BASIS

OF

ITEM NO. DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST 

I. FILE TRANSCRIPTION:

1. Transcription of Braille Products other than Tactile Graphics:

(a) From furnished PDF file to BRF file...per Braille page

(1) English 47,370 $5.40 $255,798.00 $6.50 $307,905.00 $5.56 $263,377

(2) Spanish 2,430 $7.20 $17,496.00 $6.50 $15,795.00 $5.56 $13,510

(b) From furnished PDF file to ASCII TXT file...per "Printed" page

(1) English 5,510 $13.50 $74,385.00 $6.50 $35,815.00 $3.25 $17,907

(2) Spanish 290 $13.50 $3,915.00 $6.50 $1,885.00 $3.25 $942

(c) From furnished BRF file to ASCII TXT file...per "Printed" page

(1) English 70 $4.05 $283.50 $6.50 $455.00 $3.25 $227

(2) Spanish 50 $4.05 $202.50 $6.50 $325.00 $3.25 $162

2. Transcription of Tactile Graphics:

(a) From furnished PDF file to BRF file...per Braille page

(1) English 6 $13.50 $81.00 $15.00 $90.00 ‐ ‐ ‐ ‐  0.00 

(2) Spanish 1 $13.50 $13.50 $15.00 $15.00 ‐ ‐ ‐ ‐  0.00 

(b) From furnished PDF file to ASCII TXT file...per "Printed" page

(1) English 6 $13.50 $81.00 $15.00 $90.00 ‐ ‐ ‐ ‐  0.00 

(2) Spanish 1 $13.50 $13.50 $15.00 $15.00 ‐ ‐ ‐ ‐  0.00 

(c) From furnished BRF file to ASCII TXT file...per "Printed" page

(1) English 1 $13.50 $13.50 $15.00 $15.00 ‐ ‐ ‐ ‐  0.00 

(2) Spanish 1 $13.50 $13.50 $15.00 $15.00 ‐ ‐ ‐ ‐  0.00 

II. BRAILLE EMBOSSING:

(a) Braille Products (other than Notices and Tactile Graphics)...per Braille Page

(1) English 157,244 $0.14 $22,014.16 $0.10 $15,724.40 $0.12 $18,869

(2) Spanish 7,964 $0.14 $1,114.96 $0.10 $796.40 $0.12 $955

(b) Notices...per Braille Page

(1) English 10,000 $0.14 $1,400.00 $0.10 $1,000.00 $0.12 $1,200(2) Spanish 1,000 $0.14 $140.00 $0.10 $100.00 $0.12 $120

(c) Tactile Graphics (inlcuding Legend)...per Braille Page

(1) English 80 $4.05 $324.00 $1.00 $80.00 $52.00 $4,160

(2) Spanish 10 $4.05 $40.50 $1.00 $10.00 $52.00 $520

III. STOCK/PAPER

White Uncoated "Braille Paper" (90 lbs. or 100 lbs.)

(a) Braille Products (other than Tactile Graphics)...per leaf 88,104 $0.06 $5,286.24 $0.05 $4,405.20 $0.06 $5,286

(b) Tactile Graphics...per leaf 90 $2.25 $202.50 $1.00 $90.00 $2.25 $202

IV. ADDITIONAL OPERATIONS:

(a) Printing Cover Page...per "Printed" Cover 1,151 $0.86 $989.86 $1.00 $1,151.00 $0.85 $978

(b) Binding...per Volume 1,151 $0.10 $115.10 $1.00 $1,151.00 $0.68 $782

(c) OCR Scan (with or without Corrections)

(1) English...per "printed page" 100 $0.86 $86.00 $0.50 $50.00 $2.00 $200

(2) Spanish...per "printed page" 10 $1.08 $10.80 $0.50 $5.00 $2.00 $20

V. PREMIUM PAYMENTS

(a) Percentage Increase 1.00% 2.00% 2.00% 2.00% 

$384,020.12 $386,983.00  ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ 

$2,763.58 $2,379.70 

$62,836.80 $72,655.00 

$5,488.74 $4,495.20 

$312,931.00 $307,453.10 

$3,129.31 $3,074.53 

$62.59 $61.49 

$384,082.71 $387,044.49 

2.00% $7,681.65 0.00% $0.00 

30 Days $376,401.06 NET $387,044.49 

Abstracted by: Teri Doughty‐Shoffstall

Verified by: Linda Price 12/05/2019

Contract Awarded to: SeeWriteHear, LLC

SUBTOTAL

REPRINTS

NOTICES/DIRECT MAIL

PROMPT PAYMENT DISCOUNT

TOTAL PLUS ACCELERATED PRODUCTION SCHEDULE PREMIUM PAYMENT

DISCOUNTED TOTAL

STOCK/PAPER

SUBTOTAL MINUS REPRINTS, NOTICES, AND STOCK/PAPER

1% ACCELERATED PRODUCTION SCHEDULE

ACCELERATED PRODUCTION SCHEDULE PREMIUM PAYMENT

Program 3571‐S Title: Braille Products

Term of Contract: January 1, 2020 through December 31, 2020 and 4 option years

CRAWFORD TECH USA, IN

Potsdam, NY

CLOVERNOOK CTR FOR BLIND

Cincinnati, OH

BRAILLE WORKS INT'l, INC.

Seffner, FL
2. On page 11 of the contract specifications, under "Number of Orders/ltems/Pages/Copies" and Table 1,change

Original English Items from 8 to 6, change Reprint English Items from 0 to 1, and change Reprint Spanish Items

from 0 to 1.

3. On page 12 of the contract specifications, under "Reprints", add Tactile Graphics to the definition of reprints and

under "Tactile Graphics", remove "No Reprints". In addition, change "Accessible Digital Files" heading to "Digital

Deliverables" and add, "An occasional order may require the contractor to provide their Braille source file in DXB

or DXP format." In addition, change the last sentence in the first paragraph to "The individual print order will

indicate the type of digital deliverables that are required." Delete "Reimbursement for BRF and TXT files will be

made in accordance with GPO Schedule of Prices."

4. On page 17 of the contract specifications, under "Tactile Graphics", replace the trim size with "Minimum 10-1/4 x

11" up to and including 17x11" (portrait or landscape orientation)".

5. On page 18 of the contract specifications, delete the first paragraph.

6. On page 19 of the contract specifications, under "Digital File Naming Conventions", add "When requested on the

print order, the contractor to provide the Braille source file in DXB or DXP file format. File name is to be the same

as the BRF file with the "brf" extension changed to "dxb" or "dxp" as requested."

7. Replace pages 22 through 24 of the contract specifications with pages 2 through 4 of this amendment.

All other specifications remain the same.

If amendment is not acknowledged on bid, direct acknowledgement to:

U.S. Government Publishing Office

Columbus Regional Office

1335 Dublin Road, Suite 112-B

Columbus, OH 43215-7034

Amended bid or acknowledgement must be submitted using the method(s) specified in the solicitation for bid submission.

Telephone or e-mail submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID OPENING. Failure to acknowledge

receipt of amendment, by amendment number, prior to bid-opening time, may be reason for bid being declarednonresponsive.

Sincerely,

^-A-3

WILLIAM M. LAN'S

Contracting Officer

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

Page 1 of 4
y 

g

y 

p

of time.

The following item designations correspond to those listed in the "Schedule of Prices".

II.

IV.

(a)(b)

(c)(a)(b)

(c)(a)(b)

(c)(a)(b)(a)(b)(c)

47

5

157

10

(1)(2)

(D,370,510

70

6

6

1

(1),244,000

80

88,104

90

1,1511,151

100

10

(2)

2,430

290

50

11

1

(2)

7,964

1,000

10

V. ACCELERATED SCHEDULE - PREMIUM PAYMENTS:

It is estimated that approximately 1 % of the orders placed on this contract will be for the accelerated schedule. Therefore,premium payments will enter into the determination by applying the percentage increase offered for the accelerated

schedule in the "Schedule of Prices" to 1% of the total price offered for all items except "Reprints", "Direct Mail", and

"Stock/Paper". This additional cost will be included in the total bid and will be used to determine the lowest bid.

PREMIUM PAYMENTS

Orders requiring an accelerated schedule, as defined under "Schedule", will be offered and paid for at the premium rate inaccordance with the contractor's offered percentage in the "Schedule of Prices". All other orders will be placed within the

required schedule and paid for at the basic prices offered. Percentages offered for premium priced work are additional to

the basic prices offered for units of work.

Failure of the contractor to deliver work at the time specified will result in disallowance of premium payments that were

anticipated and the contractor will not list such items on his invoice. Non-delivery in accordance with the acceleratedschedule could result in default or non-responsibility determinations on future solicitations.

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

Page 2 of 4
Prices must be submitted for the entire term of the contract and bids qualified for a lesser period will not be considered.Prices must include the cost of all required materials and operations for each item listed in accordance with these

specifications.

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or alteration of

the order and manner of submitting bids, may be declared nonresponsive.

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the Government.

Bids submitted with NB (No Bid), NA (Not Applicable), or blank spaces for an item may be declared non-responsive.

All invoices submitted to the GPO shall be based on the most economical method of production. Price per sheet will be

prorated based on percentage of sheet area containing Braille and/or printed pages for electronic files. 1 to 25%

coverage will be prorated at 25% of the bid price, 26 to 50% coverage will be prorated at 50% of the bid price, and 51% to

100% will be prorated at 100% of the bid price.

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production that are

inconsistent or unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action

would be in the best interest of the Government.

1. FILE TRANSCRIPTION: Prices offered must be all-inclusive in accordance with these specifications and shall include

the cost of all required materials and operations necessary for the complete production and distribution except for Items II.

Braille Embossing, III. Stock/Paper, IV. Additional Operations and V. Premium Payments.

Spanish

(2)

1. Transcription of Braille Products other than

Tactile Graphics:

(a) From furnished PDF file to BRF file........................ per Braille page .........$_ $_(b) From furnished PDF file to ASCII TXT file.............. per "Printed" page......$_ $_(c) From furnished BRF file to ASCII TXT file.............. per "Printed" page......$_ $_

2. Transcription of Tactile Graphics:

(a) From furnished PDF file to BRF file........................ per Braille page .........$_ $_(b) From furnished PDF file to ASCII TXT file.............. per "Printed" page......$_ $_(c) From furnished BRF file to ASCII TXT file.............. per "Printed" page......$_ $_

(Initials)

RETURN THIS PAGE TO GPO RO,COLUMBUS, OH

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

Page 3 of 4
p

, 

p

, 

p

y

Spanish

(2)

(a) Braille Products other than Notices and

Tactile Graphics)..................................................... per Braille page ......... $_ $.

(b) Notices.................................................................... per Braille page .........$_ $.(c) Tactile Graphics (including Legend) ....................... per Braille page ......... $_ $_

III. STOCK/PAPER: Payment for all stock/paper supplied by the contractor under the terms of these specifications, as

ordered on the individual print orders, will be based on the net number of envelopes furnished for the product(s) ordered.

The cost of any stock/paper required for makeready or running spoilage must be included in the prices offered.

White Uncoated "Braille Paper" (90 Ibs. or 100 Ibs.):

(a) Braille Products (other than Tactile Graphics)........ per leaf...........................................$_(b) Tactile Graphics...................................................... per leaf...........................................$_

IV. ADDITIONAL OPERATIONS: The prices offered for each of the following items must include the cost of all requiredmaterials and operations necessary in accordance with these specifications.

(a) Printing Cover Page................................................ per "Printed" Cover........................$.(b) Binding .................................................................... per volume....................................^.(c) OCR Scan (with or without Corrections)

(1) English.............................................................. per "printed page"..........................$_(2) Spanish............................................................. per "printed page"..........................$_

V. PREMIUM PAYMENTS: This is only authorized for orders placed on the "Accelerated Schedule" as defined in these

specifications.

(a) Percentage increase......................................................................................................._%

(Initials)

RETURN THIS PAGE TO GPO RO,COLUMBUS, OH

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

Page 4 of 4
Program 3571-S Page 1 of 26

Written by: LLP 

Reviewed by: RLW 

U.S. GOVERNMENT PUBLISHING OFFICE 

Columbus, Ohio 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Braille Products 

as requisitioned from the U.S. Government Publishing Office (GPO) by 

Department of Treasury (IRS) Alternative Media Center – Richmond, VA 

Single Award 

TERM OF CONTRACT 

The term of this contract is for 1 year (base year period of January 1, 2020 through December 31, 2020) and 4 

option year periods (January 1, 2021 through December 31, 2021, January 1, 2022 through December 31, 2022, 

January 1, 2023 to December 31, 2023, and January 1, 2024 to December 31, 2024). Special attention is directed 

to the following provision and clauses in Section 1 of this contract: “Option to Extend the Term of Contract”, and 

“Economic Price Adjustment.” 

BID OPENING 

Bids shall be publicly opened at 2:00 p.m., prevailing Columbus, Ohio time, on 

November 27, 2019 

SUBMIT SEALED BID TO 

U.S. Government Publishing Office, Columbus Regional Office, 1335 Dublin Road, Suite 112-B, Columbus, OH 43215. 

Bid must be clearly marked on the outermost envelope/package with company name and address of the bidder, program 

number, and bid opening date. Bidder’s option to telefax bid to Columbus RO, (614) 488-4577. Telegraphic and e-mail bids 

transmitted to GPO offices WILL NOT be considered. GPO personnel WILL NOT validate receipt of any bid prior to bid 

opening. 

BIDDERS PLEASE NOTE: 

Bidders are cautioned to familiarize themselves with all provisions of this contract before bidding. Extensive 

changes and additions have been made, including: 

 “Quality Control Documents” clause, pages 4 through 6. 

 “Payment” clause, page 10 (508 Compliant File for invoice certification). 

 “Notices”, page 12. 

 “Braille Size and Margins/Spacing”, page 15. 

 “Schedule”, pages 20 and 21. 

 Section 4, “Schedule of Prices”, pages 23 to 25. 

 Additional changes scattered throughout. 

Abstract of previous bids available at: https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing. 

For information of a technical nature call Linda Price at (614) 488-4616, ext. 7 (No collect calls). 
Braille Products Page 2 of 26

3571-S (12/20) 

SECTION 1. – GENERAL TERMS AND CONDITIONS 

GPO CONTRACT TERMS 

Any contract which results from this Invitation for Bid will be subject to the applicable provisions, clauses, and 

supplemental specifications of GPO Contract Terms (GPO Pub. 310.2, effective December 1, 1987 (Rev. 1-18)) 

and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding (GPO Pub. 

310.1, effective May 1979 (Rev. 09-19)). 

GPO Contract Terms (GPO Publication 310.2) is available at the following web address: 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contract-terms-01-18.pdf

GPO QATAP (GPO Publication 310.1) is available at the following web address: 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf

SECURITY PROVISIONS 

Orders placed under this contract will contain material considered as Sensitive but Unclassified or as Personally 

Identifiable Information. Proper security controls and appropriate disposal of waste material required. 

SENSITIVE BUT UNCLASSIFIED (SBU) 

Any Treasury Department information made available, which is marked “Official Use Only” on the print order or 

on any part of the furnished material, shall be used only for the purpose of carrying out the provisions of this 

contract, and shall not be divulged or made known in any manner to any person except as may be necessary in the 

performance of the contract. All copies must be accounted for and waste sheets and printing plates destroyed 

beyond recognition or reconstruction. 

Criminal and Civil Sanctions 

Each officer or employee or subcontractor of the contractor to whom “Official Use Only” information may be 

made available or disclosed shall be notified in writing by the contractor that “Official Use Only” information 

disclosed to such officer or employee or subcontractor can be used only for a purpose and to the extent authorized 

herein, and that further disclosure of any such “Official Use Only” information, by any means for a purpose or to 

an extent unauthorized herein, may subject the offender to criminal sanctions imposed by 18 U.S.C. 641. 

That Section provides, in pertinent part, that whoever knowingly converts to his use or another, or without 

authority, sells, conveys or disposes of any record of the United States or whoever received the same with the 

intent to convert it to his use or gain, knowing it to have been converted, shall be guilty of a crime punishable by a 

fine of up to $10,000 or imprisoned up to ten years or both. 

SBU Labeling and Marking 

Any special handling, labeling, and/or marking that is required of work-in-process, finished goods, and/or 

delivery cartons will be indicated on the individual print order. 

PERSONALLY IDENTIFIABLE INFORMATION (PII) 

The products produced on this contract may contain personally identifiable information (PII). It is the 

contractor’s responsibility to properly safeguard PII from loss, theft, or inadvertent disclosure and to immediately 

notify the Government of any loss of personally identifiable information. PII includes but is not limited to Direct 

Mail notices to IRS employees and to tax payers. 

 
Braille Products Page 3 of 26

3571-S (12/20) 

Privacy Act Notification 

This procurement action requires the contractor to do one or more of the following: design, develop, or operate a 

system of records on individuals to accomplish an agency function in accordance with the Privacy Act of 1974, 

Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Act 

may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a (i) (1) CRIMINAL PENALTIES. It is 

incumbent upon the contractor to inform its officers and employees of the penalties for improper disclosure 

imposed by the Privacy Act of 1974, 5 U.S.C. 552a, specifically, 5 U.S.C. 552a (i) (1) CRIMINAL PENALTIES 

and m (1) GOVERNMENT CONTRACTORS. 

Privacy Act 

 (a) The contractor agrees: 

 (1) to comply with the Privacy Act of l974 and the rules and regulations issued pursuant to the Act in the 

design, development, or operation of any system of records on individuals in order to accomplish an 

agency function when the contract specifically identifies (i) the system or systems of records and (ii) 

the work to be performed by the contractor in terms of any one or combination of the following: (A) 

design, (B) development, or (C) operation; 

 (2) to include the solicitation notification contained in this contract in every solicitation and resulting 

subcontract and in every subcontract awarded without a solicitation when the statement of work in the 

proposed subcontract requires the design, development, or operation of a system of records on 

individuals to accomplish an agency function; and 

 (3) to include this clause, including this paragraph (3), in all subcontracts awarded pursuant to this 

contract which require the design, development, or operation of such a system of records. 

 (b) In the event of violations of the Act, a civil action may be brought against the agency involved where the 

violation concerns the design, development, or operation of a system of records on individuals to 

accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of 

the agency where the violation concerns the operation of a system of records on individuals to accomplish 

an agency function. For purposes of the Act when the contract is for the operation of a system of records 

on individuals to accomplish an agency function, the contractor and any employee of the contractor is 

considered to be an employee of the agency. 

 (c) The terms used in this clause have the following meanings:

 (1) “Operation of a system of records” means performance of any of the activities associated with 

maintaining the system of records including the collection, use, and dissemination of records. 

 (2) “Record” means any item, collection or grouping of information about an individual that is 

maintained by an agency, including, but not limited to, his education, financial transactions, medical 

history, and criminal or employment history and that contains his name, or the identifying number, 

symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a 

photograph. 

 (3) “System of records” on individuals means a group of any records under the control of any agency 

from which information is retrieved by the name of the individual or by some identifying number, 

symbol, or other identifying particular assigned to the individual. 

 
Braille Products Page 4 of 26

3571-S (12/20) 

SECURITY CONTROLS 

To ensure the contractor’s facility can provide the necessary controls to safeguard security material, a tour of the 

facility may be conducted by IRS security personnel. The review of the facility will include, but is not limited to 

the following: 

(a) Physical security controls, 

(b) Protection of data recorded on magnetic media, 

(c) Protection of data recorded on hard copy media, 

(d) Identification and authentication controls, 

(e) System accountability controls, 

(f) Systems access controls, 

(g) Protection of residual data, 

(h) Back up procedures, 

(i) Fire detection and annunciation, 

(j) Contingency plans, and 

(k) Personnel security 

Contractor will be required to make reasonable changes to their facility and/or procedures to properly safeguard 

security material. If requirements are not met, requirements will be procured from other sources. 

DISPOSAL OF WASTE MATERIALS 

The contractor is required to demonstrate how all waste materials used in the production of sensitive information 

(SBU and PII) will be definitely destroyed, i.e., burning, pulping, shredding, macerating, or other suitable similar 

means. Electronic records must be definitely destroyed in a manner that prevents reconstruction. Definitely 

destroying the records means the material cannot be reassembled and used in an inappropriate manner in violation 

of law and regulations. Sensitive records are records that are national security classified or exempted from 

disclosure by statute, including the Privacy Act or regulation.

If the contractor selects shredding as a means of disposal, it is preferred that a cross cut shredder be used. If a 

strip shredder is used, the strips must not exceed one-quarter inch. 

The contractor must provide the location and method planned to dispose of the materials. A Government 

representative may be required to be present for the disposal of waste materials. At Government’s option, 

contractor may be required to return all waste materials to the ordering agency. 

SUBCONTRACTING 

The predominant production functions are Braille transcription, Braille page embossing, creation of ASCII text 

files and BRF files, and receipt, handling and production, storage, and return of SBU and PII products. These 

functions cannot be subcontracted. 

QUALITY CONTROL DOCUMENTS 

BRAILLE TRANSCRIPTION AND EMBOSSING 

The following and future documents and publications set forth by the Braille Authority of North America 

(BANA) shall apply. In the event of conflict between the documents and publications referenced herein and the 

content of this specification, the content of this specification shall be considered a superseding requirement. 

Braille Formats: Principles of Print-to-Braille Transcription (2016 or most recent edition) 

 
Braille Products Page 5 of 26

3571-S (12/20) 

Rules of Unified English Braille (UEB): UEB Rulebook, Second Edition (2013 or most recent edition, including 

any updates not yet included in a new edition). 

UEB Guidelines for Technical Details (2014 or most recent edition). 

Guidelines and Standards for Tactile Graphics (2010 or most recent edition). 

National Library Service for the Blind and Physically Handicapped, Library of Congress. Specification 800: 

Braille Books and Pamphlets (2014 or most recent edition). EXCEPTION: Volume size is a maximum of 90 

leaves (180 Braille pages). 

PRINTING OF COVER AND BINDING OF BRAILLE BOOKS 

The following levels and standards shall apply to these specifications for printed covers and binding of books: 

Product Quality Levels: 

 (a) Printing (page related) Attributes -- Level III. 

 (b) Finishing (item related) Attributes -- Level III. 

Inspection Levels (from ANSI/ASQC Z 1.4): 

 (a) Non-destructive Tests - General Inspection Level I. 

 (b) Destructive Tests - Special Inspection Level S-2. 

Specified Standards: The specified standards for the attributes requiring them shall be: 

 Attribute Specified Standard 

 P-7. Type Quality and Uniformity Furnished File 

QUALITY PERFORMANCE PROFILE 

Within 2 workdays upon request, contractor shall submit a Quality Performance Profile (QPP) document which 

details its quality control procedures for guaranteeing that all requirements in IRS specifications are met or 

exceeded. The procedures should include, but not be limited to, the following elements: incoming material 

inspection, in-process manufacturing inspection, and outgoing inspection of the finished product (including 

proofreading of all Braille materials to ensure accuracy of transcription). A work flow analysis chart must be 

included to clearly reflect and support the QPP. 

The following quality assurance requirements must be clearly recorded: 

(a) Inspection: Each and every part produced shall be inspected by the contractor for compliance with 

specifications. 

(b) All Braille materials shall be proofread to ensure accuracy of transcription and embossed Braille. 

(c) All stereotypers, Braille editors, and/or proofreaders employed in the production of Braille items should 

be certified by the National Library Service for the Blind and Physically Handicapped, Library of 

Congress or possess comparable credentials. 

(d) The records must also identify personnel responsible for each step in the Quality Control together with 

their qualifications. The information requested above must be clear and complete. IRS reserves the right 

to ask the contractor to submit, at any time during the contract, all or part of these records. The contractor 

will be responsible for implementing effective controls during the production process for all items listed 

in their QPP. 

 
Braille Products Page 6 of 26

3571-S (12/20) 

ON-SITE INSPECTIONS 

The Government has the right to inspect and test all supplies called for, to the extent practicable, at all places and 

times, including the period of manufacture (including bindery, packing, labeling, and/or distribution operations), 

and in any event before acceptance. 

The Government shall perform inspections and tests in a manner that will not unduly delay performance and 

assumes no contractual obligation to perform any inspection and test for the benefit of the contractor unless 

specifically set forth elsewhere. Reference GPO Contract Terms, Contract Clauses, Article 14, “Inspection and 

Tests”. 

EVALUATION 

Braille products will be evaluated for accuracy of content; conformance with Braille codes; technical 

specifications; size and spacing of Braille dots, cells, and lines; quality and size of paper; margins; number of 

cells per line; number of lines per page; numbering; pages per volume; and binding. 

REWORK 

If a significant fault is found in the production units that can be traced to a lack of adequate production control of 

inspection, the necessary control or inspection shall be instituted without additional charge to IRS. A significant 

fault is defined as an error that would prevent the user from deriving a completely correct answer or would impair 

the Service’s commitment to quality and professionalism. 

RECALL 

Braille products produced for IRS shall be free of translation and/or embossing defects and are subject to recall. 

Repressing shall be at the expense of the contractor based on the above criteria. It shall be the prerogative of the 

Contracting Officer to initiate a recall at his/her discretion.

WARRANTY 

Contract Clause 15, “Warranty”, of GPO Contract Terms (GPO Pub. 310.2) is amended for this program to the 

effect that the warranty period is EXTENDED from 120 days to one calendar year from the date the check is 

tendered as final payment. All other Warranty provisions remain the same. 

OPTION TO EXTEND TERM OF CONTRACT 

The Government has the option to extend the term of this contract for a period of 12 months by written notice to 

the contractor not later than 30 days before the contract expires. If the Government exercises this option, the 

extended contract shall be considered to include this clause, except, the total duration of the contract may not 

exceed 5 years (December 31, 2024) as a result of, and including, any extension(s) added under this clause. 

Further extension may be negotiated under the “Extension of Term of Contract” clause. See also “Economic 

Price Adjustment” clause for authorized pricing adjustment(s). 

EXTENSION OF TERM OF CONTRACT 

At the request of the Government, the term of any contract resulting from this solicitation may be extended for 

such period of time as may be mutually agreeable to the GPO and the contractor. 
Braille Products Page 7 of 26

3571-S (12/20) 

ECONOMIC PRICE ADJUSTMENT 

The pricing under this contract shall be adjusted in accordance with this clause, provided that in no event will any 

pricing adjustment be made that would exceed the maximum permissible under any law in effect at the time of the 

adjustment. 

There will be no adjustment for orders placed during the first period specified below. Pricing will thereafter be 

eligible for adjustment during the second and any succeeding performance period(s). For each performance 

period after the first, a percentage figure will be calculated as described below and that figure will be the 

economic price adjustment for that entire next period. 

Pricing adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to 

paper, if paper prices are subject to adjustment by separate clause elsewhere in this contract. 

For the purpose of this clause, performance under this contract will be divided into successive periods. The first 

period will extend from January 1, 2020 through December 31, 2020, and the second and any succeeding 

period(s) will extend for 12 months from the end of the last preceding period, except that the length of the final 

period may vary. The first day of the second and any succeeding period(s) will be the effective date of the 

economic price adjustment for that period. 

Pricing adjustments in accordance with this clause will be based on changes in the seasonally adjusted “Consumer 

Price Index For All Urban Consumers – Commodities Less Food” (Index) published monthly in the CPI Detailed 

Report by the U.S. Department of Labor, Bureau of Labor Statistics. 

The economic price adjustment will be the percentage difference between Index averages as specified in this 

paragraph. An index called the variable index will be calculated by averaging the monthly Indexes from the 12-

month interval ending three (3) months prior to the beginning of the period being considered for adjustment. This 

average is then compared to the average of the monthly Indexes for the 12-month interval ending September 30, 

2019, called the base index. The percentage change (plus or minus) of the variable index from the base index will 

be the economic price adjustment for the period being considered for adjustment. 

The Government will notify the contractor by contract modification specifying the percentage increase or 

decrease to be applied to invoices for orders placed during the period indicated. The contractor shall apply the 

percentage increase or decrease against the total price of the invoice less reimbursable postage or transportation 

costs and separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted. 

If the Government exercises an option, the extended contract shall be considered to include this economic price 

adjustment clause. 

PAPER PRICE ADJUSTMENT 

Paper prices charged under this contract will be adjusted in accordance with “Table 9 – Producer Price Indexes 

and Percent Changes for Commodity Groupings and Individual Items” in Producer Price Indexes report, 

published by the Bureau of Labor Statistics (BLS), as follows: 

1. BLS code 0913 for “All Paper” will apply to all paper required under this contract. 

2. The applicable index figures for the month of January 1, 2020 will establish the base index. 

3. There shall be no price adjustment for the first three months of the contract. 

 
Braille Products Page 8 of 26

3571-S (12/20) 

4. Price adjustments may be monthly thereafter, but only if the index varies by an amount (plus or minus) 

exceeding 5% by comparing the base index to the index for that month which is two months prior to the 

month that is being considered for adjustment. 

5. Beginning with order placement in the fourth month, index variances will be calculated in accordance 

with the following formula: ൫ሺܺ െ ܤܽݏ݁	ܫ݊݀݁ݔሻ ൊ ܤܽݏ݁	ܫ݊݀݁ݔ൯ ൈ 100	 ൌ 	 ______%

 where X = the index for that month which is two months prior to the month being considered for 

adjustment. 

6. The contract adjustment amount, if any, will be the percentage calculated in 5 above less 5%. 

7. Adjustments under this clause will be applied to the contractor’s bid price(s) for all line items under “Item 

III. STOCK/PAPER” in the Schedule of Prices and will be effective on the first day of any month for 

which prices are to be adjusted. 

The Contracting Officer will give written notice to the contractor of any adjustments to be applied to invoices for 

orders placed during months affected by this clause. 

In no event, however, will any price adjustment be made which would exceed the maximum permissible under 

any law in effect at the time of the adjustment. The adjustment, if any, shall not be based upon the actual change 

in cost to the contractor, but shall be computed as provided above. 

The contractor warrants that the paper prices set forth in this contract do not include any allowance for any 

contingency to cover anticipated increased costs of paper to the extent such increases are covered by this price 

adjustment clause. 

PRE-AWARD SURVEY 

In order to determine the responsibility of the prime Contractor or any subcontractor, the Government reserves the 

right to conduct an on-site pre-award survey at the Contractor’s/subcontractor’s facility or to require other 

evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a 

contract. As part of the financial determination, the Contractor in line for award may be required to provide one 

or more of the following financial documents: 

1. Most recent profit and loss statement 

2. Most recent balance sheet 

3. Statement of cash flows 

4. Current official bank statement 

5. Current lines of credit (with amounts available) 

6. Letter of commitment from paper supplier(s) 

7. Letter of commitment from any subcontractor 

The documents will be reviewed to validate that adequate financial resources are available to perform the contract 

requirements. Documents submitted will be kept confidential, and used only for the determination of 

responsibility by the Government. Failure to provide the requested information in the time specified by the 

Government may result in the Contracting Officer not having adequate information to reach an affirmative 

determination of responsibility. 
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3571-S (12/20) 

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS 

A GPO jacket number will be assigned and a purchase order issued to the contractor to cover work performed. 

The purchase order may be supplemented by an individual “Print Order” for each job placed with the contractor. 

The print order, when issued, will indicate the quantity to be produced and any other information pertinent to the 

particular order. 

ORDERING 

Items to be furnished under the contract shall be ordered by the issuance of print orders by the Government. 

Orders may be issued under the contract from January 1, 2020 through December 31, 2020 plus for such 

additional period(s) as the contract is extended. All print orders issued hereunder are subject to the terms and 

conditions of the contract. The contract shall control in the event of conflict with any print order. A print order 

shall be “issued” upon notification by the Government for purposes of the contract when it is electronically 

transmitted or otherwise physically furnished to the contractor in conformance with the schedule. 

REQUIREMENTS 

This is a requirements contract for the items and for the period specified herein. Shipment/delivery of items or 

performance of work shall be made only as authorized by orders issued in accordance with the clause entitled 

“Ordering”. 

The quantities of items specified herein are estimates only, and are not purchased hereby. Except as may be 

otherwise provided in this contract, if the Government’s requirements for the items set forth herein do not result in 

orders in the amounts or quantities described as “estimated”, it shall not constitute the basis for an equitable price 

adjustment under this contract. 

Except as otherwise provided in this contract, the Government shall order from the contractor approximately 80% 

of the Braille Tax Products and Internal Documents to be purchased by the Government activity identified on 

page 1 with the balance of products being set-aside under the Javits-Wagner-O’Day Act (41 U.S.C. 46-48c). 

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total 

orders under this contract, if any. 

Orders issued during the effective period of this contract and not completed within that time shall be completed 

by the contractor within the time specified in the order, and the rights and obligations of the contractor and the 

Government respecting those orders shall be governed by the terms of this contract to the same extent as if 

completed during the effective period of this contract. 

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to 

the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept 

an order providing for the accelerated shipment/delivery, the Government may procure this requirement from 

another source. 

The Government may issue orders which provide for shipment/delivery to or performance at multiple 

destinations. 

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set 

forth herein which are called for by print orders issued in accordance with the “Ordering” clause of this contract. 
Braille Products Page 10 of 26

3571-S (12/20) 

DELIVERY/SHIPPING STATUS INFORMATION 

Contractors are to report information regarding each order for compliance reporting purposes and include date of 

delivery (or shipment if applicable) for proofs and delivery schedules in accordance with the contract 

requirements by contacting Columbus RPPO via e-mail to trackcolumbus@gpo.gov, or by calling (614) 488-

4616, ext. 6, or by faxing to (614) 488-4577. Personnel receiving e-mail, phone call, or fax will be unable to 

respond to questions of a technical nature or transfer any inquiries. 

PAYMENT 

Before any invoice will be accepted by GPO for payment, an itemized and totaled statement for each print order 

must be submitted to the order agency for examination and certification as to the correctness of the invoices as 

applicable to the work performed. This certification by the ordering agency will suffice in lieu of submitting a 

completed sample with the contractor’s invoice. Invoices to be submitted via e-mail in MS Word or PDF file 

format. 

Anticipate some of the Print Orders (GPO Form 2511) will contain multiple items. Each item must be broken 

down in accordance with the Schedule of Prices and a grand total must be entered on the print order. 

All invoices submitted to the IRS for examination and certification must be submitted in compliance with U.S.C. 

29 Section 508 of the Rehabilitation Act (29 U.S.C. § 794d). 

After examination and certification of the invoice, by the ordering agency, all billing documents must be 

submitted via FAX utilizing the GPO barcode coversheet program application. Instructions for the GPO barcode 

coversheet program application can be found at the following web address: 

https://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html 

At time of invoicing, the contractor shall submit a copy of the print order, contractor’s invoice certified by the 

IRS, and all mailing and/or delivery receipts via e-mail to infocolumbus@gpo.gov.
Braille Products Page 11 of 26

3571-S (12/20) 

SECTION 2. – SPECIFICATIONS 

SCOPE 

These specifications cover Braille transcription and embossing of various IRS tax products and internal 

documents (English and Spanish versions), including contractor printed cover page 1 with Braille spine label, 

accessible digital formats with and without Braille transcription and/or embossing, binding, packing, and 

distribution. 

NOTE: The terminology “print” and “printed” used throughout this contract, unless otherwise described, refers to 

the pages in the Government furnished digital file. The contractor will be required to print the cover page(s) in 

black ink as well as duplicate transcribed Braille spine label, see “Cover Page” hereafter. 

TITLE 

Braille Products 

NUMBER OF ORDERS/ITEMS/PAGES/COPIES 

Anticipate 112 orders per year, approximately 1,281 to 5,681 items per year for Braille embossing with or without 

Braille transcription and with or without BRF and/or ASCII TXT digital deliverables. 

Table 1: Anticipated Annual Volumes 

Document 

Type 

Original 

English 

Items 

Reprint 

English 

Items 

Original 

Spanish 

Items 

Reprint 

Spanish 

Items 

Avg. 

Print 

Pages 

Avg. 

Braille 

Pages 

Avg. No. of 

Volumes 

Avg. 

Copies 

Forms and 

Instructions 70 4 4 1 20 140 1 2 

Publications 37 3 2 1 30 210 2 3 

IRS Documents 44 4 1 1 150 450 3 5 

Notices 1,000 to 

5,000 0 100 to 500 0 5 10 0 1 

Tactile 

Graphics 8 0 1 0 1 1 0 10 

FORMS AND INSTRUCTIONS 

Most items are IRS tax forms and instructions. 

PUBLICATIONS 

Most items are IRS tax publications. 
Braille Products Page 12 of 26

3571-S (12/20) 

IRS DOCUMENTS 

Most items are internal IRS training documents and miscellaneous books and pamphlets. 

Some items will contain SBU in documents identified on the individual print order as “Official Use Only”. 

Security handling procedures must be applied to these items. 

REPRINTS 

Reprints are defined as Forms and Instructions, Publications, and IRS Documents that have been previously 

transcribed by the contractor or another source. The individual print order will indicate that the item is a 

“Reprint”. 

Reprints require embossing from a furnished BRF file and may or may not require the contractor to transcribe an 

ASCII TXT file. Contractor will not be reimbursed for transcription to BRF. If an ASCII TXT file is required, 

the contractor will be reimbursed for transcription from furnished BRF to ASCII TXT. 

Some items will contain SBU in documents identified on the individual print order as “Official Use Only”. 

Security handling procedures must be applied to these items. 

NOTICES 

Notices are letters and notifications to tax payers or IRS employees. No “Reprints”. 

It is anticipated that some of the furnished PDF files will be scanned images that require OCR scanning and 

corrections. Notices do not require covers, title pages, or table(s) of contents. No binding required. 

When OCR scanning indicates required corrections, the contractor, after approval by the Government, shall 

correct the file using OCR software. OCR software is to scan at a minimum of 300 dpi or greater and render 

verbatim text of the scanned file. 

These notices will contain Personally Identifiable Information (PII) as indicated on the individual print order. 

Security handling procedures must be applied to these items. 

TACTILE GRAPHICS 

Most items are floorplans or similar diagrams. No “Reprints”. 

Tactile Graphics do not require covers, title pages, table(s) of contents, or binding. Tactile Graphics do require a 

legend. 

ACCESSIBLE DIGITAL FILES 

Braille Ready Files (BRF) and ASCII Text files (TXT) will be required on most items. BRF files are not required 

on “Reprints”. ASCII TXT files may or may not be required on “Reprints”. The individual print order will 

indicate if BRF and TXT files are required. 

Reimbursement for BRF and TXT files will be made in accordance with GPO Schedule of Prices. 

VOLUMES 

Braille books are limited to 90 leaves (180 pages). Each item with greater than 90 leaves of Braille will need to 

be divided into multiple volumes. Each volume will require a Cover Page, Title Page, and Table of Contents. 

 
Braille Products Page 13 of 26

3571-S (12/20) 

Cover pages will print cover content in English only, no printed Spanish cover pages are required even if Braille 

transcription and embossing is in Spanish. Cover pages, title pages, and table(s) of contents not required on 

Notices. Tactile Graphics will require a legend in lieu of a Cover Page, Title Page, and Table of Contents. 

NO QUANTITY VARIATION ALLOWED. 

GOVERNMENT TO FURNISH 

Digital files furnished in PDF or BRF will be sent via e-mail or transmitted to contractor maintained secure 

(sFTP) site. The contractor’s sFTP site to have a minimum of T-1 connection speed. 

Covers: IRS logo, cover template, and Quick Response (QR) code artwork will be provided after award of the 

contract and when changes are made. Contractor required to maintain the most current artwork. Anticipate files 

will be furnished in PDF or MS Word. 

Distribution Lists will be provided after award of the contract and when changes are made. Files furnished via 

e-mail in Excel). Contractor to maintain most current distribution lists provided at time of award and when 

changes are made. 

Form 6153 (Rev. 3-2006) Cat. No. 62724N for labeling and marking specifications. See “Exhibit” hereafter. 

GPO Delivery/Shipping Status Report Form. 

GPO Form 2511, Print Orders. 

Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial 

identification marks of any kind, etc., except GPO imprint, form number, and revision date, carried on copy or 

film, must not print on finished product. 

CONTRACTOR TO FURNISH 

All materials and operations, other than those listed under “Government to Furnish,” necessary to produce the 

product(s) in accordance with these specifications. 

PRIOR-TO-PRODUCTION ESTIMATES 

Anticipate some orders will require the contractor to provide a prior-to-production estimate after review of 

furnished material and before transcription and embossing begin. In addition to the estimated cost, this estimate is 

to include the actual “printed” page count, the estimated Braille page count, and the Braille-to-Print page ratio. 

Estimates for orders received by noon are due before 3:00 p.m. the same day. Orders received after noon are due 

before 11:00 a.m. the following work day. All times listed are prevailing Eastern time. 

Estimates are to be e-mailed to altmc@irs.gov and to infocolumbus@gpo.gov. 

Estimates are to be as accurate and reliable as possible and may affect funding on an order-by-order basis. After 

award, a telephone conference between the contractor and the Government will be held to determine how the 

estimated Braille page count is to be determined on each order.

TRANSCRIPTION AND EMBOSSING OF BRAILLE PRODUCTS 

The contractor must provide the skill and expertise necessary for producing the highest quality transcribing and 

embossing. The contractor will be required to transcribe pages from electronic files or furnished “printed” files to 

Contracted Braille (previously Grade 2 Braille). 

 
Braille Products Page 14 of 26

3571-S (12/20) 

The furnished electronic files and “printed” files will consist of various formats throughout. Each transcribed 

page (including table(s) of contents) must include the page number from the furnished files and corresponding 

Braille page number including the alpha characters that precede the page number. 

The Braille standard shall be the Braille Formats sponsored by the Braille Authority of North America (BANA), 

including Unified English Braille (UEB). 

FORMS AND DOCUMENTS 

Forms and documents will be presented in a narrative format. Mathematical format will be Nemeth code. A dash 

will be used to indicate space provided for a response. Shaded areas will be indicated by the word “Shaded.” All 

numbered entries will begin at the left hand margin. All carry-over lines will begin at the third cell. 

TABLES AND CHARTS 

Contractor is to use appropriate formatting for tables and charts, including paragraph formatting. 

The stair-step method is not acceptable. 

TACTILE GRAPHICS 

Tactile graphics will be ordered as stand-alone, face only products. The graphic design must follow accepted 

BANA standards for clarity and readability. They should be tactually clear and contain only relevant information. 

Graphics must be clearly titled and a legend must define all graphic symbols, various line styles, and pattern fills 

used. Symbols should never be closer than 1/4 inch and shapes should be large enough to be easily recognized. 

Symbols and lines should be consistent with industry standards. All Braille must follow the same Braille 

specifications listed in this contract. All Braille labeling must include a print title and all ink should be black or 

red upon request. No cover page or table(s) of contents or binding required. Legend required. 

TEXT MATTER 

When a single page within the “print” text repeats the title of the document and/or the section number and title, 

this shall be omitted from the Braille transcription. 

Running headers shall not be used. 

COLUMNS 

When columns fit on one page, they will be separated, where space permits, by leader dots (dot 5) for easy tracing 

by the reader. But, if space does not permit, columns shall be separated by at least 2 spaces. 

When material has too many columns to fit on one Braille page, the columns will be written in linear form and not 

on facing pages. Column 1 will begin at the margin followed by a colon, each succeeding column will be 

followed by a semi-colon, and carryover lines will begin two spaces from the margin. 

Column headings shall only be given on the first page of columnar material, not on succeeding pages, unless the 

headings change. 

If there are lengthy phrases or sentences within a column, the material may be written in paragraph form, with any 

secondary or succeeding columns as subparagraphs. 
Braille Products Page 15 of 26

3571-S (12/20) 

PAGINATION 

The print page number shall be transcribed into Braille and be placed in the top right corner of the page. If the 

print page exceeds more than one Braille page, the additional pages shall be numbered using a combination of 

alpha and numeric characters. For example, if print page one equals 3 Braille pages, the first page will be “1”, the 

second page will be “a1”, the third page will be “b1”, etc. 

Braille page numbers consistent to the Braille document should be placed at the bottom right corner of the page. 

BRAILLE PLACEMENT 

Braille shall be placed on both sides of the page with exception of the following: complex diagrams and charts, 

the inside front cover, back cover, or where formatting requirements dictate that a given item should start on a 

new odd page. 

BRAILLE SIZE AND MARGINS/SPACING 

The height of Braille dots shall be 0.019” (plus 0.002” or minus 0.001”) and shall be uniform within any 

transcription. 

The base diameter of Braille dots shall be 0.057” (plus 0.002” or minus 0.001”) and 0.064 of an inch and shall be 

uniform within any transcription. 

Cell spacing of Braille dots shall conform to the following specifications: 

(a) The distance from center to center of adjacent dots (horizontally or vertically, but not diagonally) in the 

same cell is 0.092” (plus 0.002” or minus 0.001”). 

(b) The distance from the center of corresponding dots in adjacent cells shall be 0.245” (plus 0.005” or minus 

0.001”). 

(c) The nominal line spacing of Braille cells from center to center of nearest corresponding dots in adjacent 

lines, shall be 0.400”. 

TABLE(S) OF CONTENTS 

The contractor will be required to create a table of contents page for each volume including all major headings in 

the text. This must contain the “print” page number and corresponding Braille page number. If the product 

contains more than one volume, there must be a master table of contents in volume one. This deviates from the 

standards set forth in Braille Formats and takes precedence. All subsequent volumes must contain an individual 

table of contents for that specific volume. 

Notices and Tactile Graphics do not contain Table(s) of Contents page(s). 

If nothing has been omitted, the following statement shall be made at the end of the table of contents of the first 

volume or, if there is no table of contents, as the first item on the reverse side of the title page: 

“This Braille edition contains the entire text of the print edition.” 

If material has been omitted, the following statement shall be made at the end of the table of contents of the first 

volume or, if there is no table of contents, as the first item on the reverse side of the title page, what parts of the 

text of the “print” have been omitted. This also includes copies of duplicate forms. The following statement shall 

be made in the case of omissions: 

 
Braille Products Page 16 of 26

3571-S (12/20) 

“This Braille edition contains the entire text of the print edition except...” 

COVER PAGE 

All items except Notices and Tactile Graphics will require a cover page for each volume. No cover page(s) for 

Notices or Tactile Graphics. The front cover (cover page 1) shall look similar to the print cover and consist of 

imaging in black ink and a Braille spine label. Cover pages 2, 3, and 4 are blank. 

It will be required that the volumes are separated by natural changes in the subject matter. This may produce 

different size volumes. No volume can be larger than 90 leaves (180 pages). A cover page is required for each 

volume. 

The front cover (cover 1) shall contain the following information in black ink (follow cover template 

provided at time of award for layout): 

Short title of the document – Example: Form 1040 & Instructions (BR) 

Long title of document – Example: U.S. Individual Income Tax Return 

Revision Date 

Volume(s) 

Braille Pages 

“Print Pages” 

IRS Treasury Logo 

QR Code – placed in the bottom right corner 

The front cover (cover 1) must contain the information imaged on the cover page transcribed into Braille (“Spine 

Labeling”), placed approximately 2” from and reading parallel with the bound edge. Contractor’s option to apply 

Braille directly to the front cover or apply a spine label. Spine label material described below. Each item should 

be placed on a different line in the following order: 

Short title of the document – Example: Form 1040 & Instructions (BR) 

Long title of document – Example: U.S. Individual Income Tax Return 

Revision Date 

Volume(s) 

Braille Pages 

Print Pages – first and last print pages covered in volume 

QR Code language on last line of spine label – “QR Code in Bottom Right Corner.” 

If space does not permit, long title can be logically abbreviated to fit on a single line. 

If contractor’s option is to comb bind (see “Binding” hereafter), contractor’s option to place Spine Labeling 

directly onto the front cover or affix spine label to the comb binding. 

Spine label is to be a clear self-adhesive strip approximately 4” wide x 8-1/2” long approximately 2” from and 

reading parallel with the bound edge. The final Braille line must be at least 3/4” from the bottom edge of comb 

binding or bottom edge of cover. 

TITLE PAGE 

A title page will follow each cover page. The title page must contain three sections (top, middle, and bottom) in 

Braille, beginning at the top center of the page. Notices and Tactile Graphics do not contain title page(s). Follow 

the Braille format requirements for spacing between sections. Each section of items should be placed on a 

different line in the following order: 

 
Braille Products Page 17 of 26

3571-S (12/20) 

Top Centered Section: 

Short title of the document – Example: Form 1040 & Instructions (BR) 

Long title of the document – Example: U.S. Individual Income Tax Return 

Revision – Example: (Rev. 2013), 

Catalog Number – Example: Catalog Number 11320B 

Middle Centered Section: 

Provided by the: 

Internal Revenue Service 

Alternative Media Center 

Bottom Centered Section: 

Volume(s) 

Braille Pages – Example: P1-P6 and 1-100 

Print Pages – Example: I – VI and 1- 55 

TRIM SIZE 

The following trim sizes required. 

ALL ORDERS EXCEPT TACTILE GRAPHICS 

Minimum: Not to exceed 11 inches in height by 10-1/4 inches in width. Maximum: Not to exceed 11 inches in 

height by 11-1/2 inches in width. 

TACTILE GRAPHICS 

11 inches in height by 17 inches in width or 17 inches in height by 11 inches in width. 

STOCK/PAPER 

The specifications of all stock/paper furnished must be in accordance with those listed herein. Color of 

stock/paper furnished shall be of a uniform shade. The stock/paper shall be neither so thin as to produce dots 

which are broken at the top, nor so thick as to cause low or uneven dots. 

White Uncoated “Braille Paper”: Grammage 135 g/m2

 to 150 g/m2 (basis weight: 90 lbs. to 100 lbs. per 500 

sheets, 25 x 38”). See “Trim Size” for finished trim sizes. A tolerance of +/-5 percent (5%) shall be allowed. 

Bursting strength: Average not less than (lb/in2

) .............. 35 

Metric equivalent: Average kPa ...................................... 240 

Thickness: Average inch ................................ 0.0063

Metric equivalent: Average mm ................................... 0.160 

A tolerance of +/- 0.003 inch (0.00762 mm) shall be allowed. Paper shall be uniform and shall not vary more 

than 0.0004 inch (0.0102 mm) from one edge to the other. 

Smoothness: Average, each side, units ........... 110.170 

 
Braille Products Page 18 of 26

3571-S (12/20) 

Blocking: Paper shall not stick together after being wet with water and allowed to dry in contact with other sheets 

of the same paper. 

General appearance: The paper shall be clean and free of foreign material. 

Use of information: The height of the Braille dots is 0.018 to 0.020 inch (0.457 to 0.508 mm). 

MARGINS 

Margins must be suitable for Braille products. The contractor is responsible for maintaining consistent and 

uniform margins. 

BINDING 

Contractor’s option to comb bind or coil bind (black comb or coil) on the left dimension. Binding must not go 

through the printing or Braille. Contractor must use appropriate size comb or coil for the number of pages in the 

volume. 

It will be required that the volumes are separated by natural changes in the subject matter. This may produce 

different size volumes. No volume can be larger than 90 leaves (180 pages). 

TRANSCRIPTION AND TRANSLATION OF ACCESSIBLE DIGITAL FORMATS 

The individual print order will indicate if the contractor will be required to create ASCII text files (.txt) (with or 

without Braille transcription) as accessible, Section 508 compliant, digital deliverables via e-mail or FTP. 

ASCII TEXT (TXT) FILES 

Text files should be formatted in a manner that allows users of adaptive equipment such as screen readers, Braille 

displays, etc... to read the product in logical print order. 

Size 

Text files size should be a single file. 

Heading 

Product identification including the product number, title, revision date, catalog number, and OMB number 

should be listed at the beginning of the document and appear only once regardless of how many times it is written 

on the product. The text file is a standalone product and should not contain information about the Braille product. 

Page Numbers 

Page numbers must mark the beginning of a page and be contained within the less than and greater than signs, for 

example: <Page 2>. The page numbering must correspond with the print page numbering. This format must be 

followed exactly to ensure easy navigation by users. 

Fields and Check Boxes 

A fill-in field within a form is annotated with four dashes, i.e.: “----”. Two dashes are used for check boxes. The 

dashes are used as a replacement for the words “check box” or “blank field.” If the check box is checked, a 

capital X will represent the box that is checked. It is appropriate to use the word “shaded” to represent an area 

that is shaded and not available for writing. 
Braille Products Page 19 of 26

3571-S (12/20) 

Tables 

Tables will usually begin with an editor’s note that describes the column headers; semi-colons should be used to 

separate the column headers. A semicolon and a space should separate values and items within a table. For 

example, a range of numbers is separated with dash. A colon follows the final number in the range. If a table row 

expands more than one line the subsequent line should be indented. 

Paragraphs 

Paragraphs should be in block style and there should be a hard return at the end of each paragraph. One blank line 

should separate paragraphs. One blank line should be left before and after tables, lists, and other information that 

is separate from paragraphs. Text files should not contain multiple blank lines. 

Lists 

Bulleted lists should contain the bullet symbol and numbered lists should follow the numbering in the print 

document. 

DIGITAL FILE NAMING CONVENTIONS 

It is anticipated that most orders will require a Braille Ready File (.brf) for each volume as a deliverable. Orders 

identified as “Reprint”, will not require a .brf file and “No .brf file required” will be indicated on the individual 

print order. Some orders will require ASCII Text files (.txt) as a deliverable (usually Forms and Instructions and 

Publications). 

The electronic deliverables must be named using the following file naming conventions. All naming conventions 

must be in lower case. 

The three-digit extension will be .brf for the Braille Ready File. The file name should reflect the product identity, 

revision date and volume number if appropriate. For example the text version of Form 1040 for 2014 will be 

called f1040-14.brf. If there are multiple volumes the file names are f1040v1-14.brf, f1040v2-14.brf, etc. 

All ASCII Text files to follow same naming conventions as BRF files, replacing “.brf” with “.txt”. 

All electronic files must be compressed to a zipped folder that can be extracted using WinZip. The contractor 

shall use the name of the product the IRS provides and add the extension to “.zip”. 

Contractor is to transmit the file to the individuals as indicated on print order via e-mail or through contractor 

maintained sFTP site. If zipped file is uploaded to contractor’s FTP site, contractor must e-mail a notification to 

the individuals stating that the zip file is available for download. All SBU or PII designated orders must be 

transmitted using appropriate security controls, including a secure FTP site. Transmissions of files must be 

confirmed in writing by the contractor within one hour of submission. 

PROOFS 

None required. 

PACKING 

Pack in shipping containers furnished by the contractor. Each shipping container must not exceed 25 pounds 

when fully packed. 

 
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3571-S (12/20) 

Each shipping container must have a printed (visually readable) packing slip that contains a list of the products 

enclosed. Print packing slip in black ink on white paper. No additional charge will be allowed for the packing 

slip. 

Multiple products shipped to an IRS office should be combined and shipped in one container to reduce shipping 

costs. Contractor should utilize ways to reduce shipping costs. 

LABELING AND MARKING 

Shipping label, Form 6153 (Rev. 3-2006) Cat. No. 62724N (refer “Shipping Carton Instructions”). Label must be 

produced same size in black ink on white paper. The outside box must be clearly marked that “BRAILLE 

PRODUCTS ARE ENCLOSED”. 

All cartons must have the Form 6153, Carton Shipping Label, affixed on one end (never on top, sides, or bottom). 

The following items must be filled in by the contractor in 20 point BOLD typeface: 

Product Name and Short Title 

Catalog number and Product Revision 

From and to addresses must be filled in by contractor in 14 point BOLD typeface. The return address should 

always be from the AMC production facility. The address is as follows: 

Internal Revenue Service 

Attn: Alternative Media Center 

Room G51 Box 59 

400 N 8th Street 

Richmond, VA 23219 

DISTRIBUTION 

All items will ship f.o.b. contractor’s city by IRS small package carrier account to approximately 1 to 40 

addresses per order, usually averaging 5-10 addresses per order. IRS courier account information to be provided 

after award. Contractor to notify IRS at altmc@irs.gov if a carrier account number has not been issued. 

All shipments must be sent by traceable means. Contractor must use regular transit delivery unless authorized by 

IRS to use expedited or overnight delivery. 

Distribution lists will be provided for planned shipments at the time of award and annually as updated. All other 

shipments will include a distribution list with the individual print order. 

Inside delivery is required. Inside delivery is defined as delivery to a Government controlled space as directed. 

The ship/deliver date indicated on the print order is the date products ordered must be picked up by courier at 

contractor’s facility. 

SCHEDULE 

No definite schedule can be established at this time. Contractor must not start production of any job prior to 

receipt of the individual print order (GPO Form 2511) together with furnished material. 

Print order and furnished material will be sent to the contractor via contractor maintained e-mail or sFTP site. 

 
Braille Products Page 21 of 26

3571-S (12/20) 

Contractor will be required to confirm receipt of print order and furnished material within 1 hour of receipt of email or sFTP file transmission. 

Orders will be placed throughout the year, there will be seasonal increases between November and March. 

The following Accelerated and Regular Schedules begin the workday after receipt of the print order and furnished 

material; the workday after receipt of the print order and furnished material will be the first day of the schedule. 

ACCELERATED SCHEDULE 

It is anticipated that approximately 1% of the orders will require the “Accelerated Schedule” with complete 

production and shipping between 3 and 6 workdays. Premium payment will be authorized on these orders. 

Orders placed on the accelerated schedule are limited to and will not exceed the aggregate number of 14,000 

Braille pages/covers. The aggregate amount of Braille pages/covers for an order is computed as follows: Number 

of Braille pages/covers in a product multiplied by the number of copies ordered. 

The print order must specify “Accelerated Schedule Applies”. If the print order schedule falls within the 

Accelerated Schedule but the print order does not specify “Accelerated Schedule Applies”, the contractor shall 

contact GPO and IRS-AMC for further direction. 

Premium Payment will NOT be authorized on orders classified as “Notices” or “Reprints.” 

REGULAR SCHEDULE 

Orders classified as “Notices” and “Reprints” and orders requiring greater than 6 workdays will be classified as 

“Regular Schedule”. 

Orders for “Notices” and “Reprints” shall have complete production and shipment made within 3 workdays. If 

these orders exceed the aggregate number of 14,000 Braille pages/covers, one additional workday will be allowed 

for each 14,000 aggregate Braille pages/covers. The aggregate amount of Braille pages/covers for an order is 

computed as follows: Number of Braille pages/covers in a product multiplied by the number of copies ordered. 

Orders for Braille products other than “Notices” and “Reprints”, containing 50 or less print pages shall have 

complete production and shipment within 7 workdays. 

Orders for Braille products other than “Notices” and “Reprints”, containing 51 to 100 print pages shall have 

complete production and shipment within 12 workdays. 

The balance of the Braille products other than “Notices” and “Reprints” pages shall have complete production and 

shipment within 20 workdays. 

RECEIPT FOR DELIVERY 

Contractor must furnish receipts for delivery. These receipts must include the GPO jacket, program, and print 

order numbers; total quantity delivered, number of cartons, and quantity per carton; date delivery made; and 

signature of the Government agent accepting delivery. The original copy of this receipt must accompany the 

contractor’s invoice for payment. 

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be 

furnished with each order or shortly thereafter. In the event such information is not received in due time, the 

contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request 

such information. 
Braille Products Page 22 of 26

3571-S (12/20) 

SECTION 3. – DETERMINATION OF AWARD 

The Government will determine the lowest bid by applying the prices offered in the “Schedule of Prices” to the 

following units of production which are the estimated requirements to produce 1 year’s product under this 

contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of work which 

may be ordered for a like period of time. 

The following item designations correspond to those listed in the “Schedule of Prices”. 

 I. (1) (2) 

 (a) 47,378 2,431 

 (b) 5,510 290 

 (c) 70 50 

 II. (1) (2) 

 (a) 157,244 7,964 

 (b) 10,000 1,000 

 (c) 80 10 

 III. (a) 88,104 

 (b) 90 

 IV. (a) 1,151 

 (b) 1,151 

 (c) (1) 100 

 (2) 10 

V. ACCELERATED SCHEDULE – PREMIUM PAYMENTS: 

It is estimated that approximately 1% of the orders placed on this contract will be for the accelerated schedule. 

Therefore, premium payments will enter into the determination by applying the percentage increase offered for 

the accelerated schedule in the “Schedule of Prices” to 1% of the total price offered for all items except 

“Reprints”, “Direct Mail”, and “Stock/Paper”. This additional cost will be included in the total bid and will be 

used to determine the lowest bid. 

PREMIUM PAYMENTS 

Orders requiring an accelerated schedule, as defined under “Schedule”, will be offered and paid for at the 

premium rate in accordance with the contractor’s offered percentage in the “Schedule of Prices”. 

All other orders will be placed within the required schedule and paid for at the basic prices offered. 

Percentages offered for premium priced work are additional to the basic prices offered for units of work. 

Failure of the contractor to deliver work at the time specified will result in disallowance of premium payments 

that were anticipated and the contractor will not list such items on his invoice. Non-delivery in accordance with 

the accelerated schedule could result in default or non-responsibility determinations on future solicitations. 
Braille Products Page 23 of 26

3571-S (12/20) 

SECTION 4. – SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor’s city by IRS small package carrier account. 

Prices must be submitted for the entire term of the contract and bids qualified for a lesser period will not be 

considered. 

Prices must include the cost of all required materials and operations for each item listed in accordance with these 

specifications. 

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or 

alteration of the order and manner of submitting bids, may be declared nonresponsive. 

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the 

Government. 

Bids submitted with NB (No Bid), NA (Not Applicable), or blank spaces for an item may be declared nonresponsive. 

All invoices submitted to the GPO shall be based on the most economical method of production. Price per sheet 

will be prorated based on percentage of sheet area containing Braille and/or printed pages for electronic files. 1 to 

25% coverage will be prorated at 25% of the bid price, 26 to 50% coverage will be prorated at 50% of the bid 

price, and 51% to 100% will be prorated at 100% of the bid price. 

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of 

production that are inconsistent or unrealistic in regard to other prices in the same offer or to GPO prices for the 

same operation if such action would be in the best interest of the Government. 

I. FILE TRANSCRIPTION: Prices offered must be all-inclusive in accordance with these specifications and 

shall include the cost of all required materials and operations necessary for the complete production and 

distribution except for Items II. Braille Embossing, III. Stock/Paper, IV. Additional Operations and V. Premium 

Payments. 

English Spanish 

(1) (2) 

 (a) Transcription from furnished PDF file to 

 BRF file .................................................................. per Braille page ......... $__________ $__________ 

 (b) Transcription from furnished PDF file to 

 ASCII TXT file ...................................................... per “Printed” page ..... $__________ $__________ 

 (c) Transcription from furnished BRF file to 

 ASCII TXT file ...................................................... per “Printed” page ..... $__________ $__________ 

____________ 

(Initials) 

RETURN THIS PAGE TO GPO RO, COLUMBUS, OH 

 
Braille Products Page 24 of 26

3571-S (12/20) 

SCHEDULE OF PRICES 

II. BRAILLE EMBOSSING: Prices offered must be all-inclusive in accordance with these specifications and 

shall include the cost of all required materials and operations necessary for the complete production and 

distribution except for Items I. File Transcription, III. Stock/Paper, IV. Additional Operations and V. Premium 

Payments. 

English Spanish 

(1) (2) 

 (a) Braille Products (other than Notices 

 and Tactile Graphics) ............................................. per Braille page ......... $__________ $__________ 

 (b) Notices ................................................................... per Braille page ......... $__________ $__________ 

 (c) Tactile Graphics (including Legend) ..................... per Braille page ......... $__________ $__________ 

III. STOCK/PAPER: Payment for all stock/paper supplied by the contractor under the terms of these 

specifications, as ordered on the individual print orders, will be based on the net number of envelopes furnished 

for the product(s) ordered. The cost of any stock/paper required for makeready or running spoilage must be 

included in the prices offered. 

White Uncoated “Braille Paper” (90 lbs. or 100 lbs.): 

 (a) Braille Products (other than Tactile Graphics) ...... per leaf .................................. $__________ 

 (b) Tactile Graphics ..................................................... per leaf .................................. $__________ 

IV. ADDITIONAL OPERATIONS: The prices offered for each of the following items must include the cost of 

all required materials and operations necessary in accordance with these specifications. 

 (a) Printing Cover Page ............................................... per “Printed” Cover ............... $__________ 

 (b) Binding ................................................................... per volume ............................ $__________ 

 (c) OCR Scan (with or without Corrections) 

 (1) English ............................................................. per “printed page” ................. $__________ 

 (2) Spanish ............................................................ per “printed page” ................. $__________ 

V. PREMIUM PAYMENTS: This is only authorized for orders placed on the “Accelerated Schedule” as 

defined in these specifications. 

 (a) Percentage increase ............................................................................................... __________% 

____________ 

(Initials) 

RETURN THIS PAGE TO GPO RO, COLUMBUS, OH 

 
Braille Products Page 25 of 26

3571-S (12/20) 

SCHEDULE OF PRICES 

SHIPMENT(S): Shipments will be made from: City _________________________, State ____________ 

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. 

contractor’s city is specified. If no shipping point is indicated above, it will be deemed that the bidder has 

selected the city and state shown below in the address block, and the bid will be evaluated and the contract 

awarded on that basis. If shipment is not made from evaluation point, the contractor will be responsible for any 

additional shipping costs incurred. 

DISCOUNTS: Discounts are offered for payment as follows: ____________ Percent, ____________ calendar 

days. See Article 12 “Discounts” of Solicitations Provisions in GPO Contract Terms (Publication 310.2). 

AMENDMENT(S): Bidder hereby acknowledges amendment(s) number(ed) _______________________ 

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this bid is accepted 

within _____________ calendar days (60 calendar days unless a different period is inserted by the bidder) from 

the date for receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the 

designated point(s), in exact accordance with specifications. 

NOTE: Failure to provide a 60-day bid acceptance period may result in expiration of the bid prior to award. 

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by signing and 

submitting a bid, agrees with and accepts responsibility for all certifications and representations as required by the 

solicitation and GPO Contract Terms - Publication 310.2. When responding by fax or mail, fill out and return one 

copy of all pages in “SECTION 4. – SCHEDULE OF PRICES,” including initialing/signing where indicated. 

Failure to sign the signature block below may result in the bid being declared non-responsive. 

Bidder 

 (Contractor Name) (GPO Contractor’s Code) 

(Street Address) 

(City – State – Zip Code) 

By 

 (Printed Name, Signature, and Title of Person Authorized to Sign this Bid) (Date) 

 (Person to be Contacted) (Telephone Number) (Email) 

THIS SECTION FOR GPO USE ONLY 

Contracting Officer: __________ Date __________ Certifier by: ___________ Date __________ 

 (Initials) (Initials) 

RETURN THIS PAGE TO GPO, COLUMBUS, OH RO 
Braille Products Page 26 of 26

3571-S (12/20) 

EXHIBIT 

SHIPPING CARTON INSTRUCTIONS 

Figure 1: Shipping Carton Instructions