistency. In addition, agencies may suggest that a job be sent to a specific vendor on the outsourced printing contract.
If it is determined that the print work will be $10,000 or more, we will obtain quotes from three vendors on the outsourced printing contract and then award the job to the lowest priced bidder. If none of the vendors on contract have the capabilities to do the work requested, then the small purchase procedures and thresholds are followed.
Why can’t I go straight to a vendor of my choice to print my job?
Printing and Publishing is responsible under 29 Del. C., §6308A(i) to accomplish the printing needs of state agencies. Printing and Publishing has the same capabilities as many private vendors at cheaper prices. Printing and Publishing also is responsible for acquiring, with the assistance of the Contracting unit of GSS, vendors who will perform outsourced printing needs for state agencies. Vendors bid on these contracts based on statewide print volume and the only way to provide this is through Printing and Publishing being the conduit for state printing needs. Printing and Publishing also is better able to determine future printing equipment needs based on customer requests that must currently be outsourced. Printing and Publishing will be happy to facilitate your print orders including any requests that previously been handled through a vendor.
If I receive an approved Color Waiver, can I go to a vendor of my choice for printing?
No. A Color Waiver allows an agency to print more than two (2) colors. An agency must still use Printing and Publishing for their printing needs in accordance with 29 Del. C., § 6308A(i) and Executive Order 39 of the du Pont Administration.
