RD Instruction 2027-B

PART 2027 - REPRODUCTION

Subpart B - Printing For Field Offices

§ 2027.51 [Scope]{.underline}.

This subpart provides policy guidance for acquiring printing services
for field offices.

§ 2027.52 \[Reserved\]

§ 2027.53 [Authority]{.underline}.

The State Director is authorized to order printed materials (except
state mortgages and deeds of trust) that are necessary for Rural
Development programs.

§ 2027.54 [Policy]{.underline}.

The Government Printing and Binding Regulations (published by the Joint
Committee on Printing (JCP), RD Instruction 2006-A, and this subpart are
used to describe the policies and procedures for the printing of
materials necessary to conduct the Rural Development programs.

§ 2027.55 [Definitions]{.underline}.

[Copying]{.underline}. Refers to the duplication or reproduction of an
original work, or a facsimile of an original work, with the aid of a
machine or device. Number of copies made generally provides the criteria
for determining whether the reproduction process is to be considered
printing. For instance, copying machines capable of reproducing more
than 5,000 production units of any one page and 25,000 production units
in the aggregate of multiple pages are classified as printing equipment.

[Microform]{.underline}. A miniaturized image format for mass or general
distribution used as a substitute for conventionally printed material,
except microfilming of administrative records, accounting reports, and
similar items. Microform duplicating is the production of up to 250
duplicates or units from original microform; more than 250 duplicates
constitute

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DISTRIBUTION: WSAL Administrative Services

Reproduction

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RD Instruction 2027-B

§ 2027.55 (Con.)

printing and must be contracted through the U.S. Government Printing
Office (GPO). One microform production unit is one roll of microfilm 100
feet in length or one microfiche.

[Printing]{.underline}. The term \"printing\" is based on the JCP
regulations and shall be construed to include and apply to the processes
of composition, platemaking, presswork, binding, microform, or the end
items produced by such processes and equipment.

[Production Unit]{.underline}. A single sheet, from 8-1/2 x 5-1/2 inches
up to 8-1/2 x 11 inches, printed on one side only in one color of ink. A
sheet within these dimensions printed on both sides or on one side in
two colors of ink is two production units. Total number of production
units is the product of the number of copies and the number of sheets
within the dimensions which are printed in one or two colors. A page no
larger than 8-1/2 x 5-1/2 inches is considered one-half of a production
unit; an 8-1/2 x 3-2/3-inch page, one-third of a production unit; and an
8-1/2 x 2-3/4-inch page, one-fourth of a production unit.

§ 2027.56 [Obtaining printing and related services]{.underline}.

\(a\) The requesting office (requisitioner) must complete the Standard
Form (SF)-1, "Printing and Binding Requisition," that provides a
requisition number for any printing or related services being requested.

\(b\) The SF-1, is the basic form used to request printing and related
services through the GPO.

\(c\) All printing and related services must be obtained from the GPO,
unless GPO has authorized a waiver. Refer to the JCP guidance outlined
in § 2027.59 of this subpart.

\(d\) If GPO authorizes a waiver, the procurement office may obtain the
printing services from a commercial source. The procurement office must
use the appropriate solicitation/contract forms to obtain the services
from the commercial source.

\(e\) Form AD-838, "Purchase Order," must include the information below:

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RD Instruction 2027-B

§ 2027.56(e) (Con.)

\(1\) The imprinted information: "AGRICULTURE," name and location of the
vendor's plant/facility, and the printed date of the material must be
reflected on all printed copies.

Example: Agriculture -- Studds Printing Co

San Juan, Puerto Rico; June 7, 2005

\(2\) State that the GPO plant plate number should not be printed on the
sample copy.

\(3\) Request that all material furnished (camera copy, negatives, etc.)
be returned to the procurement office.

\(4\) List the mailing address of the office that will process the
invoice in Block #11.

\(5\) List the Fiscal Year Program Code (Accounting Classification)
number in Block #29.

\(6\) List the requisition number identified on the SF-1.

§ 2027.57 [Other printing services]{.underline}.

\(a\) The State Offices may obtain other printing related services with
other U.S. Department of Agriculture (USDA) agencies or the General
Services Administration. There are some printing and engraving that is
considered to be personal rather than official, and appropriated funds
may not be used to purchase these items. The State Office should refer
to the appropriate Federal, Departmental, or agency regulatory policies
and procedures related to the services.

\(b\) The reproduction of Rural Development National Office forms is not
allowed unless approved by the National Office, Support Services
Division, Regulations and Paperwork Management Branch (RPMB).

§ 2027.58 [GPO Direct Deal Term Contract]{.underline}.

\(a\) The procurement office may obtain a GPO Direct Deal Term contract
that provides the printing services directly between the ordering office
and the commercial vendor. Offices in remote locations that require
printing in short time frames and on a recurring basis should use the
GPO Direct Deal Term contracts.

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RD Instruction 2027-B

§ 2027.58 (Con.)

\(b\) The procurement office, before entering into a GPO Direct Deal
Term contract, must ensure that the requisitioner's requisition request
includes a justification statement of why the services are needed, a
detailed description, the quantity and estimated cost of the printing
services, and provide this information to RPMB.

\(c\) The field office may not distribute the printed material
nationally.

§ 2027.59 [The Joint Committee on Printing]{.underline}.

\(a\) The JCP requires that all Federal printing including composition
and microfilming must be procured through the GPO. Printing is not to be
procured through commercial sources without a waiver from the GPO. All
printing must be submitted to GPO for a determination as to whether they
can print the job in the time frame needed. If the GPO cannot provide
the service, the cost does not exceed \$1,000, and the GPO has
authorized a waiver, the procurement office may obtain the services from
a commercial source. The GPO Regional Printing Procurement Office
providing the waiver will assign a number that is to be cited when
reporting the procurement of printing from a commercial source. Printing
requirements that exceed \$1,000 must be procured through a GPO Regional
Office. Any printing procured from a commercial source without a waiver
from GPO is a violation of Public Law 102-392.

\(b\) The above restrictions do not apply to duplicating or copying work
unless the requirements exceed 5,000 units of one page or multiple pages
to an aggregate total of 25,000 pages.

§ 2027.60 [Reports]{.underline}.

All State Offices and the Rural Development St. Louis Office shall
submit two completed copies of the following printing report to RPMB.
Negative reports are not required. These reports do not apply to
duplicating or copying.

\(a\) [JCP Form No. 2, "Commercial Printing Report]{.underline}." This
is a semiannual report covering all transactions concerning composition,
printing, binding, and blank-book work which are procured directly from
commercial sources and shall be reported to RPMB not later than 30 days
after the close of the October through March and April through September
reporting periods. A report containing a procurement of printing costing
more than \$1,000 must include a date and waiver number from GPO in the
appropriate column or use an asterisk in the waiver column and an
appropriate footnote.

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RD Instruction 2027-B

§ 2027.60 (Con.)

\(b\) [Form AD-575, "Annual Report of Printing Procured Through GPO
Regional Offices]{.underline}." This is an annual report that covers all
printing procured from GPO Regional Offices. Include all work requested
on SF-1 and on Form GPO-2511, "Print Order." Send the AD-575 to RPMB not
later than October 30 each year.

§ 2027.61 \[Reserved\]

§ 2027.62 [Translating printed material]{.underline}.

\(a\) The State Offices are authorized to order materials printed in a
foreign language that are necessary for Rural Development programs.

\(b\) The State Offices are not authorized to order field printing
costing over \$5,000 in a fiscal year without approval by RPMB. The
State Office shall obtain field printing from commercial printers
according to established Rural Development contracting procedures and
authorities as outlined in § 2027.59 of this subpart.

(c) The State Director must submit to RPMB a quarterly field printing
    procurement report showing the total cost of all jobs. The JCP Form
    No. 2 may be used for this report.

§ 2027.63 \[Reserved\]

§ 2027.64 [Samples]{.underline}.

Samples of field printing jobs will be sent to RPMB when requested.

§§ 2027.65 - 2027.100 \[Reserved\]

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