ART SUBMITTED AND REPRINT ORDERS
To request print production for projects not requiring art consultation (such as a reprint of a previous job or the printing of an internal departmental document created by staff), or the printing of a project with copy changes, complete the Request for Printing Services, supply a print sample along with digital file and return it to the OutSourcing Office at MC 4-19.

Digital files are prefered whenever possible. We discourage camera-ready art (it can be submitted, but it will be scanned and submitted digitally to the vendors.

Your digital file will be maintained in our archive and available for subsequent reprints.

BID AND PRODUCTION PROCESS
Allow time for Outsourcing Services to let your project for competitive bid. Our current policy allows vendors 2-3 working days to respond to any bid solicitation. (Bid solicitations can be made simultaneously with design services.) You will be notified and asked for approval of the low bid and quantity prior to printing. Quick response will insure timely delivery.

Please fund GL 620010 account after approving your quotation. Purchase Orders must be approved prior to our engaging the vendor to produce the job. Projects without funding will be held until funds can be reserved.

Once a project goes to a vendor, a minimum of 7-10 production days allows for proper prepress, proofing, production and delivery.

Rush projects, though not encouraged, can be managed.
Please consult with the Outsourcing Office to assess the possibility of timely delivery.

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MAIL SERVICES
Many projects require delivery fullfillment services. Many of our vendors offer quality mail fulfillment. Among the services are digital imaging of forms from your database and Word merged document, auto inserting forms and materials into envelopes, tabbing of folded materials, mail list "pre-scrubbing" purging undeliverable addresses prior to labeling, presorting and barcoding resulting in significant postage savings.

With professional handling, Valencia can mail at a rate of .28 first class, .095 for some standard mail items. Access and Excel data files are most common submission. If you are planning on mailing, ask about the advantages of keeping professional mail processing.

Mail services are charged to GL 645010 and will require funding for quoted services.

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DELIVERY
Our vendors are instructed to deliver directly to Valencia Campus Shipping & Receiving. Vendors are instructed to mark cartons with recipients' names and mail codes. Any deliveries requiring loading dock facilities must also go to these locations and be distributed by Valencia internal resources. (McCoy Center and Osceola orders are routed through West Campus; Winter Park and Downtown Center are routed through East Campus.)

Curbside deliveries can be made direct to the Downtown Offices, Osceola and Winter Park Campuses when possible.

If a delivery receipt or invoice accompanies the order, please forward to our attention at MC 4-19 or fax to 1779.

Please notify the OutSourcing Office immediately with any quality or quantity concerns. We spot check deliveries for quality but cannot check every order. We will rectify any quality issues on your behalf with the vendor.

Vendors: get directions to our various campus locations.

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BILLING
To facilitate the tracking of Purchase Orders, the OutSourcing Staff will inititate and approve all requisitions for P.O.'s going to print vendors. The account you provide with your order will be charged using GL 620010. For projects where we are also facilitating the mailing: inserting, pre-sorting, labeling and mailing, you will asked to fund GL 645010 with the required funds to cover the handling charges. The cost of mailing services will be provided separate from the print production costs. This will not cover the cost of the USPS postage.

We cannot proceed without your correct account information and appropriate funding of the GL code(s). Vendors are instructed to mail their invoices to Accounts Payable at PO Box 3028, Orlando, FL 32802.

If a delivery receipt or invoice accompanies the order, please forward it to our attention at MC 4-19. We will forward it to A.P.

For answers to your P.O. Requisition or billing questions, contact Grace Rosales at x 1779.

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VENDORS
Valencia welcomes vendors who wish to be included as one of our suppliers. To be included on the Valencia approved list, visit the Procurement Web area and follow the steps provided.

The OutSourcing Office places project ranging from digital copying to full-color promotional brochures and mailers. Each project is submitted for bid to a minimum of three qualified vendors. To schedule an appointment to meet with us and present your company, contact Mike Malloy at 407-299-5000, ext. 1779.

We encourage minority owned businesses to contact our offices. We strive to include at least one minority owned business in every bid solicitation.

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