Printing

Definition of Printing Services

The requirements and resources on this webpage pertain to offset and digital printing services.

Campus Printing Services

It is recommended that units utilize university printing offices for printing services:

• UIUC Illini Union – Document Services
• UIC Creative and Digital Services
• UIS Campus Services (Please note – All UIS printing requests are required to be processed through Campus Services. See UIS Printing Requests below for more information.)

Printing services provided by internal campus services do not require informal quotes or a competitive solicitation.

UIS Printing Requests

All UIS printing requests are required to be processed through Campus Services. Printing requests sent to the Purchasing Division will be returned if authorization is not approved by the Director of Campus Services or their designee. It is campus policy that the university's interests be protected; therefore, Campus Services, with the Purchasing Division, will make formal requests for a bid for outside printing services.

A completed Campus Services Job Request Form must accompany all duplicating requests.

External Vendors

Printing services provided by external vendors over the small purchase limit require a formal invitation for bid. Printing services provided by external vendors under the small purchase limit require a demonstration of competition (informal quotes) as required in Section 7.2.3 of the OBFS Policies and Procedure Manual.

Requests for printing from external vendors may be made on an iBuy purchase requisitions.

No off-campus printing, copying or binding may be authorized until a Purchase Order has been issued or a PCard transaction has been authorized.

Printing purchases from external vendors may also be made using a Purchase Card (PCard) if the prevailing wage and soybean/vegetable oil-based ink requirements are met as described below.

Additional Requirements for External Vendors

University of Illinois Brand Standards

The University of Illinois System has standards for certain stationery materials, including items with logos, items with the University of Illinois System Seal, and business cards. If using a non-University of Illinois System source for printing these materials, units must obtain written confirmation from the appropriate system office to ensure that the proposed materials conform to those standards prior to submitting a requisition for printing services.

• System Office’s Office of External Relations and Communications
• UIC Office of Marketing and Brand Management
• UIS Campus Services
• UIUC Office of Strategic Marketing and Branding

Other Printing Requirements

Prevailing Wage Statement and Soybean Oil Based Ink Statement

The Prevailing Wage Statement required for all printing services) and Soybean or Vegetable Oil-Based Ink Statement (required for offset printing services) are terms outlined in the University of Illinois System’s standard terms and conditions attached to each purchase order.

Prevailing Wage Statement

• If using a vendor other than University of Illinois System printing services is being used to complete a printing request, vendor is required be in compliance with the "Prevailing Wage Requirements" section (30 ILCS 500/25-60) of the Illinois Procurement Code. This requires all printing services offered to the university to be performed by employees receiving the prevailing wage rate and working under conditions prevalent in the locality where the contract is to be performed. Any firm whose employees receive less than such prevailing wage rate, or work under less favorable conditions than those prevalent in the locality, shall not be considered as a source for printing services.
• The Director of the Illinois Department of Labor shall determine prevailing wages and working conditions. Questions regarding prevailing wages and working conditions can be addressed to the Department of Labor at 217-782-1710.
• The requirement for printing services to be provided by a vendor paying prevailing wage is incorporated in the university's standard purchase order terms and conditions.
• The vendor must complete and sign the Printing Services Statement for all offset and digital printing services.
• The vendor’s signature must be a wet signature or an Adobe digitally time-stamped signature. Signatures that are typed into the form will not be accepted.
• The statement must be signed by the vendor for each individual printing order. Previously signed vendor statements cannot be re-used for new orders.
• For printing services on a Purchase Card (PCard), a signed Prevailing Wage Statement certifying the vendor is in compliance with the prevailing wage requirements of the Illinois Procurement Code must be maintained with the order log and receipt.

Soybean Oil Based Ink Statement

• In accordance with Section 45-15 (Soybean Oil Based Ink and Vegetable Oil-Based Ink) of the Illinois Procurement Code, offset printing services offered to the university shall specify the use of soybean oil-based ink unless a State Purchasing Officer determines that another type of ink is required to assure high quality and reasonable pricing of the printed product.
• Vegetable and soybean inks are not used in digital printing. However, the vendor should still complete the form and provide a brief explanation about why these types of inks are not used in digital printing.
• The requirement for offset printing services to use soybean/vegetable oil-based ink is incorporated in the university's standard purchase order terms and conditions.
• For offset printing services on a Purchase Card (PCard), a signed Soybean or Vegetable Oil-Based Ink Statement certifying the vendor follows the soybean/vegetable oil-based ink requirements of the Illinois Procurement Code must be maintained with the order log and receipt.

In the event a Purchasing Card (PCard) is being used to purchase printing services, these provisions must be signed off on by the vendor prior to work being started.

If a vendor responds that they will not be utilizing soybean or vegetable oil-based ink on their Soybean or Vegetable Oil-Based Ink Statement, or they will not be paying prevailing wage on their Prevailing Wage Statement, then the purchase is not allowed on a PCard and a requisition must be submitted to the Purchasing Division.

Screen printing services applied to merchandise do not require these two statements to be signed. Example: Logos screen-printed on t-shirts, hats, bags, and mugs.

Acceptable Over/Under Runs

A plus or minus of 10% over/under runs is acceptable and customary in the printing industry.

Printing Services Paid with State Funds or on Behalf of Another State Government Body

Printing services paid for using State Funds or performed on behalf of another State government body (that are not fulfilled using University of Illinois System printing services) have additional requirements. Section (30 ILCS 500/20-105) of the Illinois Procurement Code requires that all books, pamphlets, documents and reports published by a State agency contain the following:

• "Printed by the Authority of the State of Illinois"
• Date of each publication.
• Number of copies printed.
• Printing order number.

Units must purchase stationery and other printed products with recycled material content whenever cost, specifications, standards, and availability are comparable to products without recycled content.

Location Specific Requirements

UIC

Units with University of Illinois Chicago are encouraged to use paper with at least 10% post-consumer waste content.