Jacket: 424-657

Title: Medicare & You 2024 (Spanish Area-Specific Handbooks)

Agency: CMS

Basis of

Award

(a) Complete Cover

(1) Makeready/Setup---------------per cover 11 3,000.00 33,000.00 888.88 9,777.68 800.00 8,800.00 1,342.95 14,77

(2) Running -------------------per 100 copies 8,047 11.00 88,517.00 8.88 71,457.36 10.33 83,125.51 10.28 82,72

(b) Basic 116-Page Section

(1) Makeready/Setup----per basic section 1 125,000.00 125,000.00 8,888.88 8,888.88 148,250.00 148,250.00 10,467.45 10,46

(2) Running --------------------per 100 copies 8,047 47.00 378,209.00 77.77 625,815.19 80.42 647,139.74 83.18 669,34

(c) 16-Page Signature

(1) Makeready/Setup----------per signature 31 1,100.00 34,100.00 888.88 27,555.28 800.00 24,800.00 866.25 26,85

(2) Running -------------------per 100 copies 24,208 13.00 314,704.00 8.88 214,967.04 11.63 281,539.04 10.98 265,80

(d) 8-Page Signature

(1) Makeready/Setup----------per signature 8 1,100.00 8,800.00 888.88 7,111.04 800.00 6,400.00 989.10 7,91

(2) Running --------------------per 100 copies 1,099 7.00 7,693.00 8.88 9,759.12 6.76 7,429.24 7.59 8,34

(e) 4-Page Signature

(1) Makeready/Setup----------per signature 8 1,100.00 8,800.00 888.88 7,111.04 800.00 6,400.00 989.10 7,91

(2) Running --------------------per 100 copies 7,893 4.00 31,572.00 2.24 17,680.32 5.56 43,885.08 3.73 29,44

Contractor Totals $1,030,395.00 $1,000,122.95 ----- $1,123,578

Discount 0.00% $0.00 0.25% $2,500.31 ----- ----- 5.00% $56,178

Discounted Totals $1,030,395.00 $997,622.64 ----- $1,067,399

AWARDED

ACR III HOLDING WILLARD

Willard, OH

Unit Rate Cost Unit Rate Cost Unit Rate Cost

Miami, FL

ADVANTAGE MAILING, LLC COLONIAL PRESS

Anaheim, CA

PHOENIX LITHOGRAPHI

City, State

Unit Rate Cost
Contracting Officer

Julie Hasenfus

U.S. GOVERNMENT PUBLISHING OFFICE

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

June 28, 2023

This is Amendment No. 2. The specifications in our invitation for bids on Jacket

424-657, scheduled for opening at 11:00 a.m., on June 29, 2023, are amended as 

follows:

 Bid opening date is changed to 2:00 p.m., on June 29, 2023.

 All other specifications remain the same.

Amended bid or acknowledgement of amendment must be submitted using the 

method specified in the solicitation for bid submission. Telephone or facsimile 

submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID 

OPENING. Failure to acknowledge receipt of amendment, by amendment number, 

prior to bid opening time, may be reason for bid being declared nonresponsive.

Sincerely,

JULIE HASENFUS

Contracting Officer
Contracting Officer

Julie Hasenfus

U.S. GOVERNMENT PUBLISHING OFFICE

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

June 25, 2023

This is Amendment No. 1. The specifications in our invitation for bids on Jacket

424-657, scheduled for opening at 11:00 a.m., on June 28, 2023, are amended as 

follows:

 Bid opening date is changed to June 29, 2023.

 Jacket 424-657 is hereby amended to the effect that the requirements for the 

preaward samples have changed. On pages 7-8 of 38 of the specifications, delete 

the section entitled “PREAWARD SAMPLES” in its entirety, and in its place, 

insert the following:

PREAWARD SAMPLES: In order to determine if the lowest responsive bidder 

has the ability to produce the items required by these specifications at the 

requisite quality level without delay, ALL bidders must submit preaward 

samples, as specified below, prior to the bid opening date.

Failure to submit the preaward samples prior to the bid opening date will be 

reason for a determination of non-responsiveness and will disqualify the bidder 

from further consideration for award. Failure to submit complete samples or 

samples not in compliance with the below specifications will be reason for a 

determination of non-responsiveness and will disqualify the bidder from 

further consideration for award.

NOTE: All bids submitted for Jacket 424-657 MUST be submitted in accordance 

with the “BID OPENING” and “BID SUBMISSION” requirements specified on 

page 1 of these specifications. The bid or a copy of the bid (including the 

preaward production plan) must not be included with the preaward samples. 

Any preaward samples received for which no bid was received (in accordance 

with the requirements on page 1 of these specifications) will not be opened or 

evaluated, and the bidder who submitted the samples will be disqualified from 

further consideration for award.

Only the contractor being considered for award will have their preaward 

samples evaluated. 
U.S. GOVERNMENT PUBLISHING OFFICE

732 North Capitol Street NW, Washington, DC 20401

Page 2 of 3

Each bidder must submit a minimum of three (3) jobs that have been printed 

within the last 12 months. The preaward samples (as specified below) must be 

submitted for each facility that is to be used in the production of the covers for 

these handbooks. The submitted press sheets must have been produced on the 

equipment specified in the preaward production plan (see “PREAWARD 

PRODUCTION PLAN”). 

Each of the three (3) jobs must include the following: 

 The original electronic media, when available. 

 A proof which must meet the requirements below (see “Inkjet Proofs”), 

labeled with equipment used to produce it. Proofs must have all elements 

in press configuration and must indicate margins. Proofs will be used to 

gauge success of color match to press sheet. 

 A press sheet (that matches the above required proof), labeled with 

equipment used to produce it. Press sheets must contain color control 

bars for each color of ink on the sheet. Control bars must be placed 

parallel to the press’s ink rollers. Plates must be output with a minimum 

of 2400 x 2400 dpi. 

Inkjet Proofs: Inkjet proofs that are G7 profiled and use pigment-based inks. A 

proofing RIP that provides option for high quality color matching (such as Device 

Links Technology and/or ICC Profiles Technology), and meets or exceeds 

industry tolerance to ISO 12647-7 Standard for Graphic Technology (as of 

3/19/09 and future amendments) must be utilized plus GRACoL 2006 Coated #1 

specifications (CGATS TR006) must be achieved. Output must be a minimum of 

720 x 720 dpi on a GRACoL or SWOP certified proofing media. Proofs must 

contain the following color control strip to be evaluated for accuracy: 

IDEAlliance ISO 12647- 7 Control Strip 2009 or 2013 (i1).

Preaward samples are to be submitted to: U.S. Government Publishing Office, 

Quality Control for Published Products (QCPP), Stop: CSPS, Room C613, 732 

North Capitol Street, NW, Washington, DC 20401. Package must be identified by 

contractor’s name, jacket number, and “MEDICARE AND YOU (SPANISH) 

PREAWARD SAMPLES.”
U.S. GOVERNMENT PUBLISHING OFFICE

732 North Capitol Street NW, Washington, DC 20401

Page 3 of 3

If the preaward samples are determined to not meet the requisite quality level, 

the contractor shall be deemed to have failed to comply with the applicable 

requirements of these specifications. Any inability to meet the applicable 

requirements of these specifications is sufficient cause for a determination of 

non-responsibility.

Samples will not be returned. No charges will be allowed for costs incurred for 

the production or submission of the preaward samples.

 All other specifications remain the same.

Amended bid or acknowledgement of amendment must be submitted using the 

method specified in the solicitation for bid submission. Telephone or facsimile 

submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID 

OPENING. Failure to acknowledge receipt of amendment, by amendment number, 

prior to bid opening time, may be reason for bid being declared nonresponsive.

Sincerely,

JULIE HASENFUS

Contracting Officer
Jacket 424-657 Page 1 of 38 

Requisition 3-00101 

Specifications by MRN 

Reviewed by JLF 

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Washington, DC Time, on June 28, 2023, at 

the Government Publishing Office, Washington, DC. 

BID SUBMISSION: Bidders must email bids to bidsapsdc@gpo.gov for this solicitation. No other method of 

bid submission will be accepted at this time. The jacket number and bid opening date must be specified in the 

subject line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date specified 

above will not be considered for award. This will not be a public bid opening. 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

 For the Procurement of 

Medicare and You 2024 

(Spanish Area-Specific Handbooks) 

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

Department of Health and Human Services (HHS) 

Centers for Medicare & Medicaid Services (CMS) 

BIDDERS, PLEASE NOTE: This product was previously procured under Jacket 424-368. The specifications 

have been extensively revised from the previous procurement; therefore, all bidders are cautioned to familiarize 

themselves with all provisions of these specifications before bidding, with particular attention to the following: 

 “QUALITY ASSURANCE LEVELS AND STANDARDS, NOTE” 

 “PREAWARD SURVEY” 

 “PREAWARD PRODUCTION PLAN” 

 “PREAWARD SAMPLES” 

 “POSTAWARD PROJECT PLANS, Production Schedule”

 “SCHEDULE” 

Abstracts of previous procurement prices are available at: https://www.gpo.gov/how-to-work-with-us/vendors/onetime-bid-pricing. 

Any questions concerning these specifications, contact Mary Newton at mnewton@gpo.gov or (202) 512-2132.
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 2 of 38 

Jacket 424-657 

TABLE OF CONTENTS 

GPO CONTRACT TERMS ................................. 3 

CONTRACTOR .................................................... 3 

WORKING AND COMMUNICATING 

 WITH OTHER PLANTS AND 

 SUBCONTRACTORS ..................................... 3 

QUALITY ASSURANCE LEVELS 

 AND STANDARDS .......................................... 3 

DATA SECURITY ................................................ 4

 Data Custodians .............................................. 5 

 Preaward/Postaward Surveys .......................... 5

 Personnel Security .......................................... 5 

 Physical Security ............................................. 5 

 Information Technology (IT) Security ............ 5 

 Security Liaison(s) .......................................... 5

 Disposal of Waste Materials ........................... 5 

 Disposal of Electronic PII ............................... 5 

 Incident Reporting Requirements ................... 6 

 Expiration of Data Use Agreement (DUA) ..... 6 

 Security Exhibits ............................................. 6 

LIQUIDATED DAMAGES .................................. 6

BUY AMERICAN ACT ....................................... 6 

PREAWARD SURVEY ........................................ 6

PREAWARD PRODUCTION PLAN ................. 7 

PREAWARD SAMPLES ..................................... 7 

PREAWARD PAPER SAMPLES ....................... 9 

POSTAWARD PROJECT PLANS ..................... 9

 Security Plan ................................................. 10 

 Personnel Plan ............................................... 10 

 Production Facilities Plan ............................. 10 

 Production Schedule ..................................... 11 

 On-Site Monitors Security/Safety Plan ......... 11 

 Continuity of Operations (COOP) Plan ........ 11 

 Quality Assurance Plan ................................. 11 

 Transportation Management Plan ................. 12 

 Sequential Numbering Plan .......................... 12 

QUALITY ASSURANCE PROGRAM ............. 12

MONITORING AND INSPECTION 

 BY THE GOVERNMENT ............................ 12 

POSTAWARD CONFERENCE ........................ 14

WARRANTY ....................................................... 14 

PRIVACY ACT NOTIFICATION .................... 14

PRIVACY ACT ................................................... 14

ADDITIONAL EMAILED BID 

 SUBMISSION PROVISIONS ....................... 15 

PAYMENT .......................................................... 15

TITLE .................................................................. 16

QUANTITY ......................................................... 16

NUMBER OF PAGES ........................................ 16

TRIM SIZE ......................................................... 17

GOVERNMENT TO FURNISH ....................... 17

CONTRACTOR TO FURNISH ....................... 18

ELECTRONIC PREPRESS .............................. 18 

PROOFS .............................................................. 18

STOCK/PAPER ................................................. 20

PRINTING .......................................................... 20

VARIABLE COMPUTERIZED IMAGING 

 (ADDRESSING FOR SELF-MAILERS) .... 21 

MARGINS .......................................................... 21

BINDING ............................................................ 21

PRODUCTION REPORT DURING 

 BINDING AND IMAGING PHASE ............ 21

PRESS SHEET, CONTENT, BINDING, AND 

 VARIABLE IMAGING INSPECTIONS .... 22

 Cover Press Sheet Inspections ..................... 22 

 Content Inspections ...................................... 23 

 Binding and Variable Imaging Inspections .. 23 

 Scheduling Inspections ................................. 23 

PRESS SHEETS AND SAMPLES ................... 24 

PACKING ........................................................... 25

LABELING AND MARKING .......................... 25

QUALITY ASSURANCE RANDOM 

 COPIES (QARC) ........................................... 26

DISTRIBUTION ................................................ 26 

MAIL PREPARATION ..................................... 28

 Intelligent Mail Barcode (IMb) .................... 28 

 Mail Processing/ NCOA .............................. 28 

 Mail Storage/Staging .................................... 29 

 Mail Service Disruption Reports .................. 29 

 Mailing Statements ...................................... 30 

 Return of Government Furnished Material .. 31 

SCHEDULE ........................................................ 31 

UNDELIVERABLE/RETURNED COPIES .... 32 

GPO KEY PERSONNEL .................................. 33

CMS KEY PERSONNEL .................................. 33

DETERMINATION OF AWARD .................... 34 

SCHEDULE OF PRICES .................................. 35 

ALLOWABLE CHARGES ............................... 35 

TEXT AND COVER PRINTING 

 LOCATIONS ................................................. 37 

SHIPPING LOCATIONS .................................. 37 

SUBCONTRACTORS ....................................... 37 

DISCOUNTS ...................................................... 38 

AMENDMENTS................................................. 38 

BID ACCEPTANCE PERIOD ......................... 38 

BIDDER’S NAME AND SIGNATURE ........... 38
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 3 of 38 

Jacket 424-657 

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

applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 (Rev. 01-18)) and Quality Assurance Through Attributes Program for Printing and 

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

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standardsfiles-for-vendors/contractterms2018.pdf. 

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/qatap-rev-09-19.pdf. 

CONTRACTOR: Throughout this document, the term “contractor” refers to the printing company that is awarded 

the contract. The term “subcontractor” refers to any other company that is performing work on this contract as 

hired by the contractor. 

WORKING AND COMMUNICATING WITH OTHER PLANTS AND SUBCONTRACTORS: The 

contractor may employ the services of outside subcontractors to perform all or part of the non-printing requirements 

of this job. In addition, the contractor may utilize multiple plants within their own company to complete the 

requirements of this job. In such situations, the contractor MUST ensure that the subcontractors and additional 

plants have a copy of these specifications and meet all requirements stated within this document. In addition, it is 

the contractor’s responsibility to communicate with, and manage the work performed by, subcontractors and other 

plants. 

The contractor is responsible for enforcing all contract requirements outsourced to a subcontractor 

If the contractor needs to add a subcontractor at any time after approval of the contractor’s project plans (see 

“POSTAWARD PROJECT PLANS” specified herein), the subcontractor must be approved by the Government 

prior to production starting in that facility. The contractor must submit the subcontractor’s information to the 

Government for approval 24 hours prior to the start of production at that facility. 

If the contractor needs to add another contractor production facility at any time after approval of the contractor’s 

project plans, the contractor must notify the Government 24 hours prior to production starting in that facility. 

If the contractor plans to enter into a “Contractor Team Arrangement” or Joint Venture to fulfill any requirements 

of this contract, all parties must comply with the terms and regulations as detailed in the Printing Procurement 

Regulation (GPO Publication 305.3; Rev. 7-22). (NOTE: For more information, see “PREAWARD SURVEY.”) 

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

specifications: 

Product Quality Levels for Text Pages: 

 

 (a) Printing Attributes – Level III. 

 (b) Finishing Attributes – Level II. 

Product Quality Levels for Covers: 

 (a) Printing Attributes – Level II. 

 (b) Finishing Attributes – Level II. 

 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 4 of 38 

Jacket 424-657 

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

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

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

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

Attribute Standard 

P-7. Type Quality and Uniformity O.K. Press Sheets (via On-Site Inspections) 

P-8. Gradient and Halftone Match O.K. Press Sheets (via On-Site Inspections) 

P-9. Solid and Screen Tint Color Match O.K. Press Sheets (via On-Site Inspections) 

P-10. Process Color Match O.K. Press Sheets (via On-Site Inspections) 

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

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

P-7. O.K. Virtual Inspection/O.K. Text signatures/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Average 

type dimension in publication/Electronic media. 

P-8. O.K. Virtual Inspection/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Electronic media. 

P-9. Pantone Matching System 

P-10. O.K. Virtual Inspection/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Electronic media. 

 

NOTE: For more information regarding quality levels, see “PREAWARD SURVEY” and “PREAWARD 

SAMPLES.” The Government retains the right to be on site at the contractor’s facility(ies) for all phases of 

production of Medicare and You Handbooks. The Government representative(s) shall have full, unrestricted, 

and unescorted access to production facilities where these handbooks are being produced.

DATA SECURITY: These products contain Personally Identifiable Information (PII). Security of Personally 

Identifiable Information is a vital component of this contract. The contractor shall guarantee strict confidentiality, 

integrity, and limited availability of all PII provided by the Government during the performance of this contract. 

Disclosure of the information/data, in whole or in part, by the contractor can only be made in accordance with the 

provisions in the Data Use Agreement (DUA). (Instructions for the DUA will be provided after award.) 

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

immediately notify the Government of any loss of personally identifiable information. 

Personally Identifiable Information for the Medicare and You handbook includes a person’s name and address. 

The contractor shall not release or sell to any person any technical or other data received from the Government 

under the contract; nor shall the contractor use the data for any purpose other than that for which it was provided to 

the contractor under the terms of the contract. The contractor must guarantee that furnished PII will be used only 

in the performance of this contract. 

Proper control and handling must be maintained at all times to prevent any information or materials required to 

produce the products ordered under these specifications from falling into unauthorized hands. All PII furnished by 

the Government, or duplicates created by the contractor or their representatives, and any resultant printouts must be 

kept accountable and under security to prevent their release to unauthorized persons. Unsecured 

telecommunications, including the internet, to transmit PII is prohibited. 

 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 5 of 38 

Jacket 424-657 

Data Custodians: If any PII is to be forwarded to additional contractor-owned locations or to subcontractor-owned 

locations, all security requirements also apply to those locations (all parties involved). The contractor is responsible 

for the actions of all locations. The contractor’s project manager shall appoint up to two (2) Data Custodians at each 

location and shall have them complete an Addendum to Data Use Agreement (instructions will be provided after 

award). The contractor’s project manager must fill out and submit completed forms electronically to CMS (per 

instructions) before any PII may be sent to that location.

Preaward/Postaward Surveys: At the Government’s option, preaward or postaward surveys may be conducted to 

review all data handling and production areas involved along with their specific functions and the 

contractor’s/subcontractor’s personnel, production, security, and other requirements outlined in this contract and in 

the contractor’s Security Plan. 

 

Personnel Security: CMS will perform background investigations on two (2) contractor employees who will access 

the Gentran mailbox. (See Security Exhibits 2, 3, and 4 for more information.) 

Physical Security: The contractor shall have a secure work area(s) for the processing and production of all CMS 

PII in electronic and paper format. The work area(s) shall be accessible only to authorized employees, and all work 

shall be monitored closely by contractor management while CMS PII is being processed and/or produced. 

Information Technology (IT) Security: The contractor shall have a system in place to comply with CMS 

Information Security Clause 11 in (see Security Exhibit 1). 

Security Liaison(s): The contractor must appoint one (1) or more Security Liaison(s) to handle issues regarding 

personnel, physical, and computer security; confidential issues that may arise at any point during the background 

investigation process; and, serve as a point of contact to the Government for security issues. The liaison’s duties 

will include attending the postaward conference; submitting a security plan (see “Security Plan” specified herein); 

discussing confidential security issues with CMS staff; submitting background applications; and, resolving any 

issues of inaccurate or incomplete data supplied by background investigation applicants. In the event CMS discovers 

sensitive information during the background investigation, CMS Security may need to contact the background 

investigation applicant directly. 

Disposal of Waste Material: Contractor must hold all waste material (useable surplus signatures, copies, etc., left 

over after production) that does NOT contain PII until 11/14/2023, unless otherwise specified. All waste material 

containing PII must be destroyed immediately. 

All waste material containing PII must be destroyed in a manner that it is not possible to recreate the product or 

identity of a beneficiary (i.e., burning, pulping, shredding, macerating, or other suitable means). If the contractor 

selects shredding as a means of destruction, it must be a cross-cut shredder with a maximum size of 5/32 x 1-1/2” 

cross-cut particles. Strip shredding is not acceptable. 

Destruction of waste must occur inside the contractor’s secure production facility, close to the point of 

binding/imaging. Any waste material containing PII that is not shredded immediately must be covered at all times 

while awaiting destruction. A cover must be placed over any bins with waste material containing PII when being 

moved from one location to another within the contractor’s facility. Sending intact waste containing PII to a 

municipal incinerator, a recycler, or any other off-site processor is not acceptable and will be considered a data 

breach. 

Disposal of Electronic PII: Immediately after production is complete, all electronic files including any files 

(parallel printout) deriving from the originally furnished file containing PII must be permanently destroyed in 

accordance with Federal Information Security Management Act (FISMA) of 2002. CMS will maintain an archive 

of furnished files. 

Prior to destruction, contractor may be required to upload their final files back to their Gentran mailbox. 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 6 of 38 

Jacket 424-657 

Incident Reporting Requirements: If there is a breach or a suspected breach of PII, the incident must be reported 

to CMS within one (1) hour of discovery. Contractor to report breaches to the CMS IT Service Desk at (410) 786-

2580 or (800) 562-1963. 

Expiration of Data Use Agreement (DUA): Upon expiration of the DUA, the contractor will be required to confirm 

destruction of all CMS data files and that no copies have been kept. Failure to certify file destruction may cause the 

CMS Privacy Office to refuse to issue future DUA’s and data with the contractor’s company or to individuals listed 

on the DUA. (Instructions for the destruction of CMS data files will be provided after award.) 

Security Exhibits: The following Exhibits 1 through 4 contain security clauses, information, and forms (Exhibits 

follow after Attachment C of these specifications). 

 Security Exhibit 1: CMS Clause-11: CMS Information Security (April 2008) 

 Security Exhibit 2: CMS Clause-09A-01: Security Clause – New Contract Awards (May 2007) (NOTE: 

This contract is designated as Low Risk.) 

 Security Exhibit 3: FAQ Supplement to CMS Security Clause 09A-01 (April 2008) 

 Security Exhibit 4: Secure One HHS, Information Security Program Rules of Behavior (February 12, 2008) 

All contractor management and employees involved in this contract will be instructed on how to apply for access 

to the Gentran mailbox system. Instructions for filling out the security documentation and the Data Use Agreement 

(DUA) will be provided after award. Submissions will be done electronically. 

LIQUIDATED DAMAGES: “Medicare and You” is a Congressionally mandated publication: Balanced Budget 

Act of 1997, section 4001, 1851 (d) (2) (A); and, Medicare, Prescription Drug, Improvement and Modernization 

Act of 2003. Liquidated damages will apply and will be computed at the rate of two and one half percent (2.5%) of 

the contract price for the total quantity ordered under these specifications for each workday the contractor is in 

default of the shipping schedule(s); provided that the minimum amount of liquidated damages shall 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 shall in no case exceed 50% of the total value of the entire order. 

BUY AMERICAN ACT: In conjunction with the preaward survey (see “PREAWARD SURVEY” specified 

herein), bidders must state the paper supplier(s) that will be used in production of these handbooks. Refer to GPO 

Contract Terms (GPO Publication 310.2, Rev. 01-18). 

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

Government reserves the right to conduct an on-site preaward survey at the contractor’s/subcontractor’s facility(ies) 

or to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to 

the award of a contract. 

As part of the financial determination, the contractor in line for award shall be required to provide the following 

financial documents: 

1) Most recent profit and loss statement 

2) Most recent balance sheet(s) 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

NOTE: The letter of commitment from each paper supplier(s) must state what percentage of paper from each paper 

supplier will be used in production of these handbooks. Additionally, the letters must state the location 

(city/state/country) of the mill supplying the paper. (See “BUY AMERICAN ACT” specified herein.) 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 7 of 38 

Jacket 424-657 

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

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

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

result in the Contracting Officer not having adequate information to reach an affirmative determination of 

responsibility. 

Additionally, for each of the contractor’s facilities that are proposed for the production of the Medicare and You 

Handbooks, the contractor’s submitted preaward samples (see “PREAWARD SAMPLES”) must have been 

evaluated at the requisite quality level, in accordance with the specified Quality Assurance Levels and Standards 

(specified on page 3). (NOTE: This requirement applies to the prime contractor and any contractor used through a 

joint venture.) 

A preaward survey of each of the contractor’s facilities that are proposed to be used for the production of the 

Medicare and You Handbooks will include a review of the prospective contractor’s preaward production plan and 

evaluation of the prospective contractor’s preaward samples as required by this contract (see “PREAWARD 

PRODUCTION PLAN” and “PREAWARD SAMPLES” specified herein). A listing of all subcontractors involved 

will also be reviewed. 

PREAWARD PRODUCTION PLAN: ALL bidders must submit a preaward production plan, as specified 

below, with their bid. 

This proposed production plan is subject to review and approval by the Government, and award will not be made 

prior to approval of the production plan. If approved, no changes to this plan may be made without written approval 

from the Contracting Officer. 

After bid opening, in response to the Government’s review of the preaward production plan, the Government 

reserves the right to question, and request revisions to, any part of the preaward production plan. 

This plan must include the following: 

 The daily quantity projections for cover printing, text printing, binding, and address imaging for each 

production facility that will be producing these handbooks. 

 The equipment that will be used for the cover printing, text printing, binding, and address imaging for each 

production facility that will be producing these handbooks. 

Failure to submit the preaward production plan with the bid will be reason for a determination of non-responsiveness 

and will disqualify the bidder from further consideration for award. 

No charges will be allowed for costs incurred for the submission of the preaward production plan. 

PREAWARD SAMPLES: In order to determine if the lowest responsive bidder has the ability to produce the 

items required by these specifications at the requisite quality level, ALL bidders must submit preaward samples, 

as specified below, prior to the bid opening date specified on page 1 of these specifications. 

Failure to submit the preaward samples prior to the bid opening date specified on page 1 of these specifications will 

be reason for a determination of non-responsiveness and will disqualify the bidder from further consideration for 

award. Failure to submit complete samples or samples not in compliance with the below specifications will be 

reason for a determination of non-responsiveness and will disqualify the bidder from further consideration for 

award. 

 
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NOTE: All bids submitted for Jacket 424-657 MUST be submitted in accordance with the “BID OPENING” and 

“BID SUBMISSION” requirements specified on page 1 of these specifications. The bid or a copy of the bid 

(including the preaward production plan) must not be included with the preaward samples. Any preaward samples 

received for which no bid was received (in accordance with the requirements on page 1 of these specifications) will 

not be opened or evaluated, and the bidder who submitted the samples will be disqualified from further consideration 

for award. 

Only the contractor being considered for award will have their preaward samples evaluated. 

Each bidder must submit a minimum of three (3) jobs that have been printed within the last six (6) months and shall 

have been produced at the facilities and on the equipment in which the contract production of these handbooks will 

be performed. 

 

Each of the three (3) jobs must include the following: 

 The original electronic media, when available. 

 The approved proof which must meet the requirements below (see “Inkjet Proofs”), labeled with equipment 

used to produce it. Proofs must have all elements in press configuration and must indicate margins. Proofs 

will be used to gauge success of color match to press sheet. 

 The approved press sheet, labeled with equipment used to produce it. Press sheets must contain color control 

bars for each color of ink on the sheet. Control bars must be placed parallel to the press’s ink rollers. The 

control bars (such as Brunner, GATF, GRETAG, or RIT) must show areas consisting of minimum 1/8” x 

1/8” solid color patches; tint patches of 25,50 and 75%; dot gain scale; slur targets and gray balance patches 

for process color (if applicable). These areas must be repeated consecutively across the sheet. Plates must 

be output with a minimum of 2400 x 2400 dpi. 

 Three (3) copies of the finished product trimmed, folded, or constructed and labeled with production date. 

NOTE: A complete set of preaward samples (as specified above) must be submitted for each facility that is 

to be used in the production of these handbooks. The submitted press sheets and submitted copies of the 

finished products must have been produced on the equipment specified in the preaward production plans. 

Inkjet Proofs (Highest Possible Rating: Quality Level II): Inkjet proofs that are G7 profiled and use pigment-based 

inks. A proofing RIP that provides option for high quality color matching (such as Device Links Technology and/or 

ICC Profiles Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for Graphic 

Technology (as of 3/19/09 and future amendments) must be utilized plus GRACoL 2006 Coated #1 specifications 

(CGATS TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified 

proofing media. Proofs must contain the following color control strip to be evaluated for accuracy: IDEAlliance 

ISO 12647- 7 Control Strip 2009 or 2013 (i1). 

Preaward samples are to be submitted to: U.S. Government Publishing Office, Quality Control for Published 

Products (QCPP), Stop: CSPS, Room C613, 732 North Capitol Street, NW, Washington, DC 20401. Package must 

be identified by contractor’s name, jacket number, and “MEDICARE AND YOU (SPANISH) PREAWARD 

SAMPLES.” 

If the preaward samples are determined to not meet the requisite quality level, the contractor shall be deemed to 

have failed to comply with the applicable requirements of these specifications. Any inability to meet the applicable 

requirements of these specifications is sufficient cause for a determination of non-responsibility. 

Samples will not be returned. No charges will be allowed for costs incurred for the production or submission of the 

preaward samples. 
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PREAWARD PAPER SAMPLES: The Government does not anticipate testing paper samples; however, the 

Government retains the right to request paper samples for testing if deemed necessary. 

If required, at the Government’s option, all bidders must have the required paper samples ready to submit at the 

of the bid opening date (specified on page 1). Contractor being considered for award will be notified if paper testing 

is required and to submit their samples. Only the contractor being considered for award will have their paper tested. 

The Government reserves the right waive the preaward paper samples. 

The sample requirement is no less than 25 sheets each of the required text and cover stock, as specified under 

“STOCK/PAPER.” Each sheet is to be 8-1/2 x 11” in size. 

All samples submitted by a paper mill(s) or a contractor must be labeled as to the JCP Code, paper weight, and 

paper manufacturer. Additionally, the package must clearly identify the jacket number and contractor on whose 

behalf the paper samples are being submitted. Any package not properly identified/labeled and/or has less than 

the specified 25 sheets will not be tested.

NOTE: Random paper samples received by a paper supplier/mill that does not identify the contractor on whose 

behalf the samples are submitted WILL NOT BE TESTED OR RETURNED. 

Contractors must notify their paper supplier(s)/mill(s) that the mill must submit separate paper samples for each 

contractor. A paper mill cannot submit the same set of paper samples for multiple contractors. 

Samples may be inspected and tested and must comply with the specifications as to kind and quality of materials. 

NOTE: Due to the time-sensitive nature of this contract, preaward paper samples may be tested after award; 

however, award of the contract prior to acceptance of the paper samples does not relieve the contractor of using 

paper that is in accordance with the Government Paper Specifications Standards or in accordance with the paper 

requirements specified under “STOCK/PAPER,” as applicable. 

If required, the preaward paper samples are to be submitted to: U.S. Government Publishing Office, Chief of 

Testing and Technical Services, Attn: Lowell Browne, Loading Dock, Stop: QC, 44 H Street, NW, Washington, 

DC 20401. NOTE: All samples are to be delivered via overnight carrier. Samples are NOT to be sent through the 

USPS. At time of delivery to GPO, contractor must notify Mary Newton at mnewton@gpo.gov AND 

QCIMD@gpo.gov. Email notification must include the name of the contractor, paper mill, shipper, and all tracking 

numbers. 

If the paper samples are disapproved (or determined to be “not equal”) by the Government, the Government, at its 

option, may require the contractor to submit additional samples for inspection and test, in the time and under the 

terms and conditions specified in the notice of rejection. 

In the event the additional samples are disapproved by the Government, the contractor shall be deemed to have 

failed to comply with the applicable requirements of these specifications for stock/paper, which may be reason for 

a determination of non-responsibility. 

Samples will not be returned. No charges will be allowed for costs incurred for the preaward paper samples. 

POSTAWARD PROJECT PLANS: In addition to the preaward production plan, the awarded contractor is 

required to submit project plans, as specified below, after award. 

Within five (5) workdays of notification of contract award, the contractor shall submit one (1) PDF copy of their 

Project Plans via email to the following email addresses: 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 10 of 38 

Jacket 424-657 

 Mary Newton at mnewton@gpo.gov

 Christine Crawford at christine.crawford@cms.hhs.gov

 Clinton Howard at clinton.howard@cms.hhs.gov

The proposed plans are subject to Government approval. The Government will review the project plans. If the 

project plans are lacking large portions of information or are considered too vague for the Government to evaluate, 

the plans may be rejected, and the contractor will be required to revise and resubmit the plans. If the Government 

has questions, these questions will be forwarded to the contractor to be addressed either before or at the postaward 

conference. After the postaward conference, the contractor may be required to resubmit revised project plans. 

Once approved, no changes to these plans may be made without written approval from the Contracting Officer. 

The Government reserves the right to waive some or all of these plans. 

The contractor must present a detailed Project Plan to include the following: 

Security Plan: The contractor must have a formal, documented Security Plan that will ensure their compliance with 

all of the security provisions of this contract and as referenced in the attached exhibits. Particular attention should 

be given to addressing compliance of the Federal Information Security Management Act of 2002 (FISMA) and the 

Privacy Act of 1974 as referenced in Exhibit 1, CMS Clause 11. Minimum security requirements for FISMA 

compliance are defined by the Department of Commerce, National Institute of Standards and Technology (NIST) 

in Federal Information Processing Standards Publication (FIPS) Publication 200 “Minimum Security Requirements 

for Federal Information and Information Systems.” This document can be found on the internet at 

http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf. 

Release of PII by CMS does not constitute CMS’ approval or acceptance of the Security Plan. At any time during 

this contract, if CMS finds deficiencies in the contractor’s Security Plan, CMS may require correction of the 

deficiency. 

Personnel Plan: This plan must contain the following information for the contractor’s Project Manager and 

Alternate (Backup) Project Manager: 

 Name 

 Work address 

 Telephone numbers (office and cellular) 

 Fax number 

 Email address 

Additionally, the personnel plan must identify one (1) main point of contact (POC) and a designated backup POC 

for all phases of the contract. The main POC and/or backup POC will be expected to attend all meetings, 

inspections, conference calls, virtual MS Teams meetings, etc. 

Production Facilities Plan: The following information for all contractor and subcontractor production facilities 

that will be used for this project shall be provided: 

 Company name 

 Plant name 

 Street address 

 Name of contact person 

 Number and type of presses, binding lines, and imaging lines that will be used to produce these handbooks 

 Contact person’s telephone numbers (office and cellular) 

 Contact person’s email address 

 Plant manager’s name (for each shift) 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 11 of 38 

Jacket 424-657 

 Plant manager’s telephone numbers (office and cellular) 

 Plant manager’s email address 

If the contractor needs to add another contractor production facility at any time after approval of the contractor’s 

project plans, the contractor must notify the Government 24 hours prior to production starting in that facility. 

If the contractor needs to add or change a piece of equipment other than what was specified in the project plans, 

that piece of equipment must be approved prior to starting production on it. 

If the contractor needs to add a subcontractor at any time after approval of the contractor’s project plans, the 

subcontractor must be approved by the Government prior to production starting in that facility. The contractor must 

submit the subcontractor’s information to the Government for approval 24 hours prior to production starting in that 

facility. 

Production Schedule: This plan must include the projected commencement dates for cover printing, text printing, 

binding, and address imaging for each production facility that will be producing these handbooks. 

On-Site Monitors Security/Safety Plan: This plan must include a description of the security/safety procedures that 

the contractor has in place or will provide for all Government on-site monitors for each printing facility, including 

any outside areas, such as parking lots. At the Government’s option, some or all of the monitoring and inspections 

may be done virtually. However, the contractor must still provide their On-Site Monitors Security/Safety Plan with 

the required information. 

Continuity of Operations (COOP) Plan: The failure to deliver the products required under this specification in a 

timely manner would have an impact on the Congressional Mandate for delivery of the handbooks. Therefore, if 

for any reason(s) (act of God, labor disagreements, pandemic, national emergency, etc.) the contractor is unable to 

perform at said locations for a period longer than two (2) workdays, contractor must have a backup plan for 

producing the products required under this specification. 

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

COOP Plan. These plans must include a detailed description with the location of the facility(ies) to be used, 

equipment available at each facility, and a timetable for the start of production at each facility. 

Plans must address how the contractor will handle large disruptions (pandemic, natural disaster, etc.) and small 

disruptions (piece of equipment breaks down, facility loses power, etc.). 

Part of the plan must also include the transportation (if applicable) of Government materials from one facility to 

another. 

COOP plans must address both the contractor’s main facilities and their backup facilities. All terms and conditions 

of this contract will apply to both the contractor’s main facilities and backup facilities. Due to the time sensitive 

nature of the handbooks produced on this contract, the contractor must maintain the original schedule set forth in 

this contract. 

Quality Assurance Plan: This plan must include, for each location, the names of all quality assurance personnel 

and a detailed description of the number, type, and frequency of inspections that will be performed as well as the 

records that will be maintained documenting these activities (see “QUALITY ASSURANCE PROGRAM” 

specified herein). The plan must also include samples of detailed quality checklists that will be used at each 

identified type of inspection. Personnel responsible for performing these quality inspections will be required to sign 

the checklist for their specific task, certifying that they have read and understand the required checklist. A copy of 

the certified checklist must be posted at the site of the inspection for review and confirmation by the GPO monitor. 

A sample of the intended 5,000th book parallel printout format must be submitted with the contractor’s Project Plan 

for review and approval. 
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Transportation Management Plan: This plan must describe the details of obtaining transportation services for the 

drop-shipment of single copies to appropriate postal facilities and for delivery of bulk copies. This plan must show 

how the transportation service providers are selected by the contractor’s firm as the best value for the Government. 

Plans must include the following information regarding the contractor’s methods for: 

 Soliciting and reviewing bids for transportation services to ensure that the Government is receiving “best 

value.” 

 Evaluating reasonableness of cost/price. 

 Evaluating on-time delivery record. 

 Controlling transportation costs. 

Sequential Numbering Plan: This plan must include sufficient detail to fulfill the contract requirements that there 

are no duplicate, damaged, or missing pieces. Each piece should have a unique number. An explanation of the 

contractor’s sequential numbering system is required to understand the required audit trail for each and every piece. 

QUALITY ASSURANCE PROGRAM: By submission of the bid, the contractor agrees to maintain a quality 

system in addition to GPO’s regular program. At a minimum, this program will include the following: 

 Random press sheet pulls during the run by the press operator, mechanically dated and time stamped, then 

signed by the person performing the inspection. The press pulls will consist of a pull from all streams being 

produced every 20 minutes with the attached GPO “Certificate of Selection” form (Attachment C) also 

being mechanically dated and time stamped then being filled out by the shift Pressroom Foreman at the end 

of each shift. 

 A designated company official who will be responsible for checking the first 10 addresses for each item 

printed in each location by comparing them with a parallel printout as well as every 5,000th piece. The 

results of these checks will be recorded and made available to the Government upon request. 

 Any deviation from the parallel printout must indicate the steps taken for correction including going back 

to the last matching address and identifying the first and last pieces which had to be re-run as a result of the 

deviation. An accurate record of all complete publications and the anticipated release date for shipment to 

the U.S. Postal Service is essential. 

 The contractor is required to keep the press sheet pulls for six (6) months after completion of distribution. 

After six (6) months, the press sheet pulls are to be destroyed in accordance with “Disposal of Waste 

Material” specified under “DATA SECURITY.” Contractor must furnish a certificate of destruction 

certifying that the press sheet pulls have been destroyed properly. 

NOTE: Although a Government representative may be on site during much of the binding and imaging phase, it 

still remains the contractor’s responsibility to follow their own quality assurance program. The Government 

representative is monitoring production and not performing quality assurance checks. 

MONITORING AND INSPECTION BY THE GOVERNMENT: 

On-Site Monitoring and On-Site Inspection: Performance of all elements and functions of the Quality Assurance 

Plan and the right of the Government to make general or specialized tests and inspections does not relieve the 

contractor of any responsibility for meeting all requirements in this contract. A Government representative may be 

on site during the startup of the binding and imaging portion of this job and may stay on site for all or part of the 

binding and imaging process. 
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A desk, telephone, facsimile machine, and computer with Microsoft Office software (Microsoft Office 2000 or 

later), a CD-ROM drive, and Internet access in a non-smoking, temperature-controlled environment shall be 

available for the exclusive use of the Government representative(s) during this time and must be located within a 

reasonable distance and/or be reasonably accessible to the production lines. These requirements apply for all 

locations that are doing binding and/or imaging, including subcontractors. The Government representatives shall 

have full, unrestricted, and unescorted access to production facilities where Medicare and You handbooks 

are being produced. 

The Government on-site monitor will be monitoring the bindery and imaging production as a monitor/observer. 

The Government on-site monitor will not be responsible for any quality assurance checks. The contractor must 

continue to perform all scheduled quality assurance checks regardless of the presence of the Government on-site 

monitor. 

All binding/imaging equipment must be inspected and approved by the on-site monitor prior to use.

Virtual Monitoring and Virtual Inspection: At the Government’s option, some or all of the monitoring and 

inspections may be done virtually. 

Some or all of the communication may be accomplished using various methods of communication such as email, 

telephone, GPO File Sharing Site, and MS Teams application. 

Virtual monitoring and/or virtual inspecting to include, but is not limited to, the following – 

 Meetings, online training, and virtual inspections will be held via MS Teams. 

 All plants working on this product must have access to and be able to use all methods of communication 

listed in these specifications. 

 Transfer of mail files/parallel printout from the contractor to the GPO inspectors must be done via PDF 

files with passcode protection or via GPO File Share Site. 

 Some communications may require security requirements and restrictions, to include but not be limited to: 

o PII (including photos of PII) may not be shown in the MS Team conversations. 

o PII (including photos of PII) may not be recorded or transmitted by cell phones. 

o PII (including photos of PII) may not be emailed unless sent via password-protected, encrypted email. 

 Content, Binding, and Image Inspections for each state and each piece of equipment will be held via MS 

Teams. 

 Contractor must confirm that PII is not being recorded while it is being shared with the GPO inspectors. 

Virtual monitoring and inspections (in lieu of on-site monitoring/inspections) do not relieve the contractor of 

producing and distributing the products in accordance with the contract specifications at the requisite quality level. 

If inspections are done virtually, the contractor is required to submit a copy of the approval email, stapled to the 

approved sample, at the end of each week. Contractor to submit to: U.S. Government Publishing Office, Quality 

Control for Published Products (QCPP), Stop: CSPS, Room C613, 732 North Capitol Street, NW, Washington, 

DC 20401. Package must be identified by contractor’s name, jacket number, and “MY24 APPROVED 

SAMPLES.” Samples are to be mailed/shipped at the most economical means to the Government. 

NOTE: The Government retains the right to conduct on-site monitoring and/or inspections at the contractor’s 

facility(ies) at any point during production and distribution, at the Government’s discretion. Additionally, the 

Government retains the right to be on site at the contractor’s facility(ies) for all phases of production of Medicare 

and You Handbooks. The Government representative(s) shall have full, unrestricted, and unescorted access to 

production facilities where these handbooks are being produced. 

All binding/imaging equipment must be inspected and approved by the on-site monitor prior to use.
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POSTAWARD CONFERENCE: Government representatives will conduct a conference with the contractor’s 

representatives, including at least one (1) mailing representative, at the Government Publishing Office, Washington, DC, 

at a date and time determined by the Government (see “SCHEDULE” for dates). At the Government’s option, the 

postaward conference may be conducted via teleconference. NOTE: Based on discussions at the postaward conference, 

the contractor may be required to submit revised project plans. 

WARRANTY: Contract Clause 15, “Warranty,” of GPO Contract Terms (GPO Publication 310.2, effective 

December 1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED 

from 120 calendar days to 180 calendar days from the date the check is tendered as final payment. All other 

provisions remain the same.

PRIVACY ACT NOTIFICATION: This procurement action requires the contractor to do one or more of the 

following: design, develop, or operate a system of records on individuals to accomplish an agency function in 

accordance with the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable 

agency regulations. Violation of the Act may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a 

(i)(1) CRIMINAL PENALTIES. It is incumbent upon the contractor to inform its officers and employees of the 

penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a, specifically, 5 U.S.C. 552a 

(i)(1) CRIMINAL PENALTIES and m(1) GOVERNMENT CONTRACTORS. 

PRIVACY ACT 

(a) The contractor agrees: 

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

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

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

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

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

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

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

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

individuals to accomplish an agency function; and 

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

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

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

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

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

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

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

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

considered to be an employee of the agency.

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

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

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

 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 15 of 38 

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(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. 

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

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

1. Illegibility of bid. 

2. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails. 

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

advised not to exceed GPO’s stated limit. 

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

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

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

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

PAYMENT: Contractor is required to submit their billing invoice and all supporting documentation in either hard 

copy format or as a PDF file via email (at contractor’s option), as follows: 

 Hard copy billing invoice and all supporting documentation must be mailed or delivered to: U.S. 

Government Publishing Office, Office of Financial Management, Attn: Comptroller, Stop: FMCE, 

Washington, DC 20401. 

OR 

 PDF file of billing invoice and all supporting documentation must be emailed to: Deidre Walker at 

dpwalker@gpo.gov. 

The invoice will be considered received and the examination/verification will start upon receipt of the billing invoice 

AND all supporting documentation (either in hard copy format or as a PDF file). 

NOTE: Contractor is not to fax the billing invoice or supporting documentation. 

A copy of the billing invoice only must be emailed to Mary Newton at mnewton@gpo.gov and Christine Crawford 

at christine.crawford@cms.hhs.gov. For more information about the billing process, refer to the General 

Information of the Office of Finance web page located at: http://www.gpo.gov/finance/index.htm. 

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

PRICES” for each assigned state/region. 

 
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TITLE: Medicare and You 2024 (Spanish Area-Specific Handbooks). 

PRODUCT: There are 11 items (Spanish Area-Specific Handbooks). 

NOTE: For the purpose of this contract, the term “item” refers to an “Area Specific Handbook,” and these terms 

will be used interchangeably throughout these specifications. 

The Government retains the right to be on site at the contractor’s facility(ies) for all phases of production of 

Medicare and You Handbooks. The Government representative(s) shall have full, unrestricted, and unescorted 

access to production facilities where these handbooks are being produced. 

QUANTITY: The estimated requirement of this product is approximately 825,000 to 900,000 handbooks, including 

the Quality Assurance Random Copies and the Office of Superintendent of Documents copies required for each 

item. 

NOTE: The figures specified below are estimates only based on historical data of past production runs (Medicare 

and You 2023 figures). Exact quantities will not be known until the files are furnished to the contractor during the 

week of July 3, 2023. The Government reserves the right to increase or decrease by up to 20% the total number of 

handbooks ordered. Quantities are as follows: 

 Estimated 

 Handbook Name Publication Number Total Quantity 

New Jersey and Puerto Rico 

(includes Virgin Island and Atlantic Euro) 10050-1S 684,553 

New York City 10050-2S 17,734 

Southern Florida 10050-3S 27,137 

Illinois 10050-4S 7,666 

Texas 10050-5S 26,025 

Southern California 10050-6S 33,217 

Northern California 10050-7S 11,199 

Northern Florida 10050-8S 11,108 

Arizona 10050-9S 4,577 

Massachusetts 10050-10S 3,895 

Pennsylvania 10050-11S 3,512 

NUMBER OF PAGES: Each item is an estimated 152 to 192-page publication with a separate, wraparound cover. 

Each item contains text and cover pages as follows: 

Text: Text consists of a basic (fixed) section and a variable section, as follows: 

 Basic (Fixed) section is estimated to be approximately 116 pages and is common to all books. 

 Variable section is approximately 36 to 76 pages, is unique, and is located at the end of each Area-Specific 

Handbook. 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 17 of 38 

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NOTE: See “ALLOWABLE CHARGES” in the “SCHEDULE OF PRICES” for information regarding billing for 

the fixed section and variable section. 

Covers: Covers 1, 2, and 3 are common to all books; Cover 4 is specific to each book. 

NOTE: Refer to Exhibit 5 for historical data for variable pages counts from previous years. Exhibit 5 is for 

information purposes only. There is no guarantee that the variable page counts for the product produced on this 

contract will be the same for any item. 

TRIM SIZE: 8-3/8 x 10-7/8”. (NOTE: See “PRESS SHEET INSPECTION” for color control bar requirements.) 

GOVERNMENT TO FURNISH: Data Files will be furnished via Electronic File Transfer (EFT) in a Gentran 

Mailbox that will be setup by CMS to provide the contractor with access to data files. Immediately after award, the 

contractor must submit the names of two (2) (one primary user and one backup user) to Christine Crawford at 

christine.crawford@cms.hhs.gov. At that time, the contractor will be given a mailbox ID that will be needed when 

applying for online access to the Gentran Mailbox. 

Applicants must apply for access to the Gentran Mailbox via the following internet link: https://portal.cms.gov

(select the “New User Registration” tab). A Social Security Number is required for the persons completing the 

form (no exceptions). 

Prior to submitting an online application, contractor must notify Christine Crawford by email 

(christine.crawford@cms.hhs.gov) to request a Gentran Mailbox number to use when applying online. Notifications 

of access will be sent to each applicant when approved. Please notify Christine Crawford when online applications 

are approved. 

Software: Contractor will need an Internet browser or may use a GIS-compatible Secure File Transfer Protocol 

Client (SFTP). 

The Government will furnish the following deliverables to the contractor at time of the postaward 

conference: 

 Addresses furnished in a compressed EBCDIC file in a Gentran mailbox (secure FTP site, available when 

computer access forms are approved). 

 Electronic files generated on a MAC computer with MAC OS Monterey, Version 12.6 using Adobe 

InDesign CC2022 in native application format and Adobe Acrobat DC (along with the corresponding 

Pantone Connect for Adobe Creative Cloud plug-in for spot color licensing) will be furnished via email 

(see below for additional specifications). 

 One (1) set of color visuals for the pages common to all handbooks 

 Bulk distribution list (an MS Excel file with these addresses will be emailed to the contractor prior to the 

postaward conference) 

 Record Layout for mailing addresses 

 One (1) copy of USPS Form 3615, Mailing Permit Application and Customer Profile 

NOTE: At the Government’s option, some or all of the above may be furnished electronically via email. 

Adobe InDesign CC2022 and Adobe Acrobat DC PDF Files: Electronic files will be generated on a MAC 

computer with MAC OS Monterey, Version 12.6 using Adobe InDesign CC2022 in native application format. 

Printer and screen fonts will be provided. Adobe Acrobat PDF files will be supplied to the contractor via email 

with the variable pages that will comprise the last portion of the handbook. NOTE: Contractors must use CMS 

supplied fonts only. One (1) set of color visuals for the pages common to all handbooks and the pages that are 

unique for each item of the handbook will be provided as a general guide. 
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NOTE: All software upgrades (for specified applications and plug-ins) which may occur during the term of the 

contract must be supported by the contractor. 

The electronic files will be for the basic (fixed) section, variable section, and covers of the handbooks. The fixed 

section of the handbooks is identical for All handbooks. Covers 1, 2, and 3 are identical for ALL handbooks; Cover 

4 is unique to each Area-Specific Handbook. The fixed section portion of the Handbook, which will comprise the 

first section of each Handbook, is approximately 116 pages. The variable sections, which will be unique to each 

Area-Specific Handbook, are approximately 36 to 76 pages (either 36, 40, 44, 48, 52, 56, 60, 64, 68, 72, or 76 

pages) and will follow the fixed section. NOTE: Each Area-Specific Handbook may contain a different page count 

for the variable section at the end of the Handbook. 

Identification markings such as register marks, commercial identification marks of any kind, etc., except GPO 

imprint, form number, and revision date, carried in the electronic files, must not print on finished product. 

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

TO FURNISH,” necessary to produce the products in accordance with these specifications. 

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

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

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

Howard at clinton.howard@cms.hhs.gov. 

The contractor shall create or alter any necessary trapping, set proper screen angles and screen frequency, and define 

file output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the 

assigned quality level. 

Line screen resolution must be a minimum of 150 lpi for covers and 133 lpi for text. 

PROOFS: The following proof requirements must be submitted for each plant location used in the printing of the 

product. 

NOTE: The GPO imprint line must be visible on all proofs of Cover 3. Proof of Cover 4 must show indicia. 

 Three (3) sets of digital color content proofs in book form of the “fixed” section of the Handbook 

(approximate circle folio pages 1 to 116) and Covers 1 through 4. 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. 

For Cover 4, three (3) sets for each item are required. 

 Two (2) sets of inkjet proofs that are G7 profiled and use pigment-based inks for Covers 1 through 4 only. 

A proofing RIP that provides an option for high quality color matching (such as Device Links Technology 

and/or ICC Profiles Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for 

Graphic Technology (as of 3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated 

#1 specifications (CGATS TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a 

GRACoL or SWOP certified proofing media. Proofs must contain the following color control strip to be 

evaluated for accuracy: IDEAlliance ISO 12647-7 Control Strip 2009 or 2013(i1). 

Proofs must contain color control bars (such as Brunner, GATF, GRETAG, or RIT) for each color of ink 

on the sheet. Control bars must be placed parallel to the press’s ink rollers and must show areas consisting 

of minimum 1/8 x 1/8” solid color patches; tint patches of 25, 50 and 75%; dot gain scale; and gray balance 

patches for process color (if applicable). These areas must be repeated consecutively across the sheet. 
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The make and model number of the proofing system utilized shall be furnished with the proofs. These 

proofs must contain all elements, be in press configuration, and indicate margins. Proofs will be used for 

color match on press. Direct to plate must be used to produce the final product with a minimum of 2400 x 

2400 dpi.

Pantone colors must be simulated on proofs and must be proofed separately on a digital color content, 

overlay, or inkjet proof. 

Contractor to submit two (2) sets of ink drawdowns on actual production stock of the black ink and the 

Pantone color(s) used to produce the product. Half of drawdown must show varnish or coating, as 

applicable. 

 One (1) press quality PDF soft proof of the “fixed” section of the Handbook (approximate circle folio pages 

1 to 116) and Covers 1 through 4 (for content only) using the same Raster Image Processor (RIP) that will 

be used to produce the final printed product. PDF proof will be evaluated for text flow, image position, and 

color breaks. Proof will not be used for color match. 

NOTE: Covers 1, 2, and 3 and the “fixed” section of each Handbook are common to all Area-Specific 

Handbooks; therefore, only one (1) PDF proof is required regardless of the number of contractor’s plants. 

For Cover 4, one (1) PDF proof for each item is required. 

NOTE: Proofs will not be required for variable pages. 

Send two (2) sets of digital color content proofs, one (1) set of inkjet proofs, and one (1) set of ink drawdowns 

directly to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, Baltimore, MD 21244-1850. 

Contractor must indicate Jacket Number, Requisition Number, Contractor Name and Plant, and “PROOFS” 

(specifically, proof type and/or ink drawdowns) on the proof package(s). 

Send one (1) set of the digital color content proofs, one (1) set of inkjet proofs, and one (1) set of ink drawdowns 

directly to: Government Publishing Office, Publishing Support Operations, Quality Control for Published Products, 

Attn: John Carey/Sarah Coffin, Stop: CSPS, Room C613, 732 North Capitol Street, NW, Washington, DC 20077-

5496. (Telephone: (202) 512-0542) Contractor must indicate Jacket Number, Requisition Number, Contractor 

Name and Plant, and “PROOFS” (specifically, proof type and/or ink drawdowns) on the proof package(s). 

Contractor must notify Mary Newton (mnewton@gpo.gov) immediately upon submitting proofs. NOTE: This set 

will be held by the GPO and will not be returned to the contractor. 

Email PDF soft proofs to: christine.crawford@cms.hhs.gov; Clinton.howard@cms.hhs.gov; jcarey@gpo.gov; and 

qcpp@gpo.gov. Email subject line must identify the Jacket Number, Requisition Number, and “PROOFS.” 

Contractor must notify GPO Shared Support Services Compliance Section via email to compliance@gpo.gov and 

notify Mary Newton (mnewton@gpo.gov) immediately upon submitting proofs and immediately upon notification 

that the proofs are available for pickup at CMS. 

NOTE: The delivery addresses for the proofs may change. Contractor will be notified after award. 

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. 

The contractor must not print prior to receipt of an “O.K. to Print.” 
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STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein and listed 

for the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 13” dated 

September 2019. 

Government Paper Specification Standards No. 13 – https://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/vol_13.pdf. 

All text paper used in each handbook must be of a uniform shade if possible. If not possible, each section of the 

handbook must be of a uniform shade (i.e., the pages of the static section must be of a uniform shade and the pages 

of the variable section must be of a uniform shade). All paper properties specified for JCP Code A60 apply to each 

section within a book (i.e., fixed text pages and variable text pages). 

All cover paper must have the grain parallel to the spine. 

Text: White Uncoated Text, basis weight: 50 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A60. 

Cover: White Matte-Coated Cover, basis weight: 65 lbs. per 500 sheets, 20 x 26”, equal to JCP Code L50. 

PRINTING: Publication prints head-to-head, with an occasional head-to-side. 

Text: A minimum of 133-line screen for text is required. 

All text pages (fixed pages and variable pages) print in black and one Pantone color (Pantone 300 Blue) consisting 

of illustrations, gradient tones, and type and line matter throughout. Text pages contain some bleeds. Fixed section 

(base pages) text is circle folioed 1 through 116 (estimated). The variable section, provided in the PDF file to be 

sent via email, is the balance of the book. 

There are no blank text pages. Some pages may print “This page intentionally left blank,” or “NOTES.” 

NOTE: Press sheet inspections for the text will NOT be required. In lieu of the press sheet inspections, the 

contractor must provide 10 signatures of the first printing of the text pages at color density. These signatures must 

be provided for each plant printing the text pages. The black ink and the Pantone color (Pantone 300 Blue) must 

be within plus or minus five (5) points of the density mark on the ink drawdowns. The signatures must contain all 

color bars and information as required by GPO for a press sheet inspection and must be without perforations. 

NOTE: The color bars must be readable with a handheld densitometer. 

NOTE: The delivery addresses specified below may change. Contractor will be notified after award. 

 Contractor to deliver five (5) text signatures to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security 

Boulevard, Baltimore, MD 21244-1850. Contractor must indicate Jacket Number, Requisition Number, 

Contractor Name and Plant, and “TEXT SIGNATURES” on the package. 

 Contractor to deliver five (5) text signatures to: Government Publishing Office, Publishing Support 

Operations, Quality Control for Published Products, Attn: John Carey/Sarah Coffin, Stop: CSPS, Room 

C613, 732 North Capitol Street, NW, Washington, DC 20077-5496. (Telephone: (202) 512-0542) 

Contractor must indicate Jacket Number, Requisition Number, Contractor Name and Plant, and “TEXT 

SIGNATURES” on the package. 

Contractor must notify Mary Newton (mnewton@gpo.gov) immediately upon submitting text sheets.

Text signatures to be delivered within three (3) workdays of startup of printing. 

 
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Cover: A minimum of 150-line screen for covers is required. 

Covers 1 and 2 print four-color process and one Pantone color (Pantone 300). Printing may consist of halftones, 

illustrations, bleeds, and type and line matter. 

Cover 3 prints black and one Pantone color (Pantone 300 Blue) with the GPO imprint line in black in lower righthand corner. NOTE: GPO imprint line MUST print on Cover 3 as specified. GPO imprint line must be in 

accordance with Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)). 

Cover 4 prints black and one Pantone color (Pantone 300 Blue) consisting of type and line matter and logo. 

Contractor may knock out address area to be inkjet, if necessary. NOTE: Mailing indicia on Cover 4 must not print 

on bulk shipment copies (see Attachment A). Contractors can use knock-out varnish window (from mailed 

versions) for the bulk versions. (See “ALLOWABLE CHARGES” in the “SCHEDULE OF PRICES” regarding 

billing information for covers.) 

The Pantone color (Pantone 300 Blue) must print as a solid color. It cannot be built out of the process colors. 

After printing, apply a non-yellowing, dull satin coating (varnish or aqueous) to prevent smearing and scratching. 

Coating must be dull satin (not gloss). 

All covers must be printed on a press capable of printing five (5) colors in a single pass through the press (minimum 

of five (5) printing units). 

VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR SELF MAILERS): 

Contractor to address Cover 4 using inkjet, laser, or suitable method using a sans serif font that meets USPS 

guidelines (http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf). 

Address should read parallel to the short dimension of Cover 4 with placement and location in compliance with 

applicable USPS addressing guidelines (see Attachment A). Please note that furnished addresses can be up to eight 

(8) lines of address information; it is possible for the address block to use 10 lines of data, including barcodes. 

After addressing, the addresses must not run or bleed when in contact with water and must be clear and legible. All 

address elements, components, ink characteristics, and barcodes must meet USPS automated flat mail processing 

equipment compatibility standards and comply with all related USPS requirements as cited in the Mailing Standards 

of the United States Postal Service, Domestic Mail Manual (DMM), and Flat Mail processing guidelines in effect 

at time of mailing (http://pe.usps.gov). 

MARGINS: Margins will be as indicated in the furnished electronic media for the handbook. Inadequate gripper 

margins. Text pages throughout may bleed at the head, foot, and outside edge. Contractor is responsible for 

extending bleeds on furnished materials as necessary to ensure bleeds on final product. 

BINDING: Perfect-bind text and wraparound cover; trim three sides (bind on the left 10-7/8” dimension). Center 

hinge score front and back - not to extend beyond 1/4” from bind edge. Grain must run parallel to spine. Glue the 

front and back covers to the first and last text pages between the scores and the bind. 

PRODUCTION REPORT DURING BINDING AND IMAGING PHASE: During the binding and imaging 

phase of this project, the contractor must email production reports that compare “actual production” to the 

“projected production” quantities provided in the project plan to Clint Howard (clint.howard@cms.hhs.gov) and 

Mary Newton (mnewton@gpo.gov). 
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The production report shall be a single-page Microsoft Excel spreadsheet with four columns: 

1) plant location 

2) projected number of books bound and imaged (should match the projected totals in the project plan) 

3) actual number of books bound and imaged 

4) difference 

Additionally, the contractor must provide hard copy daily production reports for each production facility to each 

on-site monitor assigned to that facility. These production reports must provide the quantity of handbooks bound, 

imaged, and shipped. In the event that the monitors are not on site, contractor to email the daily production reports 

to the assigned monitor (email address to be provided after award) and email qcpp@gpo.gov. 

The contractor is responsible for compiling this information from each location that is doing binding and imaging 

work. This report should be submitted every three (3) calendar days that bindery and imaging work is being done 

to Clint Howard and Mary Newton. At the postaward conference, a Microsoft Excel spreadsheet shall be provided 

to the contractor for this purpose. 

PRESS SHEET, CONTENT, BINDING, AND VARIABLE IMAGING INSPECTIONS: The following 

inspections will be held at the contractor’s production facility: 

 Cover pages press sheet inspection 

 Content inspection for the variable pages 

 Binding inspection (may be held concurrently with the variable imaging inspection) 

 Variable imaging inspection (may be held concurrently with the binding inspection) 

At the Government’s option, some or all of the above inspections may be held on site or virtually. See 

“MONITORING AND INSPECTION BY THE GOVERNMENT.” 

Cover Press Sheet Inspections: Contractor is to print an open 8-point star symbol, or a similar pre-identified unique 

symbol, within the finished trim area on each cover, which will be honed off after color “O.K.” standards have been 

established during the press sheet inspection. 

Final makeready press sheets and imaged products will be inspected and approved at the contractor’s plant for 

the purpose of establishing specified standards for use during the actual press run. Upon approval of the sheets 

and imaged product, 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 January 2015. 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. 

GPO Publication 315.3: 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/contractors_holding_psi.pdf?sfvrsn=2

Press sheets must contain control bars for each color of ink on the sheet. Control bars must be placed parallel to 

the press’s ink rollers. The control bars (such as BRUNNER, GATF, GRETAG, or RIT) must show areas consisting 

of 1/8 x 1/8” minimum solid color patches; tint patches of 25, 50, and 75%; dot gain scale; and gray balance patches 

for process color (if applicable). These areas must be repeated across the entire press sheet. 

Viewing Light: Press sheets will be viewed under controlled conditions with 5000 degrees Kelvin overhead 

luminaries. The viewing conditions must conform to ISO 3664-2009; a viewing booth under controlled conditions 

with 5000 degrees Kelvin overhead luminaries with neutral gray surroundings must be provided. 
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NOTE: If a contractor is printing covers in multiple locations, a single cover press sheet inspection will be held at 

the location that is printing first. The contractor is responsible for maintaining the same standards at all other printing 

locations. 

The contractor must have the signed and approved proofs available for the section being printed at the cover press 

sheet inspections. The contractor must not print prior to receipt of an “O.K. for Color.” NOTE: If multiple plants 

are being used to print, contractor must have a copy of the signed-off press sheet at each plant. 

Content Inspections: A Government inspector shall conduct a content inspection for the variable pages when the 

contractor starts to print these pages. The purpose of this content inspection is to ensure that the pages printed match 

the PDF file sent to the contractor. Since no proofs are required for these pages, only the content and color 

separation will be examined at the start of this press run. The Government inspector will not establish new standards 

for color or ink density; contractor must match color standards established by the contractor-furnished text 

signatures. 

The contractor must provide one (1) set of laser prints of the variable pages (output at 100%). These laser prints 

must be printed directly from the furnished file and pre-rip. The laser prints must be either in color or run as 

separations to show color breaks. 

Binding and Variable Imaging Inspections: In the event that a contractor is binding or imaging in multiple 

locations, a binding and/or imaging inspection will be held in EACH location. This includes all plants the contractor 

uses for binding and/or imaging, as well as all subcontractor locations. 

Binding operations will be inspected at the contractor’s plant for binding quality conformance and to ensure that all 

GPO binding specifications are being met. 

Variable imaging inspections will be held to ensure that: 

 The variable computerized imaging specifications and pertinent GPO imaging specifications are being 

followed. 

 All address elements, components, ink characteristics, and barcodes meet USPS automated flat mail 

processing equipment compatibility standards. 

 The correct covers, text pages, and address files are being utilized for the specific book being printed. 

If binding and imaging are being done in line, then the binding and imaging inspections will be held concurrently. 

Contractor is not to bind prior to receipt of an “O.K. for Binding” and is not to image addresses and barcodes prior 

to an “O.K. for Imaging.” 

Scheduling Inspections: Cover press sheet inspections MUST be held during normal business hours (8:00 a.m. to 

5:00 p.m., local prevailing time) on Government workdays, Monday through Friday. Cover press sheet inspections 

will NOT be held on weekends or Federal holidays. 

If possible, contractors should attempt to conduct the content inspection, as well as the binding and imaging 

inspections, during normal business hours (8:00 a.m. to 5:00 p.m., local prevailing time) on Government workdays, 

Monday through Friday. However, since the binding and imaging schedules, as well as the printing schedule for 

the variable pages, are very tight, these inspections can be held on weekends, Federal holidays, and during evening 

hours. 

 

The Project Manager or Alternate Project Manager MUST notify GPO and CMS of the date and time the press 

sheet (cover) inspection, content inspection, binding inspection(s), and variable imaging inspection(s) will be 

performed. 
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In order for proper arrangements to be made for on-site inspections, notification must be given at least three (3) 

calendar days prior to EACH inspection. NOTE: For virtual inspections, 1-hour or 24-hour notification may be 

required for each inspection. Contractor will be notified prior to the inspections if an on-site or virtual inspection 

will take place. 

Notify both GPO and CMS, as follows: 

 U.S. Government Publishing Office, Quality Control for Published Products (QCPP), Washington, DC 

20401, telephone number (202) 512-0542 (telephone calls will only be accepted between the hours of 8:00 

a.m. and 2:00 p.m., Monday through Friday, prevailing Eastern Time) 

 Clint Howard, telephone number (410) 786-1962. 

It is the contractor’s responsibility to schedule all press sheet inspections with the Government, including 

inspections held at different plants. The Government will not accept press sheet inspection appointments 

communicated by subcontractors hired by the contractor. The Government will accept content/binding/imaging 

inspection appointments communicated by subcontractors hired by the contractor. 

It is the contractor’s responsibility to ensure that appropriate personnel are on site during all inspections that can 

make any potential corrections, adjustments, and repairs, including the creation of new plates, prepress adjustments, 

and mixing inks. 

NOTE: See contract clauses, paragraph 14(e)(1), Inspections and Tests of GPO Contract Terms (GPO Publication 

310.2, effective December 1, 1987 (Rev. 01-18)). When supplies are not ready at the time specified by the 

contractor for inspection, the Contracting Officer may charge to the contractor the additional cost of the inspection. 

PRESS SHEETS AND SAMPLES: The actual cover press sheet, content, binding, and/or variable imaging 

inspections may be canceled if travel is not advisable at the time of each inspection. (See “MONITORING 

AND INSPECTION BY THE GOVERNMENT”).

 If required, in lieu of a cover press sheet inspection, the contractor will be required to submit 10 untrimmed 

cover press sheets for each assigned state with all color bars and marks in place (for each assigned state – 

five (5) sheets to GPO and five (5) sheets to CMS, as specified below). 

 If required, in lieu of a content inspection, the contractor will be required to submit seven (7) folded, 

untrimmed sets of each signature of the variable pages for each assigned state (for each assigned state – two 

(2) sets to GPO and five (5) sets to CMS, as specified below. One (1) set will be signed and returned to the 

contractor). 

 If required, in lieu of a binding and/or variable imaging inspection, the contractor will be required to submit 

seven (7) bound and imaged samples for each assigned state (for each assigned state – two (2) samples to 

GPO and five (5) samples to CMS, as specified below. One (1) sample will be signed and returned to the 

contractor). NOTE: For the imaging of addresses on the samples, contractor will be furnished either 

dummy addresses or be instructed to use any dummy address (such as the addresses provided in 

Attachment A, page 2). 

NOTE: The delivery addresses specified below may change. Contractor will be notified after award. 

All press sheets and/or samples are to be delivered as follows: 

 Contractor to deliver to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, Baltimore, MD 

21244-1850. Contractor must indicate Jacket Number, Requisition Number, Contractor Name and Plant, 

and “PRESS SHEETS” or “SAMPLES” (as applicable) on package. 
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 Contractor to deliver to: Government Publishing Office, Publishing Support Operations, Quality Control 

for Published Products, Attn: John Carey/Sarah Coffin, Stop: CSPS, Room C613, 732 North Capitol Street, 

NW, Washington, DC 20077-5496. (Telephone: (202) 512-0542) Contractor must indicate Jacket Number, 

Requisition Number, Contractor Name and Plant, and “PRESS SHEETS” or “SAMPLES” (as applicable) 

on package. Contractor must notify Mary Newton (mnewton@gpo.gov) immediately upon submitting 

press sheets and/or samples.

Press sheets and/or samples, as applicable, are to be delivered within three (3) workdays of startup of 

printing/binding/imaging, as applicable. 

PACKING:

Bulk Shipments: Pack each item separately and identify the shipping containers with the Area-Specific item name, 

item number, inventory control number (ICN), publication number, and publication revision date which will be 

provided at the postaward conference. Each shipping container in all shipments, including shipments to the 

CMS warehouse and United Systems of Arkansas (USA) warehouse, must contain this information on the 

actual shipping container. 

Pack suitable per shipping container not to exceed 40 pounds when fully packed. Shipping containers must be 

packed in a manner that will assure there is no damage to the product during shipping and handling. 

Mailed Shipments: Pack suitably in mailing containers. Mail shipments must be packed in a manner that will ensure 

there is no damage to the product during shipping and handling. 

Pallets (required for motor freight ship only): Pallets must be type III and must conform to Federal Specifications 

NN-P-71C, and any amendments thereto except for dimensions and single center stringer. Full entry MUST be on 

the 40” width. Receipt of incorrect pallets may result in a charge for each incorrect pallet which will be assessed 

against the contractor. This charge will cover additional costs incurred by CMS to re-palletize the shipment onto 

correct pallets. Loaded pallets must be machine wrapped with shrinkable or stretchable plastic strong enough to 

retain the integrity of the pallet during transportation and handling. Do NOT use metal strapping or pallet caps for 

securing material on pallets. Copies on pallets must be consolidated so that there is no more than one (1) partial 

pallet per destination. 

Pallet preparation and pallet sortation are subject to specific USPS standards. Pallets and related labeling must be 

prepared in accordance with the Mailing Standards of the U.S. Postal Service and DMM in effect at time of mailing 

as published at http://pe.usps.com. (See Attachment B for CMS Pallet Specifications.) 

LABELING AND MARKING: Contractor to download GPO Form 905 (R. 7-15) – Labeling and Marking 

Specifications which can be located on GPO.gov, fill in appropriate blanks, and attach to shipping containers, 

located to where CMS Warehouse can see on rack system. 

Address individual copies for mailing (see “VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR 

SELF-MAILERS”). 

Contractor to create and affix placards to the pallets according to the content and destination of the mail. At least 

two (2) clearly visible, white placards must be affixed to two (2) adjacent sides of each pallet. Contractor to label 

placards bearing Intelligent Mail Barcodes (IMb) in accordance with the current USPS Mailing Standards. 

For shipments to United Systems of Arkansas, Inc., pallets must be 40 x 48”, either stringer or block pallet type. 

Pallet stack height is a maximum of 56”, including pallet height. 

 
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QUALITY ASSURANCE RANDOM COPIES (QARC): All orders must be divided into equal sublots in 

accordance with the chart below to test for compliance against the specifications. A random copy must be selected 

from each sublot. Do not choose copies from the same general area in each sublot. The contractor will be required 

to certify that copies were selected as directed using GPO Form 917 - Certificate of Selection of Random Copies 

(located on GPO.gov). Copies will be paid for at the running rate offered in the contractor’s bid and their cost will 

not be a consideration for award. A copy of the purchase order/specifications must be included. 

NOTE: If a state quantity is divided between printing plants, the number of quality assurance random copies must 

be divided evenly (as allowable) among each those plants. 

The breakdown for QARCs (based on the total quantity for each state): 

500 thru 3,200 copies ....................... 13 QARC Samples 

3,201 thru 10,000 copies .................. 20 QARC Samples 

10,0001 thru 35,000 copies .............. 32 QARC Samples 

35,0001 and over copies .................. 50 QARC Samples 

Business Reply Mail labels will be furnished for mailing the quality assurance random copies. The copies are to be 

mailed at the same time as the first scheduled shipment. A U.S. Postal Service approved Certificate of Mailing, 

identified by Jacket and Purchase Order numbers must be furnished with billing as evidence of mailing. (NOTE: 

At Government’s option, the Business Reply Mail label may be furnished via email. Contractor is to produce the 

number of labels needed (on YELLOW stock) and destroy any remaining labels upon completion of the contract. 

The Business Reply Mail label furnished is only to be in used in the production of this contract.) 

DISTRIBUTION: 

Single copies: Mail f.o.b. contractor’s city approximately 804,692 single copies (self-mailers) via the Governmentfurnished mailing permit, as specified below. NOTE: Drop-shipments to USPS’ Destination Network Distribution 

Center (DNDC) Entry, Destination Sectional Center Facility (DSCF) Entry, Destination Delivery Unit (DDU) 

Entry, and Destination Flat Sequencing System (DFSS) Entry are required. 

NOTE: The figures specified in the below table are estimates only based on historical data of past production 

runs (Medicare and You 2023 figures). Exact quantities will not be known until the files are furnished to the 

contractor during the week of July 3, 2023. The Government reserves the right to increase or decrease by 

up to 20% the total number of handbooks ordered. 

Estimated self-mailer quantities are listed in the table below: 

Handbook Name Publication No. ICN Number Self-Mailer Quantity 

New Jersey and Puerto Rico (includes 

Virgin Islands, Atlantic Euro) 10050-1S 006611 682,582 

New York City 10050-2S 006612 12,440 

Southern Florida 10050-3S 006613 25,441 

Illinois 10050-4S 006614 5,245 

Texas 10050-5S 006615 21,611 

Southern California 10050-6S 006616 29,777 

Northern California 10050-7S 006642 9,444 

Northern Florida 10050-8S 006643 9,090 

 
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Arizona 10050-9S 902383 3,539 

Massachusetts 10050-10S 902384 2,731 

Pennsylvania 10050-11S 904466 2,792 

Bulk Shipments: 

NOTE: All bulk shipments MUST be shipped prior to the self-mailer quantities. 

 Ship f.o.b. contractor’s city approximately 400 to 3,000 books to approximately 25 to 400 locations via 

reimbursable small parcel carrier (must be by traceable means with signed signature receipt). (See 

“SCHEDULE” for dates.) 

 Ship f.o.b. contractor’s city the Quality Assurance Random Copies to the address specified on the furnished 

business reply label. 

 Ship f.o.b. contractor’s city (via most economical motor freight ship available) approximately 200 copies 

of each item to: CMS, CMS Receiving Clerk, 7500 Security Boulevard, Baltimore, MD 21244. (Telephone: 

(410) 786-2948) The inventory control number, publication number, and revision date must appear on each 

container. 

 Ship f.o.b. contractor’s city approximately 200 to 500 copies of each item to: United Systems of Arkansas, 

Inc., Attn: PODFO, 4949 West Bethany Road, Little North Rock, AR, 72117. (Telephone: (800) 264-

0812) NOTE: The contractor will be notified about the final quantity at the postaward conference, or shortly 

thereafter. 

 Ship f.o.b. contractor’s city one (1) copy of each version marked “Depository Copies Item No. 0512-A39” to: U.S. Government Publishing Office, Federal Depository Library Program, Mail Stop: FDLP, 44 H 

Street, NW, Loading Dock, Washington, DC 20401. 

 Ship f.o.b. contractor’s city 10 copies of each version to: Library of Congress, U.S. Serials and Government 

Documents Section, U.S. Anglo Division, Stop: 4276, 101 Independence Avenue, SE, Washington, DC 

20540-4276, Marked: “Depository File Copies.” NOTE: All shipments to this destination must be via 

FedEx, UPS, or USPS. 

Bulk ship the number of handbooks as specified above via a reimbursable, small parcel carrier (see “SCHEDULE” 

for dates). These shipments must be by traceable means with a signed receipt. Some deliveries may require INSIDE 

DELIVERY. Contractor will be reimbursed for all shipping costs by submitting all shipping receipts with billing 

invoice for payment. 

CMS Delivery Appointment: Receiving hours are Monday through Friday, 7:30 a.m. to 3:30 p.m., on a “first come, 

first serve” basis (no appointment necessary). The contact number is (410) 786-2948. 

United Systems of Arkansas, Inc. Delivery Appointment: Normal receiving hours are 6:00 a.m. to 5:00 p.m., Central 

Standard Time (CST), Monday through Friday. (No after hours or weekend deliveries are accepted unless preapproved through shipping/receiving.) No appointments are necessary. Contractor to email Robert Bluejacket at 

bluejacket@usaimages.net with the delivery date of bulk items. 

Cost for transporting the mailed copies to the USPS mailing facility is reimbursable upon receipt of the contractor’s 

delivery receipts with their billing invoice. Additionally, the contractor is responsible for the mailed copies until 

the copies have been accepted by an official USPS representative at a physical postal facility, regardless of whether 

an on-site USPS representative at the contractor’s facility has filled out and signed a PS Form 8125 for those copies. 
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NOTE: It is the contractor’s responsibility to ensure that all required paper work and the furnished agency mailing 

indicia is filled out correctly and issued/on file with the appropriate mailing/shipping facilities. Contractor to 

contact Erika Grant at (410) 786-1067 with any questions. 

MAIL PREPARATION: All items mailed will have a printed CMS Standard Mail “Postage and Fees Paid” Permit 

(#G-845). The contractor is cautioned to use the permit imprint only for mailing material produced under this 

contract. The contractor is required to prepare all mail in accordance with appropriate USPS rules and regulations, 

including the Mailing Standards of the United States Postal Service, DMM (http://pe.usps.com), and other USPS 

procedural publications in effect at time of mailing. 

All mailing shall be made at the Standard Class rate using the USPS Informed Delivery. Information regarding 

Informed Delivery can be found on the USPS website (Informed Delivery® for Business Mailers | USPS). 

The contractor is required to obtain the maximum USPS postage discounts possible in accordance with the USPS 

Standard Class mail automated and non-automated mail discount structure in effect at time of mailing, except when 

any address data enhancement will negatively affect deliverability and/or omit any required address fields. 

Contractor shall follow indicia, address, and barcode placement found on Attachment A, which is consistent with 

current USPS Address Quality Standards and in accordance with appropriate USPS rules and regulations including 

the Mailing Standards of the United States Postal Service and DMM in effect at time of mailing 

(http://pe.usps.gov/DMM300/Index). 

The typestyle must be sans serif and consistent with the guidelines in USPS Publication 28, Postal Addressing 

Standards, (http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf) and must consist of all upper case characters, 

comparable to the typestyle and font size illustrated in Attachment A. No contractor alterations to this copy will be 

permitted without written authorization from CMS and GPO. 

In compliance with USPS Mail Preparation and Sortation Regulations, all mail must be: appropriately marked; 

barcoded if necessary; supported with documentation generated by PAVE-certified software; or, printed in a 

standardized format to ensure USPS acceptance. Full Service Intelligent Mail Barcode (IMb) barcoding, and 

delivery address placement used for this mailing must comply with the CMS specifications cited and USPS 

requirements for automation-compatible mail in effect at the time of the mailing. The contractor will be responsible 

for payment of any additional postage resulting from a loss of a discount due to irresponsible and careless 

application of USPS mail preparation and sortation standards. Addresses for this mailing come from a Government 

maintained file. 

Intelligent Mail Barcode (IMb): During the term of this contract, CMS mailers will be required to meet the FullService option using Intelligent Mail barcodes to access automation postal rates for flats. 

The contractor must understand and be able to implement all mail preparation requirements enacted by the Postal 

Service related to using Intelligent Mail. The requirements include, but are not limited to, preparing the Intelligent 

Mail barcodes meeting USPS quality acceptance standards. Experience with assigning unique numbers for each 

mail piece; preparing electronic manifests; making electronic appointments; producing revised tray/pallet label 

formats; and, other similarly-detailed IMb requirements as mandated by the Postal Service is essential. 

Processing/National Change of Address (NCOA): The contractor must process the address files by using NCOA 

certified mail processing software to qualify for the most cost-efficient Standard/Bulk automation rates available. 

The contractor must furnish the appropriate, properly filled-out forms to the U.S. Post Office. The files must be 

matched against the postal database to update and correct the ZIP codes, provide ZIP codes, and provide the data 

required to print delivery point barcode for each address. 

It is incumbent upon the contractor to ensure the maximum postage discount possible is received for this mailing. 
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NOTE: Only the State address files are to be processed through NCOA. The PR address files are not to be processed 

through NCOA. 

For the final quantity counts for the basis of this contract’s distribution, the State address files only need to be 

processed through NCOA one time and must not be processed prior to 8/4/2023. All related costs to perform this 

one-time operation must be included in submitted bid pricing. No additional reimbursement will be authorized. In 

addition to the Government’s one-time requirement, the contractor may process the address files through NCOA at 

any time for their own internal needs, at the contractor’s expense. 

Mail Storage/Staging: Mailing must be assembled and stored for eventual turnover to the USPS. Mailing for 

delivery to all destinations must be turned over to assure on-time delivery to partners and beneficiaries. If trucktrailers (vans) will be needed from the USPS, it is the contractor’s responsibility to schedule an advance planning 

meeting with the USPS and request these services. However, physical loading is contractor’s responsibility, in 

conformance with the USPS loading plan. The Government may inspect the storage and staging operations at the 

contractor’s facilities. 

Unless otherwise specified, during storage/staging, the contractor must not stack the pallets more than two (2) 

pallets high. 

Mail Service Disruption Reports: The contractor is required to provide a report on disruption to the mail service 

due to weather or any unforeseen situations, such as accidents (vehicle, boat, etc.) or pandemic situations (H1N1, 

COVID-19, etc.) as follows: 

 A report for areas with weather/health impacted delays or pandemic situations (H1N1, COVID-19, etc.), to 

include, but is not limited, to the following: 

o Mail that is en route. 

o Non-delivery of mail. 

o Pull back of non-postal transportation. 

o Refund request for non-delivery/acceptance. 

o Completion of refund request and that the refund has occurred. 

o Mail staged until end of event for both the contractor facility and USPS facility. 

o Mail destroyed for both the contractor facility and USPS facility. 

o Volume of mail impacted by state. 

o Instructions provided that are contrary to contract language (e.g., non-strapping of handbooks). 

 Situations such as accidents (vehicle, boat, etc.) rendering mail damaged or destroyed, to include, but is not 

limited, to the following: 

o Letter to CMS explaining the details of the incident. 

o Truck and load report. 

o Original postage statement copies. 

o Bill of lading from trucking company, if available. 

Contractor to provide these reports only when the mailing/delivery of the handbooks will be impacted by weatherrelated events, situations such as accidents (vehicle, boat, etc.), or pandemic situations (H1N1, COVID-19, etc.). 

Contractors must notify the Government of any changes in processing instructions received from the U.S. Postal 

Service, which contradicts contract specifications, as soon as the contractor is made aware of them (e.g., nonstrapping of books, changes in documentation, usage of containers). 

The contractor must forward copies of the Mail Service Disruption Reports to: CMS, Attn: Erika Grant, C3-26-22, 

7500 Security Boulevard, Baltimore, MD 21244-1850; or email to: erika.grant@cms.hhs.gov.
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Mailing Statements: Contractor must provide the following to CMS, Attn: Erika Grant, C3-26-22, 7500 Security 

Boulevard, Baltimore, MD 21244-1850. (Method of delivery must require CMS acknowledgment of receipt. (See 

“SCHEDULE” for dates.): 

 Copies of all commercial freight bills. 

 Contractor-prepared ZIP Codes Count Listing (format must show 3-digit, 5-digit, and carrier route 

ZIP Code destinations). 

 Copies of 3602-R (Postage Statement – Standard Mail) for ALL postage receipts (form can be obtained from 

www.uspspostalone.com). 

o One copy of the aggregate count report in totality. 

o Every shipment must contain an individual receipt. Receipt(s) cannot be combined totality. 

o All states must be indicated on the actual 3602-R. 

o All receipts may be emailed to: Erika.grant@cms.hhs.gov. 

 Copies of 8125 (Plant-Verified Drop Shipment (PVDS) Verification and Clearance) - If contractor is using 

eInduction or Seamless Acceptance at the Business Mail Acceptance Entry Unit (BMEU): 

o It enables quicker appointment processing in the Facility Access Shipment Tracking (FAST) on-line 

system; eliminates the need for clerks to manually reconcile containers against paper documentation 

(PS Forms 8125); and, provides 24/7 appointment resolution. 

o The contractor will be required to provide the pre-induction validations and e8125 communication 

message sent from PostalOne!. This will replace the hard copy Form 8125. 

 These statements must be packaged in an individual container for each item/state. 

Contractor must notify the Contract Administrator, Mary Newton, via email (mnewton@gpo.gov) when the 

mailing statements have been emailed to CMS (as specified above) and/or sent out for delivery. 

PLEASE NOTE: These are critical deliverables, and this job is not considered to be complete until all 

mailing statements are submitted. Contractor will not be paid until all statements are delivered. 

The contractor must supply legible USPS certified copies of all USPS Form 3602-R, or similar forms, and 

GPO Form 712. Facsimile postage statements of USPS Form 3602-R, or similar forms, are acceptable, but must 

contain data and elements in locations as close as possible to where they appear on the USPS Form. The 

facsimiles and/or alternate items must include all other information pertaining to the mailing, including the class 

of mail, postage payment method (e.g., permit imprint) and form number. The facsimile must fully and exactly 

reproduce the “Certification and USPS Use Only” fields that appear on the USPS form. A postage statement 

produced by software certified by the USPS Presort Accuracy Validation and Evaluation (PAVE) or Manifest 

Analysis and Certification (MAC) program is considered a USPS approved form for these standards. 

Reimbursement for the actual freight costs will be made from copies of the commercial carrier freight bills that 

must be submitted with the contractor’s invoice, and each freight bill must show the shipping cost and weight 

of the shipment. If the contractor utilizes a freight consolidator, payment will be made with the submission 

of the contractor’s invoices showing actual charges to the contractor. Reimbursed freight costs will not be 

subject to any prompt payment discounts. Freight charges must not exceed those in the submitted drop-shipment 

plan, except for allowable fuel surcharges. 

Certificate of Conformance: When using Permit Imprint Mail, the contractor must complete GPO Form 712 – 

Certificate of Conformance (Rev. 10-15), and the appropriate mailing statement(s) supplied by the USPS. A fillable 

GPO Form 712 Certificate of Conformance can be found at https://www.gpo.gov/how-to-work-withus/vendors/forms-and-standards. 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 31 of 38 

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Return of Government Furnished Material: All Government furnished materials must be returned to CMS. (See 

“SCHEDULE” for dates.) 

As applicable, all expenses incidental to picking up and returning furnished materials, submitting proofs, 

signatures, press sheets, sample copies, invoices, postal receipts, drop-shipment plans, project plans, security 

plans, and other materials associated with this contract, must be borne by the contractor. PLEASE NOTE: Any 

shipments sent to CMS using FedEx must use FedEx containers and boxes. 

SCHEDULE: This publication is mandated by the following Congressional legislation and must be met without 

exception: Balanced Budget Act of 1997, Section 4001, 1851 (d) (2) (A) and (B), and, the Medicare, Prescription 

Drug, Improvement and Modernization Act of 2003. It is critical that the contractor meets all production and 

delivery dates. 

Submit proofs and ink drawdowns as soon as the contractor deems necessary in order to comply with the shipping 

and mailing schedule. 

Proofs and ink drawdowns will be withheld no later than 10 workdays from receipt by CMS/GPO until they are 

made available for pickup by the contractor for hard copy proofs or until changes/corrections/“O.K. to Print” are 

provided via email or phone call for PDF soft proofs. (NOTE: The first workday after receipt of proofs and ink 

drawdowns is day one (1) of the hold time.) 

If revised proofs and/or ink drawdowns are required due to contractor errors, the revised proofs and/or drawdowns 

will be withheld up to 10 workdays from receipt by CMS/GPO until they are made available for pickup by the 

contractor for hard copy proofs or until changes/corrections/“O.K. to Print” are provided via email or phone call 

for PDF soft proofs. (NOTE: The first workday after receipt of proofs and ink drawdowns is day one (1) of the hold 

time.) This process may be repeated until CMS/GPO determines that the proofs and/or ink drawdowns are 

satisfactory. 

DATE EVENT 

6/28/2023 Bid Opening Date 

Within approximately 10 

workdays after bid opening 

date. 

Anticipated award notification and issuance of purchase order. 

Within three (3) workdays 

of notification of contract 

award 

Deadline for submitting Contractor Postaward Project Plans to CMS and GPO 

TBD Postaward Conference. 

Within five (5) workdays of 

notification of contract 

award 

 Contractor receives the page count for the fixed section. (The fixed section is 

common to all books.) 

 Contractor receives InDesign files for the covers and fixed section for the AreaSpecific Handbook. 

 Contractor receives address file counts per item (Area-Specific Handbooks). 

Counts are prior to final contractor-NCOA/IMb processing. 

 Contractor receives bulk copy distribution address Excel files via email to the 

designated, main POC. 

 
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TBD by contractor Text Signatures due to CMS/GPO 

TBD by contractor Cover Press Inspection 

8/4/2023 (no earlier) Contractor must process the address files through NCOA for final quantities 

8/24/2023 Contractor receives one (1) completed file of the variable section for pre-flighting. 

No later than 9/8/2023 Contractor receives PDF file for the variable section. (NOTE: If this information is 

available sooner, CMS will notify GPO and the contractor.) 

No later than 9/8/2023 Contractor receives PDF file for the variable section (via email). 

TBD by contractor Content inspection for variable pages 

TBD by contractor Binding/Imaging inspections 

9/9/2023 Earliest date that any distribution can made regardless of when files for variable 

pages are furnished. 

9/9/2023 – 9/30/2023 Mailing of all bulk copies and self-mailers 

9/30/2023 Last day for contractor to ship self-mailers from plant (Form 8125 verification) 

11/14/2023 Earliest date contractor may destroy waste materials that do NOT contain PII, 

unless otherwise specified. 

12/6/2023 Deadline for contractor to return all Government furnished materials 

12/6/2023 Deadline for contractor to submit all required mailing statements 

The ship/deliver date(s) indicated is the date products ordered for mailing/shipping f.o.b. contractor’s city must be 

delivered to the U.S. Postal Service or picked up by small package carrier. 

NOTE: In order to meet the scheduled mailing date, all mailed copies must be accepted by a USPS 

representative (with a signed/dated PS Form 8125 or e8125, as applicable) AND must have left the 

contractor’s plant(s) no later than 9/30/2023.

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

furnished with the 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. 

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

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

Services Compliance Section via email at compliance@gpo.gov. Personnel receiving email will be unable to 

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

UNDELIVERABLE/RETURNED COPIES: For mailed copies that are determined to be unmailable (prior to 

entering into the mail stream) or for any bulk deliveries that are returned or are undeliverable, contractor must notify 

CMS immediately. CMS may direct the contractor to deliver to another address or destroy the copies. 

NOTE: During times of natural disasters or national emergencies, the contractor may be required to hold/store 

copies, pick up mailed/delivered copies, re-mail copies, and/or re-deliver copies to another address. 

Contractor may be required to hold/store copies for up to 15 calendar days at no cost to the Government or destroy 

copies (up to and including 5,000 copies) at no cost to the Government. Contractor will be entitled to financial 

compensation for copies held/stored longer than 15 calendar days or for a quantity over 5,000 copies to be destroyed. 

If required, the Contracting Officer will issue a modification. 

NOTE: Copies for destruction must be destroyed in accordance with “Disposal of Waste Material” specified under 

“DATA SECURITY.” 
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GPO KEY PERSONNEL: 

 Contracting Officer: Jamie Fowler, (202) 512-2132, jlfowler@gpo.gov

 Contract Administrator: Mary Newton, (202) 512-2132, mnewton@gpo.gov

CMS KEY PERSONNEL: 

 Medicare and You Project Manager: Christine Crawford, (410) 786-1887, christine.crawford@cms.hhs.gov

 Printing and Technical Issues: Clinton Howard, (410) 786-1962, clinton.howard@cms.hhs.gov

 Mailing and Shipping Issues: Erika Grant, (410) 786-1067, erika.grant@cms.hhs.gov

 Mailing and Shipping Issues Backup: Tina Grimm, (410) 786-4045, tina.grimm@cms.hhs.gov
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DETERMINATION OF AWARD

Award will be made to the lowest, responsible offeror whose offer the Government has determined to be 

fair and reasonable by applying the prices listed in the “SCHEDULE OF PRICES” to the following units of 

production. 

The item designations correspond to those listed in the “SCHEDULE OF PRICES.” 

 (1) (2) 

(a) 11 8,047 

(b) 1 8,047 

(c) 31 24,208 

(d) 8 1,099 

(e) 8 7,893 

 
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SCHEDULE OF PRICES

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges and will not 

be a factor for determination of award. 

The bidder must make an entry in each of the spaces provided. 

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

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

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

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the contractor. In the event text 

page count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge 

be permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s) (including plant-specific GPO Contractor Codes) from which this product will be 

shipped with approximate quantities for each plant. If shipment is not made from this location, contractor may be 

responsible for any additional shipping costs incurred. The bidder must also provide the name and location (city 

and state) of any subcontractors that will be used. Additionally, the bidder must provide the name and location (city 

and state) where the text and covers will be produced. 

ALLOWABLE CHARGES: Charges will be allowed on the basis of that combination of the basic 116-page 

section and other signatures for the variable pages as may be required, plus the cover. EXCEPTION: Unless 

otherwise specified, no more than three (3) blank pages will be permitted at the end of the text. 

Complete Cover Pricing: For each state version, contractor will be allowed only one (1) makeready charge for 

each state cover regardless of the number of plants used to produce each state’s covers. Additionally, this one 

makeready charge must include all plate changes required for the bulk covers and the self-mailer covers. Contractor 

is not entitled to separate makeready charges for bulk covers and self-mailer covers for the same state. 

Basic (Fixed) 116-Page Section Pricing: For the basic 116-page section, contractor will be allowed only one (1) 

makeready charge for the 116-page basic section regardless of the number of plants used to produce the product. 

If the basic section page count is other than 116 pages (plus or minus), the contractor will either increase or decrease 

their makeready and running bid prices for the basic 116-page section by their bid prices for the applicable 4, 8, or 

16-page signature. (For example, if the basic section is actually 120 pages, the contractor will increase their basic 

section makeready and running prices by their 4-page signature makeready and running prices. If the basic section 

is actually 112 pages, the contractor will decrease their basic section makeready and running prices by their 4-page 

signature makeready and running prices.) 

Variable Section Pricing: For each state version, contractor will be allowed only one (1) makeready charge for 

each required signature, as needed, regardless of the number of plants used to produce each state’s variable pages. 

______________ 

(Initials) 
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In all cases, billing invoices presented to the GPO must reflect the most economical method (to the Federal 

Government) of production at the prices offered. 

Fractional parts of 100 will be prorated at the per-100 rate. 

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

PRICES” for each state. 

 Makeready Running Per 

 and/or Setup 100 Copies 

(1) (2) 

(a) Complete Cover ..................................................................... per cover ...... $___________ $___________ 

(b) Basic 116-Page Section .............................................. per basic section ...... $___________ $___________ 

(c) 16-Page Signature ............................................................ per signature ...... $___________ $___________ 

(d) 8-Page Signature .............................................................. per signature ...... $___________ $___________ 

(e) 4-Page Signature .............................................................. per signature ...... $___________ $___________ 

______________ 

(Initials) 
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TEXT AND COVER PRINTING LOCATIONS: If more space is needed, contractor may attach a separate 

sheet. NOTE: The location and contractor’s code must be for the actual facility used in production. 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

SHIPPING LOCATIONS: If more space is needed, contractor may attach a separate sheet. 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

SUBCONTRACTORS: If more space is needed, contractor may attach a separate sheet. 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

______________ 

(Initials) 
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DISCOUNTS: Discounts are offered for payment as follows: __________ Percent, _________calendar days. See 

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

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

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

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

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

points(s), in exact accordance with specifications. 

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

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

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

solicitation and GPO Contract Terms - Publication 310.2. When responding by email, fill out and return one copy 

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

electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, §2. Electronic 

signatures must be verifiable of the person authorized by the company to sign bids. 

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

Bidder _____________________________________________________________________________________ 

 (Contractor Name) (GPO Contractor’s Code – Primary Facility) 

 ___________________________________________________________________________________________ 

(Street Address) 

 ___________________________________________________________________________________________ 

(City – State – Zip Code) 

By _________________________________________________________________________________________ 

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

 ___________________________________________________________________________________________ 

 (Printed Name) (Telephone Number) 

___________________________________________________________________________________________ 

 (Email) (Fax Number) 

___________________________________________________________________________________________ 

THIS SECTION FOR GPO USE ONLY 

Certified by: __________ Date: __________ Contracting Officer: __________ Date: __________ 

 (Initials) (Initials) 

___________________________________________________________________________________________ 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 39 of 38 

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(At less than 100%) 

 

ATTACHMENT A Page 1 of 2 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 40 of 38 

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Please note that furnished addresses can be up to eight lines of address information, and it is possible for the 

address block to use ten lines of data, including bar codes. 

JANE BENEFICIARY 

JOE BENEFICIARY 

MAILSTOP SL-12-16 

SOUTH BUILDING 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

JANE BENEFICIARY 

JOE BENEFICIARY 

MAILSTOP SL-12-16 

SOUTH BUILDING 

DIVISION OF PUBLICATIONS 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

JANE BENEFICIARY 

JOE BENEFICIARY 

BUILDING ENGINEERS 

MAILSTOP SL-12-16 

ADMINISTRATIVE SERVICES GROUP 

SOUTH BUILDING 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

ATTACHMENT B Page 1 of 1 ATTACHMENT A Page 2 of 2 
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Attachment C Base Jacket 

 

ATTACHMENT B Page 1 of 1 
Medicare and You 2024 (Spanish Area-Specific Handbooks) Page 42 of 38 

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ATTACHMENT C Page 1 of 2 

Medicare and You 2024, Jacket __________________ 

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