Class 4 FlatFold User Guide.pdf

State of Wisconsin

Class 4 Printing: Flat and/or Folded

User Guide

Date: Monday, July 03, 2017

TABLE OF CONTENTS

1.0 Introduction

2.0 Exemptions / Waivers

2.1 State owned print shops

2.2 Less than $50 rule

3.0 Technical Terminology

4.0 Print Log

5.0 Identify Which Price Chart to Use

6.0 Price Charts

7.0 Paper

7.1 Calculating Paper

7.2 Ordering Paper

8.0 Special Price Quotes

9.0 Order Supplement

10.0 Placing the Order

11.0 Proofs

12.0 Receiving the Finished Print Job

13.0 Shipping

14.0 Auditing the Invoice

15.0 Paying the Invoice

1.0 Introduction

The Constitution of the State of Wisconsin and the State Statutes therefrom, Chapter 35, requires all printing provided by commercial printers to be purchased by competitive bid no matter the dollar value.

Even if the cost of the print job is zero ($0) dollars the print job must go through a bidding process (See section 2.0 Exemptions / Waivers). There is no “best judgement” purchases associated with print procurements. To simplify the purchase of printing in the state, the Bureau of Procurement maintains several statewide mandatory printing contracts. This document serves as a user’s guide to assist all end users in purchasing Class 4 Flat and/or Folded print jobs.

This contract is broken into eight (8) LOTs which are further broken down by number of colors, size, and quantity.

For more information about the State’s printing program see:

• Chapters 35 and 16 of the Wisconsin State Statutes

• PRO-J series of the State Procurement Manual

• Or contact:

Bill Goff Print Procurement Manager Dept. of Administration, Bureau of Procurement Phone: 608-266-1002 william2.goff@wisconsin.gov

The State Bureau of Procurement also offers the class “Purchasing Printing for the State of Wisconsin” for anyone in the state that may have a need to buy printing for their agency or UW campus/college.

2.0 Exemptions / Waivers

Waivers are not allowed on these statewide mandatory print contracts. The reason is because of all the other avenues available outside of the contract.

2.1 State owned print shops

All state owned print shops are exempt from chapter 35 regulations. A state owned print shop includes all the print shops located within the UW system and within any state agency such as Badger State Industries (BSI) within the Department of Corrections at Columbia County or UW Madison print shop. If one of these state owned print shops are used, then no bidding needs to be done and the paper is normally supplied by the state owned print shop. Depending on both the rules for the purchasing agency or UW campus/college and the rules of the state owned print shop, no purchase order is needed, purchase card can be used, and direct billing may be available.

2.2 Less than $50 rule

Per s.35.015(2) any printing for a single print job which may be printed at a cost less than $50, other than stationery, is not subject to Chapter 35. As mentioned this rule does not apply toward stationery. All stationery must go through the bidding process and paid via purchase order.

Stationery consists of letterhead, note paper, etc. and envelopes. Business cards are not considered stationery.

3.0 Technical Terminology

Printing has a variety of terms that are used and may not be clear to the buyer who only has occasional need for printing. A comprehensive glossary of printing terms can be found at http://www.printindustry.com/Glossary.aspx.

There are a few terms, which are important to understand when using this contract.

Specialty Folds Gate folds, map folds, and other complicated folds are not priced in this contract.

When these complicated folds are needed a special price quote is required from the print vendor.

mailto:william2.goff@wisconsin.gov http://www.printindustry.com/Glossary.aspx

Pantone Matching System (PMS)

These are single specific colors defined by a number. Example: PMS 185 is a specific red color.

Process Color /

CMYK

Process Color is also called CMYK. These are the colors used for four-color process printing using (C) Cyan, (M) magenta, (Y) yellow, and (B) black.

Varnish This is treated like any PMS color. A varnish is clear and is applied to help protect the printed project and give it a more finished appearance.

Die-cut Whenever a printed project has a special cut which is not square is called a die-cut.

FTP File Transfer Protocol. All vendors are required to have a file server setup to receive artwork through the internet.

Work and Turn In prepress and printing, an imposition or layout in which a printing plate containing both the front and back of a sheet are mounted on the press at the same time and print on a double-size sheet of paper. When half the required number of sheets have been printed, the printed sheets are flipped over (keeping the same gripper edge) and run through again. After cutting the printed sheets in half, the job will be done, and it required half the number of impressions that would have been required with standard one-up printing.

Plus Cover These are booklets where the cover of the booklet is a different paper than the body of the booklet. The number of pages will be for each side of each body page. Do not include the four (4) pages for the cover. A plus cover is always four

(4) pages less than the entire booklet page count.

Self-Cover These are booklets where all the paper is the same throughout the booklet including the cover of the booklet. The number of pages will be for each side of each page.

Perfect Binding A booklet which is bound at one (1) edge with glue.

Saddle Stitching A booklet which is folded in half such as 11 x 17 folded to 8 ½ x 11 and stapled through the fold allowing the document to be viewed like a book.

Score Whenever heavy stock is folded an indentation is applied to help where a fold will be made to prevent the ink from breaking when folded.

4.0 Print Log

At the end of every fiscal year the joint committee on finance requires the Department of Administration to report on all printing done by the state at both state owned print shops and at commercial print vendors. It is very important that every end user record their print purchase and report it to the State Bureau of Procurement for the end of fiscal year print report. The report is needed by August 1 of every year.

The report needs to contain:

• Name of Print Vendor

• Form Title / Form #

• Quantity

• Total cost for printing only

• Contract # used

• Final size of print job

• # of inks per side (i.e. 3/1, 2/2, 1/1, 4/4, etc.)

• Was the paper supplied by the state or the print vendor, if the paper was supplied by the print vendor how much the cost was for the paper, this is important so the paper cost can be taken out of the cost of the print job.

Multiple reports are sent to the State Bureau of Procurement from end users. Reports are drawn from the State Purchasing Card administrator, Vendor Quarterly Reports, Badger State Industries, DOA Publishing, UW System and every state agency / UW campus / college. When all the reports are combined duplicate entries are created. Having as much information as possible listed above assists in removing duplicate information.

5.0 Identify Which Price Chart to Use

In the contract folder located on VendorNet there is a document named “Vendor Index and Information”.

This document lays out all eight (8) LOTs. The LOT to be used is determined by the number of colors for the print job, flat size of the print job, and the quantity. The column at the far right identifies the price chart within that LOT to use.

6.0 Price Charts

The price charts are created by the State of Wisconsin. Those who bid on these LOTs are to supply a percentage off the price charts. The award goes to the bidder with the greatest percentage off the price charts. In the “Vendor Index and Information” file the percentage off, referred to as “Bid Rate”, is highlighted in yellow.

The price charts contain pricing for billable line items to be entered onto the order supplement (excel file), sheet size for documents with bleeds and sheet size for documents without bleeds, and number of sheets to be used to calculate the number of sheets needed to produce a document. The prices shown are then discounted, as shown on the order supplement, by the percentage supplied by the bidder.

7.0 Paper

Some of the statewide mandatory print contracts come with paper as part of the contract. However, for this contract it is designed to have paper purchased separate. The paper is purchased from the statewide mandatory paper contract and shipped directly to the print vendor. Paper purchases will normally be paid using a purchase card. If the total cost of paper costs more than allowed on the purchase card then it may be necessary to request a temporary increase for the purchase card or a purchase order will need to be created. Consult the statewide mandatory paper contract for contact information for each awarded paper vendor. The sales representatives for each awarded paper vendor are very helpful and ready to assist in determining an appropriate paper for the print job. Ultimately it is the responsibility of the ordering Agency to define the paper for the print job.

It is possible to have the print vendor supply the paper for a print job. Paper purchased by the state from the statewide mandatory paper contract is cheaper than having the paper supplied by the print vendor. An individual print vendor may purchase large amounts of paper over the course of a year; however, the state purchases paper in much larger volume than any one print vendor. This gives the state more purchasing power than the individual print vendor. For this reason the state is able to purchase paper at a much lower cost than the individual print vendor.

7.1 Calculating Paper

To calculate the number of sheets needed for the print job, fill out the “PaperCalculator” which is a separate tab at the bottom of the MS Excel order supplement (DOA-3008).

The areas in red are carried over from the “FlatFolded” tab and are not allowed to have entries made from the “PaperCalculator” tab. If changes are needed in the red area, those changes will need to be made from the “FlatFolded” tab. Data is allowed to be entered only in the areas below the black line or in the clear entry spaces. The calculation fields, highlighted in green, will automatically populate and are also restricted from entries.

Each field is connected to a table with more information about the field. Click on the field heading and the document will jump to the table. Unfortunately, it will be necessary to scroll back to the order supplement after viewing the field information.

REF. NO. DEPARTMENT/UNIT DEPARTMENT CONTACT NAME PHONE NO. DATE

PURCHASE ORDER NUMBER

Entered By EMAIL PRONE NO. REFERENCE PRO-E-1

CONTRACT STATE CONTRACT NO CMDTY FORM NAME FORM NUMBER

REQ NO.

QTY SIZE WIDTH LENGTH

# O F

CO

LO

RS

INKS FC BK BLK CMYK PMS INKS PREVIOUS PO

FLAT SIZE x

TEXT /

NUMBER

FOLDED SIZE x

TYPE OF JOB DATE

ELEC. FILE

WILL BE

READY

REQUESTED SCHEDULING PRINTING / ORIENTATION FINISHING

PROOF DATE DELIVERY DATE One Side Head to Head # of Letter Press Score(s)

Type of Pub.

Two Side Head to Foot # of Perforation(s)

Current Copy Other (See Comments) # of Fold(s)

DIVIDE PAPER

IN HALF

Paper Sup. By PAPER SPECIFICATIONS

AG PRT VENDOR WDTH LNGTH WT COLOR BRAND / ITEM # Paper Furnished By x

MR Run/M Fold MR Per Fold MR Fold Run/M Score MR Score Run/M Perf MR Perf Run/M Extra MR Extra Run/M

Total Sheets Price/M Paper Cost Paper Cost Paid by Agency $ -

- $ - Paper Cost Paid by Printer $ -

Total Paper Cost for Print Job $ -

ALL FIELDS ABOVE THE SOLID BLACK LINE AUTOMATICALLY COME IN FROM THE "FLATFOLDED"

TAB. THESE FIELDS ARE NOT ALLOWED TO BE ALTERED FROM THIS VIEW. IF YOU NEED

SOMETHING CHANGED, YOU WILL NEED TO CHANGE IT ON THE "FLATFOLDED" TAB.

To find the numbers that need to be entered in the Make Ready, Run, Fold, Score, Perf, and Extra, the price chart is used. These numbers are found on each price chart in the “Stock Usage”, “Folding”, “Letterpress Scoring/Perforations”, and “Extra Stock for One Color Backups and Additional Color Each” sections. When retrieving the number of sheets needed from the “Stock Usage” section it is necessary to follow the column down most closely matching the print job color configuration.

The number of sheets needed when “Folding”, “Letterpress Scoring/Perforations”, and Extra Stock for One Color Backups and Additional Color Each” remain the same no matter the color configuration.

This solution is not always perfect. With the different versions of MS Excel it may be this version does not work on the local machine. Also there are special circumstances where the number of sheets needs to be manipulated. These MS Excel order supplements are protected but without a password. The “Unprotect Sheet” located under the “Review” menu item at top will make it possible to override equations to make the numbers come out as needed for the print vendor. Do not be concerned about changing the file as the VendorNet file will not be overwritten.

7.2 Ordering Paper

When ordering paper from the statewide mandatory paper contract there needs to be a clean way of communicating the paper choice with both the paper vendor and the print vendor. A simple MS Word document can be used to make the communication clear. Below is an example of such a document.

State of Wisconsin Paper Order This is not a purchase order.

Date: ? P.O. # ? Buyer: ?

Ship To:

Bill To:

Please call ? at ? to get p-card number to charge for this order.

Ordering Agency:

Delivery By: ? Vendor: ? E-mail: ?

Sales Rep contact information:

Sales Rep contact information:

Quantity Size Wt. Description Total Cost

Reference #:

Form Name:

Form Number:

Please include reference # on packing slip

The paper vendor will know exactly what is being ordered, where to ship the paper, and who to contact to pay for the order. The print vendor will have an easier time matching the paper with the print job.

There are additional ways to order paper such as the paper vendor website purchasing online or calling the sales representative directly.

8.0 Special Price Quotes

This contract covers the basics for printing. There are many situations in which a special feature may be required with a specific print job but the price chart does not have a price. When this occurs it is required to contact the contracted print vendor and request a price for this special feature. These costs are not subject to the bidders Bid Rate. These costs are 100% with no discount. The ordering Agency and print vendor must negotiate a cost. Normally the print vendor just gives a price. The order supplement has a place specifically setup to enter this cost. Each subtotal cost is summed up and automatically calculated in the “Total Price Quote” space.

If an explanation is needed, click on the heading. This will redirect to a table with each field definition/explanation.

Identify Special Price Quotes

(*these items will not have the bid rate applied toward them)

SUBTOTAL

SUB-TOTAL PRINT

$ - Bid Rate -0.00% $ 0.00

$ - Total Price Quote

$ 0.00

$ - TOTAL PAPER COST

$ - Amount Due Printer (including paper if applicable) $ -

$ - $ 0.00

9.0 Order Supplement

The order supplement is an MS Excel file made to perform some automatic calculations. These order supplements are not required to be used but are meant to be a tool to assist with making a clean well understood print job.

These order supplements are designed to fill the needs of all end users. Some fields may not be needed by every end user. Each field in the order supplement provides very specific information.

Each field is connected to a table with more information about the field. Click on the field heading and the document will jump to the table. Unfortunately, it will be necessary to scroll back to the order supplement after viewing the field information.

Wisconsin Department of Administration

Class 4 Flat and/or Folded Print Order

Division of Enterprise Operations

Ch.35.03, Wis. Stats. State Bureau of Procurement

DOA-3008 (R04/2017) http//vendornet.state.wi.us/

Fill in the appropriate information. Check boxes must be filled by using an "X". The "CONTRACT" box is a drop down. Please select the contract you are using. The vendor discount rate and information will automatically populate based on the contract you select. Quantities need to be entered in the "QTY" box so paper can calculate correctly. Please enter all paper information on the "PaperCalculator" tab (next page of spreadsheet). Subtotals will automatically calculate. The big red box covering the paper information will not print. You populate the paper information from the "PaperCalculator" tab.

Send this form with your order to the vendor. Enter the price chart number you are using to get your pricing from so the vendor knows which price chart to use and verify your numbers.

REF. NO. DEPARTMENT/UNIT DEPARTMENT CONTACT NAME PHONE NO. DATE

PURCHASE ORDER NUMBER

Entered By EMAIL PHONE NO. REFERENCE PRO-E-1

CONTRACT STATE CONTRACT NO CMDTY FORM NAME FORM NUMBER

REQ NO.

QTY SIZE WIDTH LENGTH

O

F

C O

L O

R S

INKS FC BK BLK CMYK PMS INKS PREVIOUS PO

FLAT SIZE x

TEXT /

NUMBER

FOLDED SIZE x

TYPE OF JOB

DATE

ELEC. FILE

WILL BE

READ

REQUESTED SCHEDULING PRINTING / ORIENTATION FINISHING

PROOF DATE DELIVERY DATE One Side Head to Head # of Letter Press Score(s)

Type of Pub.

Two Side Head to Foot # of Perforation(s)

Current Copy Other (See Comments) # of Fold(s)

$ CHART INFO Pap. Sup. By Divide Paper PAPER SSPECIFICATIONS (Click on tab “PaperCalculator”) MR = Make Ready

Text Price Chart

AG PRT

VENDOR WDTH LNGTH WT BRAND MR Run/M Total Price/M Paper Cost x - - - $ - $ -

ALL PAPER SPECIFICATIONS AUTOMATICALLY COME IN FROM THE PAPER CALCULATION VIEW. THE PAPER FIELDS ARE NOT ALLOWED TO BE ALTERED FROM THIS VIEW. IF YOU NEED SOMETHING CHANGED, YOU WILL NEED TO CHANGE IT ON THE PAPER CALCULATION VIEW.

Proofs LINE ITEMS UNITS PRICE SUBTOTAL LINE ITEMS UNITS PRICE SUBTOTAL

No Proof Text File Edits $ - LtrPress Score Int. MR $ -

PDF Proof via Email File edits are only when the ordering agency requests the print vendor to make changes to the supplied file

LtrPress Scr/Rule MR $ -

Position Proof LtrPress Score Run/M $ -

Color Proof Perf Initial MR $ -

Disposition of Files/Artwork Text Setup $ - Perf Per Rule MR $ -

Retain Return Text Run/M $ - Perforations Run/M $ -

CD/DVD/Flash Drive Text Position Proof $ - Plate Change, ea $ -

Electronic File via FTP Text Color Proof $ - Plate Deletion, ea $ -

Print Ready Files Other than Blk Ink, ea $ - Padding, w/o chip $ -

Metallic Ink, each $ - Padding, w chip $ -

Bleeds/M $ - Pad Carbonless/M $ -

Files Sent via 5th + Color Ink, ea $ - Drill up to 3 holes MR $ -

FTP Email USPS 5th + Clr Ink, Run/M $ - Drill up to 3 holes Run/M $ -

File Name Work and Back $ - Drill ea add’ hole MR $ -

1 Clr Bkup MR $ - Drill Cvr Stock Run/M $ -

1 Clr Bkup Run/M $ - Band / Bundle - Bulk $ -

Items Enclosed with Order Run Cvr/Hvy Stck/M $ - Band / Bundle – Spec. Qty

Disk or CD Folding Initial MR $ -

Color Composite Laser Folding Per Fold MR $ - Shrinkwrap – Spec. Qty $ -

Separation Laser Proof Folding 1 Fold Run/M $ - Kraft Wrap – Spec. Qty $ -

Previous Sample Add’ Fold(s) Run/M $ - Text Exact Rpt Ded $ -

Binding Dummy Identify Special Price Quotes

(*these items will not have the bid rate applied toward them)

SUBTOTAL

SUB-TOTAL PRINT

$ - Bid Rate -0.00% $ 0.00

Inks and Coatings $ - Total Price Quote

$ 0.00 4 Color Process Black Only $ -

Black plus 1 plus 2 plus 3

$ - TOTAL PAPER COST

PMS inks only UV $ - Amount Due Printer (including paper if applicable) Aqueous Matte Varnish $ -

Gloss Varnish Dull Varnish $ - $ 0.00

PMS Inks colors requested

1st PMS # 2nd PMS # 3rd PMS # 4th PMS #

Comments, Instructions, and Additional Specifications PRINTER NAME

This document can be made available in alternate formats to persons with disabilities, upon request.

10.0 Placing the Order

With the cost of the paper determined, the paper order needs to be sent to the paper vendor and end user. Depending on the order Agency, either the paper vendor or the person identified on the paper order may contact the other for the purchase card information.

With the cost of the print determined, a purchase order needs to be created. Once the purchase order is finalized, a pdf of the purchase order, pdf of the order supplement, and the artwork needs to be sent to the print vendor. Depending on the file size of the artwork these items can be sent via email or it may be necessary to use the print vendor’s file transfer protocol (FTP), United States Postal Service or some other delivery service may be used to send the files to the print vendor; however, it is best to use either email or FTP.

11.0 Proofs

Position proofs are required to be ordered with all new and revised print jobs. These position proofs do not need to be mailed to the ordering Agency. It is possible to order a PDF proof at no cost and receive it via email.

When a proof is mailed to the ordering Agency it is important to note the proof must be sent back to the print vendor indicating if the proof is “OK AS IS” or “OK WITH CORRECTIONS” or “CORRECTIONS NEEDED SEND NEW PROOF”. The print vendor will not proceed with the print job until the proof is returned and marked appropriately. An email response is not a substitute to sending the proof back. The signed off proof is needed at the press to make sure the print job is being printed correctly.

For this reason, a print job is broken into 2 stages; the proof stage and the production stage. The production stage will not begin until the proof is sent back.

12.0 Receiving the Finished Print Job

When the finished print job arrives, it is important to look them over carefully to ensure they were done correctly. The invoice needs to be paid within 30 days. If after the 30 days a problem is found with the finished print job it becomes more difficult to have the print vendor correct the error.

13.0 Shipping

Normally shipping is included in the price charts as long as it is to an interior/ground floor or inside dock.

However, shipping is only included when there is only one shipping location. If the print job is being shipped to multiple locations, the print vendor ships to the first location (most expensive location) free and is allowed to charge for shipping to the other locations. The contract language is “Orders with more than one delivery point (including specific room number, floor number or “no dock available” destinations, beyond one major destination) must be communicated and cost supplied to ordering Agency in writing and may be shipped prepaid with actual freight charges for the additional locations added to the invoice.”

14.0 Auditing the Invoice

There are instances where the invoice received with the finished print job does not match the original order supplement. This occurs for different reasons which is why it is important to look over the finished print job when it first arrives.

By contract the vendor is allowed to ship more of the finished product than originally ordered. The contract language reads: “This is an exact count contract with no underruns allowed. Overruns are not to exceed three (3) percent (%) on quantities ordered up to 10,000 and one (1) percent (%) on quantities ordered over 10,000. The Contractor will be paid for the actual quantity delivered within this tolerance. In the case of underruns, ordering Agencies may require an order be placed back on the press, at no additional charge to the ordering Agency or the ordering Agency may accept lower quantity at a negotiated price, at the sole discretion of the ordering Agency. Overruns will be priced based on run per thousand cost(s) only.”

If ordering 5,000 brochures, it is possible for the print vendor to ship 5,150 brochures. The print vendor may only be paid for the number of brochures delivered. If they charge for 5,150 then they must deliver 5,150. If they deliver 5,300 they can only be paid for 5,150. If they deliver 5,000 they cannot charge for 5,150. To calculate the correct cost, take the total paid to the print vendor and divide by the original number ordered. The result is then multiplied by the number of documents received.

Another instance where the invoice may vary is due to receiving an additional proof. All proofs must be paid for; however, each proof is subject to the “Bid Rate”. Make sure the price charged accounts for the “Bid Rate”.

When having the print job shipped to multiple locations or even if it is shipped to a specific room number, the invoice may have additional shipping charges.

Having the artwork modified by the print vendor may be another reason for the invoice varying from the original order supplement. Try to have the artwork corrected at the ordering Agency to avoid these charges from the print vendor.

15.0 Paying the Invoice

As soon as everything has been checked and audited, immediately begin having the print job paid for.

This must occur within 30 days of receiving the finished print job. If it takes longer than 30 days the state must pay the print vendor extra to accommodate the print vendor. If paid within 30 days the state potentially receives a charge back.

FIELD OF EXPLANATION

Ref. No. Reference Number to help keep each order separate from other orders.

Department / Unit To help identify which entity is ordering the print job. This is helpful for the print vendor so they send the invoice to the correct entity.

Department Contact Name

To help identify who is ordering the print job. This is helpful for the print vendor so they contact the correct person.

Phone No. This phone number is for the department contact name.

Date This field will automatically populate with the current date when the file is opened.

Entered By To identify who is filling out the order supplement.

Email The email address for the person filling out the order supplement.

Phone No. This phone number is for the person filling out the order supplement.

Contract This is a drop-down field with the available contract number and letter. The selection made here will cause the State Contract No, CMDTY, Type of Job, Bid Rate, and Printer Name to automatically populate with the current contract information. This MS Excel file is updated whenever the contract changes.

For this reason, it is extremely important to always open the order supplement from the contract folder located in VendorNet.

State Contract No This field will automatically populate depending on the contract selected from the drop-down.

CMDTY Stands for Commodity code. This field will automatically populate depending on the contract selected from the drop-down.

Form Name The form name will help with pulling up repeat jobs and seeing what the specifications were the last time it ran.

Form Number The form number will help with pulling up repeat jobs and seeing what the specifications were the last time it ran. Not all print jobs will have a form number.

Purchase Order Number

Becoming an obsolete field with the new requisition system due to not knowing the purchase order number at the time of filling out the order supplement.

Req. No. Requisition Number may or may not be readily available at the time of filling out the order supplement.

QTY Quantity is the exact number of prints desired.

SIZE

WIDTH LENGTH

Flat Size

Folded Size

Enter the flat size and folded size of the document. If there is no fold then the flat and folded sizes will be the same.

Size of print job (width x length) before folding or die cutting. Also, called trimmed size.

Size of print job (width x length) after being folded or die cutting.

# of Colors Inks Text

FC / BK

1 / 0 1 / 1 2 / 0 2 / 2 3 / 0 3 / 3 4 / 0 4 / 4

Number of inks used to produce the print job. If a document is produced using PMS colors it will be cheaper than a document produced using Process Color (CMYK). Each color represents a plate. The more plates needed increases the cost of the print job. A CMYK print job will always use four (4) plates whereas a PMS print job will only use one (1) plate for each defined color.

Indicating the number of colors on the face (FC) and back (BK) is demonstrated by first entering the number of colors for the face and then the number of colors for the back, i.e. 3/2 means three colors for the face and two colors for the back.

BLK Means Black and is checked with an “X” when the print job uses only black ink.

CMYK Means four color process color or Cyan, Magenta, Yellow, and Black. This is only checked with a “X” when the print job uses all four (4) process colors.

PMS INKS There are four (4) boxes in this section. The document might use more than four PMS colors.

PMS colors beyond four (4) will need to be entered in the “Comments, Instructions, and Additional Specifications” area. Enter each PMS color by its PMS number for the color being used on the print job. Example: 286 is entered when using blue ink. The designer must provide this information.

Previous PO Number Because the Purchase Order Number is becoming obsolete, this field is becoming obsolete.

In most cases the Purchase Order Number is not known at the time the order supplement is filled out; therefore, the Previous PO Number field is not filled out when preparing the future print job.

Type of Job This field will automatically populate when the Contract is selected from the drop-down.

Type of Pub. Enter either from the drop-down or type freely in this field the type of publication. *This entry is not mandatory.

Current Copy Enter using the drop-down (New, Revised, Exact). Remember if this job is an exact repeat but the vendor is not the same vendor as last time, it will not be eligible for the “Exact Repeat Deduction”.

Date Elec. File will be Ready

Enter the date the electronic file is ready for production. This is not a mandatory field and is not always known at the time the order supplement is prepared.

Requested Scheduling

Proof Date Enter the date expecting to receive the proof. Make sure the date entered is within the proof cycle time established by the contract. This information can be found in the contract or on the List of Mandatory Printing Contracts found on VendorNet at the bottom of the “Forms” tab.

Delivery Date Enter the date expecting to receive the finished print job. Make sure the date entered is within the production cycle time established by the contract. This information can be found in the contract or on the List of Mandatory Printing Contracts found on VendorNet at the bottom of the “Forms” tab. Also, please note that production time does not begin until the proof is returned to the print vendor. The print vendor needs this proof at press when producing the print job to ensure accuracy.

Printing/Orientation

One Side Check this box if there is printing on only one side.

Two Side Check this box if there is printing on both sides.

Other (see comments) Check this box and enter any other special information needed in the “Comments, Instructions, and Additional Specifications” section.

Head to Head Check this box if the two-sided print project has the printing going from top to bottom on both sides when turning the finished project from left to right.

Head to Foot Check this box if the two sided print project has the printing going from top to bottom on the face and bottom to top on the back. Verify this by turning the paper from left to right, after turning the paper if the print is upside-down on the back then it is head to foot.

Finishing

# of Letter Press Score(s)

Enter the number of letter press scores need for the print project.

# of Perforation(s) Enter the number of separate perforations on the print project.

# of Fold(s) Enter the number of folds used on the print project.

$ Chart Info

Text Price Chart Enter the corresponding price chart number from which the pricing is being used.

Paper Supplied by

AG When checked with an “X” this indicates the paper is being supplied by the order Agency.

PRT When checked with an “X” this indicates the paper is being supplied by the print vendor.

Divide Paper in Half When checked with an “X” this causes the paper calculation to be divided in half as per the price chart. The price chart will have a note stating to divide the paper in half if a certain size of paper is purchased for the print job.

Paper Specifications

Vendor This is a drop-down box with different options:

Printer – Select this if the print vendor is supplying the paper BSI – Select this if Badger State Industries is supplying the paper Vertitiv – Select this if the paper is coming from Veritiv Steen Macek – Select this if the paper is coming from Steen Macek Midland – Select this if the paper is coming from Midland

WDTH

LNGTH

Enter the width of the paper being purchased

Enter the length of the paper being purchased

If the paper is in the form of a web then enter “WEB” for both width and length. This only applies to the Cold-Set and Heat-Set contracts.

WT Enter the weight of the paper being purchased

Color Enter the color of the paper being ordered.

Brand / Item # Enter the brand and/or paper supplier Item # of paper being purchased

Paper Furnished By This will automatically populate with either “Printer” or “Agency” depending on if the check is next to “AG” or “PRT”.

MR Enter the amount of paper needed for the make ready portion of the print job. This number comes from the corresponding price chart. **This entry is needed for each and every print job.

Run/M Enter the amount of paper per thousand prints needed for the run portion of the print job. This number comes from the corresponding price chart. **This entry is needed for each and every print job.

Fold MR Enter the amount of paper needed for the make ready portion of the print job. This number comes from the “Folding” section of the corresponding price chart. Not all print jobs have folding; therefore, this number might not be needed for this particular print job.

Per Fold MR Take the number from the “Folding” section of the corresponding price chart and multiply by the number of folds. Enter the resulting number. Not all print jobs have folding; therefore, this number might not be needed for this particular print job.

Fold Run/M Enter the amount of paper needed for the run per thousand portion of the print job. This number comes from the “Folding” section of the corresponding price chart. Not all print jobs have folding; therefore, this number might not be needed for this particular print job.

Score MR Enter the amount of paper needed for the make ready portion of the print job. This number comes from the “Letterpress Scoring/Perforations” section of the corresponding price chart.

Not all print jobs have scoring; therefore, this number might not be needed for this particular print job.

Score Run/M Enter the amount of paper needed for the run per thousand portion of the print job. This number comes from the “Letterpress Scoring/Perforations” section of the corresponding price chart. Not all print jobs have scoring; therefore, this number might not be needed for this particular print job.

Perf MR Enter the amount of paper needed for the make ready portion of the print job. This number comes from the “Letterpress Scoring/Perforations” section of the corresponding price chart.

Not all print jobs have perforations; therefore, this number might not be needed for this particular print job.

Perf Run/M Enter the amount of paper needed for the run per thousand portion of the print job. This number comes from the “Letterpress Scoring/Perforations” section of the corresponding price chart. Not all print jobs have perforations; therefore, this number might not be needed for this particular print job.

Extra MR Enter the amount of paper needed for the make ready portion of the print job. This number comes from the “Extra Stock for One Color Backups and Additional Color Each” section of the corresponding price chart. Not all print jobs use a one color backup or need an additional color; therefore, this number might not be needed for this particular print job.

Extra Run/M Enter the amount of paper needed for the run per thousand portion of the print job. This number comes from the “Extra Stock for One Color Backups and Additional Color Each” section of the corresponding price chart. Not all print jobs use a one color backup or need an additional color; therefore, this number might not be needed for this particular print job.

Total Sheets This will automatically calculate the total number of sheets needed for the print job.

Price/M Enter the price per thousand sheets for the specific paper being ordered. This number comes from the contracted paper vendor. This price can be provided by the contracted vendor directly or from their online catalog.

Paper Cost This will automatically calculate the total cost for the specific paper.

Paper Cost Paid by Agency

This will automatically populate if the “AG” is checked with an “X”

Paper Cost Paid by Printer

This will automatically populate if the “PRT” is checked with an “X”

Total Paper Cost for Print Job

This will automatically calculate the total cost of paper for the print job.

Proofs

No Proof Check this box if there is no need for a proof. Caution: if no proof is ordered and the job is printed wrong, it will be difficult to blame the printer.

PDF Proof via Email

Check this box if only a PDF proof via email is acceptable.

Position Proof

**Position Proofs are required to be ordered by the ordering Agency for each and every new or revised order**. Even if the position proof is not mailed to the end user, the position proof must be ordered and priced. The position proof is used by the press operator to ensure the print job is being printed correctly.

Color Proof Check this box if printing a multi-color print job and it is important to see how close the colors are to what is wanted.

Disposition of Files/Artwork

Retain Check this box if there is a need to have the print vendor keep the material for a possible exact repeat print job.

Return Check this box if there is a need to have the print vendor return any pieces of the print job.

CD/DVD/Flash Drive Check this box if there is a need to have the print vendor keep the CD/DVD/Flash Drive or if it is needed for the print vendor to return a CD/DVD/Flash Drive.

Electronic File Check this box if there is a need to have the print vendor keep the Electronic File or if it is needed for the print vendor to return the Electronic File.

via FTP Check this box if there is a need to have the print vendor keep the Electronic file which was sent via FTP or if there is a need to have the print vendor return the Electronic file by sending it back via FTP.

Print Ready Files Check this box if there is a need to have the print vendor keep the Print Ready Files or if there is a need to have the print vendor return the Print Ready Files.

Files Sent via

FTP Check this box if the electronic file was sent via FTP.

Email Check this box if the electronic file was sent via Email.

USPS Check this box if the artwork was sent via United States Postal Service.

File Name Check this box and Enter the electronic file name with correct extension.

Items Enclosed with Order

Disk or CD Check this box if a Disk or CD is being sent to the print vendor.

Color Composite Laser

Check this box if a Color Composite Laser is being sent to the print vendor.

Separation Laser Proof

Check this box if a Separation Laser Proof is being sent to the print vendor.

Previous Sample Check this box if an Old Sample is being sent to the print vendor.

Binding Dummy Check this box if a Binding Dummy is being sent to the print vendor.

A binding dummy is a paper example of the print job demonstrating how the final print job should look.

Inks and Coatings

4 Color Process Check this box if the print job uses 4 Color Process Inks.

Black Only Check this box if the print job uses black ink only.

Black plus 1 Check this box if the print job uses black ink along with 1 PMS color.

Black plus 2 Check this box if the print job uses black ink along with 2 PMS colors.

Black plus 3 Check this box if the print job uses black ink along with 3 PMS colors.

PMS Inks Only Check this box if the print job uses only PMS inks.

UV Check this box if the print job uses UV ink. UV ink needs a special price quote from the print vendor.

Aqueous Check this box if the print job uses Aqueous coatings. Aqueous is priced using the “5th + Color Ink, ea” and “5th + Color Ink, Run/M” line items.

Matte Finish Check this box if the print job uses Matte Finish coatings. Aqueous is priced using the “5th +

Gloss Varnish Check this box if the print job uses Gloss Varnish coatings. Aqueous is priced using the “5th +

Dull Varnish Check this box if the print job uses Dull Varnish coatings. Aqueous is priced using the “5th +

PMS Inks colors requested

1st PMS # Enter the 1st PMS # for the color to be used on the print job. This space is a duplicate entry to the top where it has “PMS INKS”.

2nd PMS # Enter the 2nd PMS # for the color to be used on the print job. This space is a duplicate entry to

3rd PMS # Enter the 3rd PMS # for the color to be used on the print job. This space is a duplicate entry to

4th PMS # Enter the 4th PMS # for the color to be used on the print job. This space is a duplicate entry to

Comments, Instructions, and Additional Specifications

Enter any additional information needed to ensure the print job is produced accurately. This may include additional shipping addresses.

Printer Name This field will automatically populate when the contract is selected from the drop-down in the “Contract” field.

Text File Edits If ever the print vendor is asked to make changes to the supplied artwork a charge is entered and the units are in quarter hour increments. Example: 15 minutes is 1 unit, 30 minutes is 2 units, etc. The order supplement will calculate the cost based on the contracted hourly rate.

The print vendor is required to provide an estimate amount of time needed to make those changes and that cost is to be a separate line item on the invoice.

Text Setup / MR

Setup and Make Ready (MR) mean exactly the same thing. These are all the activities required to prepare a press or other machine such as a folder to function for a specific printing or bindery job, as compared to a production run. The setup /make ready is the waste portion of the print job. This is considered waste because the print job is not at quality and out of registration. These will not be shipped to the end user.

Text Run/M

The run portion is when the press is up to speed with all the print in proper registration. The “M” refers to one thousand units. This portion is the print job that will be shipped to the end user.

Text Position Proof These are plotter type proofs. These proofs will be supplied trimmed, backed-up, and folded (if necessary) to show the actual trim of final product. Color breaks may be shown by a variety of methods but may not reflect actual color. **Position Proofs are required to be ordered by the ordering Agency for each and every new or revised order**.

Text Color Proof These are proofs to show color breaks and are calibrated to the press to show the true color after production. These proofs will be supplied trimmed, backed-up, and folded (if necessary) to show the actual trim of final product. They are an important validation tool for the customer and a quality control guide for the press operator. **These proofs are not required to be ordered but help show how the finished print job will look.

Other than Black Ink, each

The price charts are based black ink being used. Whenever a different color is used a charge is needed to cover the cost washing out the black ink and replacing with the desired color ink.

Example: the print job is printing in blue and red. There will need to be 2 units of “Other than Black Ink, ea” for using blue and red inks.

Metallic Ink, each These are special inks with metal flakes mixed in. These are special PMS inks.

Bleeds/M Whenever a printed element prints right up to the edge of the paper. The designed needs to have the printed elements go beyond the edge of the paper so when the print vendor trims the paper there will be no white space at the edge of the paper. A print vendor will stop an order if the supplied artwork does not print beyond the sheet edge.

5th + Color Ink, ea

5th + Color Ink, Run/M

These charges are only used when the number of colors for any side is greater than “4”.

Example: 5/4 configuration would have a charge for 1 unit of 5th + color ink or 6/5 would have a charge for 3 units of 5th + color ink; two units for the face and one unit for the back.

Work and Back In prepress and printing, an imposition or layout in which one plate contains only one image.

Once one side of a job has been printed, the pile of printed sheets are turned over and run through again, however; this time only printing the other side. Work and Back layouts may have registration problems.

One (1) color backup

MR

One (1) color backup Run/M

When a print job has a color configuration varying from the configuration listed in “Number of Colors” but is less than 4/4. Example: 2/1, 3/1, 3/2, 4/1, 4/2, 4/3. This charge will capture the cost for the exact number of colors. A 3/1 print job would follow the 3/0 price chart and use the one-color backup charges to pay for the 1 color back. There are instances where a 4/3 is best priced using the 4/4 price chart. Pay close attention when something like this happens to ensure the pricing for the print job is at its lowest cost while still using the price charts.

Run Cvr/Hvy Stck/M When a print job is using paper that is 100 lb. or heavier in either text or cover papers.

Heavier paper slows down a press. This will compensate the print vendor.

Folding Initial MR

Folding Per Fold MR

Folding 1 Fold Run/M

Add’ Fold(s) Run/M

When a print project has a fold applied to it. Does not apply toward saddle-stitched booklet fold at the spine. It would apply if the saddle-stitched booklet is folded any place other than the spine. The folding initial make ready charge is applied.

Every fold the print project has needs a folding per fold make ready charge.

The run per thousand charge is applied for 1st fold only.

The additional run per thousand charge is applied when print project has more than 1-fold.

LtrPress Score Int. MR

LtrPress Scr/Rule MR

LtrPress Score Run/M

When a print project has a score applied to it. The letter press score initial make ready charge is applied.

For every letter press score per rule, a make ready charge is applied for each score.

The run per thousand charge is applied for the final quality letter press score print project.

Perf Initial MR

Perf Per Rule MR

Perforations Run/M

When a print project has a perforation applied to it, the perf initial make ready charge is applied.

The print project needs a perf per rule make ready charge for each perforation.

The run per thousand charge is applied for the final quality perforated print project.

Plate Change

Plate Deletion

Press stoppage to swap one or more plates with a different plate/s. Typically, as part of a single project with simple (one plate) version changes.

• Example 1: A four color brochure has 2 versions with minor black text being the only change. The black plate can be pulled and the revised plate loaded and positioned. The 2nd version is now ready to print without changing all 4 plates.

• Example 2: Multiple flyers with a common front but multiple versions of backs (probably one color). Customer would pay additional for printing “Work and Back” vs just “Work and Turn” and pay for plate changes for the back as needed to print all versions.

A press stoppage to erase a print image or text from a plate. The erased image will not print going forward.

Example: A black flyer needs 5,000 with a logo and 5,000 without. After 5,000 the press is stopped, logo erased from the plate and the next 5,000 is ran. This eliminates the need for a new plate and setup.

Padding w/o chip

Padding w chip

Pad Carbonless/M

When a print project is glued at one end, similar to note paper, but does not have cardboard at the back end.

When a print project is glued at one end, similar to note paper but does have cardboard at the back end.

When a print project is glued at one end, similar to note paper but the paper being glued is carbonless; meaning writing on one part passes through to the next part.

Drill upto 3 holes MR

Drill upto 3 holes Run/M

Drill ea add’ hole MR

Drill Cvr Stock Run/M

When a printed project is to have holes drilled for whatever purpose up to 3 holes. This is the make ready price get the machine up to speed. Remember the make ready is the waste portion to be discarded.

The run per thousand price will be the quality finished portion.

For every additional hole over 3 will have an additional make ready charge.

When using heavy stock paper (100 lb. or greater in either text or cover) a run per thousand charge is applied.

Band/Bundle - Bulk Wrapping of the finished product in quantities set by the print vendor in bulk amounts.

Band/Bundle – Spec.

Qty

Wrapping of the finished product in specific quantities with a paper band or string around the center.

Shrink wrap – Spec.

Qty

Wrapping of the entire finished product in specific quantities with clear plastic.

Kraft wrap – Spec. Qty Wrapping of the entire finished product in specific quantities with brown paper.

Text Exact Rpt Ded When a print job runs again with the same print vendor and there are no changes to the artwork. If the print vendor is different due to rebidding a contract, the print will not be an exact repeat because this new vendor has never printed the print job before.

Identify Special Price Quotes

Subtotal

Whenever a request is to be done to a print job that is not covered by this contract, the print vendor is to provide a price quote for that specific feature or function. Example would be UV coatings, die-cuts, specialty folding, and mailing functions. Then enter its corresponding price in the “Subtotal” at right.

Sub-Total Print The order supplement is designed to automatically calculate all the prices entered above “Sub-Total Print”.

Bid Rate This field will automatically populate when the contract is selected from the drop-down in the “Contract” field.

Total Price Quote This field will automatically calculate all the prices entered in the “Identify Special Price Quotes” => “Subtotal” fields.

Total Paper Cost This field automatically populates with the price from the “PaperCalculator” tab of the MS Excel file.

Amount Due Printer This…