Page 1 of 1

Program 5513-S Contract Period: October 1, 2022 to September 30, 2023 plus up to 4 option years

TITLE: Training Manuals in Black Ink Only, over 400 Copies 

I

COMPLETE PRODUCT:Prices quoted shall include the cost of all required materials and operations 

necessary (including but not limited to electronic prepress, printing/duplicating, paper, drilling, binding, 

shrink film wrapping, packing, labeling, palletizing, sample copies, required notifications, etc.) for the 

complete production of the product listed in accordance with these specifications.

Only one makeready charge will be allowed for each page regardless of the number of copies run. For 

the purposes of this contract, a page is one side of a sheet of paper. Each sheet or leaf consists of two 

pages. Charges for I. (1) and (2) will be allowed for each page in a product, whether printed or blank.

(1) Makeready and/or Setup .........per page 64,534 $10.00 $645,340.00 $3.23 $208,444.82 $3.53 $227,805.02

(2) Running...............................per page, 100 copies 93,330 $15.50 $1,446,615.00 $3.49 $325,721.70 $5.66 $528,247.80

(3) Paper.................................per 100 sheets 46,665 $0.00 $0.00 $1.25 $58,331.25 $1.65 $76,997.25

TOTAL OFFER : $2,091,955.00 $592,497.77 $833,050.07 

DISCOUNT : 0.50% $10,459.78 0.20% $1,185.00 2% $16,661.00 

NET OFFER : $2,081,495.23 $591,312.77 $816,389.07 

NPC, Inc. 

Claysburg, PA

UNIT PRICE COST

Award

GPO ESTIMATE

UNIT PRICE COST UNIT 

PRICE COST

Prepared by: KD

Proofread by:MS

Advantage Mailing LLCAnaheim Anaheim, CA

ITEM DESCRIPTION BASIS OF 

AWARD
Program 5513-S Page 1 of 34

Specifications by ms

Reviewed by cs

U.S. GOVERNMENT PUBLISHING OFFICE

Chicago Regional Office

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Training Manuals in Black Ink Only

As requisitioned from the U.S. Government Printing Office (GPO) by the

IRS / NDC, Bloomington, IL

Single Award

BID OPENING: Bids shall be publicly opened at 2 p.m. prevailing Chicago, IL time on

June 29, 2022.

Due to the COVID-19 pandemic, this will NOT be a public bid opening.

BID SUBMISSION: Due to the COVID-19 pandemic, the physical office will NOT be open. Based on this, 

bidders MUST submit email bids to bidschicago@gpo.gov for this solicitation. See also “ADDITIONAL 

EMAILED BID SUBMISSION PROVISIONS” below.

No other method of bid submission will be accepted at this time. 

The program number “5513-S” and bid opening date “June 29, 2022” must be specified in the subject line of the 

emailed bid submission. Bids received after “2:00 p.m. Central” on the bid opening date specified above will not 

be considered for award.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for 

any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the 

following: 

1. Illegibility of bid. 

2. Emails over 10 MB may not be received by GPO due to size limitations for receiving emails. 

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are advised 

not to exceed GPO’s stated limit. 

4. When the email bid is received by GPO, it will remain unopened until the specified bid opening time. 

Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the 

prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s email 

server as the official time stamp for bid receipt at the specified location. 

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 email, fill out and return one copy of all pages in “SECTION 4. – SCHEDULE OF 

PRICES,” including initialing/signing where indicated. Valid electronic signatures will be accepted in accordance 

with the Uniform Electronic Transactions Act, § 2. Electronic signatures must be verifiable of the person 

authorized by the company to sign bids.
Training Manuals in Black Ink Only, Over 400 Copies Page 2 of 34 

Program 5513-S 

NOTE: Bidder must use the exact bid pages in “SECTION 4. – SCHEDULE OF PRICES,” and MUST NOT

substitute their own bid formatting in their submitted bid. Substitution may result in a determination of the bid as 

non-responsive.

CONTRACT TERM: The term of this contract is for the period beginning October 1, 2022 and ending 

September 30, 2023, plus up to 2 optional 12-month extension period(s) that may be added in accordance with 

the “Option to Extend the Contract Term” clause in this contract.

NOTE: Formerly the 5546S - Changes are scattered throughout. Bidders are cautioned to familiarize 

themselves with all provisions of these specifications before bidding.

INFORMATION: For questions about these specifications contact Mike Szopo at 312-353-3916 x4 or 

mszopo@gpo.gov. Questions about these specifications should be forwarded at least 1 workday before the 

Bid Deadline, in order to be addressed prior to bid submission. 

Email mszopo@gpo.gov for the exhibits. 

Email requests for new award information (available approximately 2 weeks after bid opening) to GPO

Chicago Front Desk at kdodson@gpo.gov. 

Doing Business with GPO Customer Services during the Coronavirus Pandemic:

Contractors should continue performance on contracts. Contractors must continue to fully comply with the terms 

and conditions of these contracts. Deliveries, proof approvals, and press sheet inspections for agencies may be 

impacted. It is requested that contractors contact a Government employee at the delivery location to confirm their 

availability to receive prior to shipping. 

Schedules and other adjustments will be made in accordance with GPO Contract Terms. Caution should be used 

to safeguard all products should any delivery delays be imposed by the Government. 

As a reminder, contractors must furnish contract compliance information required in accordance with GPO 

Contract Terms, Contract Clause 12: Notice of Compliance With Schedules.

Contractors should immediately contact your GPO contract administrator(s) and/or contracting officer(s) to

identify impacted orders if any delay is anticipated, including temporarily closure of a production facility or the 

planned suspension of any services.

If you have any questions on a particular contract, please contact the Customer Services contract administrator 

and/or contracting officer for your contract (best method of communicating with them is via email). Office team 

e-mail addresses can be found at https://www.gpo.gov/how-to-work-with-us/agency/services-foragencies/procurement-services-team.
Training Manuals in Black Ink Only, Over 400 Copies Page 3 of 34 

Program 5513-S 

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 Publication 310.2, 

effective December 1, 1987 (Rev. 1-18) and GPO Contract Terms, Quality Assurance Through Attributes 

Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised September 2019). 

Contract Terms, Forms and Standards information for contractors can be found on the GPO website at 

http://www.gpo.gov/how-to-work-with-us/vendors/programs-for-vendors. The Contract Terms publication noted 

above can be downloaded at http://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/qatap.pdf. 

DOING BUSINESS WITH GPO: Contractors wishing to do business with the GPO are referred to the GPO 

web site http://www.gpo.gov/how-to-work-with-us/vendors/programs-for-vendors, where one can register as a 

GPO contractor using the ‘GPO Contractor Connection’ link in accordance with the furnished instructions on 

this page.

NOTE: Prospective and existing GPO contractors are to note that as of January 1, 2008, all contractors seeking to 

do business with GPO must first complete and thereafter maintain the accuracy of their GPO Contractor 

Connection registration with the following mandatory taxpayer information boxes: “EIN/TIN #” Employer 

Identification Number of Taxpayer Identification Number): “Subject to Backup Withholding” (See IRS Form W-9, 

available for download at http://www.irs.gov/pub/irs-pdf/fw9.pdf). GPO will withhold payment of invoices for 

work completed by any contractor who fails to provide this tax data in GPO Contractor Connection. Such 

invoices will be declared ineligible for payment until all requirements for payment, including providing this tax 

data in GPO Contractor Connection, have been satisfied. 

PREDOMINANT PRODUCTION FUNCTION: The predominant production function is printing. The 

predominant production function may NOT be sub-contracted. No subcontracting is allowed for any part of this 

contract. All IT functions, training manual production, and document destruction must be done by the contractor.

QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards shall apply to 

these specifications: 

Product Quality Levels: 

(a) Printing Attributes – 3. 

(b) Finishing Attributes – 3. 

Inspection Levels (from ANSI/ASQC Z1.4): 

(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 Supplied Files 

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, 

the Government reserves the right to conduct an on-site preaward 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 
Training Manuals in Black Ink Only, Over 400 Copies Page 4 of 34

Program 5513-S

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.

OPTION TO EXTEND THE CONTRACT TERM (OPTION YEARS): 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 3 years as a result of, and including, 

any extension(s) added under this clause. Further extension may be negotiated under the “Extension of Contract 

Term” clause. See also “Economic Price Adjustment” for periodic pricing revision.

EXTENSION 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.

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 October 1, 2022 and ending September 30, 2023, 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 June 30, 2023,

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.
Training Manuals in Black Ink Only, Over 400 Copies Page 5 of 34 

Program 5513-S 

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 6 - 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 September 2022 will establish the base index.

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

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 being considered for adjustment. 

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

with the following formula:

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 prices for line items III. (a) and (b) 

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. 

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 will 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 October 1, 2022 through September 30, 2023 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” for purposes of the contract, when it is either deposited in the U.S. Postal Service mail or 

otherwise furnished to the contractor in conformance with the schedule.

% = 100 x 

index base

index base x ___
Training Manuals in Black Ink Only, Over 400 Copies Page 6 of 34

Program 5513-S

The security and confidentiality of Government legal documents handled and stored by the contractor during the 

execution of this contract are of critical importance. Should the preaward survey reveal a security deficiency that 

jeopardizes or otherwise compromises the secure and confidential operation of this contract as specified herein, 

the Government reserves the right to declare the contractor non-responsible if such a deficit cannot be remedied 

by the contractor in a timely fashion and at no additional expense to the Government.

SECURITY WARNING FOR PROPER HANDLING: Warning - Proper control and handling must be 

maintained at all times to prevent any information or materials required to produce the product ordered under 

these specifications from falling into unauthorized hands.

Contractor must supply a written security plan at time of award. Award is subject to approval of the security plan 

and subsequent cybersecurity and physical security evaluations.

POSTAWARD CONFERENCE: At the Government’s option, a postaward conference may be held at the 

contractor’s plant or via phone conference. One or more Government representatives will attend. If located at 

contractor’s plant, contractor will be required to provide the on-site meeting area and have representatives 

available from all areas of production. Security requirements as well as printing (including quality and shipping) 

requirements and milestones may be discussed. No additional charge will be allowed for this requirement.

OFFICIAL USE ONLY: Some or all of the orders placed under this contract will be marked for “Official Use 

Only”. “Official Use Only” and “Sensitive But unclassified” (SBU) documents are the property of the IRS and are 

construed to be a “thing of value” protected by statute (18 USC 641, as modified by 18 USC 3571). All copies 

must be accounted for and all waste and printing plates must be destroyed beyond recognition or reconstruction. 

No sample copies may be sent to the GPO on orders so marked. The following clauses regarding 

“SAFEGUARDS” and “CRIMINAL/CIVIL SANCTIONS” are applicable as follows:

SAFEGUARDS: Any Treasury Department information made available, which is marked “Official Use Only,” 

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.

CRIMINAL/CIVIL SANCTIONS: Each officer or employee of the contractor at any tier to whom “Official 

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

“Official Use Only” information disclosed to such officer or employee can be used only for a purpose and to the 

extent authorized herein, and that further disclosure of any such “Official Use Only” and SBU information, by 

any means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions 

imposed by 18 USC Sections 641 and 3571. Section 641 of 18 USC provides, in pertinent part, that whoever 

knowingly converts to his use or the use of another, or without authority, sells, conveys, or disposes of any record 

of the United States or whoever receives the same with intent to convert it to his use or gain, knowing it to have 

been converted, shall be guilty of a crime punishable by fine or imprisoned up to ten years or both.

PRIVACY AND SECURITY REQUIREMENTS: Protection of Confidential Information

The contractor shall comply with all Federal, state, and local laws, and IRS policies and regulations to include

but not limited to:

(a) The contractor shall restrict access to all IRS Sensitive But Unclassified (SBU) information obtained 

in the performance of this contract to those employees and officials who need it to perform the

specific services outlined in this contract.

(b) The contractor shall process all IRS SBU information obtained in the performance of the contract

under the immediate supervision and control of authorized personnel in a manner that will protect the

confidentiality of the records and in such a way that the unauthorized persons cannot gain access to any

such records.
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Program 5513-S 

(c) The contractor shall inform all personnel with access to the confidential information obtained from the 

IRS in the performance of this contract of the confidential nature of the IRS SBU information and the

safeguards required to protect this information from improper disclosure. 

(d) The contractor shall ensure that each contractor employee performing IRS work knows the prescribed

rules of conduct and that each contractor employee is aware that he/she may be subject to criminal 

penalties for violations of the Privacy Act.

(e) All confidential information obtained from the IRS for use in the performance of this contract shall, 

at all times, be stored in an area that is physically secured to prevent unauthorized access.

(f) All contractor employees shall either be literate in English or have a translator available at alltimes who 

can read, speak, and understand the language in order to ensure all operational, security, and contract

requirements are met. The contractor shall ensure communications are provided at a level such that

employees can understand instructions and converse with the customer. 

(g) Work areas for the production of IRS work shall be in dedicated areas that have fixed barriers and 

access controlled to only those employees working on the IRS contract. Signs shall be posted that only

IRS clearedemployees may enter. All phases of work will be staged in one main area for each process 

and sufficientlyprotected from unauthorized access or commingling with non-IRS work. If dedicated

production areas withfixed barriers are not possible, all employees with access to the production

area will need to be securityscreened. All IRS work areas will be open to IRS representatives for 

inspection at all times.

(h) For contractor, at least one supervisory employee must be permanently assigned to the secured areas to

always visually observe the printing, imaging, binding, construction, inserting, storing, shipping, and

destruction of any spoiled materials.

(i) Contractors receiving IRS SBU information shall meet the requirements set forth in IRS Publications 

1075 (Exhibit 10) Publication 1075 (Rev. 11-2021) (irs.gov)) and 4812 (Exhibit 11, Publication 4812 

(Rev. 11-2021) (irs.gov)).

IR1052.224-9000 Safeguards Against Unauthorized Disclosure of Sensitive but Unclassified Information (JUN 

2021) 

1. Treasury Directive Publication 15-71 (TD P 15-71), Chapter III – Information Security, Section 24 – 

Sensitive But Unclassified Information defines SBU information as ‘any information, the loss, misuse,

or unauthorizedaccess to or modification of which could adversely affect the national interest or the 

conduct of Federal programs, or the privacy to which individuals are entitled under Section 552a of

Title 5, United States Code (USC) (the Privacy Act) but which has not been specifically authorized 

under criteria established by an executive order or an act of Congress to be kept secret in the interest

of national defense or foreign policy.’ SBU may be categorized in one or more of the following groups

— 

 Federal Tax Information (FTI), including any information on or related to a tax return

 Returns and Return Information 

 Sensitive Law Enforcement Information 

 Employee and Personnel Information 

 Personally Identifiable Information (PII)

 Information Collected or Created from Surveys

 Other ProtectedInformation

2. Confidentiality requirements for tax returns and return information (FTI) are established by Section

6103 of the Internal Revenue Code (IRC) (26 USC 6103), and the penalties for unauthorized access and 
Training Manuals in Black Ink Only, Over 400 Copies Page 8 of 34

Program 5513-S

disclosure ofreturns and return information are found in Sections 7213, 7213A and 7431 of the IRC (26

USC 7213, 7213Aand 7431). This contract is covered by IRC 6103(n) and the related regulation - 26

CFR §301.6103(n)-1.

3. Contractors who perform work at contractor managed sites using contractor managed IT resources 

shall adhere to the general guidance and specific privacy and security control requirements contained

in the most recent version of Publication 4812 (Exhibit 11), Contractor Security & Privacy Controls,

IRM 10.23.2 - Personnel Security, Contractor Investigations, IRM 10.5.1 Privacy Policy, and IRM 

10.8.1 - Information Technology (IT) Security, Policy and Guidance. Publication 4812 and IRM

10.5.1, 10.8.1 and 10.23.2 provide comprehensive lists of all security, privacy, information protection

and disclosure controls and guidance.

4. Eligibility, Fitness and Suitability. Contractor personnel hired for work within theUnited States or its 

territories and possessions and who require staff-like access, wherever the location, to IRS-owned or 

controlled facilities or work on contracts that involve the design, operation, repair, or maintenance of 

information systems, and/or require staff-like access to SBU information, must meet the eligibility 

requirements under IRM 10.23.2, Personnel Security, Contractor Investigations, and shall be subject

to security screening and investigative processing, commensurate with the position sensitivity level, and 

in accordance with IRM 10.23.2, and TD P 15-71. Contractor personnel must be found both eligible and 

suitable, and approved for staff-like access (interim or final) by IRS Personnel Security prior to 

starting work on the contract/order, and before being granted access to IRS information systems or

SBU information.

5. General Conditions for Allowed Disclosure. Any SBU information, in any format, made available to 

or created by the contractor personnelshall be treated as confidential information and shall be used only 

for the purposes of carrying out the requirements of this contract. Inspection by or disclosure to

anyone other than duly authorized officer or personnel of the contractor shall require prior written 

approval of the IRS. Requests to make such inspections or disclosures shall be addressed to the

Contracting Officer (CO).

6. Nondisclosure Agreement. Consistent with TD P 15-71, Chapter II, Section 2, and IRM 10.23.2.15 -

Nondisclosure Agreement for Sensitive but Unclassified Information, each contractor personnel who

requires staff-like access to SBU information shall complete, sign and submit to Personnel Security –

through the CO (or COR, if assigned) — an approved Nondisclosure Agreement prior tobeing granted 

staff-like access to SBU information under any IRS contract or order.

7. Training. All contractor personnel assigned to this contract with staff-like access to SBU information 

must complete IRS-provided privacy and security awareness training, including the Privacy,

Information Protection, and Disclosure training, as outlined in IR1052.224-9001 Mandatory IRS 

Security Training for Information Systems, Information Protection and Facilities Physical Access.

8. Encryption. All SBU information must be protected at rest, in transit, and in exchanges (i.e., internal 

and external communications). The contractor shall employ encryption methods andtools to ensure 

the confidentiality, integrity, and availability of SBU information.

9. Particularly relevant to this clause are the updated sections to IRM 10.8.1 and Publication 4812 

regarding email and text messages, alternative work sites, and incident management:

 For email and text messaging, the contractor shall abide by IRM 10.8.1.4.17.2.2 “Electronic Mail

(Email) Security”, IRM 10.5.1.6.8 “Email” plus all subsections, and IRM 10.8.2.2.1.18 “Contractor”; 

or Publication 4812 section 29.3.1 “Email Security”. Included are requirements on encryption,subject

line content, and restrictions on personal email accounts.
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Program 5513-S 

 For alternate work sites the contractor shall abide by IRM 10.8.1.4.11.16 “PE-17Alternate Work 

Site” or Publication 4812 section 21.16 “PE-17 Alternate Work Site”. Included are requirements 

for incident reporting, encryption, and secure access.

10. Incident and Situation Reporting. Contractors are required to report a suspected or confirmed breach 

in any medium or form, electronically, verbally or in hardcopy form immediately upon discovery. All 

incidents related to IRS processing, information or information systems shall be reported immediately

upon discovery to the CO, COR, and CSIRC. Contact the CSIRC through any of the following 

methods: 

CSIRC Contact Information: Telephone: (240) 613-3606; email: csirc@irs.gov

In addition, if the SBU information is or involves a loss or theft of an IRS IT asset, e.g., computer, 

laptop, router, printer, removable media (CD/DVD, flash drive, floppy, etc.), or non-IRS IT asset (BYOD

device), or a loss or theft of hardcopy records/documents containing SBU data, including PII and tax 

information, the contractor shall report the incident/situation to the Treasury Inspector General for 

Tax Administration (TIGTA) hotline at (800) 366-4484. 

11. Staff-Like Access to, Processing and Storage of Sensitive but Unclassified (SBU) Information. The

contractor shall not allow contractor personnel to access, process or store SBU on Information 

Technology (IT) systems or assets located outside the continental United States and its outlying 

territories.

Contractors utilizing their own IT systems or assets to receive or handle IRS SBU data shall not 

commingle IRS and non-IRS data.

12. Disposition of SBU Information. All SBU information processed during the performance of this

contract, or to which the contractor was given staff-like access (as well as all related output,

deliverables, or secondary or incidental by-products, information or data generated by the contractor 

or others directly or indirectly from the source material), regardless of form or format, shall be

completely purged from all data storage components of the contractor’s facilities and computer 

systems, and no SBU/Personally Identifiable Information (PII) information will be retained by the

contractor either — 

 When it has served its useful, contractual purpose, and is no longer needed to meet the 

contractor’s other, continuing contractual obligations to the IRS or 

 When the contract expires, oristerminated by the IRS (for convenience, default, or cause).

The contractor shall completely purge from its systems and Electronic Information Technology, and/or 

return all SBU data, including PII and tax information (originals, copies, and derivative works) within 

30 calendar days of the point at which it has served its useful contractual purpose, or the contract

expires or is terminated by the IRS(unless, the CO determines, and establishes, in writing, a longer 

period to complete the disposition of SBU data including PII and tax information). 

The contractor shall provide to the IRS a written and signed certification to the COR that all SBU

materials/information (i.e., case files, receipt books, PII and material, tax information, removable media

(disks, CDs, thumb drives)) collected by, or provided to, the contractor have been purged, destroyed

or returned. 

13. Records Management.

A. Applicability
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Program 5513-S

This language applies to all contractors whose personnel create, work with, or otherwise handle 

Federal records, as defined in Section B, regardless of the medium in which the record exists.

Contractor personnel are bound by the Records Management by Federal Agencies (44 U.S.C.

Chapter 31) regarding the care and retention of Federal records.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of

form orcharacteristics, made or received by a Federal agency under Federal law or in connection 

with the transaction of public business and preserved or appropriate for preservation by that 

agency or its legitimate successor as evidence of the organization, functions, policies, decisions,

procedures, operations, or other activities of the United States Government or because of the

informational value of data in them.

The term Federal record:

1. includes IRS records;

2. does not include personal materials;

3. applies to records created, received, or maintained by contractors pursuant to their IRS 

contract; and

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations,as well as

National Archives and Records Administration (NARA) records policies, including but not

limited to the Federal Records Act (44 U.S.C. chapters. 21, 29,31, 33), NARA regulations at 36

CFRChapter XII Subchapter B, and those policies associated with the safeguarding of records

covered bythe Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of 

all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or

fallingunder the legal control of, the Government are Federal records subject to the provisions

of 44 U.S.C.chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA)(5 U.S.C. 552),

as amended, andthe Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed 

and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, contractor shall maintain all records created for 

Government use or created in the course of performing the contract and/or delivered to, or

under the legal control of the Government and must be managed in accordance with Federal 

law. Electronic records and associated metadata must be accompanied by enough technical

documentation to permit understanding and use of the records and data.

4. IRS and its contractors are responsible for preventing the alienation or unauthorized 

destruction of records, including all forms of mutilation. Records may not be removed from the

legal custody of IRS or destroyed except for in accordance with the provisions of IRM

1.15.5, Relocating/Removing Records, the agency records schedules and with the written

concurrence of the CO. Willful and unlawful destruction, damage or alienation of Federal

records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any 

unlawful or accidental removal, defacing, alteration, or destruction of records, contractor must

immediately notify the appropriate CO. The CO must report the loss using the PII Breach 

Reporting Form. Privacy, Governmental Liaison and Disclosure (PGLD, Incident 
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Program 5513-S

Management) will review the PII Breach Reporting Form and alert the Records and 

Information Management (RIM) Program Office that a suspected records loss has occurred.

The agency must report promptly to NARA in accordance with36 CFR1230.

5. The Contractor shall immediately notify the appropriate CO immediately upon discovery of

any inadvertent or unauthorized disclosures of information, data, documentary materials, records

or equipment. Disclosure of non-public information is limited to authorized personnel with a 

need-to-know as described in the 5513-S contract. The contractor shall ensure that the 

appropriate personnel, administrative, technical, and physical safeguards are established to

ensure the security and confidentiality of this information, data, documentary material,

records and/or equipment is properly protected. The contractor shall not remove material 

from Government facilities or systems, or facilities or systems operated or maintained on the

Government’s behalf, without the express written permission of the Head of the Contracting

Activity. When information, data, documentary material, records and/or equipment is no 

longer required, it shall be returned to the IRS control or the contractor must hold it until 

otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, 

or securely electronically transmitted to the CO or address prescribed in the 5513-S contract. 

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph

(4).

6. No subcontracting is allowed on the 5513-S contract. 

7. The contractor shall only use Government IT equipment for purposes specifically tied to or

authorized by the contract and in accordance with IRS policy.

8. The contractor shall not create or maintain any records containing any non-public IRS 

information that are not specifically tied to or authorized by the contract.

9. The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains

information covered by the Privacy Act of 1974 or that which is generally protected from 

public disclosure by an exemption to the Freedom of Information Act.

10. IRS owns the rights to all data and records produced as part of this contract. All deliverables

under the contract are the property of the U.S. Government for which IRS shall have unlimited

rights to use, dispose of, or disclose such data contained therein as it determines to be in the 

public interest. Anycontractor rights in the data or deliverables must be identified as required 

by FAR 52.227-11 through FAR 52.227-20.

11. Training. All contractor personnel assigned to this contract who create, work with orotherwise 

handle records are required to take IRS-provided records management training. The

contractor is responsible for confirming training has been completed according to agency

policies, including initial training and any annual or refresher training.

D. Flow down of requirements to subcontractors

1. No subcontracting is allowed on the 5513-S contract. 

(End of clause)

IR1052.224-9001 Mandatory IRS Security Training forInformation Systems,Information Protection andFacilities

Physical Access (JUN 2021)

The Federal Information Security Modernization Act of 2014 (FISMA) requires each federal agency to 
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Program 5513-S

provide periodic information security awareness training to all contractors involved in the management, use, or

operation of Federal information and information systems. In addition, contractor personnel are subject to the 

Taxpayer Browsing Protection Act of 1997, which prohibits willful unauthorized inspection of returns and

return information and details that any violation of the Act could result in civil and criminal penalties.

Contractor personnel are subject to the Privacy Act of 1974 (5 U.S.C. 552a; Pub. L. No. 93-579), December

1974. Contractor personnel are bound by the Records Management by Federal Agencies (44U.S.C. Chapter 31)

regarding the care and retention of Federal records.

1. The contractor must ensure all new contractor personnel complete all assigned briefings which are based 

on the responses provided on the Risk Assessment Checklist Form 14606 (Exhibit 12). These 

responses pertaining to access to any IRS system, including basic LAN, email and internet; access to

any Sensitive but Unclassified (SBU) data; and access to any IRS facility. Since new contractor

personnel will not have access to the IRS training system, the COR shall provide softcopy versions of

each briefing.

i. Exception: Contractor personnel performing under IRS contracts with NonprofitAgencies Employing

People Who Are Blind or Severely Disabled (as described in FAR Subpart 8.7) are exempted from

the aforementioned briefing requirements, unless the contractor requests access to the training, or

there is a compelling justification for requiring the training that is approved by the Contracting 

Officer (CO). An example of this would be in an instance where visually impaired personnel is 

assigned to perform systems development and has potential staff-like access to IRS information.

ii. Service Personnel: Inadvertent Sensitive Information Access Training contractor personnel

performing: (i) janitorial and cleaning services (daylight operations), (ii) building maintenance, or 

(iii) other maintenance and repair and need staff-like access to IRS facilities are required to 

complete Inadvertent Access to Sensitive Information (SBU) Access training.

2. In combination these mandatory briefings are known as IRS Security Awareness Training (SAT). The

topics covered are: Cybersecurity Awareness, Privacy Information Protection and Disclosure,

Unauthorized Access to Taxpayer Data, Records Management, Inadvertent Sensitive Information

Access and Insider Threat. The completion of the assigned mandatory briefings constitutes the

completion of the Security Orientation.

3. The SAT must be completed by contractor personnel within five (5) business days of successful 

resolution of the suitability and eligibility for staff-like access as outlined in IR1052.204-9000

Submission of Security Forms and Related Materials and before being granted access to SBU data. 

The date listed on the memo provided by IRS Personnel Security shall be used as the commencement

date.

4. Training completion process:

The contractor must submit confirmation of completed SAT mandatory briefings for each contractor

personnel by either:

i. Using Form 14616 (Exhibit 4) signed and dated by the individual and authorized contractor

management entity andreturned to the COR. This option is used for new contractor personnel and

any that do not have an IRS network account.

ii. Using the IRS training system which is available to all contractors with IRS network accounts.

5. Annual Training. For contracts/orders/agreement exceeding one year in length, either on a multiyear 

or multiple year basis, the contractor must ensure that personnel complete assigned SAT mandatory 

briefings annually no later than September 1st of the current calendar year. The contractor must 
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Program 5513-S 

submit confirmation of completed annual SAT on all personnel unable to complete the briefings in the

IRS training systems by submitting completed Form 14616 assigned to this contract/order/agreement,

via email, tothe COR, upon completion. 

6. Contractor’s failure to comply with IRS privacy and security policy (to include completion and

certification of SAT requirements within the timeframe specified) maybe subject to suspension, 

revocation or termination (temporarily or permanently) of staff-like access to IRS IT systems and 

facilities.

 7. Flow down of clauses. No subcontracting is allowed on the 5513-S contract. 

 (End of clause)

IR1052.204-9000 Submission of Security Forms and Related Materials (JUN 2021) 

The Treasury Security Manual (TD P 15-71) sets forth investigative requirements for contractors who require 

staff-like access, wherever the location, to (1) IRS-owned or controlled facilities (unescorted); (2) IRS

information systems (internal or external systems that store, collect, and/or process IRS information); and/or (3)

IRSSensitive But Unclassified (SBU)information.

“Staff-Like Access” is defined as authority granted to perform one or more of the following: 

 Enter IRS facilities or space (owned or leased) unescorted (when properly badged); 

 Possess login credentials to information systems (internal or external systems that store, collect, and/or

process IRS information); 

 Possess physical and/or logical access to (including the opportunity to see, read, transcribe, and/or

interpret)SBU data; (see IRM 10.5.1 for examples of SBU data);

 Possess physical access to (including the opportunity to see, read, transcribe, and/or interpret) security

itemsand products (e.g., items that must be stored in a locked container, security container, or a secure

room. These items include, but are not limited to security devices/records, computer equipment and

identification media.For details see IRM 1.4.6.5.1, Minimum Protection Standards); or, 

 Enter physical areasstoring/processing SBU information (unescorted) 

Staff-like access is granted to an individual who is not an IRS employee (and includes, but is not limited to: 

contractor personnel, whether procured by IRS or another entity, vendors, delivery persons, experts,

consultants, paid/unpaid interns, other Federal employee/contractor personnel, cleaning/maintenance personnel,

etc.), and is approved upon required completion of a favorable suitability/fitness determination conducted by IRS

Personnel Security.

For security requirements at contractor facilities using contractor-managed resources, please reference the latest 

version of Publication 4812, Contractor Security & Privacy Controls. The contractor shall permit access to

IRS SBU information or information system/assets only to individuals who have received staff-like access

approval (interim or final) from IRS Personnel Security.

Contractor personnel requiring staff-like access to IRS equities are subject to (and must receive a favorable

adjudication or affirmative results with respect to) the following eligibility/suitability pre-screening criteria, as

applicable:

 IRS account history for Federal tax compliance (for initial eligibility, as well as periodic checks for

continued compliance while actively working on IRS contracts);

 Selective Service registration compliance (for males born after 12/31/59);

contractors must provide proof of registration which can be obtained from the Selective Service website 

at www.sss.gov; 
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Program 5513-S 

 U.S. citizenship/lawful permanent residency compliance; if foreign-born, contractors must provide

proof of U.S. citizenship or Lawful Permanent Residency status by providing their Alien Registration

Number (“A” Number); 

 Background investigationforms;

 Credit history;

 Federal Bureau of Investigation fingerprint results;and,

 Review of prior Federal Government background investigations. 

In this regard, contractor shall furnish the following electronic documents to Personnel Security (PS) at

hco.ps.contractor.security.onboarding@irs.gov within 10 business days (or shorter period) of assigning (or 

reassigning) personnel to this contract/order/agreement and prior to the contractor personnel performing any 

work or being granted staff-like access to IRS SBU or IRS/contractor facilities, information systems/assets

that process/store SBU information thereunder: 

 IRS-provided Risk Assessment Checklist (RAC);

 Non-Disclosure Agreement (if contract terms grant SBU access);and,

 Any additional required security forms, which will be made available through PS and the

COR. Contract Duration: 

a. Contractor personnel whose duration of employment is 180 calendar days or more per year must meet

the eligibility/suitability requirements for staff-like access and shall undergo a background investigation

based on the assigned position risk designation as a condition of work under the Government 

contract/order/agreement.

b. If the duration of employment is less than 180 calendar days per year and the contractor requires 

staff-like access, the contractor personnel must meet the eligibility requirements for staff-like access 

(Federal tax compliance, Selective Service Registration, and U.S. Citizenship or Lawful Permanent

Residency), as well as an FBI Fingerprint result screening.

c. For contractor personnel not requiring staff-like access to IRS facilities, IT systems, or SBU data, and

only require infrequent access to IRS-owned or controlled facilities and/or equipment (e.g., a time and

material maintenance contract that warrants access one or two days monthly), an IRS background 

investigation is not needed and will not be requested if a qualified escort, defined as an IRS employee or

as a contractor who has been granted staff-like access, escorts a contractor at all times while the escorted

contractor accesses IRS facilities, or vendor facilities where IRS IT systems hardware or SBU data is 

stored. As prescribed in IRM 10.23.2, escorting in lieu of staff-like access for IT systems and access 

to SBU data (escorted or unescorted) will not be allowed.

The contractor personnel will be permitted to perform under the contract/order/agreement and have staff-like 

access to IRS facilities, IT systems, and/or SBU data only upon notice of an interim or finalstaff-like 

approval from IRS Personnel Security, as defined in IRM 10.23.2 – Contractor Investigations, and is

otherwise consistent with IRS security practices and related IRMs, to include, but not limited to: 

 IRM 1.4.6 – Managers Security Handbook; IRM10.2.14 – Methods of Providing Protection; and, IRM

10.8.1 - Policy and Guidance. 

Current Investigation Reciprocity: Individuals who possess a prior favorably adjudicated Government 

background investigation that meets the scope and criteria required for their position may be granted interim

staff-like accessapproval upon verification of the prior investigation, receipt of all required contractor security

forms, and favorable adjudication of IRS pre-screening eligibility/suitability checks. If their current

investigation meets IRS established criteria for investigative reciprocity, individuals will be granted final

staff-like access, and will not be required to undergo a new investigation beyond an approved pre-screening
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Program 5513-S

determination.

 Flow down of clauses: No subcontracting is allowed on the 5513-S contract. 

.

(End of clause)

IR1052.204-9001 Notification of Change in Contractor Personnel Employment Status,Assignment, or Standing

(JUN 2021)

The contractor, via email (hco.ps.contractor.security.onboarding@irs.gov), shall notify the Contracting Officer

(CO), Contracting Officer’s Representative (COR), and Personnel Security within one (1) business day of the 

contractor becoming aware of any change in the employment status, information access requirement,

assignment, or standing of a contractor personnel under this contract or order – to include, but not limited to, the

following conditions:

 Receipt of the personnel’s notice of intent to separate from employment or discontinue work under 

this contract/order;

 Knowledge of the personnel’s voluntary separation from employment or performance on this

contract/order(if no prior notice was given);

 Transfer or reassignment of the personnel and performance of duties under this contract/order, in whole

or in part, to another contract/order (and if possible, identify the gaining contract/order and 

representative duties/responsibilities to allow for an assessment of suitability based on position 

sensitivity/risk level designation);

 Denial of or revocation of staff-like access as determined by IRS Personnel Security; Separation,

furlough orrelease from employment;

 Anticipated extended absence of more than 45 calendar days;

 Change of legal name;

 Change to employment eligibility;

 Change in gender or other distinction when physical attributes figure prominently in the biography of 

an individual;

 Actual or perceived conflict of interest in continued performance under this contract/order (provide

explanation); or

 When required by the COR, the contractor may be required to provide the information required by this

clause to the IRS using the Risk Assessment Checklist (RAC) or security documents as identified by

Personnel Security. The notice shall include the following minimum information:

 Name of contractor personnel;

 Nature of the change in status, assignment or standing (i.e., provide a brief non-personal, broadbasedexplanation);

 Affected contract/agreement/order number(s);

 Actual or anticipated date of departure or separation;

 When applicable, the name of the IRS facility or facilities this individual routinely works from or has

staff-like access to when performing work under this contract/order;

 When applicable, contractor using contractor owned systems forwork must ensure that their systems 

are updated to ensure personnel no longer have continued staff-like access to IRS work, either for

systems administration or processing functions; and

 Identification of any Government Furnished Property (GFP), Government Furnished Equipment 

(GFE), orGovernment Furnished Information (GFI) (to include Personal Identity Verification (PIV) 

credentials or badges – also referred to as Smart ID Cards) provided to the contractor personnel and 

its whereabouts or status.
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Program 5513-S

In the event the subject contractor is working on multiple contracts, orders, or agreements, notification shall be 

combined, and the cognizant COR for each affected contract or order (using the Contractor Separation 

Checklist (Form 14604 (Rev. 8-2016)) shall be included in the joint notification along with Personnel

Security. These documents (the RAC and security forms) are also available by email request to Personnel

Security.

The vendor POC and the COR must ensure all badges, Smart Cards, equipment, documents, and other

Government furnished property items are returned to the IRS, systems accesses are removed, and Real Estate 

& Facilities Management is notified of Federal workspace that is vacant.

The change in the employment status, assignment, or standing of a contractor personnel to this contract or

order would not form the basisfor an excusable delay for failure to perform under the terms of this contract, order

or agreement.

 Flow down of clauses. No subcontracting is allowed on the 5513-S contract. 

(End of clause)

CONTRACTOR SECURITY MANAGEMENT: The IRS requires that the contractor’s employees having a

needforstaff-like accessto Sensitive But Unclassified information must be approved through an appropriate level

ofsecurity screening or investigation.

Immediately upon certification, the contractor must furnish the Government with a description of all positions

requiring staff-like access to IRS data. The Government (including an IRS personnel security officer) will assess

the risklevelforeach position and determine the need for individual security investigations.

Upon certification of contract, the IRS will provide the necessary forms and instructions to the contractor.

Within 24 hours of receipt of the forms/instructions, the contractor must return the forms filled out for each

employee who willbe involved in the production on this contract. The contractor must comply/abide by the

following IRS AcquisitionSecurity clauses.

 IR1052.204-9000 Submission of Security Forms and Related Materials.

 IR1052.204-9001 Notification of Change in Contractor Personnel Employment Status,

Assignment, orStanding.

 IR1052.224-9000 Safeguards Against Unauthorized Disclosure of Sensitive but Unclassified

Information.

 IR1052.224-9001 Mandatory IRS Security Training for Information Systems, Information Protection

andFacilities Physical Access.

All contractor employees who work on IRS contracts that require staff-like access to IRS-owned or controlled

facilities, SBU information, IT Systems and/or assets must be investigated. All contractors will undergo a

moderate risk background investigation for staff-like access.

 The IRS shall bear the cost of conducting a security screening for contractor employees requiring one.

 The Government will provide electronic copies of the required forms.

 Any costs for fingerprinting will be borne by the contractor.

Contractor employees who require staff-like access to IRS SBU information and/or IT systems, regardless of

location, must complete mandatory annual security training.

The COR is responsible for ensuring contractors receive Security Awareness Training (SAT) within five (5)

business days of being granted interim/final staff-like access to IRS sensitive information or IT systems.
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Program 5513-S

Contractor employees who will have physical and/or logical access to IRS taxpayer data must be both eligible 

andsuitable to work on an IRS contract as determined by IRS Personnel Security. Contractor is responsible for

providing the following forms/documentation for their employees assigned to IRS contracts to IRS Personnel

Security:

Eligibility Requirements Include the Following:

1. Must meet the following U.S. citizenship or residency requirements based on the assigned position risk

level:

 Low Risk - Must be a U.S. citizen or Lawful Permanent Resident (LPR) of the United States.

 Moderate Risk - Must be a U.S. Citizen or LPR with at least three (3) consecutive years of U.S. 

residency,from the date of legal entry, as a LPR.

 High Risk - Must be a U.S. Citizen.

Any subject who is foreign-born must provide proof of U.S. citizenship or Lawful Permanent Resident 

status. Subjects must provide their Alien Registration Number (“A” number) for corroboration by IRS 

Personnel Security.

2. Subjects must be Federal tax compliant and must remain tax compliant while actively working on IRS

contracts.IRS will check subjects’ tax compliance status upon notification of subject being assigned to 

work on the IRS contract.

3. All male subjects born after December 31, 1959, must be registered with Selective Service (SS). For male

U.S.citizens, proof of registration can be obtained by accessing the SS website at https://www.sss.gov/ and

following the prompts on the “Verify or Update Registration” tab. If the search results in a “Matched

Record,” click on the“Print an Official Selective Service Registration Acknowledgment Letter” button and 

follow the prompts for saving the letter as a PDF file. The letter should then be provided to IRS Personnel

Security. If the subject is notregistered, he must provide a waiver of registration requirement from SS.

Suitability Requirements Include the Following:

A completed Risk Assessment Checklist (RAC) spreadsheet – this spreadsheet should be completed by the

contractor point of contact to provide needed information about each employee who will be working on the

contract.

The following forms must be completed by each subject assigned to the contract:

1. A completed and signed Optional Form (OF) 306, Declaration for Federal Employment (Exhibit 1)

2. A signed Non-Disclosure Agreement form (Exhibit 2)

3. A signed Fair Credit Release form (Exhibit 3)

4. A completed Electronic Questionnaires for Investigations Processing (e-QIP) package. The IRS 

PersonnelSecurity will send each subject a separate email with instructions for completing e-QIP. The eQIP package is only required for those subjects who do not have a favorably adjudicated Federal

background investigation within the last five (5) years. If the contractor only requires a Low-Risk

investigation and Personnel Securitycan find a previous Low Risk Tier 1, there is no need to conduct 

a new Low Risk Tier 1. Reciprocity will apply.

5. Any additional required security forms, which will be made available through the COR.

One or all of the following training materials may need to be completed by each subject assigned to the

contact(to be determined by Personnel Security):

1. Privacy, Information Protection & Disclosure Briefing Mandatory Briefing

2. Records Management Overview
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Program 5513-S 

3. Introduction to UNAX Briefing for Contractors 

4. Certification of Annual UNAX Awareness Briefing

5. Cybersecurity Awareness Training

6. Contractor Security Awareness Training (SAT) Certification

7. Inadvertent Sensitive Information Access

8. Insider Threat and/or Facilities Physical Security.

The contractor must submit confirmation of completed SAT mandatory briefings for each employee assigned to

this contract. Contractor to use Form 14616 (Exhibit 4), signed and dated by the individual and authorized 

contractor management entity and returned to the COR within 72 hours of receipt of above training materials.

Annual Training. For contracts exceeding one (1) year in length, either on a multiyear or multiple year basis, 

the contractor must ensure that personnel complete assigned SAT mandatory briefings annually no later than

September 30th, of the current calendar year.

Contractor’s failure to comply with IRS privacy and security policy (to include completion and certification of

SAT requirements within the timeframe specified) may be subject to temporary suspension from receiving work

orders on this contract.

Specialized IT Security Training (SITS) - Mandatory Training for Significant IT Security Role:

Any contractor employee who has a significant IT security role or responsibility shall complete specialized IT

security (SITS) training pertinent to the role/responsibility. This includes, but is not limited to, any contractor

employees with a privileged network user account that allows full system permission to resources within their

authority or to delegate that authority. A list of the specialized IT security roles and the number of hours of 

training required for each role may be obtained by contacting the COR. (Exhibit 5) 

Contractor employees newly assigned to a significant IT security role, including at time of contract award, must

complete the training prior to commencement of work. Proof of specialized IT training isrequired within five (5)

business days of being granted staff-like access approval by Personnel Security. Thereafter, each contractor 

employee assigned to the contract/ordershall complete Awareness Training annually by May 15th, of the current 

calendar year.

Existing contracts that have been modified or will be modified to include contractor employees identified as

having a specialized IT security role must complete the SITS Training within 45 calendar days of the contract

modification designating an employee to a specialized IT security role and annually, by May 15th, thereafter.

Separation of Contractor’s Employee From this Contract:

The following form must be completed by the contractor to separate an employee/contractor from an IRS

contract: Form 14604 (Exhibit 6), Contractor Separation Checklist (to be provided upon request).

The contractor shall email the Form 14604 to Bartholomew.s.truitt@irs.gov and douglas.r.hayton@irs.gov, and 

the Contracting Officer within one (1) workday of the contractor becoming aware of any change in the

employment status, information access requirement, assignment, or standing of a contractor employee under 

this contract or order.

The vendor is responsible to ensure that any accesses (physical entry into building or work area, SBU data, SBU

hard copy) are removed from the separated employee.

The change in the employment status, assignment, or standing of contractor personnel to this contract or order

would not form the basis for an excusable delay for failure to perform under the terms of this contract, order, or

agreement.
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Program 5513-S

Briefings – IRS will conduct a 1-hour privacy awareness briefing by teleconference with the contractor 

employees, in addition to the required training they must take. IRS will need to conduct multiple sessions at 

varied times to account for shift work. Contractor must provide a site interpreter for services for hearing-impaired 

employees and translators for non-English speaking employees. This briefing is required before the subject’s 

work on the contract begins. 

Secure Shredding of Damaged Copies – Damaged photocopies must be securely shredded to a size that is 

unreadable to prevent disclosure of SBU information. (See “DISPOSAL OF WASTE MATERIALS.”) Chain of 

custody with material must be documented, and contractor personnel will conform to security requirements.

Chain of custody with material must be documented, and contractor personnel will conform to security 

requirements.

DISPOSAL OF WASTE MATERIALS: The contractor is required to demonstrate how all waste materials used 

in the production of sensitive records containing SBU data and PII will be definitively destroyed (i.e., burning, 

pulping, shredding, macerating, or other suitable similar means). Electronic records containing PII must be 

definitively destroyed in a manner that prevents reconstruction. Definitively 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 exempted from disclosure by statue, including the Privacy Act or regulation. 

Contractor required to show proof of disposal. 

NOTE: Disposal of waste materials is a predominant production function and cannot be subcontracted.

POST-CERTIFICATION PRODUCTION AND SECURITY PLANS: The contractor shall present, in 

writing, to the Contracting Officer within two (2) workdays of being notified to do so by the Contracting Officer 

or his/her representative, a detailed production plan and security plan. The workday after notification to submit 

will be the first day of the schedule. If the Government requests additional information after review of plans, the 

contractor must submit updated plans within one (1) workday of request. The contractor shall submit the plans as 

a PDF file to: mszopo@gpo.gov and douglas.r.hayton@irs.gov. 

These proposed plans are subject to review and approval by the Government. The Government reserves 

the right to waive some or all of these plans.

Items to be included in the Production Plan: 

1) Processing of furnished files.

2) Flow from one production phase to another. 

3) How the product will be staged and/or shipped.

4) Quality control through the production process.

Security Control Plan – The contractor shall maintain in operation, an effective security system where items by 

these specifications are manufactured and/or stored (awaiting distribution or disposal) to assure against theft 

and/or the product ordered falling into unauthorized hands. The Government retains the right to conduct on-site 

security reviews at any time during the term of the contract. 

Items to be included in the Security Control Plan: 

1) How Government files (data) will be secured to prevent disclosure to a third party. 

2) Description of secure area(s) dedicated to the processing and storage of data and product, or a walled-in limited 

access area within the contractor’s existing facility. Access to the area(s) shall be limited to security cleared 

employees involved in production.

3) Description of contractor’s building security system that is monitored 24 hours a day, seven (7) days a week, 

and a badging/keypunch system that limits access to Government materials (data processing center/production 

facility and other areas where Government materials with SBU are stored or are accessible) that is only accessible 

by approved personnel.

4) How the disposal of waste materials will be handled internally.
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Program 5513-S 

Information Sheet – If the contractor is currently producing on other GPO contracts from the last week of 

October through the end of December, they must submit an information sheet specifying how the workload on 

this contract will fit into the pre-existing Government production without hampering the production/delivery 

schedules for all the contracts. It is estimated that there will be a need for approximately 10,000,000 impressions 

of capacity from the last week of October through the end of December for this contract. 

PRE-AWARD TELECONFERENCE CALLS AND MEETINGS: The contractor will be contacted to 

establish several teleconference calls and meetings as specified below. Contractor must make themselves 

available for calls #1, #2, and #3 below within 5 work days after certification. 

1) Physical Security initial call (1 hour) – contractor will be given instructions on what supporting documentation 

needs to be presented to IRS for specific items related to physical security. Supporting documentation will be 

presented at the Physical Security final meeting (#5) below. Contractor will be allowed 15 work days from this 

initial call to assemble supporting documentation. An alternate time frame may be possible if the IRS agrees.

2) Cybersecurity initial call (1 hour) – contractor will be given instructions on what supporting documentation 

needs to be presented to IRS for specific items related to cybersecurity. Supporting documentation will be 

presented at the Cybersecurity final meeting (#6) below. Contractor will be allowed 15 work days from this initial 

call to assemble supporting documentation. An alternate time frame may be possible if the IRS agrees.

3) IRS Personnel Security call (2 hours) - will discuss the information that is needed from the contractor for each 

employee working on this contract. Contractor will be allowed 5 work days from this initial call to assemble 

required documentation about IT employees that will be working on this contract. Contractor will be allowed 15 

work days from this initial call to assemble required documentation about all other employees that will be 

working on this contract. An alternate time frame may be possible if the IRS agrees.

4) Production and Security Plans review (1 hour) – Production and Security Plans will be discussed between IRS 

Publishing and the contractor. Attending this meeting will be representatives from the Internal Revenue Service 

and the Government Publishing Office. 

5) Physical Security final review meeting (up to 1 full day) – contractor will present supporting documentation to 

the IRS for specific items related to physical security. At the government’s option, this meeting may be held 

online or in-person at the contractor’s facility. Information will most likely be presented to IRS on WebEx for 

an online meeting. 

6) Cybersecurity final review meeting (up to 3 full days) – contractor will present supporting documentation to 

the IRS for specific items related to cybersecurity. At the government’s option, this meeting may be held 

online or in-person at the contractor’s facility. Information will most likely be presented to IRS on WebEx for 

an online meeting. 

To establish coordination of all required operations, representatives from each involved production area for the 

contractor should attend. 

Important for final review meetings (#5 and #6 above): 

It is crucial that the contractor have supporting documentation, as specified in the initial call, already prepared and 

ready for presentation for Physical Security and Cybersecurity final review meetings. If there are high-risk 

findings from the Physical Security and Cybersecurity final reviews, the contractor will be expected to remediate 

the high-risk finding in 20 work days from the final review meeting. An alternate time frame may be possible if 

the IRS agrees.
Training Manuals in Black Ink Only, Over 400 Copies Page 21 of 34

Program 5513-S

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 1974 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.

RIGHTS IN DATA (not including fonts which is provided for later in these specifications): The term “data” as 

used herein, includes all information in connection with the supplies and operations under the contract herein, 

including but not exclusive to, magnetic tapes, disks, or other magnetic or similar media, transmissions of or 

access to any digitized information, and any other data information furnished to or accessed by the contractor, or 

produced by the contractor.

All data, whether produced in the performance of this contract or delivered by the Government to the contractor 

for use during the performance of the contract, shall be the sole property of the Government. The contractor shall 
Training Manuals in Black Ink Only, Over 400 Copies Page 22 of 34 

Program 5513-S 

have no rights at common law or equity and may not establish any statutory copyright in such data. The contractor 

shall not sell, publish, copy, or distribute any such data, in whole or in part, (other than as required by the terms of 

this contract), without the express written consent of the Government. 

PLANT PRODUCTION INSPECTIONS: The Government reserves the right to have plant inspections during 

the production of the contract. These may be to inspect press sheets but may also be to review other aspects of 

production including the handling of for “OFFICIAL USE ONLY” & SBU material. Press inspections, when 

held, are to set a standard and are not an approval of the entire order. If press inspections are waived, the 

contractor must assume responsibility for the accuracy and quality of the finished product. 

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. 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 are to be completed 

by the contractor within the time specified in the order. 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. 

When production covered by this contract is required before the dates specified under this contract, and the 

contractor will not accept the accelerated schedule, the Government may procure this requirement from another 

source for that accelerated schedule.

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.

OPTIONS: Whenever an option is indicated in the specifications, it is the Government’s option, not the 

contractor’s, unless it is specifically stated otherwise.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) utilizing the 

GPO barcode coversheet program application is the most efficient method of invoicing. Instruction for using this 

method can be found at the following web address: 

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

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management, Attn: 

Comptroller, Stop: FMCE, Washington, DC 20401. 

For more information about the billing process refer to the General Information of the Office of Finance web page 

located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid. 

NOTE: In addition, contractor is required to email delivery receipts and final invoice in PDF format to originator 

of each GPO Form 2511 print order. All documents should be in one PDF file. Originator’s email address will be 

found at the bottom of each GPO Form 2511 print order. Subject line of the email will be the print order number. 
Training Manuals in Black Ink Only, Over 400 Copies Page 23 of 34

Program 5513-S

CONTRACTOR MUST ITEMIZE INVOICES FOR PAYMENT TO MATCH

THE SCHEDULE OF PRICES FORMAT.

FAILURE TO ITEMIZE IN ACCORDANCE WITH THE SCHEDULE OF PRICES MAY RESULT IN 

DELAYED PAYMENT. 

RECEIPTS FOR DELIVERY: Contractor must furnish their own receipts for delivery. These receipts must 

include the GPO jacket, program, and print order numbers, total quantity shipped and/or delivered, number of 

cartons and quantity per carton; date delivery made; and signature of the Government agent accepting delivery. 

Original copy of these receipts or other acceptable proof must accompany the contractor’s voucher for payment. 
Training Manuals in Black Ink Only, Over 400 Copies Page 24 of 34 

Program 5513-S 

SECTION 2.- SPECIFICATIONS

SCOPE: These specifications cover the production of looseleaf books and pamphlets requiring such operations as 

materials pickup, electronic prepress, printing in black only, drilling, binding, shrink film wrapping, packing, 

labeling and distribution. 

TITLE: Training Manuals in Black Ink Only. 

Although this is an option year contract, all estimates are based upon one year’s production. 

FREQUENCY OF ORDERS: Approximately 205 orders per year. Most orders will be placed in the months 

of October, November, and December. Although most orders will be placed during these 3 months, the majority 

of orders will be placed within a shorter period of time, usually within a timeframe of just a few weeks. It is 

anticipated that some orders will be placed individually but that more often multiple print orders will be placed 

concurrently. Schedules of print orders will overlap. 

It is anticipated that approx. 90% or more of the total orders will be placed from the last week of October through 

the end of November. A quantity of work orders, approximately 8, will be placed throughout the remainder of the 

year.

It is estimated that there will be a need for approximately 10,000,000 impressions of capacity from the last week 

of October through the end of December. (See sample work orders, Exhibit 13). 

Orders will be placed as they are required. When orders are grouped, contractor will be obligated to accept ALL 

orders required by the Government. During these busy months, up to 18 orders may be placed in one day, or on 

consecutive days. Often, the busiest time for placement of orders is November/December and production may run 

into the Christmas holiday period. 

The work placed under this contract is time critical. As part of the preaward survey process, contractor(s) being 

considered for award will be required to confirm in writing their understanding of the schedule requirements of 

the contract, and to confirm their ability to produce the requirements in the contract on schedule including 

possible request for submission of equipment list, staffing resources and similar information. At the discretion of 

the contracting officer, this requirement may be waived if the contractor has previously satisfactorily produced 

these requirements. Failure to confirm understanding of these requirements and ability to fulfill all orders on time 

may be sufficient reason to declare the contractor non-responsible. 

QUANTITY: 

It is estimated that orders will range from 2 to 2,000 copies per order. An occasional order may exceed 2,000 

copies per order, up to 6,000 copies per order. 

No. of Copies Est. % of Orders 

2-20 copies 25% 

21-200 copies 48% 

201-400 copies 14% 

401-800 8% 

801 – 1,500 copies 4% 

1,501 – 3,000 copies 1% 

The contractor must ship the exact quantity ordered on the individual print order. Shortages are NOT acceptable 

and contractor will be required to be reprint to make up shortages. Although quantities indicated on the print order 

are exact (no plus or minus), contractor should compute whatever spoilage factor is required in order to provide 

the exact quantities ordered to the Government. 
Training Manuals in Black Ink Only, Over 400 Copies Page 25 of 34 

Program 5513-S 

NUMBER OF PAGES: It is estimated that total pages per publication will range from 4 pages to 1,200 pages.

An occasional order may exceed 1,200 pages. Publications are self-cover.

TOTAL NUMBER OF PAGES

No. of Pages Est. % of Orders 

Up to 150 28% 

152 – 300 30% 

302 – 450 21% 

452 – 600 10% 

602 – 1,000 8% 

1,002 – 1,200 3% 

TRIM SIZE: 8-1/2 x 11". 

GOVERNMENT TO FURNISH: 

Furnished Files: Electronic files in Adobe Acrobat PDF (RGB) format, created in a Windows platform, will be 

furnished via email or sent to contractor administered FTP, or at the Government’s option electronic files on 

CD/DVD delivered via express carrier. If IRS cybersecurity deems email or FTP unacceptable, contractor must be 

able to establish a SDT (Secure Data Transfer). Files will be encrypted using SecureZIP by PK Ware.

Contractor must be able to use the latest version of Adobe Acrobat as well as be backwards compatible. At the 

Government’s option, electronic files may be furnished on media such as CD-ROM or sent to contractor’s FTP 

site.

Print Order (GPO Form 2511). Print orders will generally be sent via email or to contractor administered FTP site. 

Contractor must be able to accept via email and/or contractor administered FTP. If IRS cybersecurity deems 

email or FTP unacceptable, contractor must be able to establish a SDT (Secure Data Transfer).

The following material will be furnished for use in distribution: 

1. Distribution list. Distribution List (Form 2040 F/T) (Exhibit 7) or other distribution list will be 

furnished in Acrobat PDF format or Excel via email with each order. Each distribution list will contain 

the names, addresses and contact information of all potential shipping destinations. Destinations that will 

receive copies will have a quantity designated. If the quantity field is left blank, then there is no shipment 

to that destination for that order. 

2. Electronic file for IRS Package/Carton Labels (IRS Form 6153) will be included with each order. This 

label must be reproduced by the contractor on white or yellow stock, as specified on the individual print 

order. It is anticipated that most orders will specify yellow stock. Contractor will be required to complete 

all labels from the information provided on the Form 2040 F/T Distribution List. Delivery address may be 

printed on the label(s) or may be required to be inserted by the contractor, carton number of total (e.g., 1 

of 3, 2 of 3, 3 of 3) in shipment, and similar. Occasionally, more than one label may be furnished and 

contractor is cautioned to use the correct label for the correct destination.

3. IRS Identification Label, yellow, crack and peel, 8 x 5-1/4”, (IRS Doc. 6042). Contractor does not need to 

reproduce these. Actual labels will be furnished with the print order or stock will be furnished in advance 

for the contractor to hold and use. If furnished in advance, contractor must notify the IRS when stock is 

close to depletion. This is not in lieu of the IRS Package/Carton Label (IRS Form 6153) but will be in 

addition to it. This will be required on all orders unless specifically specified otherwise. 
Training Manuals in Black Ink Only, Over 400 Copies Page 26 of 34 

Program 5513-S 

4. List of recipients for e-mail notification of shipping. At the Government’s option, this list may be 

furnished to the contractor at the beginning of the contract, when the first print order is awarded, with 

individual print orders, or shortly thereafter. Currently there are approximately 40 recipients for e-mail 

notification. This quantity will change (increase or decrease) during the term of the contract. Contractor 

will be required to update this recipient list as changes are made. Contractor must notify the entire list of 

e-mail recipients on the same day that shipping is made. The IRS will provide the contractor with a 

general format (see “Exhibit 8”). Notification must be sent on every print order unless specified 

otherwise. 

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.

The contractor is required to have Internet access provided through an Internet Service Provider, an email 

account, and a web browser equivalent to Internet Explorer 6.0 or Microsoft Edge version 96.0.1054.57. The 

contractor is also required to have Adobe Acrobat 9.1 (or higher) software (not Adobe Reader). The contractor is 

required to purchase SecureZIP by PK Ware. The contractor must furnish an email address for the IRS to email 

the forms mentioned above.

The contractor must be able to send and receive password-encrypted, zipped files via email. The contractor must 

have established a secure FTP site to receive files. The FTP site must be administered by the contractor. It is 

possible that SDT (Secure Data Transfer) may need to be established with the vendor. If IRS cybersecurity deems 

email or FTP unacceptable, contractor must be able to establish a SDT (Secure Data Transfer) for the duration of 

this contract.

ELECTRONIC PREPRESS: Prior to image processing, the contractor shall perform a basic check (preflight) of 

furnished media and files to assure accurate output of the required reproduction image. Any errors, media damage 

or data corruption that might interfere with proper file imaging must be reported to the Agency and GPO in 

sufficient time to comply with the shipping schedule. The contractor shall create or alter any necessary trapping, 

set proper screen angles and screen frequency, and define file output selection for the imaging device being 

utilized. Furnished files must be imaged as necessary to meet the assigned quality level. Contractor must maintain 

the latest version of all programs and operating systems used in this contract as well as maintain backwardscompatibility. 

COMPOSITION: Type and rules generated from furnished electronic media must be produced on a high 

resolution output device producing quality equal or better than an image resolution of 600 dpi. 

Proofs will NOT be required. The contractor will be responsible for performing all necessary proofreading to 

insure that the final product is in conformity with the electronic files submitted.

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or 

listed for the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 12” dated 

March 2011.

NOTICE: Copies of the “Government Paper Specifications Standards, No. 12,” dated March 2011, are for sale, on 

a subscription basis, by the Superintendent of Documents, U.S. Government Printing Office, Washington, D.C. 

20402; or available in PDF format on the GPO website at http://www.gpo.gov/vendors/sfas.htm. 

White Offset Book, basis size 25 x 38", 50 lbs. per 500 sheets, equal to JCP Code A60, or, at contractor’s option, 

White Writing or White Xerographic Bond, basis size 17 x 22”, 20 lbs. per 500 sheets, equal to JCP Code D10 or 

O60. No mix permitted in any one print order. 

PRINTING/DUPLICATING AND INKS: Print head to head in black only. Text will be line copy, but may 

include screen tints and/or halftones. Contractor is not permitted to add blank pages in an attempt to create even 

signatures. Blanks may only be added by the ordering agency. 
Training Manuals in Black Ink Only, Over 400 Copies Page 27 of 34

Program 5513-S

At contractor’s option, the products in these specifications may be produced via conventional offset or digital 

printing, provided that Quality Level 3 standards are maintained. Final output must be a minimum of 150 line 

screen and at a minimum resolution of 1200 x 1200 x 1 dpi or 600 x 600 x 4 bit depth technology.

MARGINS: No bleeds, follow copy.

IDENTIFICATION MARKINGS: 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. 

DRILLING: All orders drill three 3/8”, 5/16, or 1⁄4” diameter round holes (as specified on the print order), 4-1/4” 

center to center, centered on the left 11” side, with center of holes to be 3/8” from bind edge of product. If hole 

size is not specified on the print order, use 3/8” diameter holes. No additional charge allowed for this operation.

BINDING AND SHRINK FILM WRAPPING: Collate in sequence, and trim 4 sides. Contractor not required 

to trim four sides if printed/duplicated on 8-1/2 x 11” sheets. Shrink film wrap each book, unless specifically 

stated otherwise on the print order. However, it is anticipated that all orders will require shrink wraps. Add a 

chipboard back to each book under 100 pages to keep from curling. No additional charge will be allowed for 

those operations. 

LABELING AND MARKING: As an exception to GPO Contract Terms (GPO Pub. 310.2), the Government 

may choose to correct improper, partial, or incorrect labeling, and charge all costs to the contractor. No additional 

charges will be allowed for the labeling and marking requirements. The IRS Form 6153 Package/Carton Label is 

used in lieu of the GPO Form 905 Label.

IRS Package/Carton Labels (IRS Form 6153) are required for each order. A partially completed form (or forms) 

customized for that print order will be furnished with each print order. This may be furnished as hard copy, fax, or 

via e-mail. Contractor must reproduce the forms on either white stock or bright yellow stock as ordered by the 

Government. Label color will be indicated on individual GPO Form 2511 Print Order. Contractor must reproduce 

the forms and complete the required information. Note that although contractor may be able to preprint some of 

the information prior to reproducing, other information such as the carton number in the total must be added 

afterwards. Sometimes more than one form will be furnished for reproduction. Usually, this will then have 

different addresses in the “deliver to” area. Sometimes that area will be completed by the IRS and sometimes the 

contractor will need to complete that area from the information on the distribution list. Contractor must take care 

that the correct forms are used for the correct destinations. All information completed by the contractor must be in 

black ink. Contractor must affix a label to one end of each shipping container.

Each package must be clearly labeled with the GPO Jacket Number, Program Number, Print Order Number, IRS 

Requisition Number, Training Publication Number (including date) and quantity therein. All of the information 

must be included on the label.

IRS Identification Labels (IRS Doc. 6042) must be affixed to both long sides of all containers. These labels must 

be used unless the individual print order specifies otherwise. Contractor does not need to reproduce these labels. 

As previously indicated in these specifications, these labels will either be furnished with the individual print 

orders or contractor will be supplied with a bulk supply of the labels for use under this contract.

PACKING: Cartons or pallets containing more than one product title (combined orders) are not permitted. Do 

NOT combine orders within a container, pallet, or shipment.

Insert single or multiple copies (up to 100 leaves or 1 lb.) into kraft envelopes. Quantities over 100 leaves (or 1 

lb.), up to 12 pounds, must be inserted into cushioned shipping bags (maximum gross weight 14 pounds). Pack 

quantities greater than 12 lbs. pack suitable in shipping containers not to exceed 32 lbs. per container.

Use only new corrugated or solid fiberboard containers with a minimum bursting strength of 200 p.s.i.. 
Training Manuals in Black Ink Only, Over 400 Copies Page 28 of 34 

Program 5513-S 

Shipping containers for shipments must be 17-1/2 x 11-1/2 x 7-1/4”. This is the only acceptable size 

container – NO EXCEPTIONS. 

Bottom flaps may be glued, stapled, or sealed with polyester tape 2 to 3” width, minimum 65 lbs./inch transverse 

tensile strength. If stapled, cartons must be stapled before packing and without damage to the product. Cartons are 

to be sealed at the top with 2 to 3” paper or polyester tape (not reinforced). 

Do not mix different publications within any shipping unit (envelopes, bags, containers, pallet, or shipment.) 

PALLETIZING: Quantities per destination of a single publication, that weighs 750 lbs. or more, must be 

palletized. Do NOT mix different publications on a pallet. All containers on a pallet must be the same publication. 

Pallets should be full pallets where possible but do not mix different publications to get a full pallet. Do not have 

more than one partial pallet of the same publications title in a shipment. 

The IRS has specific pallet requirements that must be followed; See Exhibit 9. 

Cartons must be securely fastened to the pallet to prevent movement but permit removal without damage to the 

cartons. Pallets shall contain 54 cartons and be stacked, 9 cartons to a layer, 6 layers high, in reverse layer pattern, 

with maximum height including pallet of 55”.

Except for size, pallets for IRS must conform with Federal Specifications NN-P-71C, and any amendments 

thereto as follows: Type III, Group 2 or 3, four way (partial) flush pallet, size L48” x W40”, with a single center 

stringer. Full entry must be on the 40” width. Do NOT use metal strapping or pallet caps for securing material.

This is the only type pallet that will be accepted by IRS. Incorrect pallets must be corrected. As an exception to 

GPO Contract Terms (GPO Pub. 310.2), the Government may choose to correct packaging and palletizing 

deficiencies and charge all costs to the contractor.

GPO “VERIFICATION OF DELIVERY”: Contractor MUST email delivery verification information to 

VerifyChicago@gpo.gov WITHIN 24 HOURS OF DELIVERY. Enter Program and Print Order numbers in the 

subject line, and in the body of the message indicate the method of shipment and the delivery date. If a contract 

specifies a shipping method of f.o.b. contractor city (at government’s expense), enter the date of shipment. If a 

contract specifies f.o.b. destination (at contractor’s expense), enter the date of delivery. If a contract specifies a 

combination of both methods, include all shipping and delivery dates. Failure to provide this information for 

each print order may result in delayed payment of invoices.

RECEIPTS FOR DELIVERY: Contractor must furnish their own receipts for delivery. These receipts must 

include the GPO jacket, program, and print order numbers; total quantity shipped and/or delivered, number of 

cartons, and quantity per carton; date delivery made; and signature of the Government agent accepting delivery. 

The original copy of these receipts or other acceptable proof must accompany the contractor’s voucher for 

payment. 

DISTRIBUTION - f.o.b. contractor’s city (at government’s expense): Shipping to various destinations 

throughout the United States. Generally, each order will have multiple destinations. For most orders, destinations 

range from 2 to 7. Occasionally, additional destinations may be required. It is unusual for the total number of 

destinations to exceed 20, but may be possible on an infrequent basis (not including the sample copies.) See 

Sample Distribution List – (Exhibit 7). Additional distribution may be supplied in Excel spreadsheet format.

Shipments up to 750 lbs. per destination per print order. Shipments that are up to 750 lbs. per individual 

destination on a print order are to be shipped via the Government’s designated small package carrier. Contractor 

must use the small package carrier designated by the Government. The designated carrier may change during the 

term of the contract. The Government will provide the contractor with the account number to be used. Contractor 

MUST use this account number for these shipments. This account number can only be used for IRS designated 
Training Manuals in Black Ink Only, Over 400 Copies Page 29 of 34 

Program 5513-S 

shipments under this contract. The account number cannot be used for private use. It cannot be used for any other 

contracts unless those are IRS contracts where its use is specifically authorized. 

Occasionally, the contractor may be required to use an expedited delivery service, such as an overnight service for 

a portion or all of a print order. This is not covered under the IRS shipping account. For destinations specifically 

designated on the print order, contractor is to ship reimbursable using the service designated on the print order 

(e.g., overnight delivery by 10:30 a.m., two day, etc.). Contractor must send at their expense and they will be 

reimbursed for the actual shipping charges. Contractor will be required to submit a copy of the carrier’s billing 

with their invoice for reimbursement. Do NOT send orders using other than the IRS account number unless the 

expedited service is specially authorized on the print order.

Shipments over 750 lbs. per destination per print order (Freight). Shipments that are over 750 lbs. are to be sent 

via freight carrier. The IRS will provide the Government Bill(s) of Lading (GBLs) for each required destination 

per print order. It is not anticipated that “blank” or “partially completed” GBLs will be provided for general use 

under this contract but rather that IRS GBLs will be provided per print order when required. At the Government’s 

option, these GBLs may be provided as hard copy, via fax, or via email. It is anticipated that email will be most 

often used and contractor must be able to accept via this means. If GBLs are furnished, specific instructions will 

be furnished with them which the contractor must follow. Contractor must use the Government designated carrier. 

Use of a carrier other than the designated carrier, without the express permission of the IRS, is not authorized. 

The IRS will not pay for shipping charges for other than their designated carrier(s). It is anticipated that GBLs 

will be furnished via email two days in advance of shipment. However, sometimes GBLs will not be furnished 

until the actual ship date. GBLs may be accompanied by instructions for “distribution” as well as the designated 

carrier. Contractor must follow those instructions. GBLs are obligating documents and GBLs furnished for one 

print order under this contract cannot be used for another agency, contract, print order, shipment, or any other use. 

NOTE: Contractor is not to combine shipments from one print order with another, even if going to the same 

destination(s). All print orders must be considered individually. This applies to all shipments – whether sent via 

small package carrier or via Government Bill of Lading. 

EMAIL REPORTS: Contractor will be required to email a shipping notification (Exhibit 8) to a list of 

approximately 40 names which must be sent every day that material leaves the contractor’s plant. This applies to 

all orders unless otherwise instructed. Although the same basic list is used for all orders, additions and deletions 

will be made during the term of the contract. Contractor will be required to update and maintain this list. 

TIME CRITICAL: Notify mszopo@gpo.gov of the delivery status in the morning 2 days prior to the first 

shipment to meet the at destination delivery date. 

This is a time-critical order. For the purpose of this contract, the provision in GPO Contract Terms Pub. 310.2 

(Rev. 6-01) for schedule extensions does not apply. No automatic extensions of schedules will be made. All 

interested contractors must commit to the original schedule. Shipments must be made by a carrier that will 

guarantee delivery at destination within the specified schedule. Carrier's "targets" in lieu of "guaranteed" 

deliveries will not be acceptable.

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job 

prior to receipt of the individual print order (GPO Form 2511). 

No definite dates can be predetermined for placement of orders. Contractor will be notified by email when 

furnished material has been transmitted. 

All pickups and deliveries must be made Monday through Friday, exclusive of Federal Holidays, before 3:30 pm 

local prevailing time at pickup/delivery destination.

The following schedule begins the workday after notification of availability of furnished materials and print order.
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Program 5513-S 

Complete production and shipping, as indicated on the individual print order, must be made by the contractor 

within 5 workdays. The government’s needs will determine the number of workdays allowed. The print order will 

indicate the method of shipment required if other than normal IRS designated carrier service.

For example, for materials available on Monday, November 7, 2022 on an order with a 5 workday schedule, 

product must ship complete by Tuesday, November 15, 2022. (November 11 is a Federal Holiday) 

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., may 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 delivery schedule because of failure to request 

such information.
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Program 5513-S 

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 one year's orders 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 during the term of this contract. 

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

I. (1) 64,534 

 (2) 93,330 

 (3) 46,665 

Transportation charges are a factor in determining award.

Bidders shall state the location of the plant from which this product(s) will be shipped. 

For the purposes of bid evaluation, the following freight shipments (over 750 lbs.) will be used as a factor for 

transportation charges in determining award. Note: Freight charges are paid by the Government, not the 

contractor. Contractor does not supply freight prices for these shipments. 

DESTINATION FREIGHT WEIGHT, LBS PER ORDER

Austin, TX 78741 

 3,343 1,058 

 

Kansas City, MO 64108

 925 1,057 

 1,148 828 

 792 785 

 983 
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Program 5513-S 

SECTION 4.- SCHEDULE OF PRICES

Bids offered are F.O.B. Contractor’s City. 

SUBMISSION OF OFFERS AND EVALUATION: 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. 

Bids submitted with NB (No Bid) or blank spaces for an item 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. 

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

production (whether or not such items are included in the Determination of Award) 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. 

The contractor is cautioned not to perform any operation(s) or produce any product(s) for which a price has not 

been offered under the contract. Further, the contractor is not to accept orders which are outside the scope of the 

contract. Any changes made to an order MUST be confirmed in writing by the Contracting Officer, Chicago 

GPO. If such orders are placed by the agency, and no Modification is received from Chicago GPO, the contractor 

is to notify GPO Chicago immediately. Failure to do so may result in nonpayment.

CONTRACTOR’S INVOICE FOR PAYMENT MUST BE ITEMIZED IN ACCORDANCE WITH THE 

SCHEDULE OF PRICES. FAILURE TO ITEMIZE IN ACCORDANCE WITH THE SCHEDULE OF 

PRICES MAY RESULT IN DELAYED PAYMENT.

All billing submitted to the GPO shall be based on the most economical method of production. 

Fractional parts of 100 will be prorated at the per 100 rate.
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Program 5513-S

I. COMPLETE PRODUCT Prices quoted shall include the cost of all required materials and operations 

necessary (including but not limited to electronic prepress, printing/duplicating, paper, drilling, binding, 

shrink film wrapping, packing, labeling, palletizing, sample copies, required notifications, etc.) for the 

complete production of the product listed in accordance with these specifications. 

Only one makeready charge will be allowed for each page regardless of the number of copies run.

For the purposes of this contract, a page is one side of a sheet of paper. Each sheet or leaf consists of two 

pages. Charges for I. (1) and (2) will be allowed for each page in a product, whether printed or blank.

(1) Makeready and/or setup ............. per page...................$___________________

(2) Running............. per page, per 100 copies ...................$___________________

(3) Paper............. per 100 sheets................ ...................$___________________

 _____________

 (Initials) 

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID
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Program 5513-S

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 Solicitation 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 points(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 email, fill out and return one 

completed copy of all applicable pages that include the Jacket Number, Bid Price, Additional Rate, Discounts, 

Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing where indicated. 

Valid electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, § 2. 

Electronic signatures must be verifiable of the person authorized by the company to sign bids.

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

Bidder ___________________________________________________________________________________ 

(Contractor Name) (GPO State and 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)

____________

 (Initials)

**************************************************************************************

THIS SECTION FOR GPO USE ONLY

Certified by:__________ Date:___________ Contracting Officer:__________ Date:___________

 (Initials) (Initials)

**************************************************************************************

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)