Item 15 - Citywide Purchase Order to Daily Journal Corporation for Publishing

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DocuSign Envelope ID: 9EOODCF9-CB2D-429E-9C75-BECB90054AA3 B. Contractor should be aware that on occasion, emergency situations may require special handling to meet specific publishing deadlines. Contractor must agree and be prepared to assist the County in these special situations. C. The County will not be responsible for the cost of any notice published late or after the requested publication deadline when the request for publication was transmitted to the Contractor within the specified deadline. D. Contractor is responsible for all costs that may be required to fulfill services under this contract. IX. PUBLICATION INSTRUCTIONS: A. Contractor will work with County staff to establish standard procedures for County departments that advertise on a regular basis. Copies of these standard procedures will be distributed to the appropriate County departments. B. Other administrative services available to County departments include confirmation of receipt of ad copy, advance proofs when requested and ad placement software with department specific user and billing information; media lists, and dedicated ad placement coordinator. X. TRANSMITTAL OF ADVERTISING COPY: A. Contractor shall receive legal notices for publication through web -based Internet access, e-mail or fax. Contractor shall review all material submitted for publication to ensure accuracy. The County will be notified immediately of any issues with the advertising copy. B. Contractor shall establish electronic delivery methods with County departments. Electronic delivery provides an efficient method of submitting ad text directly to typesetting systems. These methods are efficient and provide opportunities for increased accuracy, shorter deadlines, convenient confirmations and advance price calculations. C. Departments that do not submit advertising through the Contractor's web -based internet access or email may provide the advertising text and instructions via fax. The advertising request should include advertising text with publishing instructions along with contact name, and phone numbers, billing information and other details that provide for convenient, efficient and accurate ad placement service and billing. XI. ELECTRONIC TRANSMISSION: A. Contractor will provide web -based internet access to County user departments. The web -based internet access will provide boilerplate formats for frequently used notices/advertisements and allow importing of existing documents into its typesetting system. The Contractor's automated publication management system shall allow user departments to submit the publication instructions and produce an online advance proof of the newspaper in -column ad instantly. It shall also provide an option to designate and monitor advertisement placed by a monitoring central department on behalf of other user departments. B. The web -based internet access will capture original keystrokes and format to the specifications of the newspapers. It will also provide access to advertisement status/activity reports and budget tracking reports per department. The Contractor's ad placement coordinator shall review all electronically transmitted orders for accuracy to eliminate errors. County staff may opt to receive invoices, proof of publication, and statements by email. C. Legal notices delivered electronically should be in Microsoft Word or ASCII text file format. The Contractor will convert notices to Word format when necessary. XII. SCHEDULING AND CONFIRMATION: A. Contractor staff shall review publishing instructions after each legal advertising request or notice copy is received. County of Orange, County Procurement Office Page 20 of 26 RCA-017-23010049 Legal Notice, Public Awareness Advertising and Publishing File No. 2415301 Daily Journal Corporation Services