Circular Letter No. 372

November 29, 1993

TO: Printing and Publishing Officials of the Federal Government

SUBJECT: Contracting for "Electronic Mechanicals"

This circular letter addresses contracts that result in the production of printing copy as "electronic mechanicals." Printing officers are requested to distribute copies of this letter to personnel who write or administer such contracts. Suggested audiences include: printing, publication, computer graphics, public affairs, and visual information specialists; and contract administrators and subject specialists involved with these contracts.

Federal Government contracting that includes preparation of copy for printing (whether as the sole reason for the contract, or as part of a study, or for other purposes) has changed with the advent of desktop publishing. Whereas the item delivered (the "deliverable") previously was manuscript or a camera-ready mechanical, it may now be computer floppy disks, or a removable hard disk, or a magnetic or optical cartridge, any of which can be termed electronic mechanicals.

Unfortunately, a number of electronic mechanicals developed under Government contract cannot produce the desired publication without additional manipulation by a service bureau (pre-press house) or the printer. This additional work causes cost overruns and may cause missed schedules. Further, the issues involved are not limited to Government-contracted projects; a recent commercial survey indicated that 65 percent of disks provided to commercial printers required manual intervention before they could produce the required camera copy or film.

Because electronic mechanicals are relatively new to many producers and, perhaps, even newer to the recipients of the deliverables, proper quality inspections are often not made. A knowledgeable person receiving a camera-ready mechanical could visually check the material for printability. With an electronic mechanical, unless the recipient knows what hardware and software were used by the producer, and also has the same (or closely compatible) hardware and software as the producer, this check cannot be easily made. Even when a hard copy proof accompanies the electronic media, it may not provide a sufficiently detailed representation of the files on the electronic mechanical. As a result, it may not be a good check of the print worthiness of the electronic media.

The following are suggestions on how to contract for electronic mechanicals and avoid unnecessary delays and costly service bureau or printer charges. The contract should provide that:

1. If the electronic mechanical supplied is returned to the originating source for any corrections/changes, a new updated visual is required along with the updated media. (Note: Provisions will need to be included for additional payment for the visual as well as for the changes.)
2. The contract remains in force at least until printer's proofs are returned to the agency in case changes need to be made at the proofing stage. (Note: Many electronic mechanicals cannot easily be changed by the printer, but must be changed by the originator, and the files resubmitted.)
3. The GPO publications relating to the preparation of electronic mechanicals are made a part of any contract where copy for printing will be supplied in electronic form. The full texts of these documents, listed below, do not have to be included in the contract, but can be made part of the contract by being referenced. The following contract language is suggested:

   The following Government Printing Office publications are made part of this contract by reference. Adherence to them and completion of any listed forms is required.

   • Desktop Publishing--Disk Information Form (GPO Form 952)
   • Supplying GPO with Computer Disks from DTP Publishing Systems or Programs (GPO Circular Letter No. 354)
   • Technical Considerations for Preparing Publications Using Desktop Publishing (GPO Technical Report No. 31)
   • Technical Considerations for Visuals that Accompany Electronic Mechanicals (GPO Technical Report No. 32)

4. If, for any reason, the GPO publications listed in subparagraph 3 are not all included, the absolute minimum provisions in the contract should be subparagraphs 1 and 2 plus the following:
   1. A completed GPO Form 952, Desktop Publishing--Disk Information Form, must accompany any electronic media supplied for printing purposes.
   2. A correctly marked-up hard copy visual (including size information, file reference, color breaks, etc.) must be made from the media to be delivered, not the host computer's hard disk, and supplied with the electronic mechanical.

If you or your contracting personnel have any questions regarding this letter or the publications mentioned above, or if you are contracting for technology not mentioned in these publications, please call your GPO Account Representative or Regional Printing Procurement Office Manager for assistance.

Sincerely,

ROBERT G. COX
Superintendent,
Departmental Account Representative Division

Questions or comments regarding this service? Contact wwwadmin@gpo.gov.

Page #CIR372 DECEMBER 22, 1995