**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 

                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  TYPES OF PURCHASES REQUIRING               POLICY:  VII.A.7x
        SPECIAL PROCESSING                                         
                                                                    
                   
The following types of purchases require special processing without
regard to dollar amounts.

PRINTING - for other types of purchases requiring special
processing see page 7.1.7.4 - 7.1.7.8.

PRINTING OVERVIEW

NOTE: PER GOVERNOR MEMORANDUM, ONLY THE UNIVERSITY PRESIDENT
MAY USE GOLD SEAL BUSINESS CARDS OR PERSONAL STATIONERY, AND STATE
FUNDS MAY NOT BE USED TO PAY FOR GIFT CARDS OR CALENDARS.

DEFINITION - Printing is producing printed material by means of
inked type or printing press or by similar means.  Printing
includes, but is not limited to, the following areas:

          ø Copying (reproducing a printed copy by means of    
            xeroxing or photographic process)
          ø Color Separations
          ø Dies
          ø Lamination
          ø Scoring
          ø Die - Cutting
          ø Embossing
          ø Plate Making
          ø Stripping
          ø Typesetting
          ø Camera Work
          ø Design
          ø Consultation services for any of the above

Purchasing encourages the departments to use the University's own 
"in-house" printing department.  Printing Services can handle most
printing needs and departments should check with Printing Services 
before sending requisitions to Purchasing. 
If a department has contacted Printing Services concerning a
particular job, this should be noted on the purchase requisition 
along with the name of the person contacted; if not, Purchasing will 
contact Printing Services to review the request.

NOTE:  Because of the highly sensitive nature of printing, printing
should be requisitioned well in advance to avoid crisis situations. 

If University Printing Services is unable to fulfill a department's
requirements, the department must submit complete specifications to
Purchasing and Materials Services.  All printing not provided by
University Printing Services MUST be obtained by submitting a                                   
purchase requisitions and cannot be purchased directly by
departments using the Limited Purchase Order (LPO).  Bids will be
taken in accordance with Section 2.1-459 of the Code of Virginia.  

See also Policy VII.B.1, "Use of University Printing Services."


See also Procedure 7-21, "Preparation of Printing Specification
Sheet."

See also Procedure 7-20, "Preparation of Printing Requisitions."

See also Policy VII.A.2, "Purchase of Goods From Outside Vendors."

MULTI-COLORED PRINTING

State procurement regulations limit the use of more than one ink
color to certain types of promotional publications and forms.  ALL
requests for multi-colored printing MUST be in writing and approved
by Purchasing before production.  These requests are reviewed on an 
individual basis.  Each request should clearly address the four 
criteria used to approve multi-color printing:

     The audience of the publication,
     The promotional nature of the publication,
     The publication benefits to the State, and
     How the competitive environment requires use of multi-color
     printing.

RUSH OR EMERGENCY REQUESTS

Rush or emergency printing requests must be accompanied by a letter
of justification signed by the department head before they can be
honored and processed by Purchasing.  These requests will be 
evaluated on a case-by-case basis.  In emergency
situations, departments may either hand carry the purchase
requisition to Purchasing or call to obtain
a verbal purchase order number.

GRAPHIC ARTIST SERVICES

Graphic artist services are considered non-professional services.
If Printing Services cannot satisfy a departments graphic needs,
noncompetitive negotiation may be used by Purchasing and Materials
Services to procure these services when they do not exceed $750.00. 
For services exceeding $750, Purchasing will notify the 

Commonwealth's Office of Graphic Communications for a competitive
quotation. Every effort is made to rotate these procurements among
available sources.  
                   
REPRINTING

Reprints on jobs can be given to the original vendor if all of the
following are true:

     The department has retained a usable copy of the original
     negative; the reprint is exactly the same as the initial job,
     with no changes; and the cost of the job is not greater than
     10% per unit more than the original job.  If the job must be
     reprinted one or more times, then the total of all reprints
     jobs cannot exceed 10% per unit.

COMPLAINTS ON PRINTING VENDORS

A memorandum of complaint should be submitted to Purchasing
on any vendor with which a department has experienced problems.
The complaint should be prepared and forwarded as soon as a
potential problem develops or an actual problem occurs.  Purchasing 
will deal with the vendor on behalf of the department.

SUMMARY OF PRINTING PROCUREMENT DOLLAR LIMITS

PROCUREMENT OF PRINTING        PROCEDURE          

   Less than $1999.99          Competition not required.

   $2000.00 to $4,999.99       Solicit three sources by phone, in
                               writing, or using informed on-site
                               bidding.

   $5,000.00 to $14,999.99     Solicit minimum of four sources in
                               writing. (unsealed bids, 24 days)

   $15,000.00+                 Solicit minimum of six sources in
                               writing, using one of the following  
                               methods:
                               1.  Competitive sealed bidding,
                               2.  Two-step competitive sealed      
                                    bidding,
                               3.  Competitive negotiation.

     NOTE:  (A written justification is required for use of #2 and
     #3 instead of #1.)

SUMMARY OF PRINTING PROCUREMENT DOLLAR LIMITS (CONTINUED)

Departments acquiring their own telephone quotes must document the
quotes on the back of the purchase requisition submitted to
Purchasing and Materials Services.  This documentation must include
date of quote, shipping terms, delivery date, payment terms, and
vendor contact.

The department may mail or hand deliver the purchase requisition to
Purchasing and Materials Services for review, approval, and
purchase order issuance.  Purchase order numbers will not be issued
by phone for printing in excess of $2000 until the purchase
requisition has been received and reviewed by Purchasing and
Materials Services.

See also Policy VII.B.1, "Use of University Printing Services."


OTHER TYPES OF PURCHASES REQUIRING SPECIAL PROCESSING - FOR
PRINTING SEE PAGE 7.1.7.1.

ADP HARDWARE, SOFTWARE, OR RELATED SERVICES

NOTE:     PER GOVERNOR MEMORANDUM, ALL COMPUTERS MUST BE VOID OF
ALL COMPUTER GAME PROGRAMS.

Use of the Department of Information Technology's contracts (DIT
List) for automated data processing resources (i.e., hardware,
software, maintenance agreements, leases, lease-purchases, or ADP
related services) is MANDATORY.  Departments may purchase ADP
equipment which is NOT INCLUDED on the DIT List from Cavalier
Computers by using an IDT. 

See also Policy VII.N.1, "Acquisition of ADP Resources."

RESEARCH EQUIPMENT

Requests to purchase goods or services from a grant or contract
(Ledger 5) account which are expected to cost in excess of $999.99
must have the written approval of the Office of Sponsored Programs
prior to Purchasing issuing a purchase order.

See Also Policy VIII.E.1, "Property Accounting:  Overview."

EQUIPMENT FINANCING

Departments have several options for financing equipment.

See Also Policy VII.R.6, "Equipment Financing."                    

CARPETS, DRAPERIES AND FURNITURE

Requests for the purchase of carpets, draperies, and furniture must
be carefully coordinated with Purchasing and Materials Services'
furnishings & materials buyer to ensure selection of materials that
meet all applicable fire codes and State requirements.

FURNITURE is an item needed for convenience in an office.  It is a
movable article needed to make an office workable, and it includes:

     þ Desks                             ø Tables (all types)
     ø Seating (all types)               ø Couches
     ø Benches                           ø Computer Workstations   
     ø Bookcases                         ø Coat Racks
     ø File Cabinets                     ø Wardrobes
     þ Credenzas                         þ Office Systems*

VEHICLES

Purchase of vehicles requires the submittal of a CP15 form with a
purchase requisitions. Requests to purchase or lease vehicles must
have the approval of the Director of Parking and Transportation,
the Chief Financial Officer before Purchasing and Materials
Services can process purchase requisitions for such vehicles. 

RADIOACTIVE MATERIAL AND HAZARDOUS CHEMICALS

Requests to purchase radioactive material must have the written
approval of the Environmental Health and Safety Office before
Purchasing and Materials Services can process purchase requisitions
for these items.

HAZARDOUS CHEMICALS pose a threat to the safety of those working
close by. These materials are either toxic, flammable, acidic,
etc., in nature.  Using a purchase requisition allows Purchasing
and Materials Services to determine if the item should be stocked
in its ChemStores.  The ChemStores is constructed as a safe storage
area.

AIRCRAFT

The acquisition of aircraft requires the approval of the Director
of the State Department of Aviation.


* Not included are accessories such as pictures, frames, lamps,  
  hardware for office systems, plants, or metal mini-blinds.

APPROVAL FOR LARGE PURCHASES

University policy requires that requesting departments obtain Board
of Visitors approval for certain large purchases.  In these
instances, the Board is not concerned about the method of
procurement, but rather in approving both the purchase and the
execution of the contract.

Board of Visitor approval is required when:

The total price of a contract for goods exceeds $2,000,000 annually
or $5,000,000 during the life of the contract OR the total price of
a contract for services exceeds $1,000,000 annually or 2,500,000
during the life of the contract.

NOTE:  A department anticipating a procurement of this size should
seek vice presidential and Board approval well in advance of the
date the contract needs to be finalized.

Note:  Vice Presidential and Board approval should be sought by
departments anticipating purchases that are unusual, controversial
or unique in nature.

See also Procedure 7-9, "Obtaining Board of Visitors Approval for
Large Purchases."

See also Policy VII.R.1, "Contracts."
                  
FEDERAL SURPLUS PROPERTY

A dean, department head, principal investigator, budget officer, or
designated representative can visit the Federal Surplus Property
Agency in Richmond to review and possibly select available surplus
property.  To be admitted, individuals must present a letter of
authorization for entry prepared in advance by Purchasing.
By telephoning Purchasing one day in advance of the selected
trip, Purchasing can have this letter ready for pick-up. 
Purchasing will need this data:  date of
visit, department, individual, and account number (code). 
Purchasing will require a signature and
identification when the letter is picked up.



ISSUED BY:                                                 01/04/94

Chief Contracting Officer       
                             7.1.7.1