Prog: 370-S

Title: The Internal Revenue Manual

Agency: The Internal Revenue Service

Term: Beginning 12.01.17 and ending 01.31.19

BASIS OF

ITEM NO. DESCRIPTION AWARD UNIT RATECOST UNIT RATECOST UNIT RATECOST UNIT RATECOST

I. TABLE OF CONTENTS AND GRAPHICS:

1. Table of Contents pages: Preparation of Table of

Contents includes TRIDOC headings from the 

XML text files, reversing the sequence number 

and title, and all related processing.

(a) One page Table of Contents...........per page...... 776 4.00 3,104.00 8.00 6,208.00 2.56 1,986.56 0.65 504.40

(b) Each additional Table of Contents page..............

.........................per page............................... 1420 2.50 3,550.00 6.00 8,520.00 2.56 3,635.20 0.33 468.60

2. Graphics:

(a) PDF graphics files, including all related 

processing...........per graphic............................. 1236 1.00 1,236.00 2.20 2,719.20 2.56 3,164.16 3.25 4017.00

(b) Reduction or enlargement of PDF graphics.........

...........................per graphic......................... 316 1.00 316.00 4.00 1,264.00 1.28 404.48 2.60 821.6

(c) Converting PDF graphics to grayscale................

...........................per graphic......................... 444 1.00 444.00 15.00 6,660.00 1.28 568.32 5.20 2308.8

II. FORMATS:

(a) One time charge (per contract) for development 

of initial formats for all products......................... 1 25,000.00 25,000.00 2,000.00 2,000.00 N/C 0.00 1,000.00 1000

(b) Development of new format.........per format....... 1 25,000.00 25,000.00 500.00 500.00 1,000.00 1,000.00 1,000.00 1000

(c) Change to existing format, including new tags and

DTD updates............................per tag............ 1 100.00 100.00 250.00 250.00 307.14 307.14 60.00 60.00

III. PUBLISHING DATABASE OUTPUT: Prices must 

be all inclusive for data entry, composition, and all

other related processing in accordance with these

specifications.

(a) XML files via electronic transmission..................

.....................per 1,000 characters.................. 185971 1.00 185,971.00 0.75 139,478.25 0.20 37,194.20 2.00 371,942.00

(b) GIF graphics files via electronic transmission......

......................per graphic............................... 7360 1.00 7,360.00 2.00 14,720.00 1.10 8,096.00 1.20 8,832.00

(c) PDF files via electronic transmission..................

..........................per page.............................. 90492 8.00 723,936.00 0.50 45,246.00 7.20 651,542.40 3.00 271,476.00

IV. PRINTING: 

(a) Printing 8-1/2 x 11"...........per page....................

(1) Makeready and/or Setup 12816 N/C 0.00 6.00 76,896.00 N/C 0.00 3.31 42,420.96

(2) Running Per 1,000 Copies 4918 15.00 73,770.00 7.20 35,409.60 25.39 124,868.02 3.60 17,704.80

(b) Additional charge for second color.....per page.....

(1) Makeready and/or Setup 128 N/C 0.00 20.00 2,560.00 N/C 0.00 1.60 204.80

(2) Running Per 1,000 Copies 3 100.00 300.00 5.00 15.00 76.95 230.85 6.50 19.50

V. BINDING:

(a) Looseleaf products over 1 leaf up to 32 leaves.....

..............................per copy......................... 1896 0.65 1,232.40 0.25 474.00 N/C 0.00 0.04 75.84

(b) Looseleaf products over 32 leaves up to 128 

leaves.....................per copy......................... 34896 0.75 26,172.00 0.45 15,703.20 0.05 1,744.80 0.08 2,791.68

(c) Looseleaf products over 128 leaves...per copy..... 960 1.00 960.00 1.00 960.00 0.68 652.80 0.10 96.00

(d) Saddle-stitched products.........per copy............. 2192 0.80 1,753.60 0.25 548.00 N/C 0.00 0.10 219.20

VI. COMMUNICATIONS:

One time set-up charge (per contract) for set up of

FTP and email communication.......................... 1 25,000.00 25,000.00 500.00 500.00 N/C 0.00 N/C 0.00

CURRENT CONTRACTOR

NPC, INC.

CENVEO RICHMOND

Richmond, VA

GRAY GRAPHICS

Capitol Heights, MD

NPC, INC.

Claysburg, PA

Page 1 of 2
Prog: 370-S

Title: The Internal Revenue Manual

Agency: The Internal Revenue Service

Term: Beginning 12.01.17 and ending 01.31.19

BASIS OF

ITEM NO. DESCRIPTION AWARD UNIT RATECOST UNIT RATECOST UNIT RATECOST UNIT RATECOST

VII. DISTRIBUTION, LABELING, PACKING, AND

CONSOLIDATION SYSTEM:

(a) Creating and affixing inner address labels...........

..............................per label.......................... 3156 1.50 4,734.00 1.00 3,156.00 1.00 3,156.00 0.70 2,209.20

(b) Creating and affixing outer address labels...........

..............................per label.......................... 3400 3.50 11,900.00 1.00 3,400.00 1.00 3,400.00 0.98 3,332.00

(c) Packing of products in Kraft envelopes, up to 2lbs

..............................per label.......................... 1356 0.70 949.20 1.50 2,034.00 0.40 542.40 0.78 1,057.68

(d) Quantities over 2lbs., up to 12lbs., packed in 

cushioned shipping bags or wrapped in shipping

bundles (maximum gross weight 14lbs.)............

......................per bag or bundle...................... 472 2.35 1,109.20 2.00 944.00 1.05 495.60 1.04 490.88

(e) Quantities over 12lbs., up to 24lbs., wrapped in 

shipping bundles or packed in small shipping

cartons (maximum gross weight 27lbs.)..............

.......................per bundle or carton.................. 240 3.00 720.00 3.00 720.00 1.70 408.00 1.00 240.00

(f) Quantities over 24lbs., up to 36lbs., packed in 

shipping cartons (maximum gross weight 40lbs.).

............................per carton.......................... 1332 3.00 3,996.00 4.00 5,328.00 2.60 3,463.20 1.63 2,171.16

(g) Pallets for bulk shipments.........per pallet.......... 6 25.00 150.00 25.00 150.00 17.86 107.16 15.00 90.00

(h) One time set up charge (per contract) for 

distribution, including Consolidation system........ 1 25,000.00 25,000.00 2,500.00 2,500.00 N/C 0.00 N/C 0.00

VIII. DVD-ROM DEVELOPMENT AND REPLICATION:

(a) Initial programming and process development..... 8 500.00 4,000.00 1,000.00 8,000.00 N/C 0.00 1,000.00 8,000.00

(b) One-off (Master) generation........per master........ 8 500.00 4,000.00 500.00 4,000.00 430.00 3,440.00 10.00 80.00

(c) DVD-ROM replication........per DVD-ROM............ 3920 5.00 19,600.00 2.00 7,840.00 3.88 15,209.60 1.25 4,900.00

CONTRACTOR TOTALS 1,181,363.40 ------------------- 865,616.89 748,534.10

DISCOUNT 0.50% 5,906.82 0.0% ------------------- 0.25% 2,164.04 0.25% 1,871.34

DISCOUNTED TOTALS 1,175,456.58 ------------------- 863,452.85 746,662.76

AWARDED

CENVEO RICHMOND GRAY GRAPHICS NPC, INC. CURRENT CONTRACTOR

Richmond, VA Capitol Heights, MD Claysburg, PA NPC, INC.

Page 2 of 2
Program 370-S Page 1 of 32 

Specifications by RRS 

Reviewed by MRN 

U.S. GOVERNMENT PUBLISHING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

The Internal Revenue Manual 

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

Internal Revenue Service 

Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning December 1, 2017 and ending 

January 31, 2019 plus up to four (4) optional 12-month extension periods that may be added in accordance with 

the "OPTION TO EXTEND THE TERM OF THE CONTRACT" clause in SECTION 1 of this contract. 

NOTE: The period from December 1, 2017 and ending January 31, 2018 will be a non-production period for 

developing programming, etc. Live production begins February 1, 2018.

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on September 

29, 2017. 

BID SUBMISSION: Submit bid in pre-addressed envelope furnished with solicitation, or send to: U.S. 

Government Publishing Office, Bid Section, Room C-848, Stop: CSPS, 732 North Capitol Street, NW, 

Washington, DC 20401. Facsimile bids in response to this solicitation are permitted. Facsimile bids may be 

submitted directly to the GPO Bid Section, Fax No. (202) 512-1782. The Program number and bid opening date 

must be specified with the bid. Refer to Facsimile Bids in Solicitation Provisions of GPO Contract Terms, GPO 

Publication 310.2 as revised June, 2001. Hand delivered bids are to be taken to: GPO Bookstore, 710 North 

Capitol Street, NW, Washington, DC, between the hours of 8:00 a.m. and 4:00 p.m., prevailing Washington, DC 

time, Monday through Friday. Contractor is to follow the instructions in the bid submission/opening area. If 

further instruction or assistance is required, call (202) 512-0526. 

BIDDERS, PLEASE NOTE: This program was formerly Program 851-S. These specifications have been 

extensively revised; therefore, all bidders are cautioned to familiarize themselves with all provisions of these 

specifications before bidding. 

Abstracts of contract prices are available at https://www.gpo.gov/gpo/abstracts/abstract.action?region=DC. 

For information of a technical nature, contract Rebecca Swan at rswan@gpo.gov or (202) 512-1239. 

 
The Internal Revenue Manual Page 2 of 32 

370-S (01/19) 

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. 6-01)) and GPO Contract Terms, Quality Assurance through Attributes 

Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (Rev. 8-02)). 

GPO Contract Terms (GPO Publication 310.2) – http://www.gpo.gov/pdfs/vendors/sfas/terms.pdf. 

GPO QATAP (GPO Publication 310.1) – http://www.gpo.gov/pdfs/vendors/sfas/qatap.pdf. 

DISPUTES: GPO Publication 310.2, GPO Contract Terms, Contract Clause 5. Disputes, is hereby replaced with 

the June 2008 clause found at www.gpo.gov/pdfs/vendors/contractdisputes.pdf. 

SUBCONTRACTING: Subcontracting is allowed for generating a one-off (master) DynaText DVD and DVDROM replication only. 

The contractor shall be responsible for enforcing all contract requirements outsourced to a subcontractor. 

Subcontractor(s) must be approved by the Government prior to production starting at that facility. The 

subcontractor’s information must be provided in conjunction with the “SECURITY CONTROL PLAN” specified 

herein. 

If the contractor needs to add a subcontractor at any time after award, the subcontractor must be approved by the 

Government prior to production starting at that facility. If the subcontractor is not approved by the Government, 

then the contractor must submit new subcontractor’s information to the Government for approval five (5) calendar 

days prior to the start of production at that facility. 

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

these specifications: 

Product Quality Levels: 

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

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

Inspection Levels (from ANSI/ASQC ZI.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 Average Type Dimension in Publication/ 

 Electronic Media 

P-9. Solid and Screen Tint Color Match Pantone Matching System 

Prior to award, contractor may be required to provide information related to specific equipment that will be used 

for production. 

EXTENSION OF CONTRACT TERM: 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. 
The Internal Revenue Manual Page 3 of 32 

370-S (01/19) 

OPTION TO EXTEND THE TERM OF THE CONTRACT: The Government has the option to extend the 

term of this contract for a period of 12 months by written notice to the contractor not later than 30 days before the 

contract expires. If the Government exercises this option, the extended contract shall be considered to include this 

clause, except, the total duration of the contract may not exceed five (5) 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 authorized pricing adjustment(s).

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 December 1, 2017 to January 31, 2019, 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. 

NOTE: The term of the first contract year (base year) is expected to be approximately 14 months; however, the 

Economic Price Adjustment will be based on the date of actual production. Actually production begins on 

February 1, 2018. 

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 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 October 31, 

2017 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. 

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

the Government reserves the right to conduct an onsite 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. The preaward survey may include the Government observing the contractor or any 

subcontractor entering and generating preaward test materials. 

PREAWARD TEST: Any contractor being considered for award shall be required to complete the following 

preaward test, unless, in the Contracting Officer's judgment, performance on this or a similar requirement is 

determined to be sufficient to demonstrate the capability to perform the contract requirements. This preaward test 

is to be performed as follows: 
The Internal Revenue Manual Page 4 of 32 

370-S (01/19) 

The prospective contractor must successfully complete a preaward test (at no cost to the Government) that will 

demonstrate their ability to physically perform the composition and distribution (generation of labels and packing 

slip) portions of this contract. The test will consist of two parts, orchestrated concurrently, and will include 

services detailed in the contract specifications, as follows: 

Part One will cover the composition of the contract. 

Upon notification to perform the preaward test, the contractor will be provided the files for an Internal Revenue 

Manual (approximately 100 pages) via electronic transmission. Within 10 workdays, the contractor shall develop 

and implement all required programming to perform the test, enter the file(s) into their system and, in accordance 

with these specifications, provide the Government with a complete set of fully formatted pages. The fully 

formatted pages must be furnished via electronic transmission to David A. Clark, IRS Project Officer. 

Part Two will cover distribution and consolidation. 

Upon notification to perform the preaward test, the contractor will be provided Distribution files for 5 Internal 

Revenue Manuals via electronic transmission. Within 10 workdays of receipt of files, the contractor shall develop 

and implement all required programming, and on workday 15, shall provide to the Government all package labels 

(inner and outer) and packing slips in accordance with these specifications. The contractor shall organize the 

labels and packing slips so that each outer label and the corresponding inner labels and packing slips are bound 

together. For example, an outer label could be placed on an envelope, with the appropriate inner labels and 

packing slips inserted in the envelope. These samples must be sent to: David A. Clark, 1111 Constitution Ave., 

Rm. 6554, Washington, DC 20224. 

The Government acceptance period will be up to 4 workdays for all phases of the preaward test. 

The contractor shall notify the Contracting Officer upon completion of the preaward test. Failure to successfully 

complete the preaward test within the specified time frame may result in the Government declaring the contractor 

nonresponsible. 

If any of the preaward test materials are disapproved by the Government, the Government, at its option, may 

require the prospective contractor to submit revised materials for evaluation. The prospective contractor shall 

submit revised materials within 10 workdays of notification of the required changes. 

In the event the revised test materials are disapproved by the Government, the prospective contractor shall be 

deemed to have failed to comply with the applicable requirements of these specifications and may be reason for a 

determination of non-responsibility. 

No charges to the Government will be allowed for costs incurred in the performance of the preaward test. 

SECURITY WARNING: The contractor shall comply with all security requirements set forth in these 

specifications. 

NOTE: All furnished data is designated as being “Sensitive But Unclassified”.

RIGHTS IN DATA: The term "Data" as used herein, includes all information in connection with the supplies 

and operations under contract herein, including media furnished by the Government. 

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

contractor for use during the performance of this contract, shall be the sole property of the Government. 

Electronic style sheets developed by the contractor for formatting IRMs on computer monitors and for typesetting 

IRMs for printing shall be the sole property of the Government. Customization of authoring software programs 

shall be the sole property of the Government. The contractor shall 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. 
The Internal Revenue Manual Page 5 of 32 

370-S (01/19) 

All products digitally, mechanically, or intellectually created through the use of services or facilities provided by 

the contractor shall be the exclusive property of the Government, including keystrokes, drawings, programs, 

electronic files, and the page images in which these are subsumed. 

SAFEGUARDS: In performance of the contract, the contractor agrees to comply and assume responsibility for 

compliance by its employees, with the following requirements: 

1. Any Government information which is made available, or to which access is provided, and which is 

considered to be, or which is marked "Official Use Only," shall be used only for the purpose of carrying 

out the provisions of the contract, and shall not be divulged or made known in any contract. Disclosure to 

anyone other than an officer or employee of the contractor or subcontractor at any tier shall require prior 

written approval. Requests to make such disclosures should be addressed to the Contracting Officer. 

2. All copies must be accounted for and waste sheets, printing plates, and excess warehouse stock must be 

destroyed beyond recognition or reconstruction. 

3. Shipments must be securely wrapped in opaque material with no indication on the mailing label that 

"Official Use Only" material is enclosed. 

4. Direct distribution shipments must be made by a traceable means-- commercial freight, small package 

carrier, air freight forwarder, certified/registered mail, etc. (as specified by IRS). 

5. Storage of printed issuances negatives, printing plates, and magnetic tapes must be in secured areas to 

prevent unauthorized access. 

 6. A computer data security system must be in place to prevent unauthorized access. 

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 

(2) 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. 
The Internal Revenue Manual Page 6 of 32 

370-S (01/19) 

(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/her education, financial transactions, 

medical history, and criminal or employment history and that contains his/her 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. 

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system whereby 

materials used to perform the contract are manufactured and/or stored (e.g. while awaiting distribution or 

disposal) so as to ensure against theft and/or the unauthorized possession of the materials. 

Contractor is cautioned that Government provided information shall not be used for non-government business. 

Specifically, Government information shall not be used for the benefit of a third party. 

The Government retains the right to conduct on-site security reviews at any time during this contract. 

The contractor shall present, in writing, to the Contracting Officer within five (5) workdays of being notified to do 

so by the Contractor Officer or his/her representative, detailed plans for the following activities. The workday 

after notification to submit will be the first workday of the schedule. 

1. The plan shall contain at a minimum how Government files (data) will be secured to prevent 

disclosure to a third party prior to and after termination of contract; 

2. Explain how all accountable materials will be handled throughout all phases of production; 

3. List of subcontractor(s) and their specific function(s), as applicable; 

4. How the disposal of waste materials will be handled; and, 

5. How all applicable Government-mandated security/privacy/rules and regulations as cited in this 

contract shall be adhered to by the contractor and/or subcontractor(s). 
The Internal Revenue Manual Page 7 of 32 

370-S (01/19) 

QUALITY CONTROL PLAN: 

The contractor shall also provide a Quality Control Plan which includes the practices and procedures to assure 

compliance with these specifications that the contractor shall implement upon award of this contract. This plan 

shall describe in detail the in-process controls, sampling, and inspection techniques for all phases of production 

including database management, composition, printing, binding, packaging and labeling, and distribution. The 

plan shall also describe how, when, and by whom the above controls and inspection will be performed. The plan 

shall describe how problems will be reported, the procedures to be followed to rectify problems, and actions that 

will be taken to ensure that problems do not reoccur. 

This plan must be submitted in conjunction with the Security Control Plan above. 

THESE PROPOSED PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT 

AND AWARD WILL NOT BE MADE PRIOR TO APPROVAL OF SAME. 

STANDARDS: The most current issued version of each standard in effect at contract award will be the 

prevailing standard applicable to this contract. 

ISO 8879, Standard Generalized Markup Language. 

ISO 9660, Volume and File Structure of CD-ROM for Information Interchange. 

The U.S. GPO Style Manual and Government Paper Specification Standards, Vol. 12 are available from: 

Superintendent of Documents, U.S. Government Publishing Office, Washington, DC 20402. 

The Internal Revenue Manual is available for review in the IRS Freedom of Information Reading Room, 1111 

Constitution Avenue NW, Washington, DC, 20224. 

INSPECTION: The Government shall have the right to send its officers and employees into the offices and 

plants of the contractor or any subcontractor for inspection of the facilities and operations provided for the 

performance of any work under this contract. 

POSTAWARD CONFERENCE: Unless waived by the Contracting Officer, the total requirements of the job as 

indicated in these specifications may be reviewed by Government representatives with the contractor's 

representatives at the U.S. Government Publishing Office, Washington, DC, immediately after award. At the 

option of the Government, the postaward conference may be held via teleconference. 

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 December 1, 2017 through January 31, 2019 plus for 

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

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

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

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

REQUIREMENTS: This is a requirements contract for the items and for the period specified herein. 

Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in 

accordance with the clause entitled "ORDERING". The quantities of items specified herein are estimates only, 

and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government's 

requirements for the items set forth herein do not result in orders in the amounts or quantities described as 

"estimated", it shall not constitute the basis for an equitable price adjustment under this contract. 
The Internal Revenue Manual Page 8 of 32 

370-S (01/19) 

Except as otherwise provided in this contract, the Government shall order from the contractor all the items set 

forth which are required to be purchased by the Government activity identified on page 1. 

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

orders under this contract, if any. 

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

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

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

completed during the effective period of this contract. 

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

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

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

another source. 

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

destinations. 

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

forth herein which are called for by print orders issued in accordance with the “ORDERING” clause of this 

contract. 

PAYMENT: 

Submitting all invoices via the GPO fax gateway (if no samples are required) utilizing the GPO barcode 

coversheet program application is the fastest method of getting paid. The information 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/finance/index.htm. 

Contractor’s billing invoice must be itemized in accordance with the line items in the “SCHEDULE OF 

PRICES.” 
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GLOSSARY OF TERMS 

CCDM - Chief Counsel Directives Manual, those portions of the IRM that pertain to IRS Chief Counsel. 

CD-R - Compact Disc Recordable, in conformance with ISO 9660. 

CAMERA COPY - Government provided pages which do not require typesetting or digitizing services. 

CHAPTER – The second level in the IRM hierarchy. Parts contain Chapters, Chapters contain Sections. 

CHARACTER - A single letter, number, graphic symbol, punctuation mark, or word space resulting from a single 

keystroke. 

DISTRIBUTION FILES - Files containing order points, addresses, quantities, IRM catalog numbers, IRM titles, 

etc. 

DTD - Document Type Definition as described in ISO 8879. 

ELECTRONIC TRANSMISSION - Transmission of IRM files via disk, Zip disks, CD-R, email, or FTP (File 

Transfer Protocol) 

FORMAT - A set of instructions that defines the size, style, type, page, margins, etc., including all typographical 

specifications for each element in a specific page layout. One format contains a set of output specifications for all 

of the products required to be produced under this contract. 

GBL - Government Bills of Lading. 

GENERIC IDENTIFIER - A mnemonic name assigned to each identified element of a document, defined in ISO 

8879. 

GIF - Graphics Interchange Format. 

GRAPHIC - An image to be merged into IRM pages using an XML tag to call the file. 

HTML (Hypertext Markup Language) – Content text files. 

IRM - Internal Revenue Manual. 

ISSUE DATE – See Transmittal Date. 

MANUAL TRANSMITTAL - A dated cover page used to identify and describe changes distributed for a 

particular unit of issue. 

ORDER POINT - A nine digit code associated with an address for controlling IRM distribution. 

PDF - Adobe’s Portable Document Format. 

PARSE - To validate an XML file using a program (or series of programs) that recognizes markup in conforming 

XML documents. 

PART – The highest level of hierarchy in the IRM. Parts contain Chapters. 

PRIMARY ORDER POINT CONSOLIDATION - The consolidation of copies of more than one manual 

transmittal going to the same office (first five digits of the order point) into a single shipment to a Primary Order 

Point. 
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PRIMARY ORDER POINT - An order point whose last four digits are “0000". 

PUBLISHING DATABASE - Database containing text files and graphics files. 

SECTION - A Section is the third level in the Manual hierarchy. Chapters are made up of Sections. Sections 

contain subsections. 

EXTENSIBLE MARKUP LANGUAGE (XML) - The name of the formal definition standard, set forth in ISO 

Standard 8879, which standardizes the creation and application of generalized markup concepts. 

STANDARD TABULAR - Tabular material that resides in the text files, marked up with XML tags. 

TAG - A generic identifier delimited by "<" and ">" used to identify and name an element. 

TEXT FILES - The files containing text and standard tabular material, marked up with XML tags. 

TRANSMITTAL - An individual issuance containing a Manual Transmittal cover page as well as the updated 

Manual text pages 

TRANSMITTAL DATE - The date which appears on the page footers and on the Manual Transmittal page. The 

Manual Transmittal is always the ship date on the print order. 

TRIDOC - Technical Reference Information Document. A TRIDOC consists of a numbered heading, date, and 

the related text up to but not including the next numerical heading. A TRIDOC can be a numbered heading of 

text material or an exhibit page. A TRIDOC can be any hierarchical level in the IRM. 
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SECTION 2 -- SPECIFICATIONS 

SCOPE: These specifications cover the establishment, updating, and maintenance of an XML text and graphics 

publishing database, electronic prepress, composition, output of electronic files in various formats, generating a 

one-off (master) DynaText DVD, DVD-ROM replication, printing of bound documents, binding, generation of 

labels, packaging, shipment consolidation, and distribution to IRS offices nationwide.

TITLE: Internal Revenue Manual. 

FREQUENCY OF ORDERS: Approximately 750 to 850 orders per year. Order activity may be greater and 

will not be consistent throughout the year. During peak production periods (September through January each 

year) over 40 print orders may be issued during each week. 

The majority of print orders issued for IRM packages will be for composition only and will require no printing. 

QUANTITY: Approximately 30 to 2,500 copies per order. The majority of orders will be for less than 300 

copies. 

NUMBER OF PAGES: Approximately 2 to 1,000 pages per order. The majority of orders will be for less than 

200 pages. 

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

EXHIBIT REFERENCES: The facsimiles shown in the section titled EXHIBITS are representative of the 

requirements which will be ordered under this contract. However, it cannot be guaranteed that future orders will 

correspond exactly to these exhibits. 

GOVERNMENT TO FURNISH: 

XML files via electronic transmission. 

Graphics files in PDF format via electronic transmission. 

The IRM DTD. 

Distribution files containing quantity and address information via electronic transmission in Excel and PDF 

format. 

Distribution lists for special one-time only distributions in Excel and PDF format. 

An IRS-established small package carrier account number. 

Government Bills of Lading. 

DynaText software for use in creating the IRM CD-ROM. 

HTML content text files, HTML index text files, HTML informational text files, DVD-ROM HTML navigational 

structure, and GIF graphic files for use in creating the IRM DVD-ROM. 

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

identification marks of any kind, etc., must not print on finished product. 

CONTRACTOR TO FURNISH: 

All materials and services, other than those listed under "GOVERNMENT TO FURNISH", to produce the 

products in accordance with these specifications. 
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All XML text and graphic database management, composition, printing, and binding services required to manage 

and produce all IRMs and CCDMs in the document system. 

All programming, processing, packaging, and labeling for the distribution system. 

XML files via electronic transmission. 

GIF graphics via electronic transmission. 

IRM units of issue in Adobe’s PDF format via electronic transmission. 

Various administrative tasks, including the preparation of excel spreadsheets of invoices, billing, and shipping 

logs. 

Special security handling procedures for all “Official Use Only” material supplied and produced under this 

contract. 

Full backup capability of the entire XML and graphics databases. Backup capability shall also be provided for all 

software and equipment used to fulfill these requirements. 

At the conclusion of the contract, the contractor shall return to the Government the complete set of all printed 

products supplied by the Government for determining page numbering (updated by the contractor for all 

documents produced under this contract ), and any camera copy stored by the contractor. 

One-off (Master) DVDs for the IRM DVD-ROM using DynaText. 

DVD-ROMs. 

COMMUNICATIONS: 

The contractor shall establish and maintain a secure FTP site for transferring XML, graphic, PDF, and distribution 

files. The FTP site shall be secured to allow access only to authorized Government personnel and to those 

contractor employees who must have access to perform tasks required in transferring files. The contractor shall 

post files to the FTP site when requested by the Government. The Government will log-in and retrieve the files. 

The Government will also post distribution files to the site. 

Appropriate log-on instructions and protocol must be provided at time of award. The contractor must provide 

necessary security for the FTP, which at a minimum, must have a unique user ID and password. 

BACKGROUND: 

The IRM system is a document system that can be updated at any time. The Government will be updating units 

of issue as small as 2 pages, and as large as thousands of pages. 

A TRIDOC is the smallest unit in the IRM that can be revised. A TRIDOC consists of any block of type that 

includes a number heading, a title, a date, and any text up to, but not including, the next number heading. Each 

exhibit in the IRM is considered to be a TRIDOC. A TRIDOC may be many pages long, or as small as a single 

heading. (See Exhibit 1.) 

Print quantities are based on Government supplied distribution files. Estimated quantities will be indicated on the 

print orders. Exact quantities to be printed shall be determined by the contractor by processing the distribution 

files and adding any quantities for Inspection and/or Blue Label Samples. 

The IRM is structured as follows: Part, Chapter, Section, and five levels of Subsections. For example, IRM 

2.4.6.1 is Part 2, Chapter 4, Section 6, Subsection 1. IRM 2.11.93.2 is Part 2, Chapter 11, Section 93, Subsection 

2. 
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A period of heavy update activity (peak period) for IRM Parts 2, 3, and 21 occurs from September through 

January each year. 

DATA ENTRY: 

The Government will supply XML files for updated and new documents via electronic transmission. The 

contractor shall enter these files into the publishing data base, deleting the previous version of these files. When 

requested, the contractor shall enter the TRIDOC and Exhibit dates for Complete Revisions into the files supplied 

by the Government. No charges will be allowed for entering the dates into Complete Revisions. 

XML files supplied by the Government will contain markup that uses proportional units (e.g. 50*) to indicate 

measurements (column widths) in TABLEs. The contractor shall calculate the column widths of proportional 

tables by dividing the proportional units for each column by the total number of proportional units in all columns, 

and use the quotients as the percentage of the total table width for each column width. 

The contractor shall maintain the text database using XML and shall compose typeset pages from the XML files. 

The contractor shall not maintain or update the text files using non-XML or propriety coding, and shall not 

convert non-XML files to generate XML files. 

Contractor to maintain non-proprietary style sheets and will provide to Government upon request. 

The contractor shall parse contractor-updated files and Government supplied XML files to ensure that the files are 

in accordance with the DTD and ISO 8879 prior to composition and printing. 

The contractor shall programmatically verify that all XML table tags used within a TABLE element are 

appropriate based on the COLS attribute and COLSPEC and SPANSPEC tags for that table. This verification 

shall be done prior to composition and printing. The contractor shall NOT use NAMEST and NAMEND 

attributes in place of the COLNAME attribute for an ENTRY that does not span more than 1 column. In TABLE 

ENTRY tags, if the NAMEST attribute is used, the NAMEND attribute must also be used. 

The contractor shall programmatically identify and delete XML Comments from XML files supplied by the 

Government. The contractor shall delete the comments from the files prior to composition, prior to incorporating 

the files into the database. 

Exhibits are graphics, text, and or tables that are located at the end of an IRM. Figures are graphics that are 

incorporated within the textual pages of the IRM. 

The XML text files contain identifiers that reference the graphic files. If a graphic is revised or replaced by the 

Government, and the new or revised graphic reference number is not indicated, the contractor shall generate the 

identifier. These identifiers shall be printed at the bottom of the page that the graphic appears on. If a graphic 

contains “Official Use Only” material (as indicated by the GRAPHIC tag attributes), the identifier printed on the 

page shall be followed by a “#” (pound sign). The identifier shall be eight digits. The first five digits of the 

identifier shall be the IRM Catalog Number, followed by a unique three-digit alphanumeric identifier. 

The Government will supply PDF graphics files via electronic transmission. The contractor shall enter these files 

into the publishing data base. 

Some graphics may require reduction, enlargement, and conversion to grayscale, as applicable. 

Copy for graphics will be provided indicating the exhibit number and title or figure number and caption (if 

applicable). 

For graphics that contain Official Use Only material (graphics marked with “#”s in the margin), the contractor 

shall indicate that the graphic contains Official Use Only material by setting the “RESTRICT” attribute in the 

GRAPHIC tag as appropriate in the XML file. 
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The contractor shall typeset and include in the XML text file exhibit numbers, exhibit titles, and figure numbers, 

figure captions, and any text submitted as part of an exhibit as appropriate. 

The contractor shall incorporate graphics into their proper position with the textual data during output of 

electronic files. On any page containing a graphic, the contractor shall typeset and print at the bottom of the page 

the graphic identifier. If the graphic contains Official Use Only material, a “#” (pound sign) shall be typeset 

beside the identifier. (See Exhibit 2.) 

When an IRM is revised, the contractor shall delete from the publishing database any unused graphics previously 

associated with that IRM. No charges will be allowed for deleting the unused graphics. 

For existing graphics that require renaming, the contractor shall rename and/or copy the graphics as requested by 

the Government. Copying and/or renaming a graphic will be charged to the line item for reduction or 

enlargement of graphic. 

If an IRM is obsoleted, the contractor shall delete all the files associated with that IRM from the publishing 

database. There will be no charge allowed for deleting these obsolete files. 

The Table of Contents for IRMs shall be programmatically generated from the TRIDOC headings and their 

numbers. Exhibit Numbers and Titles shall appear in the Table of Contents. The contractor shall process the 

entire unit of issue to produce the Table of Contents. (See Exhibit 7.) 

Manual Transmittal pages are cover sheets used to issue all IRM material. Manual Transmittal pages contain 

textual user information and the Distribution Pattern for the transmittal. If no transmittal date is indicated on the 

print order or manuscript, the contractor shall enter the contractual ship date as the transmittal date. (See Exhibit 

1.) 

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

the furnished media and publishing files to assure correct output of the required production image. Any errors, 

media damage, or data corruption that might interfere with proper file image processing must be reported to the 

IRM Project Officer 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. 

When required by the Government, the contractor shall make minor revisions to the electronic files. It is 

anticipated that the Government will make all major revisions. 

Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy. 

Upon completion of each order, the contractor must furnish final production native application files (digital 

deliverables) with the furnished material. The digital deliverables must be an exact representation of the final 

printed product and shall be returned on the same type of storage media as was originally furnished, unless 

otherwise specified. The Government will not accept, as digital deliverables, PostScript files, Adobe Acrobat 

Portable Document Format (PDF) files, or any proprietary file formats other than those supplied, unless specified 

by the Government. (The Government will accept Adobe Acrobat Portable 

COMPOSITION: 

The contractor shall provide full page electronic composition (with graphics in place) for all pages produced. 

(See Exhibits 1, 3, and 4) 

Pagination shall be designed to follow the IRM page design and the GPO Style Manual for widows, table breaks, 

etc. 

All composition (text and tabular) shall be identical throughout the product(s) ordered under these specifications. 
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The IRM's text pages shall be set in Helvetica and Arial typeface (light, italic, regular, medium, bold condensed), 

6 through 72 point. 

No alternate typefaces will be allowed: However, manufacturers' generic equivalents will be accepted for the 

above typefaces. Each bidder shall list in the bid the name of the generic equivalent typeface(s) and composing 

machine to be used. 

The GPO reserves the right to require samples of any generic equivalent typefaces offered if it is deemed 

necessary in order to determine the suitability of the offered typefaces. 

The contractor shall follow the GPO Style Manual for the proper use of hyphens, en dashes, em dashes, ellipses, 

en spaces, em spaces, open and close quotes, etc. 

All indentations for the paragraphs shall be accomplished by tags and not fixed spaces. No composition codes 

shall appear in the text files. 

The contractor shall provide 100 percent correct hyphenation. The last word of a paragraph cannot be 

hyphenated, and hyphenation is not allowed between columns and/or pages. 

The contractor shall use Webster's Third International Dictionary as the standard for determining correct 

hyphenation points. 

Word spaces shall not exceed 1-em. 

IRM and CCDM page layouts are essentially the same, except for placing the appropriate product identification 

(IRM, CCDM) in the page headers and footers. 

The contractor shall provide composition of "Official Use Only" text as follows: 

A pound sign (#) shall appear to the right of any line of type containing information which cannot be disclosed to 

the general public. This material is classified "Official Use Only". 

"Official Use Only" text may appear in IRMs. The contractor shall typeset “any line marked with a # is for 

Official Use Only” on IRMs with Official Use Only data. 

The contractor shall mark up "Official Use Only" material within the publishing database using the “RESTRICT” 

tag and attributes. 

When requested, the contractor shall provide PDF files of IRM units of issue with the "Official Use Only" text, 

tabular material, and graphics deleted. The pages are to appear with the space left for the Official Use Only 

material, but the Official Use Only material shall not be included in the file. No changes shall be made to the 

publishing database to generate these pages. The “#"s and phrase "Any line marked with a # is for Official Use 

Only" shall appear on the pages. (See Exhibit 3.) 

Electronic output must have a minimum resolution of 1,200 lines per inch or equivalent dots per inch. 

NOTE: The majority of print orders issued for IRM packages will be for composition only and will require no 

printing. 

FORMATS: The contractor shall develop the IRM typesetting specifications from sample printed products, 

written instruction, and through consultation with the Government. (See Exhibits 1, 2, 3, and 4.) 
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PUBLISHING DATABASE OUTPUT: 

The contractor shall provide XML text files via electronic transmission as follows: 

- The file name(s) for XML files(s) shall be in format 

 “irmXX-XXX-XXX--YYYY-MM-DD.xml”-for non-ouo IRM’s 

 

 “irmXX-XXX-XXX--YYYY-MM-DD--ouo.xml”-for OUO IRM’s 

 

- The contractor is responsible for identifying and creating the file name based on IRM number and manual 

transmittal date. 

 XX-XXX-XXX = IRM Number (i.e. IRM 1.1.1 = irm01-001 -001) 

 - Files shall be transmitted to the Government via FTP as indicated on the print order: 

 - The text shall contain no hyphens other than for compound works; 

 - The contractor shall parse the files to ensure conformance with the DTD; 

 - Files may be ordered for the complete text database, or any part of the text database. 

 

The contractor shall provide graphics files via electronic transmission in GIF format as follows: 

 - Files shall be transmitted to the Government via CD-R, disk, email, or FTP as indicated by the 

 Government. 

 - The file name(s) shall be the eight-digit alphanumeric graphic identifier number(s), and the extension shall 

be “GIF”; 

 - Disks and CD-Rs shall be labeled with the print order number, IRM number and catalog number; 

 

 - Disks and CD-Rs shall contain only the files requested on the print order, and shall not contain 

extraneous files and directories; 

 - The contractor shall provide standardized graphic orientation for landscape graphics. 

 

 - Files may be ordered for the complete graphic database or any part of the graphic database. 

The contractor shall furnish IRMs in Adobe's PDF format via electronic transmission as follows: 

 - The contractor shall convert ("distill") database files into PDF files; 

- The Adobe Acrobat Distiller shall be used for the conversion; PDF Writer shall not be used; the ASCII 

format option in Distiller shall not be used during conversion; 

 - The file name(s) for PDF file(s) shall be in format 

 “irmXX-XXX-XXX--YYYY-MM-DD.pdf”-for non-ouo IRM’s 

 “irmXX-XXX-XXX--YYYY-MM-DD--rdct.pdf’-for OUO IRM’s 

 “irmXX-XXX-XXX--YYYY-MM-DD--ouo.xml”-for OUO IRM’s 
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-The contractor is responsible for identifying and creating the file name based on IRM number and manual 

transmittal date. 

 XX-XXX-XXX= IRM number (i e. IRM 1.1.1 = irm01-001-001) 

 

 - If requested, disks and CD-Rs shall be labeled with the print order number, IRM number, and catalog 

 number; 

 - The contractor shall include the Transmittal Page(s) and table of contents pages in the PDF file(s), and 

shall deliver a single complete PDF file for each IRM requested. PDF files shall match the printed 

documents page for page including blank pages; 

 - The contractor shall enter PDF Mark information in the PDF files as follows: 

 TITLE - IRM number and Revision Date (e.g., “3.12.3 (Rev. 1/1/2012)”) 

 SUBJECT - IRM Title (e.g., “Individual Income Tax Returns”) 

 AUTHOR - Contractor name and ship date of print order (e.g., “Ima Printer, Dec. 1, 2001") 

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. 

Government Paper Specification Standards No. 12 – http://www.gpo.gov/pdfs/customers/sfas/vol12/vol_12.pdf. 

All paper used in each copy must be of a uniform shade. 

White Offset Book basis weight: 50 lbs. per 500 sheets, 25 x 38" equal to JCP Code A60. 

PRINTING: 

At contractor’s option, the product may be produced via conventional offset or digital printing provided that 

Quality Level IV standards are maintained. 

Print head-to-head or one side only (as ordered) in black ink; or black ink and one additional ink color. (NOTE: 

approximately 1% of the pages require a second color.) Portions of graphics to be printed in color will be 

indicated on an overlay. Match Pantone ink number as indicated on the print order. 

BINDING: 

The contractor shall trim four sides on all looseleaf products. 

Looseleaf products over one leaf and up to and including 32 leaves shall be stitched or paper banded. 

Looseleaf products over 32 leaves and up to and including 128 leaves shall be paper banded, shrink wrapped, or 

inserted in polyethylene envelopes. 

Looseleaf products over 128 leaves shall be shrink wrapped or inserted in polyethylene envelopes. 

For stitched looseleaf products, the contractor shall place one wire stitch in the upper left corner. 

For paper banded looseleaf products, band each set with a strip of heavy kraft paper, not less than 4" in width, 

around the short dimension 8-1/2" of the product. 
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The contractor shall saddle-stitch bound documents and trim three sides, when requested. Each product must 

contain complete four-page signatures after trimming. Single leaves connected with a lip (i.e. binding stub) to the 

left or right side of stitches will not be allowed. 

DRILLING: 

When ordered, drill 3 round 3/8" diameter holes on the 11" side, 4-1/4" center to center. Center of holes shall be 

3/8" from the bind edge of the sheet. 

DVD-ROM: When ordered, the contractor shall deliver to the Government a "one-off" (master) DynaText DVD 

and perform DVD-ROM replication services as described below. 

The contractor shall use HTML text files and GIF graphic files supplied by the Government as the source files for 

the DVD. 

The contractor shall provide a Java version 1.1-compatible, Section 508 compliant integrated HTML search 

engine on the DVD. The search shall be linked from the navigation bar and allow the use of words and phrases to 

search the IRM HTML content. The contractor shall develop the DVD so that searches for words and phrases can 

be restricted to a single IRM Part, or across the whole of the IRM as selected by the end user. 

The contractor shall add Government-specified navigational structure, navigational graphics, header graphics, and 

background graphics to the search engine HTML files on the DVD. The navigational structure added to the 

HTML files must be Section 508 compliant and must be consistent throughout the DVD. 

The contractor shall develop the DVD to be compliant with ISO 9660 guidelines. 

The contractor shall develop the DVD to run entirely from the DVD-ROM drive with no installation of files on 

the hard drive. 

The contractor shall develop the DVD to display and be fully functional in Internet Explorer 6 and later on 

Windows NT 4 and later. 

The contractor shall develop the DVD to “autorun” and load the main index file when placed in the DVD-ROM 

drive of a computer running Windows NT 4 and later. 

Contractor shall furnish all materials and services as required to create DVD discs from a recordable type DVD. 

Contractor must read the data from the DVD and verify the ISO 9660 format. Delivered DVD-ROM discs must 

conform to the ISO/IEC International Standard 10149, “Information Technology – Data Interchange on ReadOnly 120 mm Optical Data Discs (CD-ROM),” and ISO Internal Standard 9660, “Information Processing – 

Volume and file Structure of DVD-ROM for information Interchange”. 

The Government will furnish electronic media for the Front Folded Form, Inlay Form, Note Form, and for the 

DVD on Iomega 100mb ZIP disks. The platform will be Macintosh, and software will be Adobe Illustrator CS5 

and Adobe Photoshop CS5. 

DVD-ROM Replication: When required, the contractor will be required to replicate identical copies of the “oneoff” (master) DynaText DVD. Approximately 400 to 600 replications per order. 

Proofs for DVD-ROM Products: 

If the contractor is producing the products via offset printing: 

One (1) set of digital color content proofs for all DVD-ROM products. Direct to plate must be used to produce the 

final product with a minimum of 2400 x 2400 dpi. Proofs must be created using the same Raster Image Processor 

(RIP) that will be used to produce the product. Proofs shall be collated with all elements in proper position (not 

pasted up), imaged face and back, trimmed, and folded to the finished size of the product, as applicable. 
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If the contractor is producing the products via digital printing: 

One (1) set of digital one-off proofs for all DVD-ROM products created using the same output device that will be 

used to produce the final printed product on the actual production stock. Proofs shall be collated with all elements 

in proper position (not pasted up), imaged face and back, trimmed, and folded to the finished size/format of the 

product, as applicable. Proof will be used for color match on the press on the production run. 

If any contractor’s errors are serious enough in the opinion of GPO to require revised proofs, the revised proofs 

are to be provided at no expense to the Government. No extra time can be allowed for this reproofing; such 

operations must be accomplished within the original production schedule allotted in the specifications. 

The contractor must not print prior to receipt of a written notice of “O.K. to print.” 

DVD-ROM Products: 

DVD-ROM: Standard 120 mm, printed face only in one Pantone color with flat gradient tones with type/logo/art 

reversed to base. 

Front Folded Form: 9-1/2 x 4-3/4” flat, folded in half to 4-3/4” x 4-3/4”. Prints face and back, head to head, in one 

Pantone color and/or black. Artwork may contain elements that are reversed to base. Bleeds on all sides on face 

and back. 

Inlay Form: 5-29/32 x 4-5/8”, prints face only in one Pantone color and/or black. Artwork may contain elements 

that are reversed to base. Form bleeds on all sides. 

Note Form: 8-1/2 x 11”, printed face and back, head to head, in one ink color. Artwork contains type and 

signature. Fold, at contractor’s option, to fit within jewel case. 

Contractor to match Pantone ink color as indicated on the print order. 

Paper for DVD-ROM Products: 

Front Folded Form and Inlay Form: White Litho (Gloss) Coated Book, basis weight: 70 lbs. per 500 sheets, 25 x 

38", equal to JCP Code A180. 

Note Form: White Offset Book, basis weight: 50 lbs. per 500 sheets, 25 x 38", equal to JCP Code A60. 

Margins for DVD-ROM Products: Maintain margins as indicated on Electronic Media. 

DVD-ROM Set Assembly: 

Insert one copy of the Front Folded Form into the front of each jewel case under the retaining tabs provided 

therefore, with Title panel visible through the front of the Jewel Case. Score or perforate the Inlay Form vertically 

along the entire 4-5/8” dimension at 1/4” from the left and right edges and insert one copy into the back of each 

jewel case with printed image visible through the back and sides of the jewel case. Insert one copy of the DVDROM face up into each jewel case on tray. Insert one copy of the Note Form (folded) loose on top of the DVDROM disc (within jewel case). Individually shrink film wrap each jewel case in a moisture proof wrapping 

material. 
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PACKING: 

Bulk Shipments – 

The contractor shall pack bulk shipments in shipping cartons. Cartons shall be corrugated or solid fiber shipping 

containers 200 psi minimum bursting strength. Bottom flaps may be glued, stapled, or sealed with polyester tape 

2 to 3” width, minimum 965 lbs. transverse tensile strength. If stapled, cartons must be stapled before packing 

and without damage to the product. Cartons shall be sealed at the top with 2 to 3” paper polyester taped (not 

reinforced). Contractor shall determine exact dimensions of carton in accordance with trim size and weight of the 

product. All cartons must be packed solid. 

Contractor supplied pallets (required for motor freight shipments only) shall be type III and shall conform with 

Federal Specifications NN-P-71C, and any amendments thereto except for dimensions and single center stringer. 

Full entry shall be on the 40” width. (See Exhibit 8.) Strict adherence to these dimensions is necessary to 

accommodate storage requirements of IRS distribution centers. Receipt of incorrect pallets may result in a charge 

for each incorrect pallet, which will be assessed against the contractor. This charge will cover additional costs 

incurred by IRS to re-palletize the shipment onto correct pallets. 

Cartons shall be stacked on pallets with a maximum height of 55" including pallet height. Metal strapping or 

pallet caps shall not be used for securing material on pallets. There shall be no more than one partial pallet per 

destination. Cartons shall be stacked on pallets using a reverse layer pattern, usually having nine cartons per 

layer, or as appropriate. Cartons must be fastened securely to the pallet in a manner that will prevent movement 

during transit but permit ready removal, without damage to the cartons at destinations. 

Contractor to use new IRS Pallet Specification. (See Exhibit 8.)

Mailed Shipments – 

Insert single or multiple copies, up to 2 pounds into Kraft envelopes. 

Quantities over 2 pounds, up to 12 pounds, must be inserted into cushioned shipping bags or wrapped in shipping 

bundles (maximum gross weight 14 pounds). 

Quantities over 12 pounds, up to 24 pounds, must be wrapped in shipping bundles or packed in small shipping 

containers (maximum gross weight 27 pounds). 

Quantities over 24 pounds, up to 36 pounds, must be packed in shipping containers (maximum gross weight 40 

pounds). 

DISTRIBUTION SYSTEM AND CONSOLIDATED SHIPPING: 

Distribution files for each print order will be sent to the contractor via electronic transmission. The contractor 

shall use these files to determine print quantities and produce distribution lists and labels. The file names will be 

the print order number. The new file format for these shipping labels are Excel flat files. The file type DIST.XLS 

will contain the IRM No., catalog number, order point numbers, and quantities. 

The file type OUT.XLS will contain the Primary Order Point Numbers (OPNs) and mailing addresses. The file 

type INN.XLS will contain the subscribing OPNs, IRM no., quantities, and OPNs attention lines. 

The contractor shall notify the Government if there is a difference of 10% or more between Quantity File quantity 

and the quantity indicated on the print order. 

Examples: Order Points 321605900, 321606611, and 321606612 are to receive 1 copy each of 2 different manual 

transmittals. The six inner packages shall be consolidated in a single shipping container and shipped via small 

package carrier to the address for the Primary Order Point 321600000. 

Combine shipments for the same street address. 
The Internal Revenue Manual Page 21 of 32 

370-S (01/19) 

Example: OPNs beginning with 1-4 with a “9” in their second digit share the same street address. The third digit 

further clarifies the shipping location (example; Fresno begins with 190. Austin 292. Atlanta 396. Andover 498, 

etc). 

Ten different Order Points with the first five digits "292" (Austin) are to receive multiple copies of a manual 

transmittal with a total weight of 300 pounds. 

Fifteen other Order Points with the first five digits "292" are to receive multiple copies of another transmittal with 

a total weight of 400 pounds. 

All of the manual transmittals shall be consolidated into a single freight shipment to the Primary Order Point 

292000000 on a GBL. 

CAUTION: Because there can be multiple IRS offices in the same city, do not combine shipments with a different 

street address that share the same zip code address. 

The Government will schedule ship dates for individual print orders based on the contract Production Schedule. 

The ship date indicated on the print order will be the date the transmittals shall be available to ship. The 

contractor shall consolidate all transmittals available and ship on Tuesday and Friday of each week. If the 

consolidation day is a Government holiday, the shipment shall be made the previous workday. The Government 

reserves the right to change the consolidation days, with two days’ notice to the contractor. The Government may 

require that material for an individual print order ship on the contract Production Schedule date. 

The contractor shall package transmittals for individual print orders and affix an Inner Address Label (see Exhibit 

5 and 6). 

The contractor shall complete the Primary Order Point Consolidation. The contractor shall group together all 

packages to be shipped to a common office (the same first five digits of the order point). The contractor shall 

then pack all inner packages for each office into shipping carton(s) and ship the carton(s) to the Primary Order 

Point. The contractor shall generate and affix an Outer Address Label to each shipping cartons (see Exhibit 5 and 

6). No single shipping carton may weigh over 40 pounds. 

A single inner package going to a specific office shall not be placed within another shipping carton. In this 

situation, both the outer and inner label shall be placed on the package, with the “ship to” address (the address on 

the outer label) clearly indicated. 

Example: An envelope with an inner label is the only package going to an office. The outer label will also be 

placed on the envelope, with the ship to address clearly indicated. The inner label must not be covered by the 

outer label. 

A 40-lb. carton with an inner label contains IRMs going to a single order point. The outer label will also be placed 

on the carton, with the ship to address clearly indicated. The inner label must not be covered by the outer label. 

The Contractor shall consolidate all packages addressed to IRS, 1111 Constitution Ave. NW, Washington, DC 

20224, into a single shipment. 

Contractor to use only consolidated shipping dates (Tuesday and Friday) on print orders/production schedules. 

The contractor to e-mail shipping logs to IRS Project Officer. 

LABELING: The contractor shall produce all labels. Two types of labels are required. 

Inner Address Labels: The inner address label shall contain the ship date, Order Point Number, address, 

sequential package numbers (1 of 2, etc.), if applicable, quantity, IRM number, catalog number, and print order 

number. 
The Internal Revenue Manual Page 22 of 32 

370-S (01/19) 

Outer Address Labels: The outer address label shall contain the return address (contractor’s name, followed by 

the address of the contractor's production facility), ship date, Primary Order Point Number, street address, 

sequential package numbers ( 1 of 3, etc.), quantities, IRM numbers, catalog numbers, Order Point Numbers, and 

Print Order Numbers. 

The Government will provide a LABEL file for each print order. The LABEL file will contain only the 

information for Primary Order Point Numbers receiving a shipment from that print order. The contractor shall 

process all LABEL files together for a consolidated shipment to produce the outer address labels. If multiple 

LABEL files contain different information for the same Primary Order Point Number, the contractor shall use the 

information from the most recent LABEL file. 

The contractor will use the new IRS Document 12215 - IMDDS Labeling, Packaging and Shipping Instructions 

and IRS Document 12194 IMDDS Shipping Label for all shipments (See Exhibit 5 and 6). 

The contractor shall verify that the Label File contains Primary Order Point (Outer Label) information for each 

Order Point (Inner Label) in a consolidated shipment. If there are Inner Labels without Outer Labels, the 

contractor shall notify the IRS Project Officer for resolution. 

DEPARTMENTAL RANDOM COPIES (BLUE LABEL): All orders must be divided into equal sublots in 

accordance with the chart below. A random copy must be selected from each sublot. Do not choose copies from 

the same general area in each sublot. The contractor will be required to certify that copies were selected as 

directed using GPO Form 917-Certificate of Selection of Random Copies (located on GPO.gov). The random 

copies constitute a part of the total quantity ordered, and no additional charge will be allowed. 

 

 Quantity Number 

 Ordered Sublots 

 500 - 3,200 50 

 3,201 - 10,000 80 

 10,000 - 35,000 125 

 35,001 and over 200 

These randomly selected copies must be packed separately and identified by a special label (GPO Form 2678-

Depatmental Random Copies (Blue Label) that must be printed on blue paper and affixed to each affected 

container. This form can be downloaded from GPO.gov. The container and its contents shall be recorded 

separately on all shipping documents address to which "Blue Label Copies" should be sent in accordance with the 

distribution list on the print order. 

A copy of the print order/specification and a signed Government-furnished certificate of selection must be 

included. 

A copy of the signed Government furnished certificate must accompany the voucher sent to U.S. Government 

Publishing Office, Financial Management Service, for payment. Failure to furnish the certificate may result in 

delay in processing the billing invoice. 

DISTRIBUTION: 

 Ship/mail f.o.b. contractor’s city. 

Packing List: The contractor shall create a packing list for each shipping carton and insert it in the top of the 

carton. The packing list shall contain the Primary Order Point Number, IRM numbers, quantities, catalog 

numbers, Order Point Numbers, and Print Order Numbers. 

Billing of Consolidated Shipments: For consolidated print orders, the contractor shall bill inner labels and 

packaging to the production print order, and outer labels and packing and pallets to the monthly order for 

consolidation. 
The Internal Revenue Manual Page 23 of 32 

370-S (01/19) 

Billing Report: The contractor shall maintain a an Excel billing log and provide a weekly copy via email, detailing 

the charges associated with each print order, showing the charges by line item, and ship date of the print order. 

The contractor shall include all line items and all billing associated with a print order on the report. Upon request, 

contractor will provide a copy of an individual print order billing invoice detailing the individual contract line 

item charges. 

The contractor shall provide delivery by Small Parcel Carriers as follows: 

Upon award of the contract, or at least five days prior to the first shipments, the IRS will provide a small package 

carrier account number. If not notified of the establishment of this account, the contractor shall contact the IRS 

IRS Project Officer. Use of the small package carrier account number for shipments not authorized by IRS is 

strictly prohibited. Packing and shipping cartons shall conform to the size and weight limitations prescribed by 

the small package carrier, United States Postal Service, or other carriers, as appropriate. Proper documentation of 

shipments shall be maintained by the contractor. In the event of lost packages, tracking will be required and this 

documentation shall be readily available. 

Bulk Shipments – 

The contractor shall ship all shipments weighing 500 pounds or more using GBL’s. The only exception will be 

that shipments in the contractor's commercial zone must be made via local delivery. GBL’s have designated 

carriers and the contractor shall use the carriers as provided. Problems with GBL’s or carriers shall be promptly 

reported to the IRS Traffic Manager. 

The Government will furnish the contractor with 10 GBL’s for the IRS service centers. Service Centers receive 

most of the bulk shipments. The contractor shall ensure that an adequate supply of GBLs is maintained for the 

service centers, and shall supply a written inventory of the GBLs on hand on the first workday of each week to the 

IRS Project Officer. When the supply of GBL’s for any of the service centers reaches three or less, the contractor 

shall notify the IRS Project Officer. 

The contractor shall notify the Government when a shipment not going to a service center will require GBLs. The 

contractor shall provide the Primary Order Point Number and the weight of the shipment to the IRS Project 

Officer. 

The contractor shall ensure that the proper weight and number of pieces are shown on the GBL. The contractor 

shall ensure the date of receipt of shipment and signature is accurately entered by the carrier's agent and the 

proper GBL paperwork is issued to the carrier. All memorandum copies must be legible. Proper documentation 

of shipments shall be maintained by the contractor. In the event of lost shipments, tracing will be required and 

this documentation shall be readily available. 

Mailed Shipments - 

Destinations not available for small parcel carrier locations shall ship through the U.S. Postal Service. In most 

cases, first class, priority mail, or overseas airmail will be required. All copies mailed shall conform to the 

appropriate regulations in the U.S. Postal Service manuals for "Domestic Mail" or "Internal Mail" as applicable, 

and delivered to the local post office, appropriate bulk mail center, or Sectional Center Facility. If more than one 

of the above Postal facilities is available, the contractor shall make an agreement with the USPS as to the facility 

to be used for shipments under this contract in view of the importance of speedy delivery by the Postal Service. 

The contractor shall ship all “Official Use Only” material by traceable means whenever possible and not by the 

Postal Service. 

When using the IRS mail permit imprint, the contractor shall obtain verification of delivery to USPS on U.S. 

Postal form PS 3602 or PS 3605 and GPO form 712. The contractor is cautioned that the "Postage and Fees Paid" 

permit imprint may be used only for the purpose of mailing material produced under this contract. 
The Internal Revenue Manual Page 24 of 32 

370-S (01/19) 

The contractor shall apply the appropriate postage to each piece for orders which result in mailings of less than 

200 pieces or less than 50 pounds. The contractor will be reimbursed for postage by submitting a properly 

completed Postal Service Certificate of Mailing with the voucher for billing. 

Occasionally the contractor shall prepay postage costs, perhaps through the use of a postage meter. To be 

reimbursed for these costs, the contractor shall provide a daily listing of actually postal charges with the invoice 

for billing. This report will include: 

Date of shipment. 

Beginning and ending postage meter readings and the difference. 

A list of items shipped. 

Unit weight in pounds of each individual IRM product to three decimal places (+.005). 

The signature of the responsible contractor’s representative. 

Contractor to deliver 5 copies of finished DVD-ROM to David A. Clark, 1111 Constitution Ave., Rm. 6554, 

Washington, DC 20224. 

Postage Summary Report: Within two days of mailing, the contractor shall submit a summary of postage costs to 

the IRS Project Officer. The summary shall include all USPS mailing statements used to complete the mailing, 

and must include the print order numbers(s), total quantity mailed, total postage costs, and the zip code of the 

acceptance post office. 

If requested, the contractor to provide shipping tracking number (when applicable) and list the method of 

shipment (GBLs, USPS, small parcel carrier, etc.) and include the number on all shipping notifications to the 

Government. 

For each consolidated shipment, the contractor shall supply a count of the total number of inner and outer labels 

for that shipment, and a list of the print orders in that shipment. 

Local Deliveries: Local delivery is required for any destinations located within the same commercial zone as the 

contractor. 

All expenses incidental to picking up and returning furnished materials, submitting proofs, and furnishing samples 

copies must be borne by the contractor. 

INSPECTION SAMPLES: 

Within one workday after completion of each print order, the contractor shall deliver one inspection sample to the 

Internal Revenue Service, 1111 Constitution Ave., Room 6554 Washington, DC 20224, Attention: David A. 

Clark, IRS Project Officer SE:W:CAR:MP:P:EP:CS. The inspection samples copies are considered sample copies 

and cannot be deducted from the total quantity ordered. 

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). 

The contractor shall begin performance in accordance with the contract specifications and schedule upon 

successful completion of the preaward test and award of the contract. 
The Internal Revenue Manual Page 25 of 32 

370-S (01/19) 

The contractor shall provide services and products according to the following production schedules. The term 

"Workdays" as used within the contract is defined as Monday through Friday each week exclusive of Government 

holidays. All schedules begin the workday after notification of the availability of the print order and furnished 

material; the workday after notification will be the first workday of the schedule. 

Communication via e-mail or FTP shall be available within 15 calendar days of Date of Award. 

XML, Graphics, and PDF files shall be delivered via electronic transmission on the same workday the print order 

is placed. When XML graphic, and/or PDF files are requested on a print order that also requires composition and 

printing, the contractor shall deliver the files two workdays after the number of workdays allowed for 

Composition in the Production Schedule. 

New formats shall be available for composition within 10 workdays of notification of availability of print order 

and furnished materials. 

Format changes shall be made within 2 workdays of notification of availability of print order and furnished 

materials. 

Production Schedules: 

Schedule I - Composition - Orders for initial keying of new data and/or updates of existing data, plus composition 

and furnishing publishing database output will be required as follows: 

Number of Pages Shipment 

 1-16 2 workdays 

 20-64 3 workdays 

 68-240 6 workdays 

 over 240 7 workdays 

NOTE: Approximately 80% of orders placed will follow Schedule I. 

Schedule II - Composition, Printing, Binding and Distribution - Orders for initial keying of new data and/or 

updates of existing data, plus composition, printing, binding, and distribution, will be required by combining the 

schedules for items (1) (Print, Bind, etc.) and (2) (Composition) as follows: 

 (1) (2) 

 Print, Bind 

Number of Pages Ship/Deliver Composition 

 1-16 3 workdays 2 workdays 

 20-64 4 workdays 3 workdays 

 68-240 7 workdays 6 workdays 

 over-240 8 workdays 7 workdays 

a. The number of workdays in accordance with item (2) above based upon the number of pages composed 

for initial keying of new data or update of existing data, plus, 

b. The number of workdays in accordance with item (1) above based upon the total number of pages in the 

ordered publication. 

 c. If composition is not required, then only item (1) schedule would be applicable. 

Example: 224 printed pages are identified under item (1) and (2). Under Item (1) seven workdays are allowed for 

the printed pages and six workdays are allowed under item (2) for composed pages, for a total of 13 workdays 

allowed for the ship/delivery schedule under Schedule II. 
The Internal Revenue Manual Page 26 of 32 

370-S (01/19) 

Schedule III – DVD-ROM Development and Replication – Orders for development of a “one-off” (master) 

DynaText DVD and DVD-ROM Replication will be required as follows: 

 Contractor must submit proofs for all DVD Products within five (5) workdays of notification of 

availability of print order and furnished materials. 

 Proofs will be withheld by the Government for two (2) workdays from receipt by the Government until 

they are made available for pickup by the contractor. 

 Contractor must complete production and distribution within 15 workdays after receipt of an “O.K. to 

print” on proofs. 

The Production Schedule indicates the minimum number of days the contractor will be given to ship a particular 

print order. The Government reserves the right to specify ship dates that exceed the minimum days allowed in the 

Production Schedules. 

The contractor shall complete the initial programming and process development for the Dyna Text DVD-ROM 

within 45 days of award. 

For compliance reporting purposes, the contractor is to notify the U.S. Government Publishing Office of the date 

of shipment or delivery. Upon completion of each order, contractor must contact the Shared Support Services 

Compliance Section via email at compliance@gpo.gov; via telephone at (202) 512-0520; or via facsimile at (202) 

512-1364. Personnel receiving email, call, or facsimile will be unable to respond to questions of a technical nature 

or to transfer any inquiries. 

VERIFICATION OF DATABASE AT CONTRACTOR’S FACILITY: Database verification shall be 

performed at the contractor’s facility by Government personnel approximately 60 calendar days after award of the 

contract to verify that specifications have been met. Subsequently, additional verification performances may be 

required at the contractor’s facility during the term of the contract. 

CONTRACT TERMINATION TRANSITION SERVICES: Upon termination of the contract, the contractor 

shall provide the Government all data and materials generated as a result of this contract, and all services to which 

the Government is entitled under the contract. 

Within five workdays of the end of composition work on this contract, the contractor shall provide the complete 

set of all printed products (furnished by the Government and updated by the contractor) at no cost to the 

Government. 

All contract deliverables, including graphic materials, to which the Government takes possession shall be 

packaged in accordance with the contract specifications where applicable, or in suitable cartons to prevent damage 

during shipment and shall be provided at the contractor's expense. The materials shall be delivered to a 

location(s) designated by the Government. Shipping costs will be borne by the Government and GBL's will be 

provided for shipments. 
The Internal Revenue Manual Page 27 of 32 

370-S (01/19) 

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 production under 

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

which may be ordered for a like period of time. 

Bidders shall state the location of the plant from which this product(s) will be shipped. 

Travel expenses and per diem to be incurred by the Government to oversee the verification process at the 

contractor's facility will be a factor in determining award. This will be based on sending two Government 

representative(s) from the Washington, DC, area for one calendar day. 

The following item designations correspond to those listed in the "SCHEDULE OF PRICES". 

 

I. 1. (a) 776 VIII. (a) 8 

 (b) 1,420 (b) 8 

 (c) 3,920 

 

 2. (a) 1,236 

 (b) 316 

 (c) 444 

 

II. (a) 1 

 (b) 1 

 (c) 1 

 

III. (a) 185,971 

 (b) 7,360 

 (c) 90,492 

(1) (2) 

IV. (a) 12,816 4,918 

 (b) 128 3 

V. (a) 1,896 

 (b) 34,896 

 (c) 960 

 (d) 2,192 

VI. 1 

VII. (a) 3,156 

 (b) 3,400 

 (c) 1,356 

 (d) 472 

 (e) 240 

 (f) 1,332 

 (g) 6 

 (h) 1 
The Internal Revenue Manual Page 28 of 32 

370-S (01/19) 

THIS PAGE IS INTENTIONALLY BLANK. 
The Internal Revenue Manual Page 29 of 32 

370-S (01/19) 

SECTION 4 -- SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor's city. 

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

specifications. 

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

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

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

Government. 

Bids submitted with NB (No Bid) or blank spaces for an item may be declared nonresponsive. 

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. 

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

Fractional parts of 1,000 will be prorated at the per-1,000 rate. 

Unless otherwise specified, no more than three blank pages shall be permitted at the end of the text. 

Contractor’s billing invoices must be itemized in accordance with the line items in the “SCHEDULE OF 

PRICES,” including line items for which the contractor has submitted a “No Charge.” 

Any “No Charge” line item must still indicate the quantity, number of pages, etc., that the product/operation 

required. 

I. TABLE OF CONTENTS AND GRAPHICS: 

 1. Table of Contents pages: Preparation of Table of Contents includes TRIDOC 

 headings from the XML text files, reversing the sequence number and title, and all related processing. 

(a) One page Table of Contents ................................................................... per page ............... $__________ 

(b) Each additional Table of Contents page ................................................ per page ............... $__________ 

2. Graphics: 

(a) PDF graphics files, including all related processing ........................ per graphic ................ $__________ 

(b) Reduction or enlargement of PDF graphics ...................................... per graphic ................ $__________ 

(c) Converting PDF graphics to grayscale ............................................. per graphic. ............... .$__________ 

 __________________ 

 (Initials) 
The Internal Revenue Manual Page 30 of 32 

370-S (01/19) 

II. FORMATS: 

(a) One time charge (per contract) for development of initial formats for all products .............. $__________ 

(b) Development of new format ............................................................... per format ................. $__________ 

(c) Change to existing format, including new tags and 

 DTD updates ............................................................................................. per tag ................ $__________ 

III. PUBLISHING DATABASE OUTPUT: Prices must be all inclusive for data entry, composition, and all 

other related processing in accordance with these specifications. 

(a) XML files via electronic transmission ................................... per 1,000 characters............... $__________ 

(b) GIF graphics files via electronic transmission .................................... per graphic ................ $__________ 

(c) PDF files via electronic transmission ...................................................... per page ............... $__________ 

IV. PRINTING: Prices offered shall include the cost of all required materials and operations necessary for 

printing and drilling all products in accordance with these specifications. 

 Makeready Running Per 

 and/orSetup 1,000 Copies 

 (1) (2) 

(a) Printing 8-1/2 x 11" ............................................................... per page .......... $__________ $_________

(b) Additional charge for second color ....................................... per page .......... $__________ $_________ 

 

V. BINDING: Includes all materials and operations necessary to bind all products in accordance with these 

 specifications. 

(a) Looseleaf products over 1 leaf up to 32 leaves ...................................... per copy ................. $__________ 

(b) Looseleaf products over 32 leaves up to 128 leaves .............................. per copy ................. $__________ 

(c) Looseleaf products over 128 leaves ....................................................... per copy ................. $__________ 

(d) Saddle stitched products ......................................................................... per copy ................. $__________ 

VI. COMMUNICATIONS:

 One time set-up charge (per contract) for set up of FTP and email communication. ............... $__________ 

 __________________ 

 (Initials) 
The Internal Revenue Manual Page 31 of 32 

370-S (01/19) 

VII. DISTRIBUTION, LABELING, PACKING, AND CONSOLIDATION SYSTEM: Prices include the 

cost of all kraft envelopes, cushioned shipping bags, shipping bundles, shipping cartons, all necessary 

wrapping and packing materials, labeling and marking, and complete distribution in accordance with these 

specifications. 

(a) Creating and affixing inner address labels .......................................... per label ................. $__________ 

(b) Creating and affixing outer address labels .......................................... per label ................. $__________ 

(c) Packing of products in Kraft envelopes, up to 2 pounds ..................... per label ................. $__________ 

(d) Quantities over 2 pounds, up to 12 pounds, packed in cushioned 

 shipping bags or wrapped in shipping bundles (maximum 

 gross weight 14 pounds) ......................................................... per bag or bundle ............... $__________ 

(e) Quantities over 12 pounds, up to 24 pounds, wrapped in shipping 

bundles or packed in small shipping cartons (maximum gross weight 

27 pounds) ......................................................................... per bundle or carton ................ $__________ 

(f) Quantities over 24 pounds, up to 36 pounds, packed in shipping 

cartons (maximum gross weight 40 pounds) ................................... per carton .................. $__________ 

(g) Pallets for bulk shipments ................................................................. per pallet ................. $__________ 

(h) One time set up charge (per contract) for distribution, including 

 Consolidation system ......................................................................................................... $__________ 

 

VIII. DVD-ROM DEVELOPMENT AND REPLICATION: Prices offered shall include the cost of all 

required materials and operations necessary for DVD-ROM development and replication in accordance with these 

specifications. 

The prices offered for line items VIII. (b) and (c) must be all inclusive for proofs, printing, and binding for all 

DVD-ROM Products; and DVD-ROM set assembly in accordance with these specifications. 

(a) Initial programming and process development .................................................................. $__________ 

(b) One-off (Master) generation ........................................................... per master ................. $__________ 

(c) DVD-ROM replication ............................................................ per DVD-ROM ................. $__________ 

 ______________ 

 (Initials) 
The Internal Revenue Manual Page 32 of 32 

370-S (01/19) 

TYPEFACES: If manufacturer's generic equivalent typefaces are proposed, the bidder must list on the line of 

the same number as the preferred typeface, the name of the equivalent typeface, and composing machine to be 

used. 

Preferred Typeface: 

1. Arial 

2. Helvetica 

 Manufacturer's Generic 

 Equivalent Typefaces Name of Composing Machine 

1.______________________________ ___________________________________ 

2.______________________________ ___________________________________ 

LOCATION OF POST OFFICE: All mailing will be made from the...... _____________________________ 

Post Office located at Street Address____________________________________________________________, 

City_____________________________, State_________________________, Zip Code___________________. 

INSTRUCTIONS FOR BID SUBMISSION: Fill out "SECTION 4.- SCHEDULE OF PRICES," initialing or 

signing each page in the space(s) provided. Submit two copies (original and one exact duplicate) of the "Schedule 

of Prices" with two part copies of the GPO Form 910 "Bid" Form. Do not enter bid prices on GPO Form 910; 

prices entered in the "SCHEDULE OF PRICES" will prevail. 

Bidder____________________________________________________________________________________ 

_________________________________________________________________________________________ 

 (City - State) 

By_______________________________________________________________________________________ 

 (Signature and title of person authorized to sign this bid) 

_________________________________________________________________________________________ 

 (Person to be contacted) (Telephone Number) (Email Address) 
The Internal Revenue Manual Page 33 of 32 

370-S (01/19) 

EXHIBITS: 

1 - IRM 

2 - Graphic with Identifier and “#” to indicate Official Use Only 

3 - IRM Page with OUO Material Deleted 

4 - CCDM Pages 

5 - IRS Document 12215 – IMDDS Labeling, Packing, and Shipping Instructions 

6 - IRS document 12194 – IMDDS shipping Label 

7 - Table of Contents 

8 - Pallet Specifications 

9 - Carton 

 EXHIBITS 

 
The Internal Revenue Manual Page 34 of 32 

370-S (01/19) 

 EXHIBIT 1 Page 1 of 7 

 IRM 
The Internal Revenue Manual Page 35 of 32 

 EXHIBIT 1 Page 2 of 7 370-S (01/19) 

 IRM 
The Internal Revenue Manual Page 36 of 32 

370-S (01/19) EXHIBIT 1 Page 3 of 7 

 IRM 
The Internal Revenue Manual Page 37 of 32 

370-S (01/19) EXHIBIT 1 Page 4 of 7 

 IRM 
The Internal Revenue Manual Page 38 of 32 

370-S (01/19) EXHIBIT 1 Page 5 of 7 

 IRM 
The Internal Revenue Manual Page 39 of 32 

370-S (01/19) EXHIBIT 1 Page 6 of 7 

 IRM 
The Internal Revenue Manual Page 40 of 32 

370-S (01/19) EXHIBIT 1 Page 7 of 7 

 IRM 
The Internal Revenue Manual Page 41 of 32 

370-S (01/19) EXHIBIT 2 Page 1 of 1 

 GRAPHIC WITH IDENTIFIER AND “#” TO INDICATE OFFICIAL USE ONLY 
The Internal Revenue Manual Page 42 of 32 

370-S (01/19) EXHIBIT 3 Page 1 of 1 

 IRM PAGE WITH OUO MATERIAL DELETED 
The Internal Revenue Manual Page 43 of 32 

370-S (01/19) EXHIBIT 4 Page 1 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 44 of 32 

370-S (01/19) EXHIBIT 4 Page 2 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 45 of 32 

370-S (01/19) EXHIBIT 4 Page 3 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 46 of 32 

370-S (01/19) EXHIBIT 4 Page 4 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 47 of 32 

370-S (01/19) EXHIBIT 4 Page 5 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 48 of 32 

370-S (01/19) EXHIBIT 4 Page 6 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 49 of 32 

370-S (01/19) EXHIBIT 4 Page 7 of 7 

 CCDM PAGES 
The Internal Revenue Manual Page 50 of 32 

370-S (01/19) EXHIBIT 5 Page 1 of 6 

 IRS DOCUMENT 12215 – IMDDS LABELING, PACKING, AND SHIPPING INSTRUCTIONS 
The Internal Revenue Manual Page 51 of 32 

370-S (01/19) EXHIBIT 5 Page 2 of 6 

 IRS DOCUMENT 12215 – IMDDS LABELING, PACKING, AND SHIPPING INSTRUCTIONS 
The Internal Revenue Manual Page 52 of 32 

370-S (01/19) EXHIBIT 5 Page 3 of 6 

 IRS DOCUMENT 12215 – IMDDS LABELING, PACKING, AND SHIPPING INSTRUCTIONS 
The Internal Revenue Manual Page 53 of 32 

370-S (01/19) EXHIBIT 5 Page 4 of 6 

 IRS DOCUMENT 12215 – IMDDS LABELING, PACKING, AND SHIPPING INSTRUCTIONS 
The Internal Revenue Manual Page 54 of 32 

370-S (01/19) EXHIBIT 5 Page 5 of 6 

 IRS DOCUMENT 12215 – IMDDS LABELING, PACKING, AND SHIPPING INSTRUCTIONS 
The Internal Revenue Manual Page 55 of 32 

370-S (01/19) EXHIBIT 5 Page 6 of 6 

 IRS DOCUMENT 12215 – IMDDS LABELING, PACKING, AND SHIPPING INSTRUCTIONS 
The Internal Revenue Manual Page 56 of 32 

370-S (01/19) EXHIBIT 6 Page 1 of 1 

 IRS DOCUMENT 12194 – IMDDS SHIPPING LABEL 
The Internal Revenue Manual Page 57 of 32 

370-S (01/19) EXHIBIT 7 Page 1 of 1 

 TABLE OF CONTENTS 
The Internal Revenue Manual Page 58 of 32 

370-S (01/19) EXHIBIT 8 Page 1 of 1 

 PALLET SPECIFICATIONS 
The Internal Revenue Manual Page 59 of 32 

370-S (01/19) EXHIBIT 9 Page 1 of 1 

 CARTON