PEAR Instructions

An agency seeking to acquire new or replacement printing equipment is required to submit a Printing Equipment Acquisition Request (PEAR) to the State Printer for approval. The agency should use the PEAR to demonstrate that the agency has the capacity to operate the printing equipment efficiently and cost-effectively, and that the acquisition and use of this equipment will not be unnecessary duplicative of OSP services (or those services provided by other state agency in-plant printing operations authorized under SAM Section 2875).

 

The agency must complete each of the following sections on the PEAR:

 

1. Agency Information

   The agency must identify the agency name, the agency’s Director, the agency’s Head of Printing Operations, and the location of the printing operation at which the equipment will be installed.

    

2. Explanation of Printing Equipment Requested

   The agency should identify the type of equipment it is seeking to acquire, and, if known, indicate the manufacturer and model. The agency should indicate whether new, used, or refurbished equipment is desired. The agency should detail its capacity and operating speed specifications. The agency should identify any additional hardware and any software required to operate the equipment. The agency should indicate whether this equipment is intended to replace equipment previously acquired or whether the agency is obtaining new equipment for purposes of establishing or expanding their printing operations.

    

3. Description of Print Work

   The agency should provide a description of the type of print work that will be performed on the equipment. The agency should detail the finishing services required to complete this work and identify whether: 1) the equipment will have the capability to perform the required finishing services; 2) the printing operation is in possession of other equipment with the capability to perform the required finishing services; or, 3) the agency will need to vend out the required finishing services. If the agency will need to vend out the required finishing services, the agency should provide the estimated annual cost of finishing services. The agency should provide the projected annual number of impressions, the number of shifts per day, and the projected number of personnel per shift required to operate the equipment.

    

4. Recovery of Investment Summary

   The agency should detail the calculations from the Recovery of Investment Template (RIT) summary worksheet on the PEAR. This summary must include the estimated: 1) purchase price of the equipment; 2) annual service contract/maintenance cost; 3) total annual cost avoidance/revenue over five years; 4) total annual expenditures over five years; and, 5) total annual surplus/deficit over five years. The agency should provide the total five-year estimated surplus/deficit from the Recovery of Investment Summary worksheet on the PEAR.

    

5. Certification

   The agency must certify that the information contained within the PEAR is true and correct, and must attest that the equipment requested will be used solely to produce the agency’s own print work, excepting print work authorized by an OSP-approved PSER. The PEAR must be signed by the agency’s Deputy Administrative Director (no designee signature will be accepted).

    

Electronic copies of the PEAR, the RIT, and supporting documentation (as needed) must be submitted by the agency’s Deputy Administrative Director and/or Chief Procurement Officer to the Statewide In-Plant Operations Manager at inplantopsmanager@dgs.ca.gov for review. OSP will not review a PEAR unless all sections of the PEAR and the RIT are filled out completely.

Please contact the Statewide In-Plant Operations Manager at inplantopsmanager@dgs.ca.gov with any questions with regard to completing this document.