Program 41‐S

Term: Date of Award to May 31, 2017

Title: Cost of Living Adjsutment Notice (COLA Self‐Mailer‐Title II)

BASIS OF

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

I. PREPRODUCTION TEST:

a. Preproduction Validation Test.................................................................... 1 $1,200.00 $1,200.00 1,000.00 $1,000.00 $2,000.00 

b. Preproduction Press and Mail Run Test.......................................................... 1 $13,700.00 $13,700.00 34,000.00 $34,000.00 $15,000.00 

c. Wire Transmission Test................................................................................. 1 $500.00 $500.00 NO CHARGE $0.00 $1,000.00 

II. PROCESSING/PROGRAMMING FILES:

a. Processing/Programming Files....................................per file............... 14 NO CHARGE $0.00 NO CHARGE $0.00 NO CHARGE 

III. PRINTING/IMAGING/CONVERTING:

a. Makeready/Setup Charge.................................................................. 1 $35,000.00 $35,000.00 $35,000.00 $35,000.00 $1,118,250.00 $1,

b.

Title II COLA Notices(printing,imaging,converting)...............................per 1,000 notices ........... 58,815 $28.94 $1,702,106.10 $33.19 $1,952,069.85 $14.36 $

IV. PAPER

a. White Offset Book(60‐lb.)(Title II COLA)................per 1,000 leaves............. 58,815 $19.73 $1,160,419.95 $15.78 $928,100.70 $12.70 $

V. MAILING:

a. notices.............. 58,815 $10.50 $617,557.50 $4.59 $269,960.85 $2.02 $

VI. CERITIFIED/REGISTERED MAIL:

a. notices.............. 19 $1,050.00 $19,950.00 $300.00 $5,700.00 $300.00 

CONTRACTOR TOTALS $3,550,433.55 $3,225,831.40 $2,8

DISCOUNT 0.00% $0.00 2.00% $64,516.63 2.00% $5

DISCOUNT TOTALS $3,550,433.55 $3,161,314.77 $2,7

AWARDED

QUAD GRAPH

CHALFONT, 

RR DONNELLEY

SEYMOUR, IN

SEGERDAHL CORP.

WHEELING, IL

1 of 1
Program 41-S Page 1 of 37 

Specifications by bc 

Reviewed by SSA 

U.S. GOVERNMENT PUBLISHING OFFICE Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Cost of Living Adjustment Notice 

(COLA Self-Mailer – Title II) 

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

Social Security Administration (SSA) Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award 

and ending May 31, 2017, 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. 

Contractor interfacing with SSA's National File Transfer Management System (FTMS) for 

electronic transmission of files from SSA to the production facility will take place from Date of 

Award through May 31, 2017. Actual production begins November 1, 2016. 

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

January 22, 2016. 

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: PPSGB, 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. The 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: All bidders are cautioned to familiarize themselves with all 

provisions of these specifications before bidding. Special attention is directed to the following 

information: one Title II COLA self-mailer workload, 100% Accountability requirements, 

“Public Trust Security” requirements and Certified Mailing. 

THIS IS A REVISED PROGRAM. There is no abstract available. These specifications have been 

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

of these specifications before bidding. 

For information of a technical nature call David Love (202) 512-0310 (No collect calls). 
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SECTION 1.- GENERAL TERMS AND CONDITIONS

GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to 

the applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Pub. 

310.2, effective December 1, 1987, Rev. June 2001) and GPO Contract Terms, Quality Assurance 

Through Attributes Program (GPO Pub. 310.1, effective May 1979, Rev. August 2002). 

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. This June 2008 

clause also cancels and supersedes any other disputes language currently included in existing contractual 

actions.

SUBCONTRACTING: The predominant production functions are the printing of the notices, laser/ion 

deposition imaging of data for the notices from electronically transmitted files, folding, inserting, and 

mailing. Any bidder who cannot perform the printing, imaging, folding, inserting, and mailing portions of 

this contract will be declared nonresponsible. 

COMPUTERIZED IMAGING: Computerized imaging means ink jet spray or electrostatic (laser or ion 

deposition). Computerized imaging must be the same font and print size as the preprinted language. 

Dollar amounts must be bold and large type. 

QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards will 

apply to these specifications: 

Product Quality Levels: 

(a) Printing Attributes -- Level III. (b) Finishing Attributes -- Level III. 

Inspection Levels (from ANSI/ASQCZ1.4)): 

(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 will be: 

 Attribute Specified Standard 

P-7. Type Quality and Uniformity O.K. Press Sheets 

Special Instructions: In the event that inspection of press sheets is waived by the Government, the following 

listed alternate standards (in order of precedence) will become the Specified Standards: 

P-7. Average type dimension as set by contractor. 

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 will 

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). 

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. 
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LIQUIDATED DAMAGES: If the contractor fails to deliver the supplies or perform the services within 

the time specified by the contract, or any authorized extension thereof, the actual damage to the Government 

for the delay will be difficult or impossible to determine. Therefore, pursuant to the “Liquidated Damages” 

clause (GPO Contract Terms, Publication 310.2), in lieu of actual damages the contractor will pay to the 

Government as fixed, agreed, and liquidated damages for each workday of delay, the amount set forth 

below. 

Liquidated damages will be assessed against that part or parts of an order which have not been shipped to 

the specified destination on the specified date. Liquidated damages will not be assessed against that part 

or parts of an order which have been shipped on schedule. 

The amount of damages will be computed at the rate of five percent (5%) of the contract price of the 

quantity not shipped in accordance with the specifications for each workday the contractor is in default of 

the shipping schedule(s); Provided, That the minimum amount of liquidated damages will not be less 

than $5.00 for the entire order and not more than $50,000.00 per day on the entire order, except the total 

damages assessed against a contractor will in no case exceed fifty percent (50%) of the total value of the 

entire order. Liquidated damages will not be assessed if the contractor has shipped at least ninety percent 

(90%) of the quantity ordered for shipment to each specified destination on or before the scheduled date. 

Liquidated damages will apply to all shipments except: Materials furnished the contractor which are to 

be returned to the Government; sample copies or materials for file or storage purposes; and shipments 

marked either “File Copies” or “Depository Copies” sent to the Government Publishing Office; if ordered. 

However, payment of an order will be withheld until evidence of shipment of such material or copies is 

furnished. 

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract will 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 the beginning of the contract to May 31, 2017, and the second and any 

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

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

effective date of the economic price adjustment for that period. 

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

"Consumer Price Index For All Urban Consumers - Commodities Less Food" (Index) published monthly in 

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

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

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

12-month interval ending 3 months prior to the beginning of the period being considered for adjustment. 

This average is then compared to the average of the monthly Indexes for the 12-month interval ending 

September 30, 2015, 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 will 

apply the percentage increase or decrease against the total price of the invoice less reimbursable postage or 
Title III COLA Page 4 of 37 

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transportation costs and separately adjusted paper prices. Payment discounts will be applied after the 

invoice price is adjusted. 

PAPER PRICE ADJUSTMENT: Paper prices charged under this contract will be adjusted in 

accordance with “Table 6 - Producer Price Indexes and Percent Changes for Commodity Groupings and 

Individual Items” in Producer Price Indexes report, published by the Bureau of Labor Statistics (BLS), as 

follows: 

1. BLS code 0913-01 for Offset and Text will apply to all paper required under this contract. 

2. The applicable index figures for the month of December 2015, will establish the base index. 

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

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

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

month being considered for adjustment. 

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

accordance with the following formula: 

X - base index 

 x 100 = % 

base index 

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

adjustment. 

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

7. Adjustments under this clause will be applied to the contractor’s bid price(s) for line items II. (a) and (b) 

in the “SCHEDULE OF PRICES” and will be effective on the first day of any month for which prices 

are to be adjusted. 

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

invoices for orders placed during months affected by this clause. 

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

under any law in effect at the time of the adjustment. The adjustment, if any, will not be based upon the 

actual change in cost to the contractor, but will be computed as provided above. 

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

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

this price adjustment clause. 

SECURITY REQUIREMENTS: Protection of Confidential Information: 
Title III COLA Page 5 of 37 

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(a) The Contractor will restrict access to all confidential information obtained from the Social Security 

Administration (SSA) in the performance of this contract to those employees and officials who need 

it to perform the contract. Employees and officials who need access to confidential information for 

performance of the contract will be determined at the post award conference between the Contracting 

Officer and the responsible Contractor representative. 

(b) The Contractor will process all confidential information obtained from SSA in the performance of this 

contract under the immediate supervision and control of authorized personnel, and in a 

manner that will protect the confidentiality of the records in such a way that unauthorized persons cannot 

retrieve any such records. 

(c) The Contractor will inform all personnel with access to the confidential information obtained from 

SSA in the performance of this contract of the confidential nature of the information and the safeguards 

required to protect this information from improper disclosure. 

(d) For knowingly disclosing information in violation of the Privacy Act, the Contractor and the 

Contractor employees may be subject to the criminal penalties as set forth in 5 U.S.C Section 

552a (i)(1), which is made applicable to Contractors by 5 U.S.C. 552a (m)(1) to the same extent as 

employees of the SSA. For knowingly disclosing confidential information as described in section 1106 of 

the Social Security Act (42 U.S.C. 1306), the Contractor and Contractor's employees may also be subject to 

the criminal penalties as set forth in that provision. 

(e) The Contractor will assure that each Contractor employee with access to confidential information 

knows the prescribed rules of conduct, and that each Contractor employee is aware that he/she may be 

subject to criminal penalties for violations of the Privacy Act and/or the Social Security Act. When the 

Contractor employees are made aware of this information, they will be required to sign the Contractor 

Personnel Security Certification (see EXHIBIT A). A copy of this signed certification must be forwarded to: 

Social Security Administration (SSA), Division of Printing and Management, ATTN: Matthew Thomas, 

1368 Annex Bldg, 6401 Security Blvd, Woodlawn, MD 21235-6401, and a copy must also be forwarded to 

U.S. Government Publishing Office, 

732 North Capitol Street, NW, Stop CSAC, Agency Publishing Services – Team 4, Room C-838, Attn: 

Contracting Officer, Washington, DC 20401. 

(f) All confidential information obtained from SSA for use in the performance of this contract will, at all 

times, be stored in an area that is physically safe from unauthorized access. This includes both the 

transportation and storage of any waste. 

(g) Performance of this contract may involve access to tax return information as defined in 26 U.S.C. 

Section 6103(b) of the Internal Revenue Code (IRC). All such information will be handled as confidential 

and may not be disclosed without the written permission of SSA. For willingly disclosing confidential tax 

return information in violation of the IRC, the Contractor and Contractor employees may be subject to the 

criminal penalties set forth in 26 U.S.C. Section 

7213. 

(h) The Government reserves the right to conduct on-site visits to review the Contractor's 

documentation and in- house procedures for protection of confidential information. 

(i) If a subcontractor is used for the sorting and/or mailing of the notices of this contract, the 

subcontractor must conform to all security requirement of the contract. 

SECURITY WARNING: It is the contractor’s responsibility to properly safeguard personally 

identifiable information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the 

Government of any loss of personally identifiable information. Personally identifiable information is 

“any information which can be used to distinguish or trace an individual’s identity, such as their name, 

social security number, biometric records, etc., alone or when combined with other personal or identifying 

information which is linked or linkable to a specific individual, such as date and place of birth, mother’s 

maiden name, etc”. 
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All employees working on this contract must:

x Be familiar with current information on security, privacy and confidentiality as they relate to the 

requirements of this contract. 

x Obtain pre-screening authorization before using sensitive or critical applications pending a final 

suitability determination as applicable to the specifications. 

x Lock or logoff their workstation/terminal prior to leaving it unattended. 

x Act in an ethical, informed and trustworthy manner. 

x Protect sensitive electronic records. 

x Be alert to threats and vulnerabilities to their systems. 

x Be prohibited from having any mobile devices or cameras in sensitive areas that contain any 

confidential materials. This includes areas where shredding and waste management occurs. 

Contractor’s managers working on this contract must:

• Monitor use of mainframes, PCs, LANs, and networked facilities to ensure compliance with 

national and local policies, as well as the Privacy Act statement. 

• Ensure that employee screening for sensitive positions within their department has occurred prior to 

any individual being authorized access to sensitive or critical applications. 

• Implement, maintain, and enforce the security standards and procedures as they appear in this 

contract and as outlined by the contractor. 

• Contact the security officer within 24 hours whenever a systems security violation is discovered or 

suspected. 

Applicability:

The responsibility to protect personally identifiable information applies during the entire term of this 

contract and all option year terms if exercised. All contractors must secure and retain written 

acknowledgement from their employees stating they understand these policy provisions and their duty to 

safeguard personally identifiable information. These policy provisions include, but are not limited to, the 

following: 

• Employees are required to have locking file cabinets or desk drawers for storage of confidential material, 

if applicable. 

• Material is not to be taken from the contractor’s facility without express permission from the 

Government. 

• Employees must safeguard and protect all Government records from theft and damage while being 

transported to and from contractor’s facility. 

The following list provides examples of situations where personally identifiable information is not 

properly safeguarded: 

• Leaving an unprotected computer containing Government information in a non-secure space (e.g., 

leaving the computer unattended in a public place, in an unlocked room, or in an unlocked vehicle). 

• Leaving an unattended file containing Government information in a non-secure area (e.g., leaving 

the file in a break-room or on an employee’s desk). 

• Storing electronic files containing Government information on a computer or access device (flash 

drive, CD, etc.) that other people have access to (not password-protected). 

This list does not encompass all failures to safeguard personally identifiable information but is intended to 

act as an alert to the contractor’s employees to situations that must be avoided. Misfeasance occurs when 

an employee is authorized to access Government information that contains sensitive or personally 

identifiable information and, due to the employee’s failure to exercise due care, the information is lost, 

stolen or inadvertently released. 
Title III COLA Page 7 of 37 

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Whenever the contractor’s employee has doubts about a specific situation involving their responsibilities for 

safeguarding personally identifiable information, they should consult the Contracting Officer or the Contract 

Administrator. 

SSA External Service Provider Security Requirements: 

This resource identifies the basic information security requirements related to the procurement of 

Information Technology (IT) services hosted externally to SSA’s Network. 

The following general security requirements apply to all External Service Providers (ESP). 

a. The solution must be located in the United States1

, its territories or possessions. 

b. Upon request from the SSA Contracting Officer Technical Representative (COTR) the vendor shall 

provide access to the hosting facility to the US Government or authorized agents for inspection and 

facilitate an on-site security risk and vulnerability assessment. 

c. The solution must meet Federal Information Processing Standards (FIPS) and guidance developed by 

the National Institute of Science and Technology (NIST) under its authority provided by the Federal 

Information Security Management Act (FISMA) to develop security standards for federal information 

processing systems, and Office of Management and Budget’s (OMB) Circular A-130 Appendix III. 

d. Solutions classified as Cloud Service Providers (CSP) must adhere to additional FedRAMP security 

control requirements. Further information may be found at: 

http://www.gsa.gov/portal/category/102371. As part of these requirements CSPs must have a security 

control assessment performed by a Third Party Assessment Organization2.

e. Before SSA provides data to the vendor, the vendor shall submit a System Security Plan (SSP) which 

documents how the solution implements security controls in accordance with the designated FIPS 199 

security categorization and the Minimum Security Requirements for Federal Information and 

Information Systems which requires the use of NIST SP 800-53 or the vendor shall provide a Security 

Assessment Package (SAP) completed by either an independent assessor3

 or another federal agency. 

f. SSA will consider a self-assessment of security controls for solutions that do not involve sensitive 

information or PII4

.



1 “United States” means the 50 States, the District of Columbia, Puerto Rico, the Northern Mariana Islands, American Samoa, Guam,

the U.S. Virgin Islands, Johnston Island, Wake Island, and Outer Continental Shelf Lands as defined in the Outer Continental Shelf

Lands Act (43 U.S.C. 1331, et seq.), but does not include any other place subject to U.S. jurisdiction or any U.S. base or possession

within a foreign country (29 CFR 4.112).

2 A Third Party Assessment organization is an organization that has been certified to help cloud service providers and government

agencies meet FedRAMP compliance regulations.

3 Independent assessor is any individual or group capable of conducting an impartial assessment of security controls employed

within or inherited by an information system.

4 PII is any information about an individual maintained by an agency, including (1) any information that can be used to distinguish or 

trace an individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric

records; and (2) any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment 

information.
Title III COLA Page 8 of 37 

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References – Refer to most up to date revision. 

x Federal Information Security Management Act (FISMA) of 2002. 

x ClingerǦCohen Act of 1996 also known as the “Information Technology Management Reform Act of 

1996.” 

x Privacy Act of 1974 (5 U.S.C. § 552a). 

x Homeland Security Presidential Directive (HSPDǦ12), “Policy for a Common Identification Standard for 

Federal Employees and Contractors”, August 27, 2004. 

x Office of Management and Budget (OMB) Circular AǦ130, “Management of Federal Information 

Resources”, and Appendix III, “Security of Federal Automated Information Systems”, as amended. 

x OMB Memorandum MǦ04Ǧ04, “EǦAuthentication Guidance for Federal Agencies.” 

x FIPS PUB 199, “Standards for Security Categorization of Federal Information and Information 

Systems.” 

x FIPS PUB 200, “Minimum Security Requirements for Federal Information and Information Systems.” 

x FIPS PUB 140Ǧ2, “Security Requirements for Cryptographic Modules.” 

x NIST Special Publication 800-18, “Guide for Developing Security Plans for Federal Information 

Systems.” 

x NIST Special Publication 800-30, “Risk Management Guide for Information Technology Security Risk 

Assessment Procedures for Information Technology Systems.” 

x NIST Special Publication 800-34, “Contingency Planning Guide for Information Technology Systems.” 

x NIST SP 800Ǧ37 “Guide for the Security Certification and Accreditation of Federal Information 

Systems.” 

x NIST Special Publication 800-47, “Security Guide for Interconnecting Information Technology 

Systems.” 

x NIST Special Publication 800-53, “Recommended Security Controls for Federal Information Systems.” 

x NIST Special Publication 800-53A, “Guide for Assessing the Security Controls in 

x Federal Information Systems, ”CIO Council’s Federal Identity, Credential, and Access Management 

(FICAM) Roadmap and Implementation Guidance” 

x NIST Special Publication 800-60 

x OMB M-07-16, AIMS Chapter 15: Personally Identifiable Information (PII) Loss and Remediation 

PUBLIC TRUST SECURITY REQUIREMENTS: 

This contract has been designated Public Trust Position Level 5C. Due to the sensitive nature of the 

information contained in the products produced under this contract, contractor employees performing under 

this contract will be subject to a thorough civil and criminal background check. 

“Performing under this contract” is defined as working on-site at an SSA facility (including visiting the SSA 

site for any reason) or having access to Government programmatic or sensitive information. 

Within two (2) days following contract award, the contractor must provide to SSA an Electronic 

Questionnaire for Investigations Process (eQIP) applicant listing of all individuals for whom the contractor 

is requesting a suitability determination (i.e., background investigation). This listing should include the 

following: 

x Contractor’s name 

x Contract number 

x Contractor’s point of contact (CPOC) name 

x CPOC’s contact information including email address 

x Each applicant’s full name, Social Security Number (SSN), date of birth, and place of birth (must show 

city and state if born in the United States (U.S.) OR city and country if born outside the U.S.) 
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The background investigation process will not start until the applicant listing is submitted. Send the 

applicant listing via Fax to Center for Personnel Security and Project Management (CPSPM) Suitability 

Team (410) 966-0640 or via traceable means via common carrier to the Social Security Administration, 

CPSPM Suitability Team, 2601 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235. 

Once SSA receives and reviews the applicant listing, SSA will initiate the eQIP. SSA will Email 

notification to the CPOC the name of each applicant invited into the eQIP website to complete their 

background investigation form. The CPOC will provide the website to the applicants to complete their eQIP 

form electronically. The applicant will have up to 14 calendar days following SSA notification to the CPOC 

of the eQIP invitations to complete the eQIP form. 

The applicant must print the signature pages of the SF 85P form prior to releasing the application in eQIP, 

sign the signature pages and provide the signed originals to the CPOC. See Exhibit B: Questionnaire for 

Public Trust Positions - Sample Form SF85P) 

The following is a list of documents the contractor employees will be responsible for completing: 

x Original signed and dated eQIP signature pages as specified in the above paragraph. 

x Two (2) “Fingerprint Cards” (FD-258). See Exhibit C.

NOTE: The contractor will absorb the costs for obtaining fingerprints. 

x One (1) “Declaration for Federal Employment” (Optional Form 306). See Exhibit D.

x One (1) “Fair Credit Reporting Act Authorization Form”. See Exhibit E.

x For a non-U.S. citizen, one (1) legible photocopy of the work authorization permit and social 

security card. 

The CPOC must ensure all paper forms are fully completed and signed prior to submission to SSA. All 

forms and fingerprinting cards must be submitted at least 15 workdays prior to the date work is to begin on 

the contract. Fingerprint cards and all paper forms must be legible or typed in black ink and all signatures 

must be in black ink. There must be no “breaks” in residences or employment. SSA requires complete 

addresses, including zip codes and phone numbers with area code. SSA must receive forms and fingerprint 

cards within 30 calendar days after notification of the eQIP invitation. It is the responsibility of the 

contractor to ensure fingerprint cards are processed through their local police departments or other 

authorized finger printers. SSA will return incomplete forms back to the contractor. Forms may be obtained 

by calling SSA Personnel Security Suitability Program Officer (SPO). 

The CPOC will submit one cover sheet containing the names of all of the individuals for whom the 

contractor is submitting completed paperwork. This cover sheet should include the contract number, each 

applicant’s full name, each applicant’s Social Security Number (SSN), each applicant’s date of birth, and 

each applicant’s place of birth. The CPOC will submit this cover sheet along with the completed paper 

forms and two FD-258 fingerprint charts for each applicant via traceable means via common carrier to: 

SSA, CPSPM Suitability Team, 2601 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235. 

The CPOC will also email a copy of the cover sheet to the Contracting Officer Technical Representative 

(COTR) to the email address shown in the contract. Before forwarding, the CPOC will remove all personal 

information from the applicant list (SSN, date of birth and place of birth). 

NOTE: IT IS THE RESPONSIBILITY OF THE CPOC TO ENSURE CLEARANCES ARE OBTAINED 

PRIOR TO ANY CONTRACT TESTING. 
Title III COLA Page 10 of 37 

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The CPOC will follow this instruction for new contract employees hired during the contract term. 

Suitability Determination: 

A Federal Bureau of Investigation fingerprint check is part of the basis used for making a suitability 

determination. This determination is final unless information obtained during the remainder of the full 

background investigation, conducted by the Office of Personnel Management, is such that SSA would find 

the contactor personnel unsuitable to continue performing under this contract. CPSPM will notify the 

CPOC, COTR, and Contracting Officer of the result of these determinations. 

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

subcontractor, the Government reserves the right to conduct an on-site preaward survey of all of the 

contractor’s computer, printing, and mailing equipment which will be used on this contract 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 will include a review of all subcontractors involved, along with their specific 

functions; and, the contractor’s mail, material, personnel, production, quality control/recovery program 

and security plans as required by this specification. 

If award is predicated on the purchase of systems equipment to meet the file transmission requirements, 

the contractor must provide purchase order(s) with delivery date(s) at least 90 days prior to the established 

production date. 

PRODUCTION PLANS:

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

to do so by the Contracting Officer or his/her representative, detailed plans for each of the following 

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

THESE PROPOSED PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE 

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

NOTE: THE GOVERNMENT RESERVES THE RIGHT TO WAIVE SOME OR ALL OF THESE 

PLANS

Backup Facility: Failure to deliver these statements in a timely manner would have a major impact on the 

daily operations of the Social Security Administration (SSA). Therefore, if for any reason (Act of God, 

Labor disagreements, etc.), the contractor is unable to perform at said location for a period longer than 48 

hours, the contractor must have a backup facility with the capability of producing the statements. The 

backup facility must be operated by the contractor. 

Plans for their contingency production must be prepared and submitted to the Contracting Officer as part of 

the preaward survey. These plans must include the location of the facility to be used, equipment 

available at the facility, security plans at the facility, and a timetable for the start of production at that 

facility. 

Part of the plans must also include the transportation of Government materials from one facility to 

another. The contractor must produce items from a test file at the new facility for verification of software 

prior to producing mailers at this facility. SSA will install a data connection into the backup facility. 

Note: All terms and conditions of this contract will apply to the backup facility. 

Quality Control Plan: The contractor must provide and maintain, within their own organization, an 

independent quality assurance organization of sufficient size and expertise to monitor the operations 

performed and inspect the products of each operation to a degree and extent that will ensure the 

Government’s quality assurance, inspection, and acceptance provisions herein are met. The contractor must 
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perform, or have performed, the process controls, inspections and tests required to substantiate that the 

products provided under this contract conform to the specifications and contract requirements. The 

contractor must describe in detail their quality control/quality assurance and recovery plans describing how, 

when, and by whom the plans will be performed. 

The quality control plan must also include examples and a detailed description of all quality control samples 

and their corresponding inspection reports or logs the contractor will keep to document the quality control 

inspections performed on each run. Furthermore, the plan must include the names of all quality assurance 

officials and describe their duties in relationship to the quality control plan. 

The quality control system must include all aspects of the job including mail flow and materials handling. 

The plan must also allow for complete audit trail (e.g., it must be possible to locate any piece of mail at any 

time from the point it leaves the press up to and including the point at which the mail if off-loaded at the 

USPS facility). SSA will not, as a routine matter, request the contractor to produce pieces in transit within 

the contractor’s plant. 

The quality control plan must account for the number of pieces mailed daily. 

Quality Control Sample Plans: The plans must provide a description of how the contractor will create 

quality control samples for periodic samplings to be taken during the production run and provide for backup 

and rerunning in the event of an unsatisfactory sample. The plan must contain control systems that will 

detect defective or missing/mutilated pieces. 

The plan must include the sampling interval the contractor intends to utilize. The contractor will be required 

to create two (2) quality control sample sets to be drawn from the production stream at the same time. One 

sample set will be drawn, inspected and retained as part of the contractor’s quality assurance records. The 

second sample set will be drawn for SSA and will be provided to on-site representative or pack for 

shipment to the SSA (address to be supplied at the postaward meeting). 

The plans must detail the actions taken by the contractor when either defects or missing/mutilated items 

are discovered. These actions must be consistent with the requirements found in GPO Contract Terms (GPO 

Publication 310.2, effective December 1, 1987, Rev. 6-01). 

The plan must monitor all aspects of the job including material handling and mail flow to assure that the 

production and delivery of these notices meet specifications and Government requirements. This includes 

maintaining 100% accountability in the accuracy of imaging and mailing of all pieces throughout each 

run. The contractor must ensure that there are no missing or duplicate pieces. 

The contractor must maintain quality control samples, inspection reports and records for a period of no 

less than 120 days subsequent to the date of the check tendered for final payment by the Government 

Publishing Office. The Government will periodically verify that the Contractor is complying with the 

approved quality control plan through on-site examinations and/or requesting copies of the Contractor’s 

quality assurance records and quality assurance random copies. 

Computer System Plan: This plan must include a detailed listing of the contractor’s operating software 

platform and file transfer system necessary to interface with SSA’s National File Transfer Management 

System (FTMS) for electronic transmission of the Title II COLA files from SSA. The plan must also include 

the media type on which files from SSA will be received to the extent that operator intervention (e.g., a tape 

mount) is not required at SSA or the contractor’s production facility. The Computer System Plan will 

demonstrate the contractor’s ability to provide complete hardware and software compatibility with SSA’s 

existing network (see “FILE TRANSFER MANAGEMENT SYSTEM (FTMS) REQUIREMENTS” for 

additional information). The contractor must complete Exhibit F (“System Plan”). 

Included with the Computer System Plan will be a resume for each employee responsible for the monitoring 

and the programming of the contractor’s computer system and file transmissions. If the contractor plans to 

use a consultant for either task, a resume must still be included. 

Mail plan: This plan should include sufficient detail as to how the contractor will comply with all 
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applicable U.S. Postal Service (USPS) mailing requirements as listed in the USPS Domestic and 

International Mail Manuals in effect at the time of the mailing and other USPS instructional material as 

the Postal Bulletin, etc. Contractor will be required to provide information on how and demonstrate their

ability to achieve USPS automated postal rates prior to award of this contract. The plan must include 

USPS’s anticipated mode of transportation (air/truck/rail) to each Area Distribution Center (ADC). 

Material Handling and Inventory Control: This plan must explain in detail how the following materials 

will be handled: incoming raw materials; work-in-progress materials; quality control inspection materials; 

USPS inspection materials; and all outgoing materials cleared for USPS pick-up/delivery. 

Personnel Plan: This plan should include a complete listing of all personnel who will be involved with this 

contract and their assigned duties. For any new employees, the plan should include the source of these 

employees, and a description of the training programs the employees’ will be given to familiarize them with 

the requirements of the program. Contractor employees performing under this contract must be made aware 

of the “Security Requirements” and “Security Warning” as described in these specifications. Contractor 

employees performing under this contract will be subject to a thorough civil and criminal background check 

as detailed in “Public Trust Security Requirements”. It is the responsibility of the contractor to ensure that 

only employees who have received clearance are selected to be involved with this contract. 

Recovery System: The Government requires that a strict quality control mechanism be in place during the 

entire production period. The contractor is required to design a quality control system that will detect 

missing and defective pieces. A recovery system is required to replace all missing and defective pieces. This 

control system must use a unique sequential number to aid in the recovery program which has to be 

maintained in order to recover any missing or damaged pieces. 

Note: The Government will not as a routine matter request that the contractor produce individual pieces in 

transit within the plant, however, the contractor must demonstrate that they will have an audit trail 

established that has the ability to comply with this type of request when and if the need arises.

Production Plan: The contractor is to provide a detailed plan of the following: 

(a) list of all production equipment and equipment capacities to be utilized on this contract; 

(b) the production capacity currently being utilized on this equipment; 

(c) capacity that is available for these workloads; and 

(d) if new equipment is to be utilized, documentation of the purchase order, source, delivery 

schedule and installation dates are required. 

The contractor must disclose in their production plan their intentions for the use of any subcontractors. If a 

subcontractor will be handling SSA notices, the plan must include the same information required from the 

contractor for all items contained under “SECURITY REQUIREMENTS” and “PREAWARD SURVEY.” 

If a subcontractor for any operation is added at any time after award, the contractor must submit the 

subcontractor’s proposed plans which are subject to review and approval by the Government. 

NOTE: The subcontractor must be approved by the Government prior to production starting in that 

facility. If the subcontractor is not approved by the Government, then the contractor has 15 calendar days 

prior to production to submit to the Government the new subcontractor’s information. 

Security Control Plan: This plan will provide details of the contractor’s physical and data security 

control programs. The proposed Security Control Plan is subject to Government approval and will 

address, at a minimum, the following: 

Materials: The contractor is required to explain how all accountable materials will be handled throughout 

all phases of production. This plan will also include the method of disposal of all production waste 

materials. 

Production Area: The contractor must provide a secure area(s) dedicated to the receiving, processing, and 

storage of data for the Title II COLA, either a separate facility dedicated to this product, or a walled-in, 

limited access area within the contractors existing facility. 
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The contractor must provide a secure area(s) dedicated to the printing/imaging and storage of all materials 

containing PII. A secure barrier, with a minimum height of 4 feet, must encompass the entire 

printing/imaging and storage area(s). The contractor is not permitted to use ropes, stanchion, chains, or 

plastic fencing to create the secure barrier. The perimeter must have limited entry and exit points with 

controls in place to limit access of persons who have not gained security clearance by SSA. Access points 

must also contain a tracking method to show who has entered and exited the secure area(s). The secure 

barrier requirement may be waived if SSA has granted all persons working in the contractor’s facility 

security clearance. 

The Security Control Plan must include a floor plan detailing the area(s) to be used, showing existing walls, 

equipment to be used to meet security standards, and printing and finishing locations. 

The Government retains the right to conduct on-site security reviews at any time during the term of the 

contract. 

Disposal of Waste Materials: The contractor is required to demonstrate how all waste materials used in the 

production of sensitive SSA records will be definitively destroyed (ex., burning, pulping, shredding, 

macerating, or other suitable similar means). Electronic Records must be definitively destroyed in a 

manner that prevents reconstruction. Definitively destroying the records means the material cannot be 

reassembled and used in an inappropriate manner in violation of law and regulations. Sensitive records 

are records that are national security classified or exempted from disclosure by statue, including the Privacy 

Act or regulation. 

If the contractor selects shredding as a means of disposal, it is preferred that a cross cut shredder (onequarter inch screen or finer) be used. If a strip shredder is used, the strips must not exceed one- quarter 

inch. The contractor must provide the location and method planned to dispose of the material. When a 

subcontractor is used, the same information is required, as well as how the material will be transported 

from the contractor’s plant to the subcontractor. The plan must include the names of all contract officials 

responsible for the plan and describe their duties in relationship to the waste material plan.

Option Years: For each option year that may be exercised, the contractor will be required to re-submit, in 

writing, the above plans detailing any changes and/or revisions that may have occurred. The contractor must 

include an updated “Personnel Plan” indicating the status for each employee who will be assigned to work 

on this project. The contractor should be prepared to submit these revised plans at each year’s meeting. 

THE REVISED PLANS ARE SUBJECT TO GOVERNMENT APPROVAL. If the meeting is waived by 

the Government, the revised plans must be submitted to GPO within five (5) days of notification of 

the option year being exercised. 

If there are no changes/revisions, the contractor will be required to submit to the Contracting Officer a 

statement confirming that the current plans are still in effect. 

Unique Sequential Identification Number Plan: Unique identifying numbers will be used to track each 

individual mailer, thereby providing 100% accountability. This enables the contractor to track each mailer 

through completion of the project. The contractor will be required to create two (2) full plate impression 

test sample sets every 40,000 mailers. The unique sequential number must be imaged inside the form 

perforations by each of the imager heads used for the computerized printing. One (1) sample set will be 

drawn, inspected and retained as part of the contractor’s quality assurance records. The second sample set 

drawn for the Social Security Administration will be provided to the on-site representative or packed and 

shipped daily to appropriate Printing Specialist at the Social Security Administration, Division of 

Printing Management Attn: Matthew Thomas (Title II COLA), 1368 Annex Building, 6401 Security 

Boulevard, Baltimore, MD 21235-6401. In addition, a barcode must be imaged in the stub (or suitable) area 

by each of the imagers used for the computerized printing. Barcode readers must be installed on the press to 

read these barcodes and shut down the imagers if a sync error occurs. These pieces must be reprinted and 

100% accountability must be maintained throughout the run. The contractor must ensure that there are no 

missing or duplicate pieces. 

100% ACCOUNTABILITY OF PRODUCTION AND MAILING: Contractor must have a closed 
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loop process*. Notices requiring print regeneration must be reprinted from their original data file using a 

unique job ID and piece ID (assigned by the contractor) remaining unchanged as each mail piece 

continues through the production life cycle. This process will repeat itself (since subsequent reprint runs 

may yield damages) until all mail pieces from the original print run are accounted for. 

* CLOSED LOOP PROCESSING: A method for generating a plurality of mail pieces including sync 

error detection and reprinting capabilities. The method provides a mail handling process which tracks 

processing errors with the use of scan codes which obtain information regarding each mail piece, diverts 

mail pieces in response to error detection, transmits such errors to a processor, and automatically 

generates a reconfigured print file to initiate reprints for the diverted mail pieces. 

Contractor will be responsible for providing a unique job ID and piece identifying number that will be 

used to track each individual mail piece, thereby providing 100% accountability and validating the 

integrity of every notice produced in all phases of production to ensure all notices received from SSA 

were correctly entered into the United States postal system. 

NOTE: Contractor must have all hardware, programming and finalized reports in place to meet this 

requirement arrive in time for the 12-hour preproduction test. Contractor must submit a sample of their 

proposed Audit and Summary reports with the required Pre-Award production plans for approval. The 

government considers grounds for the immediate default of this contract if the contractor, at any time, is 

unable to perform or found not complying with any part of this requirement. 

Mail Piece integrity will be defined as follows: 

• Each mail piece contains only the information intended for the designated recipient as contained in the 

data files received from SSA. 

• The contractor’s printing process must have automated systems which can detect all sync errors, stop 

printing when detected, and identify, remove and reprint all effected mail pieces. 

Mailing integrity will be defined as follows: 

• All mail pieces received from SSA for each data file were printed and entered correctly into the 

United States postal system. 

The contractor is responsible for providing the automated mail piece tracking/reporting systems and 

processes required to validate that 100% of all mail pieces received from SSA were printed and mailed 

correctly. 

The contractor’s converting equipment must have automated systems that include mail piece coding and 

scanning technology capable of: 

(a) Uniquely identifying each mail piece within each individual file. 

(b) Unique identifier to be scanned during production to ensure all mail pieces are present and accounted for. 

(c) Touch and Toss: all spoilage, diverted, mutilated or mail piece that is acted upon directly by a human 

hand prior to sealing must be immediately recorded, discarded, properly destroyed, and automatically 

regenerated in a new print file for reprint. 

(d) Exit Scanning: A camera system must be mounted just aft of the equipment after the mail piece is 

completed. This camera system must read a unique code placed on the mail piece, and capable of 

identifying and reporting all missing pieces that were lost or spoiled during production for each 

individual file. This system ensures that all mail pieces have been accounted for. The equipment must 

check the mail pieces and divert any suspect product. All diverted or missing pieces are to be 

automatically recorded and regenerated in a new print file for reprint. 

(e) Reconciliation: all mail pieces and the amount of correct finished product must be electronically 

accounted through the use of the audit system. The sequence numbers, for each file, must be reconciled; 
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taking into account any spoilage, duplicate and/or diverted product. If the reconciliation yields 

divergent results, corrective action must be taken to locate the mail pieces that are causing any 

difference. Therefore, all finished mail for that sequence run must be held in an accessible area until this 

reconciliation is complete. 

(f) Generate a new production file for all missing, diverted or mutilated mail pieces (reprint file). 

(g) Contractor must generate an automated audit report from the information gathered from scanning for 

each mailer number, file date and for each notice (manual inputs are not allowed). This audit report will 

contain detailed information for each notice as outlined above for each individual file by mailer number 

and file date. Contractor must maintain this information for a six month period after mailing. 

(h) Audit report must contain the following information: 

1. Job name 

2. Machine ID 

3. Date of production with start and end time for each phase of the run i.e. machine ID. 

4. Start and end sequence numbers in each run 

5. Status of all sequence numbers in a run 

6. Total volume in run 

7. Status report for all incidents for each sequence number and cause, i.e. missing sequence number, 

diverted and reason for divert such as mutilated, duplicate, pulled for inspection, etc. 

8. Bottom of audit report must contain total number of records for that run, quantity sent to reprint, 

number of duplicates, duplicates verified and pulled, total completed. 

9. Audit report must contain the same information for all the reprints married with this report as 

listed above showing that all pieces are accounted for. 

(i) Contractor must generate a final automated 100% accountability summary report for each 

individual file. This information must be generated directly from the audit report, manual inputs are not 

allowed. The summary report must contain the following: 

1. Job name 

2. Each individual file (must show sequence numbers for each section i.e. first pass and then 

reprints) 

3. Sequence number range for each individual file 

4. Volume of all sequence numbers associated with an individual file were completed. 

5. Volume of reprints that were completed for each file date. 

6. Volumes for each file and date that each was completed. 

NOTE: A PDF copy of the summary report(s) and matching GPO 712 form(s) and or USPS 3607R from 

mail.dat file must be submitted to Matthew Thomas at matthew.thomas@ssa.gov for each file date within 2 

days of mailing. 

NOTE: Contractor must submit a sample of their Audit and Summary reports (See Exhibit G) with the 

required Pre-Award production plans for approval. 

Contractor must generate an automated audit report when necessary showing the tracking of all mail 

pieces throughout all phases of production. This audit report will contain all information as outlined in 

item (h) above. Contractor is required to provide any requested Summary and/or Audit reports within an 

hour of a request via email in MS word, MS Excel or PDF. 

All mail piece tracking/reporting data must be retained in electronic form for 210 days after mailing, and 

must be made available to SSA for auditing of contractor performance upon request. 

The contractor must maintain quality control samples, inspection reports and records for a period of no 

less than 180 days subsequent to the date of the check tendered for final payment by the Government 

Publishing Office. 

The Government will periodically verify that the contractor is complying with the approved quality 

control plan through on-site examinations and/or requesting copies of the contractor’s quality assurance 

records and quality assurance random copies. 
Title III COLA Page 16 of 37 

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Note: The Government will not as a routine matter request that the contractor produce individual pieces in 

transit within the plant, however, the contractor must demonstrate that they will have an audit trail 

established that has the ability to comply with this type of request when and if the need arises. 

Pulling of Notices from Production: Due to the sensitivity of some of the notices in this contract, the 

Government may request that certain notices be removed from the production stream. When this occurs, the 

Government will supply the contractor with a list of Social Security Numbers (SSNs) that need to be pulled. 

The contractor must be able to run a sort to find and eliminate the notice from the production run. If the list 

is provided after the notice has been produced, the contractor must be capable of identifying the notice and 

pulling it from the production floor. It is anticipated that this will be an infrequent occurrence.

NOTE: If the preaward survey is waived, the above referenced plans must be submitted to the Contracting 

Officer within five (5) workdays of being notified to do so by the Contracting Officer or his/her 

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

ON-SITE REPRESENTATIVES: One (1) or two (2) full-time Government representatives may be 

placed on the contractor’s premises on a limited basis or throughout the term of the contract for the annual 

production. 

The contractor will be required to provide one (1) private office of not less than 150 square feet, furnished 

with one (1) desk, one (1) swivel arm chair, one (1) one telephone line and PC with internet access and 

one (1) facsimile machine (the Government will supply hookups and cover the cost of the 

telephone/facsimile machine service). 

On-site representative(s) may be stationed at the Contractor's facility to: provide project coordination in 

receipt of wire transmissions; verify addresses; monitor the printing/imaging, folding, mail processing, 

quality control, sample selections and inspections; and monitor the packing and staging of the mail. 

These coordinators will not have contractual authority, and cannot make changes in the specifications or in 

contract terms, but will bring any and all defects detected, to the attention of the company Quality Control 

Officer. The coordinators must have full and unrestricted access to all production areas where work on this 

program is being performed. 

The government retains the right to conduct on site security reviews at any time during the term of 

this contract. 

POSTAWARD CONFERENCE: In order to ensure that the contractor fully understands the total 

requirements of the job as indicated in these specifications, Government representatives will conduct a 

conference with the contractor’s representative at SSA, 6401 Security Boulevard, Baltimore, MD 21235- 

6401. Contractor will be notified of exact date. Manuscript, test files and camera copy will be made 

available at the Postaward Conference. 

For each option year that may be exercised, the Government’s representatives may request a meeting with 

the contractor’s representatives at SSA (see address above) to discuss the requirements of that contract 

year’s job. The print order, manuscript, test files and camera copy will be made available at this meeting. If 

this meeting is waived by the Government, the print order, manuscript, test files and camera copy will be 

available for pickup at the address under “Schedule”. 

PREPRODUCTION PRINTING AND MAILING MEETING: This meeting will take place after the 

contract award to review contractor’s production plan and to establish coordination of all operations. 

Attending this meeting will be representatives from GPO, SSA and the USPS. The contractor will present 

and explain their final plan for both printing and mailing the notices. The contractor will meet with USPS 

representatives to present and discuss their plan for mailing. The prior to production meeting will include 

a visit to the contractor’s mailing facility, where the contractor is to furnish specific mail flow information. 

The contractor should be prepared to present detailed production plans, including such items as quality 

assurance, projected commencement dates, equipment loading, pallet needs, etc. The contractor will 
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present documentation of the Plant Load agreement and either a copy of the optional procedure which has 

been negotiated with the USPS, or a draft of the optional procedure the contractor intends to negotiate with 

USPS for SSA approval. The contractor also needs to present SSA with a copy or a draft of the manifest 

(tracking system) they plan to use. The contractor will provide the name of the representative 

(and a back-up) responsible for the mailing operation. 

NOTE: Government may conduct unscheduled visits during the term of this contract at the contractor’s 

mailing facility. 

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 will be ordered by the issuance of print orders by the 

Government. Orders may be issued under the contract for Title II COLA from Date of Award through 

May 31, 2017, 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 will control in the event of 

conflict with any print order. A print order will be "issued" for purposes of the contract, when it is either 

deposited in the U.S. Postal Service mail or otherwise furnished to the contractor in conformance with the 

schedule. 

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

Shipment/delivery of items or performance of work will 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 will not constitute the basis for an equitable price adjustment under this contract. 

Except as otherwise provided in this contract, the Government will 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 will 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 will 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 will 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 will 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. 

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 
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penalties. 

PRIVACY ACT 

(a) The contractor agrees: 

(1) to comply with the Privacy Act of 1974 and the rules and regulations issued pursuant to the Act in the 

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

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

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

(B) development, or (C) operation; 

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

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

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

individuals to accomplish an agency function; and 

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

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

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

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

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

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

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

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

the contractor is considered to be an employee of the agency. 

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

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

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

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

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

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

identifying particular assigned to the individual, such as a finger or voice print or a photograph. 

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

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

symbol, or other identifying particular assigned to the individual. 

CRIMINAL SANCTIONS: 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. 522a (i) (1) which is made applicable to contractors by 5 U.S.C. 552a (m) (1), provides that any 

officer or employee of an agency, who by virtue of his/her employment of official position, has 

possession of or access to agency records which contain individually identifiable information, the disclosure 

of which is prohibited by the Privacy Act or regulations established thereunder, and who knowing that 

disclosure of the specific material is prohibited, willfully discloses the material in any manner to any 

person or agency not entitled to receive it, will be guilty of a misdemeanor and fined not more than 

$10,000.00. 
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SECTION 2.- SPECIFICATIONS

SCOPE: Specifications covers the production of five (5) versions of a self-mailer requiring such operations 

as receipt and processing of electronically transmitted files, composition, printing (including computerized 

imaging) folding and distribution. 

All production files will be electronically transmitted to the contractor. Any programming or other format 

changes necessitated due to the contractor’s method of production will be the full responsibility of the 

contractor and must be completed prior to SSA’s validation. 

TITLE: Cost of Living Adjustment Notice (Title II COLA)

FREQUENCY OF ORDERS: One Print Order for testing and one Print Order for live production per year 

QUANTITY: Approximately 58,815,000 (Exact quantities will not be known until final files are produced. 

No shortages will be allowed.) 

VERSION FORM NUMBERS QUANTITY

V1. Domestic SSA-4926-SM (1-20xx) 46,000,000*

V2. Spanish SSA-4926-SM-SP (1-20xx) 1,600,000

V3. Foreign SSA-4926-SM-F (1-20xx) 650,000

V4. Domestic Disability SSA-4926-SM-DI (1-20xx) 10,085,000**

V5. Spanish Disability SSA-4926-SM-DI-SP (1-20xx) 500,000

CERTIFIED AND REGISTERED MAIL QUANTITY: Theses quantities represent the estimated number 

of each version above to be mailed either certified or registered mail. 

VERSION FORM NUMBERS QUANTITY 

V1. Domestic SSA-4926-SM (1-20xx) 7,000 

V2. Spanish SSA-4926-SM-SP (1-20xx) 550 

V3. Foreign SSA-4926-SM-F (1-20xx) 100 

V4. Domestic Disability SSA-4926-SM-DI (1-20xx) 10,000 

V5. Spanish Disability SSA-4926-SM-DI-SP (1-20xx) 550 

The above version quantities are approximate and the Government reserves the right to increase or 

decrease the quantity by 10%. An estimated annual increase of 1.5% year to year is to be expected 

throughout the term of the contract. 

*The Domestic notice form, SSA-4926-SM, will also be used to print the data from the Military file. 
Title III COLA Page 20 of 37 

41 S (05/17) 

**The Domestic Disability notice form, SSA-4926-SM-DI, will also be used to print the data from the 

Military Disability file. 

NOTE: Seven files are used to produce the five self-mailers. 

Personalized Cost of Living Adjustment Notice to Direct Depositors (Title II COLA) mailers are English 

and Spanish represented by the following data set names: 

DATA SET NAMES* 

Version 1 (SSA-4926-SM) OLBG.BTI.vendor 

Version 2 (SSA-4926-SM-SP) OLBG.BTI.vendor 

Version 3 (SSA-4926-SM-F) OLBG.BTI.vendor 

Version 4 (SSA-4926-SM-DI) OLBG.BTI.vendor 

Version 5 (SSA-4926-SM-DI-SP) OLBG.BTI.vendor 

Version 1 (Military file) OLBG.BTI.vendor 

Version 4 (Military Disability file) OLBG.BTI.vendor 

Certified Version 1 (SSA-4926-SM) OLBG.BTI.vendor 

Certified Version 2 (SSA-4926-SM-SP) OLBG.BTI.vendor 

Certified Version 3 (SSA-4926-SM-F) OLBG.BTI.vendor 

Certified Version 4 (SSA-4926-SM-DI) OLBG.BTI.vendor 

Certified Version 5 (SSA-4926-SM-DI-SP) OLBG.BTI.vendor 

Certified Version 1 (Military file) OLBG.BTI.vendor 

Certified Version 4 (Military Disability file) OLBG.BTI.vendor 

*The data set names listed throughout these specifications are not the final data set names that will be 

transmitted to the contractor. The actual data set names will be provided to the contractor at the 

postaward meeting. 

TRIM SIZES: 8-3/8 to 9 x 21-3/4" flat; folds to 8-3/8 to 9 x 4-1/2”, which includes 1⁄2 or 3⁄4” tear-off left 

and right stubs. 

NOTE: The minimum width of the body of the self-mailer must be 7-3/8”. 

These self-mailers must meet USPS height to length ratio requirements for “First Class” mail. 

SAMPLES: Construction sample(s) comparable to those to be produced on this contract may be obtained 

by contacting the Contract Administrator at 202-512-0310. These samples are representative of the printing, 

binding, folding, and other requirements required for the major part of the work to be ordered on this 

contract. 

GOVERNMENT TO FURNISH:

Manuscript for the five (5) versions of the mailers (Domestic, Spanish, Foreign, Domestic Disability and 

Spanish Disability). 

Camera copy or electronic file for the Commissioner’s signature (used for all five (5) versions), English and 

Spanish 

Camera copy or electronic file for the mysocialsecurity logo and QR Barcode 

Camera Copy or Electronic file for the Social Security Administration Logo 

Camera copy or electronic file for the recycled paper logo 
Title III COLA Page 21 of 37 

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Permit Mailing Indicia – “Postage and Fees Paid” Coding Accuracy Support System (CASS) National 

Change of Address (NCOA) Certificate 

PS Form 3615 (Mailing Permit Application and Customer Profile) GPO Form 712 (Certificate of 

Conformance) 

GPO Form 892 (Proof Label) 

A data connection between the exact location specified by the contractor and SSA’s National Computer 

Center 

Exhibit A - Form SSA-301, “Contractor Personnel Security Certification”. 

Exhibit B - Questionnaire for Public Trust Positions (Standard Form 85P) 

Exhibit C - Fingerprint Card 

Exhibit D - Declaration of Federal Employment (Optional Form 306) 

Exhibit E - Fair Credit Reporting Act Authorization Form 

Exhibit F - System Plan 

Exhibit G – Audit and Summary Report 

Exhibit H - Vendor Record Specifications (will be furnished after award) 

A data connection between the contractors’s specified location and SSA’s National Computer Center in 

Baltimore, MD will be established after award. The Government will determine the connectivity method 

between SSA and the contractor. Internet Protocol (IP) will be the connection protocol for the transmissions. 

Prior to the commencement of production of orders placed under this contract, the Government will 

furnish electronic test files that are to be used in performing the pre-production press run test, wire 

transmission test and validation test. 

Record layout specification will be furnished before delivery of the test file. Record layout with display 

rules and list of return addresses is available for inspection by prospective bidders prior to bid opening at 

GPO, Washington, DC. 

NOTE: The contractor must not compress files in processing data for this contract. The contractor must 

print the address record exactly as it is in the Master Beneficiary Record (MBR) file furnished to the 

contractor (file includes foreign addresses which may have consular codes). The contractor must not 

standardize the addresses or change the ZIP+4 information. 

Final dataset names will be provided at the postaward conference. 

NOTE: Prior to the issuance of the electronic files, any delays in the prepress operations will not be cause 

for extending the production schedule. 
Title III COLA Page 22 of 37 

41 S (05/17) 

Pre-Production Press Test Run: The Government will furnish prior to production test files to be used in 

performing a 12-hour prior to production test press and mail run. (Note: Pre-Production test files will be 

formatted for the prior year’s live production run. This may require additional programming by the 

contractor.) 

Two tests will be required to be completed after receipt of the files by the contractor. In addition to 

providing records with all data in the correct positions, a second test will be required by having the 

contractor run the test file through their Coding Accuracy Support System (CASS) certification system to 

ensure that there are no problems with the reading (ONLY) of the SSA provided address data. 

Systems Validation Test: The Government furnished test files will contain up to 12,000 records and the 

contractor will be required to run the entire file through their system and furnish a numerical count of 

records processed to the Government. In addition, the contractor is required to furnish print-outs of each 

record provided on blank paper, incorporating both the variable record data and the corresponding static 

(base) form. These print-outs will be used to verify proper processing of the variable data and its 

positioning and alignment on the base form. 

WIRE TRANSMISSIONS: 

Upon award of this contract, the Government will determine the connectivity method between SSA and the 

contractor. Internet Protocol (IP) will be the connection protocol for the transmissions. 

The connectivity method will be through the Internet using and encrypted VPN tunnel or the Government 

will place an order for a dedicated circuit data connection under GSA's Networx contract to be installed 

within 60 to 90 calendar days between the contractor's location(s) and SSA's network interface location. 

Either connectivity method will be encrypted with the AES256 encryption algorithm. For the internet 

option to be used the contractor must have an Internet ready VPN IPSec capable hardware device. The 

Government will not be responsible for any cost associated with the VPN Internet connection that the 

contractor may occur. The connection method is at the sole discretion of the Government. The cost of the 

dedicated circuit connection will be borne by the Government. 

The Government shall not be responsible for installation delays of data connections due to any external 

influences such as employee strikes, weather, supplies, etc., which conditions are beyond the control of the 

Government.

If a dedicated circuit is deemed necessary, SSA will provide the dedicated data connection, including a 

router and firewall at the contractor’s specified locations. The contractor shall provide adequate rack space 

for securing the router and firewall; the contractor shall provide a dedicated analog dial-up line within 8 feet 

of the router. 

The dedicated analog dial-up line will be used for router management and access for troubleshooting. The 

line must be in place and active prior to the installation of the circuit/router. 

Also, upon contract award, the contractor shall immediately provide a complete delivery address with 

nearest cross-street, contact name and phone number for installation of data transmission services and 

equipment. The contractor’s contact person shall be available for delivery of services at the specified 

location. The Government shall not be responsible for incorrect or lack of address information, nor for nonavailability of contact person at the delivery site. 

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under 

“Government to Furnish,” necessary to produce the products in accordance with these specifications. 

In addition, the contractor must provide SSA and GPO access to a secure website which will be used for 

proofing. The site will also be used for validating test and production materials. Each team member at SSA 

and GPO will be given account login credentials specific to the individual. Security must be maintained due 

to the sensitive PII materials that will be posted to this site. (See Validation Testing Page 24-37) 
Title III COLA Page 23 of 37 

41 S (05/17) 

FILE TRANSFER MANAGEMENT SYSTEM (FTMS) REQUIREMENTS: The contractor shall 

provide the capability to interface with SSA’s National File Transfer Management System (FTMS) for 

electronic transmission of notice files from SSA to the production facility. SSA will provide the necessary 

data connection into the contractor’s location. At the discretion of SSA, the line speed may be either 

increased or decreased depending on utilization. The contractor must provide, at their expense, the 

equipment and operating software platform, and the file transfer software required at their location. The 

contractor assumes all responsibility for configuration, maintenance, and troubleshooting of their equipment 

and software. 

SSA utilizes, and the contractor must provide compatibility with, Managed File Transfer Platform Server 

(MFTPS) (formerly known as Cyberfusion Integration Suite) software from TIBCO. The Contractor may 

implement the Managed File Transfer Platform Server that has embedded software encryption capable of 

being enabled. The personal computers/servers must have the capability to run Managed File Transfer 

software with encryption enabled using IP protocols on Windows, UNIX (i.e., IBM’s AIX, SUN or HP), or 

z/OS platforms. 

SSA will not permit any private class A, B or C IP addresses, i.e., 10.xxx.xxx.xxx type IP addresses from 

external users on its network. At connection time to SSA, the Contractor will be provided a suitable IP 

address for access to SSA’s network via a firewall. SSA will provide the necessary subnet(s) for connection 

at the remote site. The contractor will be responsible for their own name/address translation to fulfill the 

intended purpose of data transfers. SSA will provide Managed File Transfer node information to the 

Contractor as required to accomplish file transfers. 

The Contractor may determine the media type on which files from SSA will be received, to the extent that 

operator intervention (e.g., a tape mount) is not required at SSA or the Contractor’s production facility. 

Simultaneous multiple transmission sessions must be possible on the Contractor’s equipment. All files 

transmitted by the SSA will be written as Physical Sequential or “flat” files at the Contractor’s location and 

will be distinguished with a “run date” in the Contractor’s file name. Virtual Storage Access Method files 

and Generation Data Groups, supported by IBM/MVS or IBM z/OS operating systems are not permitted 

under this contract. The contractor’s storage format must not preclude the availability of the Managed File 

Transfer software Checkpoint/Restart feature.

NOTE: The contractor may not use VM/VSE/ESA on a mainframe system, as this hampers automated 

file transmission.

The contractor’s FTMS software shall be operational for the receipt of data files 24 hours per day, 7 days 

per week, unless otherwise specified by the Government. The communications protocol between SSA and 

the contractor shall be the Internet Protocol (IP). The contractor must specify the type of Local Area 

Network (LAN) connection that will be used at the location where the SSA connection is to be installed. 

The contractor is responsible for providing complete hardware and software compatibility with SSA’s 

existing network. Production file transfers will be established according to SSA’s standard procedures for 

transmission control, dataset naming, and resource security. The contractor’s file management system must 

accommodate multiple file transmission sessions without intervention at either end. The contractor must 

have sufficient capacity to support the number of concurrent transmission file sessions as dictated by SSA.

The contractor will be required to provide server(s) to ensure the successful and uninterrupted simultaneous 

transmission of both the SSA-1099 and SSA-1042S files. This server(s) must be of a size large enough to 

handle the entire workload. 

It is the contractor’s responsibility to notify SSA when systems or connection problems arise and 

transmission cannot take place. SSA’s first point of contact for circuit, systems, or connectivity problems 

shall be the HELP DESK at 410-965-2580 or 877-697-4889. 

In the event that any wire transmission cannot be processed due to media problems, link problems or data 

transmission circuit/connection outages, the contractor shall notify SSA’s HELP DESK operations 

immediately at 410-965-2580 or 877-697-4889 and report required observations and findings. 
Title III COLA Page 24 of 37 

41 S (05/17) 

All data provided by the Government or duplicates made by the contractor or his representatives and any 

resultant printouts must be accounted for and kept under strict security to prevent their release to any 

unauthorized persons. Data may not be duplicated in whole or in part for any other purpose than to create 

material to be used in the performance of this contract. 

Any duplicate data and any resultant printouts must be destroyed by the contractor. Data provided to the 

contractor must be retained for 21 workdays after mailing.

WIRE TRANSMISSION TEST: After the appropriate data connection has been installed, the contractor 

will be required to receive within one (1) workday, data for 56,000,000 mailers. The contractor will be 

required to perform a record count verification broken down by dataset name within one (1) workday 

after the complete transmission of the test files. The contractor must also run the test file through their 

Coding Accuracy Support System (CASS) certification system to ensure that there are no problems with the 

reading (ONLY) of the SSA provided address data. 

When the count verification has been successfully completed, the contractor will be required to provide SSA 

within five (5) workdays, 100 sample documents (20 notices from each of the five (5) self-mailers). The 

samples will be produced using the data from each of the files that were transmitted during the wire 

transmission test. Samples may be imaged on white paper and contain only variable information. At the

option of the government, samples may be posted to the secure site.

Submit these test samples to SSA, Attn: Matthew Thomas, Printing Management Team, 1368 Annex 

Building, 6401 Security Boulevard, Baltimore, MD 21235-6401.

NOTE: The contractor’s FTMS software will be operational for the receipt of data files 24 hours per day, 

7 days per week, unless otherwise specified by the Government (for additional information, see “WIRE 

TRANSMISSIONS”). 

PREPRODUCTION PRESS AND MAIL RUN TEST: Prior to the commencement of production of 

the contract, the contractor will be required to demonstrate their ability to perform this contract by 

performing a 12-hour preproduction press test run on their equipment and using their personnel (test must 

be performed on one piece of printing equipment). The 12-hour test run will simulate an actual production 

press run. The press run will incorporate all aspects from formatting files, printing (including imaging of 

variable information), constructing, sorting, and preparing finished pieces for delivery to the USPS. The 

product is to be produced in accordance with all specifications and all USPS regulations including the 

loading of the mail onto a trailer to simulate actual production conditions. Government representatives 

will witness all phases of the test run. The contractor will be required to have composition and proofing 

completed on the SSA-4926-SM and the SSA-4926-SM-SP versions for use in this test. Test files will be 

provided for use in this test run. Contractor must produce 450,000 SSA-4926-SM forms and 50,000 SSA4926-SM-SP forms in a 12-hour period that will prove to the Government representative that the Contractor 

can satisfactorily complete the requirements of this contract during live production. Failure of the contractor 

to pass the 12 hour test requirements may result in denial of the charges for the test. 

NOTE: The Government reserves the right to waive the Preproduction Press and Mail Run Test 

For each option year that may be exercised, the Government’s representatives may require a Preproduction 

Press and Mail Run Test. The requirements for this test press run (as stated above) will remain the same for 

each year exercised. The contractor will be notified at each year’s meeting which option the Government 

will exercise or if the test will be waived. 

VALIDATION TEST: The Government furnished test files will contain up to 5,000 records and the 

contractor will be required to run the entire file through their system and furnish a numerical count of 

records processed to the Government. The contractor is required to establish and furnish access to a 

secure proofing site, where validation samples will be posted electronically for Government review. SSA 

will provide a list of employees that require access to the proofing site. The site must be password 

protected with account settings for each user. Each electronic sample must incorporate both the variable 

record data and the corresponding static (base) form. The samples must be formatted to verify position 

and alignment of the variable data. A small portion of printed hard copy samples will also be required at the 

same time as the electronic postings 
Title III COLA Page 25 of 37 

41 S (05/17) 

After validation is complete on each record provided, if any of the contractor’s errors are serious enough in 

the opinion of GPO to require revised validation samples the revised validation printouts are to be provided 

at no expense to the Government. No extra time can be allowed for this repeat validation operation; such 

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

validation material for Title II COLA notices must be approved by SSA by no later than 10 

workdays prior to production Start-up.

NOTE: Failure of the contractor to perform any of the tests (Wire Transmission Test, Preproduction Press 

and Mail Run Test or Validation Test) satisfactorily may be cause for default. The Government reserves the 

right to waive the requirements of any of these tests. The contractor will be notified at the postaward 

conference if any test(s) is to be waived. 

COMPOSITION: Contractor must typeset all forms in one of the following typefaces, listed in order of 

preference: Century Schoolbook, or Times Roman, with bold. 

No alternate typefaces will be allowed; however, manufacturers' generic equivalents will be accepted for the 

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

composing machine to be used. 

The entirety of each category of composition (text, tabular, and display) must be identical throughout the 

product(s) ordered under these specifications. The contractor must use the largest type size possible for 

the given space. 

Set flush left and ragged right. Horizontal and vertical rules necessary for the mailing side of the selfmailer. Contractor is responsible for proper makeup (subject to approval of SSA personnel) to fit 

construction used. 

Form work will be defined as matter set in all sizes, and will include vertical, horizontal, and diagonal rules, 

boxheads, numbered lines, checkboxes, arrows, type matter, etc., positioned in the proper location to 

provide spaces for information to be filled in individually. 

PROOFS:

Three (3) sets of digital color content proofs of the entire product. 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. 

Contractor is to submit “Press Quality” PDF “soft” proof for content only using the same Raster Image 

Processor (RIP) used to produce the final printed product. SSA will review and approve/disapprove the 

PDF proof for text flow, image position, and color breaks only (Proof will not be used for color match or 

construction. 

Contractor is to forward the PDF proof to the SSA individual requesting the proof. Contractor is required to 

follow-up with a phone call or email to confirm receipt. 

SSA reserves the right to make changes to the first set of proofs (all versions). If SSA makes changes, 

additional sets of proofs will be required. At the option of the government, all additional proof may only be 

required in PDF format. 

NOTE: Changes can be made as late as November 7, 20xx (of the current year) 

If revised proofs are required, the contractor may provide revised proofs to SSA in PDF format. 

Contractor is to submit one “Press Quality” PDF “soft” proof for content only using the same Raster Image 

Processor (RIP) used to produce the final printed product. SSA will review and approve/disapprove the PDF 

proof for text flow, image position, and color breaks only (proof will not be used for color match or 
Title III COLA Page 26 of 37 

41 S (05/17) 

construction).

If any contractor's errors are serious enough in the opinion of the 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. 

After the contractor and SSA agree on all changes and/or corrections , the contractor must provide SSA 

with three (3) sets of digital color or similar proofs (folded and trimmed to final mailing size). In addition, 

contractor must provide PDFs for each final versions. 

The contactor must not print prior to receipt of an “OK to print.”

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. 11” dated February 1999. 

All paper used throughout the term of the contract must be of a uniform shade. 

White Offset Book, basis weight: 60 lbs. per 500 sheets, 25 x 38", equal to JCP Code A60. 

PRINTING: Print face and back in black ink. Computerized imaging will be printed on one side in black 

ink. Flat tones may print on face and back. The recycled logo and legend “Printed on recycled paper” 

(Spanish translation: “Impreso en papel reciclado”) must print on all forms. 

NOTE: All static printing must be done by the same printing process throughout the entire run. 

COMPUTERIZED IMAGING: Computerized imaging of variable data in black ink is required on one 

side only (See attached Exhibits). Contractor may determine type size, density and style of variable data 

(subject to approval of SSA personnel). A Spanish font with accent marks will be required in addition to 

Standard English characters. Computerized imaging will consist of up to a 6 line name and address, 3 to 5 

line return address and 21 to 22 entries in the body of the notice which includes the English or Spanish 

default paragraph. Each imaged form must contain the unique sequence number imaged inside the form 

perforations by each of the imaging heads. Location of the unique sequence number is subject to approval 

by SSA personnel. 

NOTE: A barcode must be imaged in the stub (or suitable) area by each imager head used for the 

computerized printing. Barcode readers must be installed on the press to read these barcodes and shut down 

the imagers if a sync error occurs. These pieces must be reprinted and 100% accountability must be 

maintained throughout the run. Contractor must ensure that there are no missing or duplicate pieces. 

PRESS SHEET INSPECTION: Final makeready press sheets may be inspected and approved at the 

contractor’s/subcontractor’s plant for the purpose of establishing specified standards for use during the 

actual press run. Upon approval of the sheets, contractor is charged with maintaining those standards 

throughout the press run (within QATAP tolerances when applicable) and with discarding all makeready 

sheets that preceded approval. See GPO Publication 315.3 (Guidelines for Contractors Holding Press 

Sheet Inspections) dated August 2002. Note: A press sheet inspection is for the purpose of setting 

specific standards that are to be maintained throughout the entire run. It does not constitute a prior 

approval of the entire run. 

When a press sheet inspection is required, the Government will notify the contractor. 

PRESS SHEET AND CONVERSION INSPECTION: Press sheets will be inspected at the contractor’s 

plant for quality conformance. Note: A press sheet inspection is for the purpose of setting specific standards 

that are to be maintained throughout the entire run. It does not constitute a prior approval of the entire run. 

At the time or prior to the conversion inspections, the contractor will post 10 digital samples from each 

production file to a proofing site for SSA officials to review. SSA, will confirm the accuracy of the 

variable data prior to the approval of the press sheets. 
Title III COLA Page 27 of 37 

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MARGINS: Adequate gripper margins throughout. 

CONSTRUCTION: Perforate along entire 21 3⁄4” dimension, 1⁄2 or 3⁄4” from left and right edges to create 

tear-off stubs. Fold suitably to form an 8-3/8 to 9” x 4-1/2” mailing piece. Top fold must form a 1” sealing 

flap. Completely seal along entire depth in left and right tear-off stubs with firm glue. Secure 1” sealing 

flap along entire 7-3/8 or 7-1/2” dimension with temporary glue. Temporary glue must hold securely during 

mailing and handling, permit easy opening without damage to body of mailer, but not permit resealing of the 

package. 

NOTE: At the Governments option, the final trim size may be reduced from (8-3/8 to 9”) x 21-3/4” to (8-

3/8 to 9”) x 17-1/4”. All other information for construction will remain the same. When this occurs, the 

contractor will be paid in accordance to the contract prices for items I. b. and II. b. as contained in the 

Schedule of Prices.

NOTE: Total weight of completed mailing package must not exceed 1 ounce to minimize postage costs.

SHREDDING: The contractor must cross shred with 1⁄2 inch screen or finer all waste created 

during production of this contract. All shredding must take place on the contractor’s premises.

DISTRIBUTION: Mail f.o.b. contractor's city. All mailing will be made at the First Class rate. 

Transportation of mail to USPS facilities for deposit into the mailstream will be at the contractor’s expense. 

Immediately after the contract has been awarded, the contractor must begin negotiating with USPS to obtain 

operational procedure and Plant Load agreements. It is the contractor’s responsibility to secure these 

agreements. In addition, the contractor must send SSA a current copy of a valid Plant Load agreement for 

the facilities where the mail will be dispatched to USPS. The optional procedure that will be in effect for 

the time of the mailing and the Plant Load agreement must both be in place to production print and mail 

meeting. In addition, the contractor must have the mail piece tracking system and quality control 

procedures in place and ready to go by the same date. 

If any deviation from First-Class Mail processing occurs, SSA will be notified immediately in writing. Any 

questions regarding USPS processing of any of the forms should be cleared through SSA by contacting 

Francine Moore (DMPP) on (410) 965-5055. Upon request, SSA’s DMPP representatives will be 

allowed access to the contractor’s mailing operation and any related facilities (e.g., staging areas). 

DOMESTIC FIRST-CLASS LETTER-SIZE MAIL: The contractor is required to prepare domestic 

First-Class letter-size mail in accordance with appropriate USPS rules and regulations, including the 

USPS Domestic Mail Manual and Postal Bulletins, in effect at the time of the mailing. 

Contractor will be required to presort all mail in this contract and achieve USPS automated postal rates. 

Contractor will be required to provide information on how and demonstrate their ability to achieve USPS 

automated postal rates prior to award of this contract. 

SSA requires the use of Permit Imprint. The contractor must use SSA’s “FIRST-CLASS MAIL 

POSTAGE & FEES PAID” permit imprint mailing indicia printed on each mail piece. Each mail piece sent 

under this payment method must bear a permit imprint indicia showing that postage is paid. Permit imprint 

indicia may be printed directly on mail pieces. Permit imprint mailings must contain at least 200 identical 

pieces or 50 pounds. 

The contractor is strongly encouraged to use manifest mail when postal regulations allow. The contractor 

must have a Manifest Mailing System (MMS) for First-Class Mail, which has been approved by USPS to 

document postage charges for this mailing. 

Each mail piece must be identified with a unique identification number or with a keyline containing a 

unique identification number and rate information about the piece. Requirements for the MMS are 

contained in Publication 401 “USPS Guide to the Manifest Mailing System” in effect at the time of the 

mailing. A copy of the USPS approval for the MMS must be presented at the post award conference. 
Title III COLA Page 28 of 37 

41 S (05/17) 

Permit imprint may not be used if the mailing is less than 200 pieces or pieces that are not identical. Instead, 

the mail must be metered and any permit imprint must be covered/concealed by a meter strip. The 

contractor will be reimbursed for the metered postage by submitting a properly completed Postal Service 

form (or equivalent). All meter supplies will be borne by the contractor. 

The contractor is required to prepare Domestic First-Class letter-size mail pieces and obtain the maximum 

postage discount allowed by USPS in accordance with the appropriate USPS rules and regulations, 

including USPS Domestic Mail Manual, and Postal Bulletins on Automation-Compatible First-Class 

Domestic Mail Automated and Non-automated mail discount structure in effect at the time of the mailing; a) 

Automation (5-digit); (b)Automation (3-digit); (c) Automation (AADC); (d) Automation (Mixed AADC); 

(e) Machinable (Presorted); and (f) Machinable (Single Piece). 

Contractor will be required to produce and use a USPS Intelligent Mail Barcode (IMB) full-service option 

and achieve the maximum postage discounts available with this option. The contractor will be required to 

comply with USPS requirements and place the IMB on all notices/mail pieces of this workload. The

contractor is required to be capable of achieving the postage discounts available with the Full-Service option 

of the IMB program The Full-Service Option requires the contractor to use Postal One. 

NOTE: The contractor is responsible for producing and providing all reporting data required for 

acceptance and processing of Full-Service mail required by USPS for Intelligent Mail. 

To achieve the maximum automation compatible postal discount, the contractor is required to either 

presort the notices prior to printing or sort the mail after the notices are inserted. The contractor may use a 

Presort subcontractor for the mailing portion of the contract. SSA has the right to inspect the subcontractor 

for the security of the mailing operation and compliance with the contract. 

NOTE: Mail addressed to United States territories and possessions (e.g., American Samoa, Federated States 

of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake 

Island, and Military Overseas Addresses (APO/FPO mail) is Domestic Mail, not International Mail. 

Intelligent Mail Barcoding, delivery address placement and envelopes used for the mailing are among the 

items that must comply with USPS requirements for automation-compatible mail in effect at the time of 

the mailing.

Contractor should be aware that USPS uses the Mail Evaluation Readability Look-up Instrument (MERLIN) 

to evaluate barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor 

must ensure that all barcoded mail meets the new barcode standards. The contractor will be responsible for 

payment of any additional postage resulting from a loss of such discounts due to failure of the contractorgenerated barcodes to pass the MERLIN test because of inaccuracy or failure to conform to USPS 

specifications. 

The contractor is cautioned that “Postage and Fees Paid” indicia may be used only for the purpose of 

mailing material produced under this contract. All copies mailed must conform to the appropriate 

regulations in the U.S. Postal Service manuals for “Domestic Mail”. 

NATIONAL CHANGE OF ADDRESS (NCOA) AND CODING ACCURACY SUPPORT 

SYSTEM (CASS)

Addresses on this mailing will come from SSA’s Master Beneficiary Record (MBR). SSA will provide 

the latest Coding Accuracy Support System (CASS) certification and USPS National Change of Address 

(NCOA) move update service for addresses from the MBR. 

To enable the contractor to achieve Automation Discounts, SSA will furnish a certificate indicating that 

the addresses were matched against USPS-Certified CASS ZIP+4 software. 

The contractor will use CASS-certified software to enter missing ZIP Code information as appropriate. The 

contractor will not change any SSA provided ZIP Code information. 
Title III COLA Page 29 of 37 

41 S (05/17) 

The contractor must generate an Intelligent Mail barcode from the ZIP+4 data on SSA’s files. On all prebarcoded mail pieces, the barcode must contain all ZIP data including the delivery point barcode (5 digit 

ZIP, ZIP+4+2+ a single digit control character). The barcode must be printed in the wide area address space 

of the envelope or in the lower right portion of the envelope, as prescribed by USPS regulations. 

INTERNATIONAL MAIL: All international mail must conform to the appropriate USPS International 

Mail Manual (IMM), Postal Bulletins, and other USPS rules and regulations in effect at the time of 

mailing. 

Permit imprint may be used for International Mail providing each mailing consists of not less than 200 

pieces. Permit imprint may not be used if the mailing is less than 200 pieces. Instead, the mail must be 

metered and any permit imprint must be covered/concealed by a meter strip. The contractor will be 

reimbursed for the metered postage by submitting a properly completed Postal Service form (or equivalent). 

If the mailing meets the qualifications for International Priority Airmail (IPA), it should be processed 

through IPA in accordance with postal rules and regulations in effect for USPS IPA at the time of the 

mailing. To maximize postage savings, the contractor will sort to the IPA Rate Group 1 through 15. Pieces 

not qualifying for the IPA Rate Group Levels of discount will be prepared at the Worldwide Non- presorted 

rate level and any remaining pieces that do not meet IPA qualifications will be sorted by individual country 

rules according to the USPS IMM in effect at the time of the mailing. The contractor is required to sort the 

mail to achieve the maximum postage discounts available with the IPA program. Due to heightened

security, many foreign postal administrations require complete sender and addressee information in

roman letters and Arabic numerals on postal items.

International Mail return addresses must show as the last line of the address UNITED STATES OF 

AMERICA or USA in all capital letters. All International Mail must be endorsed AirMail/ParAvion as 

described in the USPS IMM. The contractor may use a rubber stamp to meet this requirement. 

Airmail/PAR AVION and UNITED STATES OF AMERICA must be preprinted or imaged on all forms that 

will be used for International mail. International Mail cannot contain a presort endorsement. 

NOTE: The contractor is cautioned that files listed will contain mail addressed to United States 

possessions and territories (American Samoa, Federated States of Micronesia, Guam, Marwill Islands, 

Northern Mariana Islands, Palau, Puerto Rico, U.S. Virgin Islands, Wake Island and Military 

Overseas Addresses (APO/FPO mail). These destinations are domestic, not international, mail. 

SPECIAL MAILING REQUIREMENTS: 

USPS CERTIFIED MAIL:

The domestic Special Notice Option (SNO) mail pieces included in these mailings will be required to 

be mailed using USPS Certified Mail. A receipt showing that the mail was accepted by the Post Office is a 

requirement for SNO mail. The contractor will prepare these mail pieces according to USPS regulations 

contained in the Domestic Mail Manual (DMM) under Section 503.3.0, Certified Mail. The contractor must 

place the current Postal Service Form 3800 (20 digit certified number and barcode) on the self-mailer.

NOTE: Permit imprint may not be used if the mailing is less than 200 pieces or pieces that are not identical. 

Instead, the mail must be metered. 

USPS INTERNATIONAL REGISTERED MAIL: 

The foreign Special Notice Option (SNO) mail-pieces included in these mailings will be required to be 

mailed using USPS International Registered Mail since Certified Mail cannot be used for foreign addresses. 

A receipt showing that the mail was accepted by the Post Office is a requirement for SNO mail. The 

contractor will prepare these mail-pieces according to USPS regulations contained in the International Mail 

Manual (IMM) under Section 330, Registered Mail. 
Title III COLA Page 30 of 37 

41 S (05/17) 

Notices associated with the registered mail file shall be processed as international registered mail. The 

contractor must place the current Postal Service Form 3806 (Receipt for Registered Mail) and PS Label 200 

(13 digit registered number and barcode) on the address side of the self mailer. 

NOTE: Permit imprint may not be used if the mailing is less than 200 pieces or pieces that are not identical. 

Instead, the mail must be metered. 

NOTE: For Certified/Registered Mail. The contractor may add printing to the front of the self-mailer with 

Government approval, to meet USPS and production requirements but must not remove/change the 

Government printing required. 

NOTE: The contractor will be reimbursed for the postage costs of certified or registered mail by submitting a 

properly completed Postal Service form (or equivalent).

MAILING DOCUMENTATION: The contractor must provide SSA with complete copies of all 

documents, including GPO's Form 712 (Certificate of Conformance), to be used by USPS verification and 

acceptance of mailing (e.g., computer records of presort ZIP+4, barcode breakdown, press runs, etc.). Copies 

should be provided to SSA’s Division of Printing Management (DPM) within 24 hours of being provided to 

USPS. As documentation of each day’s mailing is completed, the contractor will provide SSA’s Printing 

Management representative with copies of postmarked postal forms (statement of mailing with permit 

imprint) and other records as agreed to during the mail and production meeting. All copies must be legible 

and both obverse and reverse sides are required. Copies of the documentation for each day’s mailing will be 

available by 10:00 a.m. the next workday. For any day representatives are not on-site or otherwise unable 

to pick up the documentation, the contractor will mail the documentation via overnight carrier (at the 

contractor’s expense). Send to SSA, Attn: Matthew Thomas, Division of Printing Managment, 1368 Annex 

Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. Contractor must place the number 

that is on the top of GPO Form 712 (the number that starts with the letter “A”) in space provided on the 

USPS mailing statements. If there is no provided space on the mailing statement, place the number in the 

upper right margin of the mailing statement. 

On each mailing statement, the Federal Agency Cost Code 276-00034 must be used. 

NOTE: The contractor is required to complete and email to SSA daily an MS excel database/spreadsheet for 

each day of mailing. The database/spreadsheet will have fields for the contractor to fill in. These fields 

will include: Job Title, Jacket Number, Program and Print Order Numbers, as well as the Itemized 

breakdown of the postage computation found on the postal Form PS 3600 R. The contractor will be required 

to email the completed database/spreadsheet to Matthew.Thomas@ssa.gov within 24 hours

of each mail drop.

All furnished copies must be sent to SSA, Attn: Matthew Thomas, Division of Printing Management, 

1368 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

All expenses incidental to returning materials, submitting proofs, and furnishing samples must be borne by 

the contractor. 

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). 

NOTE: Dates will change according to calendar year and will be provided at each year’s planning 

meeting or with the print order. 

Postaward Conference will take place with-in ten (10) workdays after award of contract. (For each option 

year exercised, the meeting will be determined after the notification of exercising the option year.) 

The print order, manuscript copy of all versions, camera copy for the Commissioner’s signature, SSA 

logo and recycled logo/legend and test files will be provided at the Postaward Conference. 
Title III COLA Page 31 of 37 

41 S (05/17) 

Schedule for Proofs:

Submit proofs for all versions within 10 workdays after the Postaward Conference. The Government will 

hold proofs for ten (10) workdays from receipt at SSA. 

Submit revised proofs, if necessary, within five (5) workdays after receipt. The Government will hold 

revised proofs for five (5) workdays from receipt at SSA. 

Changes can be made as late as November 7, 20xx (of current production year) 

Submit proofs together with copy DIRECTLY to SSA, Attn: Matthew Thomas, 1368 

Annex Building, 6401 Security Blvd., Baltimore, MD 21235-6401. Furnished proof label must be filled in 

by the contractor and used on all proof packages. 

Prior to Production Tests: Prior to receiving wire transmission of live production data files, the contractor 

will be required to perform the following tests: 

WIRE TRANSMISSION TEST: Within one (1) week after the data connection has been installed, the 

contractor will be required to receive to perform the wire transmission test, which requires the receipt of 

data for 1,000,000 mailers. (NOTE: The wire transmission test will begin after the Government is notified of 

the availability of the system.) 

12-HOUR PREPRODUCTION PRESS AND MAIL RUN TEST: After the Wire Transmission Test has 

been successfully completed and output approved by SSA, the contractor will be required to perform the 

12-Hour Preproduction Press and Mail Run Test using the SSA-4926-SM and SSA-4926-SM-SP. Contractor 

must perform the preproduction press and mail run test in a continuous 12-hour period that will prove to 

the Government representatives that the contractor can satisfactorily complete the requirements of this 

contract during live production. 

VALIDATION TEST: The contractor will submit samples to SSA from the validation test file within 

eight (8) workdays after receipt of files. Samples must be complete and include all variable data from 

Government furnished files. Systems validation test files will be available within 2 days of the release of the 

new COLA rate. This usually occurs around October 21. 

The Government will approve, conditionally approve, or disapprove, the validation samples within ten (10) 

workdays after receipt of output. Approval or conditional approval will not relieve the contractor from 

complying with the specifications and all other terms and conditions of the contract. 

A conditional approval will state any further action required by the contractor. A notice of disapproval will 

state the reasons thereof. If necessary, the contractor must submit revised validation samples within five (5) 

workdays after notice. The Government will hold revised 

samples for five (5) workdays from receipt at SSA. 

NOTE: Validation must be approved and completed by November 13, 201xx (of current production year) 

Submit output to SSA, Attn: Matthew Thomas, Division of Printing Management , 1368 Annex 

Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

Failure of the contractor to perform any of the prior to production tests satisfactorily may be cause for 

default. 

Production Schedule:

Workday – The term “workday” is defined as Monday through Friday* each week, exclusive of the days on 

which Federal Government holidays are observed. Also excluded are those days on which the Government 

Publishing Office is not open for the transaction of business, such days of national mourning, hazardous 

weather, etc. 
Title III COLA Page 32 of 37 

41 S (05/17) 

Federal Government Holidays are as follows: New Year’s Day, Martin Luther King’s Birthday, President’s 

Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and 

Christmas Day. 

*NOTE: The contractor’s FTMS software will be operational for the receipt of data files 24 hours a 

day, seven (7) days a week, unless otherwise specified by the Government. (See “FILE TRANSFER 

MANAGEMENT SYSTEM (FTMS) REQUIREMENTS” for additional information).

Live production files are transmitted on a daily basis Monday through Saturday, except for Federal holidays 

in which case the data will be transmitted on the next day (i.e., when a Federal holiday falls on a Friday, 

production files will be transmitted on Saturday). 

NOTE: The first task order for actual production will be issued in November.

Production files for all versions will be available on or before November 23, 2016

NOTE: Contractor should not proceed with processing a transmission until counts are verified. If a 

discrepancy is found, the contractor must call SSA’s Scheduling Helpline immediately at 877-

697-4889. 

The contractor must notify GPO of the date and time the pre-production test press run, press sheet inspection 

of base forms, and conversion inspection can be performed. In order for proper arrangements to be made, 

notification must be given at least three (3) workdays prior to all inspections. Notify the U.S. Government 

Publishing Office, Contracting Officer, Agency Publishing Service, Team #1, Washington, DC 

20401, or telephone area code (202) 512-0310. Telephone calls will only be accepted between the hours of 

8:00 am and 2:00 pm, prevailing Eastern Time. Note: See contract clauses, paragraph 14(e)(1), 

Inspections and Tests of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 

6-01)). When supplies are not ready at the time specified by the contractor for inspection, the Contracting 

Officer may charge to the contractor the additional costs of inspection. 

Contractor is required to email daily production and mailing totals, including holidays and weekends, 

beginning the next day after first mailing date, to matthew.thomas@ssa.gov All mailing totals should 

be broken down according to the form used. 

Mailing must not start before December 1, 201xx (current production year). Contractor has 15 work days to 

complete mailing. Mailing on Saturdays is permitted. 

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

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

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

request such information. 

Upon completion of each order, the contractor is to notify the Government Publishing Office of the date of 

shipment (or delivery, if applicable). Call (202) 512-0516 or 0517; callers outside the Washington, D.C. 

area may call toll free 1-800-424-9470 or 9471. 
Title III COLA Page 33 of 37 

41 S (05/17) 

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 the first 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 under this contract for a like period of time. 

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

I. a. 1 

 b. 1 

 c. 1 

II a. 14 

III. a. 1 

b. 58,815 

IV. a. 58,815 

V. a. 58,815 

VI. a. 19 
Title III COLA Page 34 of 37 

41 S (05/17) 

(This page is intentionally left blank) 
Title III COLA Page 35 of 37 

41 S (05/17) 

SECTION 4.- SCHEDULE OF PRICES

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

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) will 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 vouchers submitted to the GPO will be based on the most economical method of production. Fractional 

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

I. PREPRODUCTION TESTS: Prices offered must include all costs incurred in performing the (PreProduction Validation Test, Preproduction Press and Mail Run Test, and Wire Transmission Test) as 

specified in these specifications. These costs will cover but are not limited to: machine time, 

personnel, wire transmission, paper, printing, imaging, and any other operations necessary to produce the 

required quantities of the product in the time specified in the contract. 

a. Preproduction Validation Test..............................................................$ 

b. Preproduction Press and Mail Run Test ..................................................$ 

c. Wire Transmission Test.....................................................................$ 

II. PROCRESSING/PROGRAMMING FILES: The contractor will be allowed only one (1) charge per 

file type for the term of the contract to process and/or format the files supplied necessary to print and mail 

the notices. (Total of 14 files)

a. Processing/Programming Files................................................... per file $ 

III. PRINTING/IMAGING/CONVERTING Prices offered must include the cost of all materials and 

operations (including proofs, press samples and stock) necessary for the complete 

printing/imaging/converting of the product listed in accordance with these specifications. 

a. Makeready/Setup Charge .......................................................................$ 

*Contractor will be allowed only one (1) makeready/setup charge per Order(year). This combined charge 

will include all materials and operations necessary to makeready and/or setup the contractor's 

equipment for that run. Invoices submitted with more than one makeready/setup charge per Order will be 

disallowed. 

b. Title II COLA Notices (printing, imaging, converting).............. per 1,000 notices $ 

(Initials) 
Title III COLA Page 36 of 37 

41 S (05/17) 

IV. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as 

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

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

offered. 

Computation of the net number of leaves will be based on each notice-size (9 x 21-3/4”) leaf. 

a. White Offset Book (60-lb.) (Title II COLA)........................ ............ per 1,000 leaves $ 

V. MAILING: Prices offered must include the cost of all required materials and operations necessary for the 

mailing (except postage) of the Title II COLA Notices. 

a. Title II COLA Notices .......................................................per 1,000 notices $ 

VI. CERITIFIED/REGISTERED MAIL: Prices offered must include the cost of any and all additional 

materials and operations (except postage) necessary to complete the Certified/Registered mail and provide to 

USPS. 

a. Title II COLA Notices........................................................per 1,000 notices $ 

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 Typefaces: 

1. Century Schoolbook 

2. Times Roman 

Manufacturer’s Generic 

Equivalent Typefaces Name of Composing Machine 

1. 

2. 

(Initials) 
Title III COLA Page 37 of 37 

41 S (05/17) 

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 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) 
EXHIBIT A

CONTRACTOR PERSONNEL SECURITY CERTIFICATION

Purpose: This form is used for contractor personnel to certify that they understand SSA’s

security and confidentiality requirements.

I understand the SSA security and confidentiality requirements and agree that:

1. I will follow all SSA rules of conduct and security policy/privacy rules/regulations.

2. I agree not to construct and maintain, for a period of time longer than required by

the contract, any file containing SSA data unless explicitly agreed to by SSA in

writing as part of the task documentation.

3. I agree to safeguard SSA information, whether electronic or hardcopy, in secured

and locked containers during transportation.

4. I will use all computer software according to Federal copyright laws and licensing

agreements.

5. I agree to keep confidential any third-party proprietary information that may be

entrusted to me as part of the contract.

6. I will comply with systems security requirements contained in the SSA Systems

Security Handbook.

7. I will not release or disclose any information subject to the Privacy Act of 1974,

the Tax Reform Act of 1976, SSA Regulation 1 and section 1106 of the Social

Security Act to any unauthorized person.

8. I understand that disclosure of any information to parties not authorized by SSA

may lead to civil or criminal prosecution under Federal Regulations.

_________________________________________ __________________

Contractor Date

__________________________________________ __________________

Contractor Employee Date

Form SSA-301 (2-98)
EXHIBIT A (CONT.)

___________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

____________________________________________ ___________________

Contractor Employee Date

Form SSA-301 (2-98)











Exhibit " "






EXHIBIT F

SYSTEM PLAN

TYPE OF PROPOSED MAINFRAME PLATFORM_____________________________

TYPE OF PERSONAL COMPUTER_________________________________________

MEDIA TO BE USED FOR RECEIPT OF FILE TRANSMISSION_________________

FILE STORAGE MEDIUM_________________________________________________

CONNECT:DIRECT INSTALLED?__________________________________________

AMOUNT OF AVAILABLE FILE STORAGE SPACE___________________________

TYPE OF PRINT STREAM MAIL RUN CONTROL SYSTEM____________________

TYPE OF NETWORK PLATFORM (i.e., NOVELL/NT/UNIX)____________________
Exhibit G

100% Accountability and Summary Reports

Full Audit report must include the following information (reprints must have the same information):

1. Program Number/Job Name/Print Order/File Date

2. PC#/Sequence numbers/Total Volume

3. Inserter ID and Operator

4. Date of insertion

5. Start and End time

6. Start and End Range (sequence numbers)

7. Total for each Start and End Range

8. Event (i.e. Processed, Spoiled, Diverted and reason: Missing Piece, Unverified, Misread etc.)

9. Status (i.e. Inserted, Routed to Reprint Area, etc.)

10. Totals

a. Machine inserted

b. Sent to Reprint

c. Reprints Recovered

d. Records Accounted For

e. Duplicates

f. Duplicated Verified

g. Records less duplicates

h. Reported Output

i. Variances

Example:

,0%/1%/ !1% 1!/1)+% ,$)+% 1!/1!,'% ,$!,'% -1!*   

,0%/1%/ 05/10/12 10:31:04 AM 11:12:45 AM  

  1!,$!/$/-#%00),' ,0%/1%$

.%/!1-/-% 05/10/12 11:12:50 AM 11:12:50 AM 
  )3%/1%$ -21%$1-%./),1

05/10/12 11:13:10 AM 11:28:06 AM 
 
 	 1!,$!/$/-#%00),' ,0%/1%$

05/10/12 11:28:07 AM 11:28:10 AM 

 
  )3%/1%$*%!3%#-2,12,3%/)&)%$ -21%$1-%./),1

05/10/12 11:29:30 AM 11:29:35 AM 
 
  )3%/1%$+)00),'.)%#% -21%$1-%./),1

05/10/12 11:29:45 AM 11:30:15 AM 
  )3%/1%$+!,2!*),0%/1)-,-&.2" !,2!*#!,

05/10/12 11:30:34 AM 11:40:35 AM 
  )3%/1%$+)0/%!$ !,2!*#!,

,0%/1%/ 05/11/12 8:12:50 AM 8:12:50 AM 
  1!,$!/$/-#%00),' ,0%/1%$

 05/11/12 8:28:07 AM 8:28:10 AM 

 
  1!,$!/$/-#%00),' ,0%/1%$

.%/!1-/2% 05/11/12 8:29:30 AM 8:29:35 AM 
 
  1!,$!/$/-#%00),' ,0%/1%$

	




%./),10%#-3%/%$ 



















TOTALS

%#-/$0##-2,1%$&-/

2.*)#!1%0

2.*)#!1%0 %/)&)%$

%#-/$0%002.*)#!1%0

%.-/1%$21.21

 !/)!,#%

Audit Report

Program 123-S/SSA Notices Name/PO#54001/File Date

PC # and Sequence Numbers and Volume

!#(),%,0%/1%$

%,11-%./),10
Exhibit H (cont’d)

The Summary Report must include the following; Reprints must also have all of the same information:

1. Job Name/Print Order

2. Piece Quantity

3. Sequence number range (Start and End Range)

4. Start date and time

5. End date and time

6. Total Processed Pieces

7. Total Reprints

8. Total Pieces Inserted

9. Total Variances

10. Job Complete or Incomplete

Summary Report

Job Information Operation Information

Job Name: XYZ Notice

PO # 54001 Start Range: 1

Piece Quantity: 35862 End Range 35862

Job Status: Completed

Date Created: 05/10/12 10:29:54

Date Completed: 05/11/12 14:22:34

Statistical Summary

35537 Processed Pieces - Completed 05/10/12

325 Processed Reprints - Completed 05/11/12

35862 Total Pieces Inserted -

0 Variances -

Completed 05/11/12

Job Complete