PSER Instructions

Printing Services Exemption Request (PSER) Instructions

State agencies must obtain an exemption from OSP prior to purchasing any print work from a source other than OSP or CALPIA. Agencies requesting an exemption must first submit a Printing Services Exemption Request (PSER) and supporting documentation (see Section 5) to the Statewide In-Plant Operations Manager (at inplantopsmanager@dgs.ca.gov) with their agency’s designated OSP customer service representative copied. 

The PSER is used to request exemptions for use of both state agency printing operations (“in-plants”) and private sector printers. The use of a private sector printer must be justified under the provisions of Government Code Section 19130.

 

The agency should include the following information on the PSER:

 

1. Agency Information

a. Agency Name: Identify the agency (department, board, commission) requesting the exemption

b. Date of Request: Identify the date the exemption was submitted

  • The date of request should match the date the PSER and all supporting documentation is submitted to the Statewide In-Plant Operations Manager.
  • PSERs dated more than three (3) days prior to the date of the transmitting email will be returned for correction

2. Project Specifications

a. Project Title: Identify the print project for which the exemption is requested

b. Project Due Date: Identify the date by which the exemption must be received by the submitting agency.

  • Pursuant to SAM Section 2811, exemption requests must be submitted with sufficient time for OSP to review the PSER and onboard the work if necessary. At minimum, exemption requests must be submitted at least 30 days prior to the project due date; however, additional time may be required for larger projects than cannot be completed within 30 days. OSP may waive timeframes for exemptions necessitated by extraordinary circumstances outside the agency’s control (such as natural disaster).
  • If a PSER is returned for correction, the 30-day timeframe will not apply until the corrected PSER is submitted.

c. Project Description: Provide a brief summary of the print project for which the exemption is requested.

d. Quantity Needed: Identify the total quantity of the print product needed. 

  • Print product orders that exceed the quantity identified on the exemption may be subject to non-payment of invoices.

e. Sample Included: Indicate whether a sample of the product has been included with the form

f. Project Requirements: Detail the specifications of the print project including required paper type and required finishing services

  • This section is required even when a Scope of Work has been submitted as supporting documentation

3. Project Terms

a. Order Type: Select one to identify whether the exemption will be for a contract term (with private sector vendor); interagency agreement term; or single order.

  • If more than one order type is selected, the exemption will be issued for a single order.

b. Recurring Project: Exemptions will be approved for either the identified contract or interagency agreement term or single order. If this project is recurring – will be ordered monthly, annually, or periodically, checking one of these boxes will help with the processing of future exemptions.

c. Desired Printer: Identify the desired printer who will complete the print project if the exemption is approved. If the project will be subject to a competitive bid process after the exemption is approved and the printer is currently unknown, please indicate this information instead.

d. Printer Estimate: Provide the estimated value of the print work based on either a quote/estimate from the desired vendor or the print budget allocated for the project.

  • A copy of the quote or estimate should be included with the supporting documentation
  • PSERs submitted without this section completed will be returned for correction

e. Justification for Exemption: Provide information about why an exemption is needed

 

4. Customer Contact

a. Contact Name: Identify the contact person for this exemption request. This person will be notified of the exemption decision.

b. Phone Number: Identify a contact phone number

c. Email: Identify a contact email. OSP communicates exemption decisions by email.

d. Recipient: Complete this line if a person other than the project contact will be receiving the completed print work.

e. Delivery Address: Identify the delivery address for the completed print work

f. OSP Customer Service Representative: Identify your agency’s designated OSP customer service representative.

g. Special Instructions: Include any special information OSP should know with regard to this project or exemption request

 

5. Supporting Documentation

a. Required Documents: The following documents must be included with an exemption request before OSP can review the PSER:

  • Sample: Include a sample or color photocopy of the project. For new projects, a detail of the specifications is sufficient.
  • Printer Estimate: Include the quote or estimate from the desired printer. This information should match the estimate provided in Section 3d. If the project will be competitively bid, please provide the specifications and project budget.

b. Optional Documents: Please include any information which will be helpful for OSP in reviewing the exemption.

 

 

Please contact your OSP Customer Service Representative (CSR) with any questions with regard to completing this document. Find your CSR