UNB's new centralized services for print and branded material

Starting May 1, UNB is introducing a new centralized service for all faculties and departments ordering professionally printed material or branded merchandise. Learn why these changes are happening.

Here are the top five changes you can expect with this new centralized service: 

1. Request Quotes / Place Orders

Professional Printing: All UNB faculties and departments, regardless of campus location of UNB GL account type, requiring professional printing will use Print Services' online form to request quotes or place orders. Experienced Print Services staff will evaluate each request looking at cost, deadline, quality, and complexity ensuring UNB receives the best value.

Branded Merchandise: All UNB faculties and departments will directly contact awarded suppliers to request quotes or place orders for promotional merchandise only. 

2. Financial Processing

Professional Printing: All final payments must go through Print Services. A Blanket PO has been created for each awarded supplier and is held by Print Services to reduce workload for Financial Services. Only payments processed by Print Services will be approved by UNB’s Procurement Office. Separate PO requests or personal reimbursements will not be approved or processed. Complete financial process details coming soon.

Branded Merchandise: All payments must go through Print Services. It will be the responsibility of the awarded supplier to provide the original quote and final invoice to Print Services for payment; Print Services will request approval and GL number from the requesting department or faculty prior to processing the payment. A Blanket PO has been created for each awarded supplier and is held by Print Services to reduce workload for Financial Services. Only payments processed by Print Services will be approved by UNB’s Procurement Office. Separate PO requests or personal reimbursements will not be approved or processed. Complete financial process details coming soon.

3. Request Tracking via Footprints

Professional Printing: Print Services' online form feeds directly into Footprints—UNB’s request tracking software—to effectively and efficiently manage your requests. Communication between you and Print Services will continue in Footprints for improved processing and tracking

Branded Merchandise: UNB faculties and departments will communicate directly with awarded suppliers to request quotes or place orders.  It will be the responsibility of the awarded supplier to provide the original quote and final invoice to Print Services for payment; Print Services, via Footprints, will request approval and GL number from the requesting department or faculty prior to processing the payment.

4. One-on-one Consultations / Product Samples

Professional Printing: Request to meet with experienced Print Services staff in our new product showroom (coming soon):

  • Get tips to reduce your printing costs;
  • See paper and product samples from all awarded suppliers;
  • Find the right paper type or product to get the high-quality result you want.

Branded Merchandise: All UNB faculties and departments can contact awarded suppliers directly to receive consultations or view product samples. Some samples may be available for viewing in our new product showroom.

5. Customer Feedback / Supplier Reviews and Additions

Professional Printing: Once your request has been completed and the payment processed, you'll receive a quick survey via Footprints to provide feedback. These responses will be used for ongoing Print Services and supplier reviews to ensure UNB receives high quality products and great customer service. A more thorough survey will be sent to UNB at least once per fiscal year for overall feedback. At any time, you can provide feedback and suggestions for additional suppliers to be awarded through the Print Services online form.

Branded Merchandise: Customer feedback, supplier reviews and supplier additions will be the same process as stated above for professional printing. 

Print Services open house April 25

All faculty and staff are invited to visit the Print Services office in Marshall d’Avray Hall room 106 on Thursday, April 25 from 1 p.m. – 3 p.m. to meet the Print Services team, tour the office, see the new digital equipment, and ask any questions you have about the new centralized services and ordering process.

Questions?

If you have any questions or would like to meet to discuss these changes in person, please contact:

Why are these changes happening?

These changes are required to better align UNB with government procurement regulations.

Other benefits include: 

  • Leveraging UNB's purchasing power. Previously, faculties and departments worked in isolation and on an ad-hoc basis for professional print needs. Our new centralized service will allow us to combine our university-wide printing needs and reduce overall costs for outsourced printing.

  • Outsourcing only when needed. When possible, Print Services will complete print orders in-house rather than outsource to reduce costs for UNB. 

  • Subject matter experts negotiating with vendors. There is a lot to know about printing high-quality material. Our experienced Print Services staff know the myriad details of pricing, quality, turnaround times, paper types, etc. and can negotiate with vendors accordingly to make sure UNB is receiving the best value.

  • Accurate reporting on UNB's print needs. Flowing all print requests through one unit will provide us with accurate reports on actual print needs at UNB and adjust our awarded suppliers as needed.

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Community engagement activities

UNB Procurement Services and Print Services worked with the UNB community on several activities over the last 18 months to capture print needs and requirements:

  • a university-wide print needs assessment was sent to each faculty and department to gather input and capture professional printing and promotional needs.

  • one-on-one meetings with faculties and departments to discuss complex print needs and requirements.

  • completed an RFP to include UNB’s identified print needs; this RFP was reviewed by a committee consisting of members from both Saint John and Fredericton and was distributed to the public for submissions via the New Brunswick Opportunities Network (NBON).

  • this same committee reviewed and evaluated all submissions, finally selecting the best suppliers for each category to meet UNB’s print needs—looking at price, physical location, customer service and quality of material.

  • UNB print contracts were finalized and signed by awarded suppliers. One-on-one meetings with awarded suppliers have been scheduled (and some already completed) to discuss specifics of contract in detail.

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