Guidelines for the Selection Process on Professional Media Consulting, Media Design Services And Printed Materials

The use of outside professional media consultants is not an unacceptable practice; however guidelines for the selection process have been developed to assist in the procurement. This will ensure compliance with the intent of Indiana University purchasing policies and procedures is adhered to. The following guidelines for all requests for professional media consultants, media design services, video, and printed materials has been developed for your convenience and adherence to.

1. It is recommended that you work with Purchasing Services to solicit formal quotations.
2. If a formal process for seeking the professional services of a consultant designer/printer is not initiated through Purchasing Services (i.e., Request for Quotation--the preferred, but not required, process), then you are expected to keep a list of the vendors you contact, including the company's name, the contact person, phone number, and any other notes. This information is then to be sent as supporting documentation with your requisition.
3. Requisitions should include the following elements:

• The specific scope of work to be performed (this may be as simple as a reference to: "1998 annual report; see 1997 report with changes").
• Notation of any specific time lines, i.e., deadlines to be met.
• Total estimated cost of project.
• If quotations were solicited by your department, these should be in the form of a formal quotation on company letterhead. Quotations should be clear, concise, and address your written criteria. Verbal quotes on smaller projects are acceptable. Smaller projects are defined as any order under $2,500. Quotes should itemize costs, i.e., the cost of design services, film, printed material, delivery, mailing, etc.
• If you solicited quotes on your own, have selected a vendor, and are not recommending in writing the low bid, you will need to justify your selection criteria Purchase requisitions should be submitted to Purchasing Services prior to any contracting and starting of your project. Include accompanying paperwork (referenced in paragraphs 2 and 4 above) supporting your project. Do not send an invoice with the requisition.
• The practice of forwarding Disbursement Vouchers for these types of services is not acceptable. Disbursement Vouchers were not intended for this type of use. Please refer to Disbursement Voucher guidelines. URL for DVs


Questions can be directed to Tally Thrasher @ 274-7404 or tthrashe@iupui.edu