Specifications include, but are not limited to: 2.1. Printing and Delivery Services The Contractor will: • Print customized documents as requested by departments using Washington County branding standards. • Create or provide an electronic form for departments to use to request print services. • Provide proofs for printing requests on all new and edited documents. Proofs must be signed and approved by the Department. Reprints will not require proofs, unless requested by the Department. • Provide a turnaround time schedule to departments. • Provide delivery service for all printed materials to the individual departments. Any delivery/shipping fees must be submitted with the proposal and attached to Appendix B. • Package in individual bundles in a size suitable to handle, clearly marked with one copy of the printed work attached to the top of each bundle. Bundles may be boxes in suitable containers. An individual box will not contain more than twenty-five (25) pounds. • A packing list will accompany the shipment and contain the following information: o Name and address of requesting department o Purchase Order Number o Description of material shipped and quantity 2.2. Customer Service The Contractor will: • Maintain a high level of customer service, provide quality products at the lowest possible cost within turnaround time schedule provided. • Assign a representative with knowledge and understanding of the County’s Style and Brand Guide to receive and review requests. • Notify the requestor and the County’s Graphic Designer when a request does not adhere to the County’s Style and Brand Guide. • Provide a means for complaint resolution. 2.3. Additional Service Requirements In order to provide services to the County, Contractor must be able to accommodate purchase order requests from multiple departments. Departments will acquire services and make payment through the following process: • Departments will set up department billing accounts with the Contractor. • Departments will request services from the Contractor via the electronic form. • Contractor will provide quotes to the departments with itemized costs which reflect costs from the price list set forth in the contract. • When quotes for print services requested are accepted by a department, the department will provide a purchase order number to the Contractor. The purchase order number shall constitute acceptance of the quote. • Contractor will issue invoices to departments under the appropriate billing account, purchase order number, and contact information upon completion of services. • Invoices will include purchase order number and line-item details of work completed. • Departments shall pay each invoice within 30 days of receipt of the invoice. If the invoice is incorrect or work was not performed as specified, departments will notify the Contractor who shall provide a corrected invoice. Upon receiving the corrected invoice, departments will make payment within 30 days of the corrected invoice.
