This policy establishes the requirements for members of the Brown community to work with University-approved vendors for print projects sponsored by a Brown University academic or administrative unit, activity or program that meet the External Print Vendor Program criteria.

This University-wide policy applies to all Brown faculty, staff, and recognized student organizations seeking to print Essential Print Projects sponsored by a University academic or administrative unit, activity or program. Essential Print Projects meet the criteria in section 3.1 and cost $3,000 or more (thereby requiring a Purchase Order). This policy does not apply for Brown faculty, staff and recognized student organizations completing Quick Print Projects through a local or online retail copy shop or desktop printer with a cost of less than $3,000. Splitting the cost of a Quick Print Project transaction to stay below the $3,000 threshold is prohibited. Split transactions occur when a single order costing more than $2,999 is broken into two or more transactions to bypass the requirements of this policy.

The Brown External Print Vendor Program is a fully outsourced model for printing that enables faculty, staff, and recognized student organizations at Brown to produce Essential Print Projects through a pool of approved external vendors that have entered into Participation Agreements with the University.

This policy requires that Brown faculty, staff, and recognized student organizations completing Essential Print Projects, which are those that meet the criteria in section 3.1 and cost $3,000 or more, hire a University-approved External Print Vendor aligned with the following institutional goals:

• Ensure that quantity-based pricing structures for specific categories of print jobs are competitive within the marketplace;
• Ensure that External Print Vendors provide high-quality print products within reasonable timeframes;
• Ensure that the University partners with External Print Vendors that are knowledgeable about laws governing areas such as privacy rights and permissions, copyright, trademark, and licensing; and
• Ensure that the University upholds its commitment to sustainability through partnerships with External Print Vendors that are committed to sustainable best practices in printing.

Units at Brown seeking to produce an Essential Print Project with External Print Vendors (e.g., brochures, reports, booklets, postcards, etc.) must select from a University-approved pool of vendors that specialize in a range of product types.

Quick Print Projects that can be delivered through a local or online retail copy shop or desktop printer (e.g., flyers, posters, labels, note cards, table tents, name tags, class handouts, syllabi, etc.) and cost less than $3,000 are not required to go to a University-approved external vendor in the program but Brown units may still choose to do so.

For print projects designated as OUC-Managed Print Projects (e.g., business cards, stationery, diplomas and certificates), all requests must be submitted to the Office of University Communications (OUC) via its website. Requests for business cards require written approval from the unit’s cost center manager and a work tag at the time of request.

The University’s competitive bid requirements apply to purchases made through this program. The External Print Vendor Program requires the University-approved vendors to agree to maintain consistent pricing structures to protect against drastic variance in pricing across Brown. However, it is also strongly recommended that multiple quotes be obtained from the pool of approved vendors for purchases under the competitive bid requirement threshold to ensure the best price.

All External Print Vendors in the program are registered as Brown University Suppliers and have signed Participation Agreements with the University. Essential Print Projects that cost $3,000 or more must follow the University’s Purchase Order requirements. Essential Print Projects do not require a Professional Services Agreement. The University’s Delegations of Signature Authority for Contracts applies.

For the purpose of this policy, the terms below have the following definitions:

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure compliance with it.

Originators of print projects: All individuals to whom this policy applies are responsible for becoming familiar with and following this policy when submitting, paying for or completing print projects.

Office of University Communications (OUC): Governs the External Print Vendor Program and ensures that External Print Vendors provide print solutions that align with the University goals as stated in the Policy Statement.

Strategic Purchasing, Contracts & Insurance (SPCI): Reviews purchase requisitions for compliance with the University’s competitive bid requirements and to ensure business process in Workday have properly routed for approvals.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff and faculty) disciplinary procedures.

Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.