Getting Started

Access to this contract provides your unit with:

• Brand integration and consistency.
• Substantial time savings in the form of operational and administrative efficiencies.
• Near-zero contractual risk.
• Experienced service providers who are trained in the UB brand.

Below is the step-by-step process for engaging with one of the contracted vendors for your creative services needs.

There are two options for engaging with a selected vendor:

1. The senior communicator serves as the main point of contact for the project and the point person for all correspondence.
2. Someone other than the senior communicator (e.g., unit communicator, marketer, etc.) serves as the main point of contact for the project and the point person for all correspondence. In this case, the senior communicator must be made aware of the request, agree with not being the main point of contact, and be included in all correspondence with the vendor.

Determine if you are using state (including IFR), RF or UBF funds for the project.

If you are using UBF or RF funds, you may select the vendor of your choice from the eight options listed and proceed to step 3. If you would like to use the state process and utilize the Request for Quote form to work with the lowest bidder, you may do so but you are not required.

If you are using state (including IFR) funds, you must complete the Request for Quote form below. The form is automatically sent to all eight vendors. They will have five business days to remit a response by 11:59 p.m. on the fifth day. There is no penalty to the vendor for selecting a no-bid, whether due to qualifications or current commitments. After five days, the project will be awarded to the lowest bidder. Once the lowest bidder is determined, you may move on to step 3. Be sure to notify the vendors who did not win that they were not awarded the bid. Copy ucombids@buffalo.edu on awarded and non-awarded messages to vendors.

Please be aware that units are not able to submit a single or sole-source justification to use a vendor not included on this list. Units must use one of the eight vendors and follow the procurement process outlined in step 5.

Once the vendor is selected, you may move forward with the project right away by completing, to the best of your ability, a very short creative brief. This is merely a guide for the vendor in developing the creative materials. The completed brief should be sent to the vendor, and, if you are not the senior communicator, to your unit’s senior communicator.

For each project, the selected vendor will participate in an initial meeting with your unit to discuss the scope of the job, specifications and timeline. These meetings may be held in person or virtually, at the discretion of your unit. After the meeting, the vendor will summarize the project details in writing and return a written summary to you for review and approval.

Each project summary will include:

• If using state (including IFR) funds, the project cost and hourly rate as determined in the initial bid response from step 2.
• If using RF or UBF funds, an estimate of the project cost based on the preapproved contractual hourly rate and anticipated number of hours for project completion. This must be inclusive of all costs, including account management expenses (phone and email communications, meeting time, normal travel, administration of projects, etc.), and other costs, including but not limited to photography, illustrations and animations. This would also include an agreed-upon number of initial concepts and/or rounds of revision. Two concepts and two rounds of revision are standard unless specified otherwise.
• A plan for contracting new photography (if needed) or the use of existing/stock photography (if applicable).
  

If using state (including IFR) funds, you can select your vendor following the process outlined in step 2 and immediately start work. The university has a PO in place with each vendor, therefore all jobs will be associated with the main university PO. A new PO will not be created for your project nor will funds be encumbered on your account. 

If using RF or UBF funds, you should attach the final estimate received at the conclusion of step 4 to a ShopBlue order made out to the vendor. The commodity is “Graphic Design.” It is imperative that the correct commodity is used so that the order goes to the appropriate buyer, Bethany Scibetta, in procurement services.  Once a PO is issued (which can take up to five business days), you may begin working with the vendor on your project.

For any questions regarding procurement or ShopBlue/POs, please contact Bethany Scibetta.

• Subsequent on-campus or virtual meetings may be held as appropriate throughout the production process. The vendor will provide initial design concepts and final layouts as a hard copy (i.e., high-resolution output, laser or inkjet). Note: An electronic format such as a PDF may be acceptable if agreed upon by your unit during the initial project meeting.   
• The vendor will work with your unit to determine graphic design project printing specifications as required and to select paper, ink and any special production treatment(s) as needed, working within budgetary constraints. The vendor will provide written print specs to your unit. This should be discussed with the vendor early in the process.
• Your unit will be responsible for selecting the printer and for print purchasing. Whenever possible, University Print Services should be utilized for printing. If you choose Print Services, you are not required to obtain competitive pricing and do not need to work through procurement services. Only after you have received written confirmation that they cannot complete a job may you pursue an external print vendor. When bidding for an external print vendor, your unit must comply with all procurement guidelines, including competitive pricing. [Note: The contact in procurement services for print buying is Bethany Scibetta (bmscibet@buffalo.edu)].
• The vendor will ensure that pre-press requirements are completed for all electronic files.
• For print projects, the vendor will supply printer-ready files and upload them directly to Print Services or the contracted printer where applicable, and act as the main liaison with the chosen print vendor or fabricator.
• The vendor will also provide a physical mock-up of the project (if applicable) to the selected printer or fabricator.
• Files for print will be editable InDesign, Illustrator or Acrobat files. Files will include bleed (if applicable) and crop marks.
• For digital-only projects, web art will be provided in the appropriate predetermined file format for the project, as specified by your unit.
• Print Services has many other capabilities that are not listed on their website, including design services for small-scale projects that can be printed directly with them, simple updates and production design. Please contact them to discuss whether they could be a good fit for your project.

Upon completion of the project, the vendor will forward all production files to your unit, including a final layout file with all linked fonts, photos and graphics in place; and a detailed description of the printing specifications. The vendor will share files electronically via an online tool such as UB Box.

All project materials will become the property of the university.

The university does not grant any license to the vendor to use university material in any other project except as provided for in the scope of the project assigned through this contract.

At the end of projects using state (including IFR) funds, review the final vendor invoice, mark it as OK to pay and email it to creativeinvoice@buffalo.edu with the account number to be charged. Additionally please include the appropriate PO and contract numbers for the vendor. At the end of each month, any invoices submitted for payment during that month will be charged to the account that was indicated in your OK to pay email. These chargebacks will be processed through the Procurement PCard department. To assist with SIRI reconciliations, the charge will appear on the unit's account number that was given during the ShopBlue order and the description of the charge will show as Invoice Date, Vendor Name, Invoice Number (e.g.,  2/1 Big Yellow Taxi – 1234).

At the conclusion of projects using UBF or RF funds, when an invoice is delivered, complete a receiver in ShopBlue to authorize payment to the vendor.