I. DESIGN, LAYOUT, COMPOSITION, AND PROOFS:

(a) Window envelope (inside tint included)............................................. 1 $50.00 $50.00 $25.00 $25.00 $0.00 $0.00 $50.00 $50.00 $0.00 $0.00 $0.00 $0.00

(b) Kraft Window envelope..................................................... 1 $50.00 $50.00 $25.00 $25.00 $0.00 $0.00 $50.00 $50.00 $0.00 $0.00 $0.00 $0.00

(c) DTS (face design plus repeating header and footer for subsequent pages)..... 1 $400.00 $400.00 $25.00 $25.00 $0.00 $0.00 $200.00 $200.00 $0.00 $0.00 $0.00 $0.00

(d) IRS Information Returns (each version)................................................... 5 $100.00 $500.00 $25.00 $125.00 $0.00 $0.00 $1,500.00 $7,500.00 $0.00 $0.00 $0.00 $0.00

II PRIOR TO PRODUCTION SAMPLES.

(a) DTS folded form sets..............................per set............................ 25 $25.00 $625.00 $25.00 $625.00 $75.00 $1,875.00 $20.00 $500.00 $0.00 $0.00 $25.00 $625.00

(b) DTS flat form sets..................................per set............................ 25 $25.00 $625.00 $25.00 $625.00 $100.00 $2,500.00 $20.00 $500.00 $0.00 $0.00 $25.00 $625.00

(c) 1099s..................................................per 100 sets.................... 25 $25.00 $625.00 $50.00 $1,250.00 $50.00 $1,250.00 $20.00 $500.00 $0.00 $0.00 $50.00 $1,250.00

III PRINTING:

(a) DTS: face only leaf........................................................................... 1017 $13.28 $13,505.76 $16.61 $16,892.37 $23.00 $23,391.00 $22.00 $22,374.00 $22.00 $22,374.00 $22.00 $22,374.00

(b) DTS: face and back (single leaf)......................................................... 346 $13.28 $4,594.88 $25.10 $8,684.60 $28.00 $9,688.00 $23.50 $8,131.00 $28.50 $9,861.00 $28.50 $9,861.00

(c) DTS: face and back multi leaves....................................................... 52 $40.00 $2,080.00 $50.00 $2,600.00 $28.00 $1,456.00 $23.50 $1,222.00 $28.50 $1,482.00 $28.50 $1,482.00

(d) Window envelope........................................................................... 1369 $33.00 $45,177.00 $49.18 $67,327.42 $17.50 $23,957.50 $25.60 $35,046.40 $22.00 $30,118.00 $20.50 $28,064.50

(e) Kraft Window envelope....................................................................... 1 $4,000.00 $4,000.00 $2,307.73 $2,307.73 $38.00 $38.00 $1,200.00 $1,200.00 $205.03 $205.03 $205.03 $205.03

(f) 1099-G............................................................................................ 594 $63.15 $37,511.10 $31.22 $18,544.68 $38.22 $22,702.68 $56.40 $33,501.60 $45.00 $26,730.00 $21.00 $12,474.00

(g) 1099-MISC....................................................................................... 1 $252.00 $252.00 $31.22 $31.22 $38.22 $38.22 $56.40 $56.40 $45.00 $45.00 $21.00 $21.00

(h) 1099-INT ......................................................................................... 1 $252.00 $252.00 $31.22 $31.22 $38.22 $38.22 $56.40 $56.40 $45.00 $45.00 $21.00 $21.00

(i) 1098............................................................................................... 17 $85.00 $1,445.00 $31.22 $530.74 $38.22 $649.74 $67.50 $1,147.50 $50.33 $855.53 $50.33 $855.53

(j) 1099-A............................................................................................ 1 $252.00 $252.00 $31.22 $31.22 $38.22 $38.22 $56.40 $56.40 $45.00 $45.00 $21.00 $21.00

(k) 1099-C (Test)....................................................................................... 1 $252.00 $252.00 $31.22 $31.22 $38.22 $38.22 $56.40 $56.40 $45.00 $45.00 $21.00 $21.00

(l) 1042-S............................................................................................. 1 $252.00 $252.00 $31.22 $31.22 $38.22 $38.22 $67.50 $67.50 $45.00 $45.00 $50.33 $50.33

IV

(a) DTA Imaging/Inserting/Mailing..................................................... 1369 $44.00 $60,236.00 $18.90 $25,874.10 $22.50 $30,802.50 $58.00 $79,402.00 $18.50 $25,326.50 $18.50 $25,326.50

(b) 1099 Imaging/Inserting/Mailing..................................................... 616 $68.85 $42,411.60 $31.22 $19,231.52 $40.00 $24,640.00 $35.80 $22,052.80 $38.50 $23,716.00 $38.50 $23,716.00

(c) NCOA Processing - per 1,000 addresses 1 $100.00 $100.00 $25.00 $25.00 $1.50 $1.50 $2.50 $2.50 $1.00 $1.00 $1.00 $1.00

V ADDITIONAL OPERATIONS:

(a) 1099 converted to PDFs per 1,000 images............................................. 612 $2.20 $1,346.40 $1.00 $612.00 $1.50 $918.00 $6.45 $3,947.40 $1.00 $612.00 $1.00 $612.00

(b) DVDs with delivery included................................................................ 4 $150.00 $600.00 $25.00 $100.00 $30.00 $120.00 $430.00 $1,720.00 $25.00 $100.00 $25.00 $100.00

(c) DTS data consollidation processing per 1,000 records............................... 1369 $3.75 $5,133.75 $0.50 $684.50 $1.50 $2,053.50 $22.27 $30,487.63 $0.50 $684.50 $0.50 $684.50

TOTAL: $222,276.49 $166,270.76 $146,234.52 $249,827.93 $142,290.56 $128,390.38 

 DISCOUNT: 0.00% $0.00 1.00% $1,662.71 0.25% $365.59 0.25% $624.57 0.00% $0.00 20.00% $25,678.08 

 NET TOTAL: $222,276.49 $164,608.05 $145,868.93 $249,203.36 $142,290.56 EPA for 5 $154,068.46 

Prepared by: KD

Proofread by:CS

PROGRAM 5516-S CONTRACT PERIOD: May 01, 2023 through April 30, 2024 plus 2 option years

TITLE: Disbursement Transaction Statements (DTS) and Form 1099's 

ITEM DESCRIPTION BASIS OF 

AWARD

Amsive OH LLC, 

Miamisburg, OH

Dedicated Business 

Services, Omaha, NE

UNIT 

PRICE COST UNIT 

PRICE

GPO EST.-Vision Direct

UNIT 

PRICE COST UNIT 

PRICE COST UNIT PRICE COST

IColor Printing & Mailing 

Inc, Los Angeles, CA NPC, Inc, Claysburg, PA VISION DIRECT 

INDIANAPOLIS, IN

LASER IMAGING PERSONALIZATION, NCOA PROCESSING, INSERTING, AND 

MAILING:

COST UNIT 

PRICE COST

 years
Program 5516-S Page 1 of 33

Specifications by CS

Reviewed by MS

U.S. GOVERNMENT PUBLISHING OFFICE

Northcentral Region

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Disbursement Transaction Statements (DTS) and Form IRS Information Returns

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

U.S. Department of Agriculture/Farm Production and Conservation/Business Center/Commodity Credit 

Corporation (USDA/FPAC/FBC/CCC)

Single Award 

BID OPENING: Bids shall be publicly opened at 2:00 p.m. prevailing Chicago, IL time on 

April 19, 2023.

by the U.S. Government Publishing Office, Northcentral Team. 

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

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

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

“ADDITIONAL EMAILED BID SUBMISSION PROVISIONS” below.

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

The contract number “5516-S” and bid opening date “April 19, 2023.” must be specified in the subject 

line of the emailed bid submission. Bids received after “2:00 p.m. Central” on the bid opening date 

specified above will not be considered for award

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be 

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

limited to, the following:

1. Illegibility of bid.

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

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

bidders are advised not to exceed GPO’s stated limit.

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

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

GPO will use the prevailing time (specified as the local time zone) and the exact time that the 

email is received by GPO’s email server as the official time stamp for bid receipt at the specified 

location.
Disbursement Transaction Statements Forms and IRS Information Returns Page 2 of 33 

(5516-S) 

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.

NOTE: Bidder must use the exact bid pages in “SECTION 4. – SCHEDULE OF PRICES,” and MUST 

NOT substitute their own bid formatting in their submitted bid. Substitution may result in a determination 

of the bid as non-responsive.

CONTRACT TERM: The term of this contract is for the period beginning “May 1, 2023” and ending 

April 30, 2024, plus up to 2 optional 12-month extension period(s) that may be added in accordance with 

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

Note: Minor changes from the previous contract are scattered throughout.

INFORMATION: For questions about these specifications contact Chuck Szopo at 312-353-3916 x6 or

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

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

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

Northcentral at kdodson@gpo.gov. 

Doing Business with GPO Customer Services During the Coronavirus Pandemic:

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

the terms and conditions of these contracts. Deliveries, proof approvals, and press sheet inspections for 

agencies may be impacted. It is requested that contractors contact a Government employee at the delivery 

location to confirm their availability to receive prior to shipping. 

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

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

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

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

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

to identify impacted orders if any delay is anticipated, including temporarily closure of a production 

facility or the planned suspension of any services.

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

administrator and/or contracting officer for your contract (best method of communicating with them is via 

email). Office team e-mail addresses can be found at https://www.gpo.gov/how-to-work-withus/agency/services-for-agencies/procurement-services-team. 
Disbursement Transaction Statements Forms and IRS Information Returns Page 3 of 33 

(5516-S) 

SECTION 1.- GENERAL TERMS AND CONDITIONS

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

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

Publication 310.2, effective December 1, 1987 (Rev. 1-18) and GPO Contract Terms, Quality Assurance 

Through Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 

(revised September 2019). 

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

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

publication noted above can be downloaded at http://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/qatap.pdf. 

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

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

register as a GPO contractor using the ‘GPO Contractor Connection’ link in accordance with the 

furnished instructions on this page.

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

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

Contractor Connection registration with the following mandatory taxpayer information boxes: “EIN/TIN 

#” Employer Identification Number of Taxpayer Identification Number): “Subject to Backup Withholding”

(See IRS Form W-9, available for download at http://www.irs.gov/pub/irs-pdf/fw9.pdf). GPO will 

withhold payment of invoices for work completed by any contractor who fails to provide this tax data in 

GPO Contractor Connection. Such invoices will be declared ineligible for payment until all requirements 

for payment, including providing this tax data in GPO Contractor Connection, have been satisfied.

PREDOMINANT PRODUCTION FUNCTION: The predominant production function is printing and 

mailing. Bidders who must subcontract this operation will be determined to be non-responsible for award. 

Subcontracting is allowed for manufacturing of the envelopes only.

CONTRACTOR CUSTOMER SERVICE REPRESENTATIVE: Contractor must have a customer 

service representative for this account available between the hours of 9 a.m. to 5 p.m. prevailing Chicago, 

IL time. This person must be able to be accessed via phone, fax, and e-mail. Representative must be able 

to address ALL aspects of the contract, including production status, as well as technical areas. Back up 

support to this representative must be available in their absence and to provide additional technical 

expertise. Government inquiries must be responded to within one hour.

PRODUCTION PLAN

Prior to contract award, the prospective vendor must provide the GPO Contract administrator with a 

written plan detailing their compliance with the following requirements:

1. Contractor must provide qualified resources, as an option, should the Government requirements 

change post final delivery.

2. Ensure the continuity of service in the event that the Contractor’s primary processing center is not 

able to perform the required actions and assist in disaster recovery testing.

3. Provide contact personnel for timely coordination of operations, including timely notification to 

the government when any printing outages, recoveries, or other issues are encountered that may 

affect the timeliness of statement mailings. 
Disbursement Transaction Statements Forms and IRS Information Returns Page 4 of 33 

(5516-S) 

4. Provide a statistical sample methodology, needed to ensure the integrity of the data during the 

printing process, for USDA/FPAC/FBC/CCC approval for IRS Information Returns. 

5. Provide a web-based reporting feature so that the USDA/FPAC/FBC/CCC can actively monitor 

the printing and distribution process.

PRE AWARD TEST SAMPLES: 

The samples produced during the Initial Testing Period/Pre-award Test will be checked for adherence to 

all specifications. The Government will approve, conditionally approve, or disapprove these test copies 

within 5 workdays of the receipt thereof. Approval or conditional approval shall not relieve the 

contractor from complying with the specifications and all other terms and conditions of the contract. A 

conditional approval shall state any further action required by the contractor. A notice of disapproval 

shall state the reasons therefore. 

If these copies are disapproved by the Government due to printer’s errors, the Government may require 

the contractor to submit additional copies for inspection and testing, in the time and under the terms and 

conditions specified in the notice of disapproval. Such additional copies shall be furnished, and necessary 

changes made, at no additional cost to the Government. In the event these additional copies are 

disapproved by the Government due to printer’s errors, the contractor may be deemed to have failed to 

make delivery within the meaning of terms, the prospective contractor may be declared non-responsible. 

If the ability to achieve the necessary quality is not satisfactorily demonstrated, the prospective contractor 

may be declared non-responsible. 

NOTE: The charge for the initial testing period/pre-award test will be performed at no cost to the 

Government. All samples must be manufactured at the same facilities used for producing contract 

production quantities.

Pre Award Test samples will be required within 5 workdays after notice to start producing test data 

samples. Samples for this requirement are as follows:

50 test data samples for each item to deliver at contractor’s expense.

These test samples must reflect the final product as specified in the contract. 

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

apply to these specifications:

Product Quality Level: 

(a) Printing (page related) Attributes-Level 4. 

(b) Finishing (item related) Attributes-Level 3. 

Exceptions: 

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

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

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

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

Attribute Specified Standard

P-7 Type Quality and Uniformity Ok’d Press sheets/Ok’d Priors/Proof/Electronic File
Disbursement Transaction Statements Forms and IRS Information Returns Page 5 of 33 

(5516-S) 

Special Instructions: In-the-event that the Government waives inspection of press sheets/imaging, the

following listed alternate standards shall become the Specified Standards:

P-7. OK'd Priors, OK'd Proofs, average type dimension as typeset by contractor.

Required Service

(Performance Requirements)

Standard

(Monthly 

Performance 

Standards)

Maximum 

Allowable Degree 

Of Deviation 

Method Of 

Evaluation

(Quality 

Assurance)

A. The Contractor shall complete 

mailing of DTSs & IRS Information 

Returns within the time frames cited 

for DTS

100% If printing falls 

below the 100% 

standard, the

Contractor will 

be subject to 

Default under 

GPO contract 

terms 

Performance 

statistics 

transmitted to 

COR.

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 pre-award survey at the 

contractor’s/subcontractor's facility or to require other evidence of technical, production, managerial, 

financial, and similar abilities to perform, prior to the award of a contract. As part of the financial 

determination, the contractor in line for award may be required to provide one or more of the following 

financial documents: 

1) Most recent profit and loss statement 

2) Most recent Balance Sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

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

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

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

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

affirmative determination of responsibility.

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

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

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

include this clause, except, the total duration of the contract may not exceed 3 years as a result of, and 

including, any extension(s) added under this clause. Further extension may be negotiated under the 

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

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract 

resulting from this solicitation may be extended for such period of time as may be mutually agreeable to 

the GPO and the contractor.
Disbursement Transaction Statements Forms and IRS Information Returns Page 6 of 33 

(5516-S) 

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract shall be adjusted in accordance 

with this clause, provided that in no event will any pricing adjustment be made that would exceed the 

maximum permissible under any law in effect at the time of the adjustment. There will be no adjustment 

for orders placed during the first period specified below. Pricing will thereafter be eligible for adjustment 

during the second and any succeeding performance period(s). For each performance period after the first, 

a percentage figure will be calculated as described below and that figure will be the economic price 

adjustment for that entire next period. Pricing adjustments under this clause are not applicable to 

reimbursable postage or transportation costs, or to paper, if paper prices are subject to adjustment by 

separate clause elsewhere in this contract.

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

The first period will extend from May 1, 2023 and ending April 30, 2024, and the second and any 

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

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

effective date of the economic price adjustment for that period.

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

“Consumer Price Index For All Urban Consumers - Commodities Less Food” (Index) published monthly 

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

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

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

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

adjustment. This average is then compared to the average of the monthly Indexes for the 12-month 

interval ending February 1, 2023, called the base index. The percentage change (plus or minus) of the 

variable index from the base index will be the economic price adjustment for the period being considered 

for adjustment.

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

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

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

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

invoice price is adjusted.

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

price adjustment clause.

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS: A GPO jacket number will be 

assigned and a purchase order issued to the contractor to cover work performed. The purchase order will 

be supplemented by individual "Print Orders" for each job placed with the contractor. The print order, 

when issued, will indicate the quantity to be produced and other information pertinent to the particular 

order.

POSTAWARD CONFERENCE: At the Government’s option, immediately after award a post award 

conference with contractor representative(s) may be held via telephone conference to discuss the

requirements of the contract.

Representatives at these meeting must be able to discuss ALL aspects of the production from start to 

finish. Additionally, the contractor must be able to provide technical support and assistance during the 

term of the contract. No additional charges will be allowed for such performance.
Disbursement Transaction Statements Forms and IRS Information Returns Page 7 of 33 

(5516-S) 

Contractor must maintain 100% accountability in the accuracy of imaging and mailing of all pieces 

throughout run. The Contractor must ensure that there are no missing or duplicate pieces and/or pieces 

with mis-imaged data. The Contractor must also ensure that no defective pieces enter the mail stream.

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

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

Government of any loss of personally identifiable information. PII is "information which can be used to 

distinguish or trace an individual's identity, such as their name, social security number, biometric records, 

etc., alone, or when combined with other personal or identifying information which is linked or linkable 

to a specific individual, such as date and place of birth, mother's maiden name, etc." (Ref.: OMB 

Memorandum 07-16.) Other specific examples of PII include, but are not limited to:

a. Personal identification number, such as passport number, driver's license number, taxpayer 

identification number, or financial account or credit card number;

b. Address information, such as street address or personal email address;

c. Personal characteristics, including photographic image (especially of face or other distinguishing 

characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, 

voice signature, facial geometry). 

SECURITY: This contract requires the reproduction of documents considered sensitive but unclassified 

(SBU). Prior to award the contractor shall/will be required to provide the necessary means, methods and 

facilities to ensure secure custody and strict accountability of all job materials while in the contractor’s 

possession. 

Secure Transmission of Materials: Transmission of materials outside of the contractor’s facility (i.e. 

pickup and return of government furnished materials, etc.) shall be conducted in a manner which prevents 

loss, theft, or unauthorized access. Materials may be transmitted by one of the following methods: 

a) Via employees of the contractor in a contractor-owned vehicle. Exclusive use of vehicle will be 

required for transport of all materials. All deliveries must be transported in appropriate-size, secure 

vehicles. All drivers must have a current state-issued driver’s license and must carry a photo 

identification card issued by the contractor. At least one employee must remain with the material at 

all times. Employees must have a background check on file, be bonded and insured, and must 

maintain accountability logs to assist if an audit trail is necessary on any particular delivery.

b) Via U.S. Postal Service (USPS) Express Mail, Registered Mail, and Certified Mail. (If using Express 

Mail, "Signature Required" must be checked.)

c) Via a tier 1 national transport carrier (air and/or surface) with the following security requirements:

1. Exclusive-use vehicles with direct, location-to-location service.

2. Continuous shipment monitoring and ability to make real-time delivery adjustments. 

3. Background checks on all drivers, with driver and vehicle information available upon request. 

4. Secure online shipment tracking for shipment status monitoring from pickup to delivery, with 

summary report available upon delivery completion. 

Safe Custody: The contractor has the responsibility to ensure that all materials constantly remain in safe 

custody from the time they are picked up until the time they are returned. Safe custody ensures that the 

sensitive documents remain in sealed cartons until arrival at the contractor’s secure area within 

contractor’s plant. Cartons must always remain in view of authorized personnel. No unauthorized 

personnel are to handle the cartons.
Disbursement Transaction Statements Forms and IRS Information Returns Page 8 of 33 

(5516-S) 

Any vehicle used to transport cartons must be locked at all times except during the loading and unloading 

of cartons. If authorized personnel must make more than one trip to load or unload cartons, the contractor 

must have another authorized person guarding the cartons in the vehicle. Cartons in a locked vehicle left 

unattended by an authorized person are in direct violation of the contract. The only time the cartons can 

be left unattended is in a secure area of the plant.

The contractor must provide a procedure for safeguarding documents and chain of custody. The 

procedure should set forth all precautions that will be taken to ensure integrity of documents. ‘Chain of 

Custody’ form is required to be signed by contractor upon receipt of materials to be copied.

Contractor is required to examine furnished material immediately upon receipt, pursuant to GPO 

Publication 310.2, “Government Furnished Property (GFP)”. If at that time there is disagreement with the 

description or requirements as presented in the specification (or GPO Form 2511 Print Order), and prior 

to the performance of any work, the contractor shall contact the contract administrator at 312-353-3916. 

As the situation warrants, equitable adjustments will be negotiated and supplemental agreements issued, 

per the review and final determination of the Contracting Officer.

Secure personnel: All work shall be performed under the supervision of the contractor or the contractor’s 

responsible employees. Contractor must maintain a list of employees on file with authorized access. Such 

list will be provided upon request. Contractor must have a background check (including criminal 

background) on file for all personnel with authorized access. Employees performing work under this 

contract must be informed of the sensitivity of the materials and must follow contractor’s policies and 

procedures that preclude loss of, theft of, destruction of, or unauthorized access to the materials. 

Employees must maintain accountability logs to assist if an audit trail is necessary on any particular order 

or document.

Every contractor employee working on the documents for this contract must be in full compliance with all 

Federal tax laws and regulations, and they must be either a United States (U.S.) citizen or a lawful 

permanent resident of the U.S. A lawful permanent resident is any individual who is not a citizen or 

national of the U.S. who has been lawfully admitted into the U.S. and accorded the privilege of residing 

permanently in the U.S. as an immigrant in accordance with the immigration laws, such as status not 

having changed. Security screening requirements, however, apply to both U.S. citizens and lawful 

permanent residents hired as contractors.

 

Secured Area: All work performed must be accomplished in a secured area within the contractor’s facility 

such that the general public is unable to access or view any documents being processed. All furnished 

materials (SBU) shall be stored in locked containers, and shall be located in a locked or secured area 

during non-duty hours. Agency or GPO may make unannounced site visits to confirm that security 

measures are in compliance with contract requirements.

The release of any materials to any person or party not expressly authorized is strictly prohibited. The 

contractor shall take all appropriate action and measures to minimize exposure of the furnished materials 

to a minimum number of employees. The contractor will be required to account for all furnished originals 

and manufactured copies. Unless otherwise indicated, all extra copies (in any format, including hard copy 

and electronic files), waste, spoilage sheets, and so forth are to be destroyed beyond recognition and 

reconstruction. 

Secure Network: To meet functional and assurance requirements, the security features of the computer 

network environment must provide for managerial, operational and technical controls. The operating 

security features of the system must have the following minimum requirements: a security policy, 

accountability, assurance and documentation (see definitions below). All security features must be 
Disbursement Transaction Statements Forms and IRS Information Returns Page 9 of 33 

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available (object reuse, encryption, audit trails, identification/authentication, and discretionary access 

control) and activated to protect against unauthorized use of and access to SBU information. 

a) A Security Policy must define allowed users and rules of access. The policy should also provide for 

clearance of all protected information on objects before they are allocated out of or into the system, 

i.e., object reuse.

b) Accountability – Computer systems must be secured from unauthorized access. All security features 

(audit trails, identification/authentication) must be available and activated to prevent unauthorized 

access to SBU information.

c) Assurance – Access controls and other security features must be implemented and working. The 

security system should be tested annually to assure it is functioning correctly.

d) Documentation – Test documentation should be readily available that describes how and what 

mechanisms were tested and the results. Design documentation may also be required, along with a 

user’s guide and facility manual.

Secure Handling of Materials: All materials must be handled such that unauthorized use of information is 

prevented. All work in progress materials, including electronic files and scrap generated during 

production, must be shredded, incinerated, or otherwise destroyed beyond recognition. All government 

furnished material sent to the contractor must be returned to Agency upon completion of each order. All 

work in progress electronic files must be destroyed beyond recognition or reconstruction during 

production as feasible and upon completion of the order. Upon completion of the order, all electronic files 

and data shall be completely purged from all data storage components of the contractor's computer 

facility. If immediate purging of all data storage components is not possible, the contractor must certify 

that any data remaining in any storage component will be safeguarded to prevent unauthorized inspection 

or disclosure.

Breach of security: Any information marked “Official Use Only” or Sensitive But Unclassified (SBU)” 

made available in any format or to which access is provided, shall be used only for the purpose of 

carrying out the provisions of this contract. Information contained in such material shall be treated as 

confidential and shall not be divulged or made known in any manner to any person except as may be 

necessary in the performance of the contract. Inspection by or disclosure to anyone other than an officer 

or employee of the contractor will be prohibited.

Should the contractor or one of his/her employees make any unauthorized inspection(s) or disclosure(s) of 

OUO/SBU information, the terms of the Default clause, GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 [Rev. 6-2001]), incorporated herein by reference, may be invoked, and the 

contractor will be considered to be in breach of this contract.

Pursuant to the Privacy Act, any contractor employee who willfully discloses the content of the retained 

Government material to any person or agency not entitled to receive it shall be subject to criminal penalty 

and a fine.

BREACH NOTIFICATION: The contractor is required to notify the agency contracting officer’s 

representative and GPO contract administrator within one hour of determination of any actual or potential 

breach of agency data. The agency has an additional 30 minutes to prepare and submit the appropriate 

breach report to Department of Homeland Security, US-CERT. These requirements will be met at no 

additional cost to the Government.
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BREACH RESPONSIBILITY: If it is determined that the contractor is responsible for a breach of 

agency data, contractor shall be responsible for all breach related costs (notification, credit monitoring, 

legal settlements, etc.) The agency shall determine if the contractor is responsible for any breach of 

USDA’s data. These requirements will be met at no additional cost to the Government.

CERTIFICATION OF NONDISCLOSURE (See form at end - pages 28/29): Contractor must sign and 

return a copy of the Certification of Nondisclosure with submittal of bid. In performance of the contract, 

the contractor agrees to comply and assume responsibility for compliance by his/her employees with the 

requirements of for general safeguards of documents and items to prevent unauthorized disclosure.

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.

PRIVACY ACT

(a) The contractor agrees:

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

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

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

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

(B) development, or (C) operation;

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

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

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

to accomplish an agency function; and

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

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

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

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

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

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

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

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

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

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

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

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

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

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

medical history, and criminal or employment history and that contains his name, or the 

identifying number, symbol, or other identifying particular assigned to the individual, such as a 

finger or voice print or a photograph. 
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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.

ORDERING: Items to be furnished under the contract shall be ordered by the issuance of print orders by 

the Government. Orders may be issued under the contract from May 1, 2023 through April 30, 2024, 

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

to the terms and conditions of the contract. The contract shall control in the event of conflict with any 

print order. A print order shall be “issued” for purposes of the contract, when it is either deposited in the 

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

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

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

in accordance with the clause entitled “Ordering”. 

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

be otherwise provided in this contract; if the Government’s requirements for the items set forth herein do 

not result in orders in the amounts or quantities described as “estimated”, it shall not constitute the basis 

for an equitable price adjustment under this contract. The Government shall not be required to purchase 

from the contractor, requirements in excess of the limit on total orders under this contract, if any.

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

completed by the contractor within the time specified in the order. The rights and obligations of the 

contractor and the Government respecting those orders shall be governed by the terms of this contract to 

the same extent as if completed during the effective period of this contract.

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

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

from another source for that accelerated schedule.

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

destinations.

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

items set forth herein which are called for by print orders issued in accordance with the “Ordering” clause 

of this contract.

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

contractor’s, unless it is specifically stated otherwise.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be 

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

limited to, the following: 

1. Illegibility of bid. 

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

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

advised not to exceed GPO’s stated limit. 
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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: Submit invoices for payment within 10 workdays from the complete distribution of each 

order via the GPO fax gateway (if no samples are required) utilizing the GPO barcode coversheet 

program application is the most efficient method of invoicing. Instruction for using this method can be 

found at the following web address: 

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

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

Attn: Comptroller, Stop: FMCE, Washington, DC 20401. 

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

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

CONTRACTOR’S INVOICE FOR PAYMENT MUST BE ITEMIZED IN ACCORDANCE WITH 

THE SCHEDULE OF PRICES AND ISSUED TO GPO WITHIN 10 WORKDAYS AFTER 

COMPLETION OF EACH INDIVIDUAL PRINT ORDER. FAILURE TO ITEMIZE IN 

ACCORDANCE WITH THE SCHEDULE OF PRICES OR ISSUED TO GPO WITHIN 10 

WORKDAYS AFTER ORDER COMPLETION MAY RESULT IN DELAYED PAYMENT. 

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

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

will be found at the bottom of each GPO Form 2511 print order. Subject line of the email will be the print 

order number.
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SECTION 2.- SPECIFICATIONS 

SCOPE: These specifications cover the production of the design & development of the 

Disbursement Transaction Statements (DTSs) printed, folded (or flat), & inserted into printed 

envelopes; and multiple different IRS Information Returns; the design and development of an 

application that reads Government provided data and populates the approved DTSs and IRS Information 

Returns; print, mail and remediate errors in DTSs and IRS Information Returns. 

TITLE: Disbursement Transaction Statements (DTS) Forms and IRS Information Returns. 

FREQUENCY OF ORDERS: 

DTSs – Approximately 24 orders for each calendar year (bi-weekly). 

IRS Information Returns – Approximately 4 orders in January of each calendar year.

QUANTITIES: All quantities are +/- NONE. 100% production is required. It is the contractor’s 

responsibility to produce any additional quantities required for samples and spoilage.

Quantities indicated are the estimated quantities for the first year of the contract. Actual quantities placed 

may be more or less than estimated. However, actual quantities required are the result of many factors, 

including legislation which may increase or decrease the number of beneficiaries. 

Disbursement Transaction Statement (DTS): 

Approximately 1,369,000 (approximate average per year) 

The USDA/FPAC/FBC/CCC distributes DTS information to customers each work day. While GPO Form 

2511 Print Orders will be placed bi-weekly, actual production quantities will be provided by USDA on a 

daily basis that will approximate the number provided on the 2511. The DTS volume can and does 

increase dramatically, depending on program requirements. DTSs are processed throughout the year with 

a significant increase in volume traditionally experienced in October. The normal daily DTS volume may 

range from 1,000 to 100,000 per work day. The total volume can and does vary between a total of 

1,000,000 to 1,400,000 per 12-month period. 

IRS Information Returns: 

Approximately 616,000 per year as follows:

1099-G: Approximately up to 594,000 per year.

1099-MISC: Approximately up to 1,000 per year.

1099-INT: Approximately up to 1,000 per year. 

1098: Approximately up to 17,000 per year.

1099-A: Approximately up to 1,000 per year.

1099-C: Approximately up to 1,000 per year.

1042-S: Approximately up to 1,000 per year.

IRS Information Returns listed are estimated forms for the first year of the contract. Additional IRS 

Information Return types may be included, as needed. Actual IRS Information Returns needed are the 

result of many factors, including IRS regulations and USDA/FPAC/FBC/CCC lines of business.
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TRIM SIZES: 

Disbursement Transaction Statement (DTS): 

Forms sets: 8-1/2 x 11” flat or folded to 8-1/2 x 3-2/3” (see QTYS for inserting)

 4-1/8 x 9-1/2”, #10 double-window envelope

9 x 12” Kraft envelope

IRS Information Returns self-mailer (all versions): 

8-1/2 x 11” folded & constructed into approx. 8-1/2 x 3-2/3” self mailer or 8-1/2 x 5 1/2, depending 

on the form type.

 Folded Mailer Size 5-1/2 x 8-1/2" - Forms 1098 and 1042-S

 Folded Mailer Size 3-2/3 x 8-1/2" - 1099-G, 1099-MISC, 1099-INT, 1099-C,1099-A 

GOVERNMENT TO FURNISH: Manuscript copy/file templates for DTS forms, envelopes, and IRS 

Information Returns. Personalized form data for DTS and IRS Information Returns packages will be 

delivered via ConnectDirect with Secure Plus in ASCII, fixed length, or agreed-to, file format.

GPO Form 2511 (print order). It is anticipated that print orders will be faxed or emailed to the contractor.

BASIC CHECK OF FURNISHED MEDIA AND FILES: Prior to image processing, the contractor is 

responsible for performing a basic check (preflight) of the furnished media and files. The entire order 

must be inspected. If the Contractor discovers any errors, media damage, or data corruption that might 

interfere with proper file imaging during inspection, work should be discontinued, and further instructions 

should immediately be requested from the Contract Administrator. This examination must be done within 

one workday of receipt of the material. This preflight should identify any problem areas with the digital 

file submission and should include but not be limited to missing or damaged fonts, damaged disks, 

missing bleeds, improper trim size, and improper color definition. The Contractor is also responsible for 

creating or altering any necessary trapping, setting proper screen angles and frequency (unless indicated 

otherwise by the Government), and defining proper file output selection for the imaging device being 

used. All furnished files must be imaged as necessary to meet the assigned Quality Assurance Through 

Attributes Program (QATAP) level.

FURNISHED FONTS: The fonts provided, if any, (see "GOVERNMENT TO FURNISH") are the 

property of the ordering agency and are provided for use on this contract only. Using the furnished fonts 

for any job other than the one for which the fonts were submitted violates copyright law. All fonts should 

be eliminated from contractor archive immediately after completion of the production run.

Contractor MUST email delivery verification information to VerifyChicago@gpo.gov within 24 hours of 

delivery. Enter the Jacket number in the subject line and place method of shipment and the delivery date 

in the body of the message. Failure to follow this procedure may result in delayed payment after 

invoicing.

IDENTIFICATION MARKINGS. Identification markings such as register marks, ring folios, rubber 

stamped jacket numbers, commercial identification marks of any kind, etc., form number, and revision 

date, carried on copy or film, must not print on finished product. The GPO imprint is waived.

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

"Government to Furnish," necessary to produce the product(s) in accordance with these specifications.
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SECURE ELECTRONIC FILE TRANSFER: Establish a VPN connection immediately upon contract 

award in order to develop the capability to receive data files via Connect Direct with Secure Plus. Ensure 

parameters are compatible and passwords are in sync with USDA/FPAC/FBC/CCC and NITC network 

connections. This VPN connection will be needed for testing as well as production.

Have a VPN connection and maintain a network connection that can handle the peak volume (IRS 

Information Returns -- Early November and January) (DTS -- October). 

Currently two different data files are provided for two different types of statements. This data will be 

delivered via ConnectDirect with Secure Plus in ASCII, fixed length, or agreed-to, file format.

For the IRS Information Returns, provide written (e-mail) confirmation of receipt of the raw data to the 

designated government representative. 

For the DTS(s): Contractor shall use the variable data along with static data to do the actual printing of 

the statements. The variable data will be sent in an Extended Binary Coded Decimal Interchange Code 

(EBCDIC) formatted file to be used to prepare the DTSs. The data will be sent using Connect Direct with 

Secure Plus. 

FORMS DESIGN: Contractor must create DTS and IRS Information Returns in accordance with 

Government provided format, the Internal Revenue Service (IRS), United States Postal Service (USPS), 

and other required Federal and State guidance.

Contractor must create an application that reads Government provided data and populates forms in 

accordance with Government provided selection criteria and format.

Contractor must use this developed application and approved DTS and IRS Information Returns to 

accurately print and timely mail (daily) the Form DTS and accurately print and timely mail (annually) the 

IRS Information Returns to landowners, producers of agricultural commodities and Contractors. This 

application must also:

a. Provide ability to add additional data files to address the need to generate statements from 

possible future platforms.

b. Develop capability to receive and verify the counts on data files received. This would 

include checking emailed counts of statements to the actual file counts received by the 

Contractor. 

c. Develop a process to interpret how a statement should be printed, i.e. which statement 

will require to be printed using one page simplex, one page duplex (front and back only) 

or multi-page duplex. 

d. Participate in testing statement process from beginning to end by accepting data file 

through VPN connection, verifying counts of statement received, formatting and printing 

statements, and providing test results for review and approval. Additional steps may be 

identified as testing is conducted.

e. Develop and receive approval for the Mailing Status Report required for high volume 

payment periods.

f. Allow modifications as needed for DTS.

These forms must meet the requirements of the USPS (e.g., enhance the electronic presort, add barcodes 

or intelligence marks to the mailings, etc.) to ensure the lowest cost to the government and to assure that 

confidentiality of sensitive information (e.g. social security number) is accomplished.
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Contractor to design the face & back of each version of the IRS Information Returns; and the face & back 

of the DTSs (it is anticipated the multi-page DTS’ will consist of the same template with headers & 

footers.

Contractor must deliver prototype IRS Information Returns Forms to the Government by October 15th of 

each calendar year or contractor must deliver prototype DTS(s) to the Government by no later than 45 

days after the Government provides contractor the final design requirements. 

PROOFS: 

Contractor to submit one "Press Quality" PDF "soft" proof (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. Email PDF proofs to

SamuelL.Johnson@usda.gov, and Kim.Deal@usda.gov

Proofs will be withheld not more than 3 workdays from receipt in agency until contractor is notified of 

an "OK to proceed to hard proofs". Contractor must not print prior to receipt of an "OK to proceed to hard 

proofs". 

After PDF proofs are approved: 

1 set of digital color content proofs. Direct to plate must be used to produce the final product with a 

minimum resolution of 2400 x 2400 dpi. Proofs must be created using the same Raster Image Processor 

(RIP) that will be used to produce the product. Proofs shall be collated with all elements in proper 

position (not pasted up), imaged face and back, trimmed and folded to the finished size of the product, as 

applicable. 

If the job will be printed digitally, a press sheet printed on the production stock using the same RIP and 

output device as will be used for the final product must be submitted as a proof (press proof).

Do not proceed to producing preproduction samples until an “OK to Produce Preproduction Samples” is 

given.

After Hard proofs are approved: 

PRIOR TO PRODUCTION SAMPLES:

DTS: The preproduction sample requirement is 25-30 statements generated from supplied live data

placed in envelopes (#10 or 9 x 12”, as required) including various combinations of live data requires

10 business days for review of the samples. 

 

IRS Information Returns: 

The preproduction sample requirement is up to 200 preproduction samples from supplied test data for 

each IRS Information Return version sent requiring 9 business days to review. It is anticipated that this 

will take place in November of each year.

The preproduction sample requirement is 200 preproduction samples from supplied live data for each 

IRS Information Return version sent requiring no more than 4 business days to review. It is anticipated 

that this will take place in January of each year in accordance with the schedule mutually agreed on 

by both parties. 

Each sample must be constructed as specified using the form, ink, equipment, and methods of production 

which will be used in producing the finished product. Paper used for samples must be of the size, kind, 
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and quality the contractor will furnish.

Samples will be inspected and tested and must comply with the specifications as to kind and quality of 

materials, and quality of reproduction. Prior to the commencement of production of the contract 

production quantity, the contractor shall submit samples to the AGENCY in distribution section. The 

container and accompanying documentation shall be marked PREPRODUCTION SAMPLES and shall 

include the GPO jacket and purchase order. The samples must be submitted in sufficient time to allow 

Government testing of the samples and production and shipment in accordance with the shipping 

schedule.

The Government will approve, conditionally approve, or disapprove the samples per the above time 

frames of the receipt thereof. Approval or conditional approval shall not relieve the contractor from 

complying with the specifications and all other terms and conditions of the contract. A conditional 

approval shall state any further action required by the contractor. A notice of disapproval shall state the 

reasons therefore.

If the samples are disapproved 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. Such additional samples shall be furnished, and necessary 

changes made, at no additional cost to the Government and with no extension in the shipping schedule. 

The Government will require the time specified above to inspect and test any additional samples required.

Manufacture of the final product prior to approval of the sample submitted is at the contractor's risk. 

Samples will not be returned to the contractor. All costs, including the costs of all samples shall be 

included in the contract price for the production quantity.

All samples shall be manufactured at the facilities in which the contract production quantities are to be 

manufactured.

Notify SamuelL.Johnson@usda.gov, and Kim.Deal@usda.gov the morning prior to when forms will be 

delivered.

If prior to production samples are not approved, the contractor will be required to provide additional 

complete samples sets of each disapproved mailing lot. No additional time or money will be allowed for 

this requirement.

The packages containing these sample copies must be identified on the outer package as "Preproduction 

Samples" and must also include the requisition number, jacket number, and the titles. Packages must be 

sent via an expedited overnight delivery service.

These sets shall be considered as samples and cannot be deducted from the total quantity ordered. No 

additional charges will be allowed for their production or delivery to USDA- Farm Service Agency, 

Beacon Facility- Mail Stop 8588, 2312 E. Bannister Road, Kansas City, MO 64131-3011, C/0 Everett 

Koechner or to be POC and address to be determined. 

The Agency will email approval or changes within (see above for hold time) of receipt of the samples by 

the agency. Contractor must not proceed with production until approval is granted.

If samples are not correct, new samples must be provided at no additional cost to the Government within 

2 workdays of notification.
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Prior to production samples may be waived at the Government’s option: if waived, the Government shall 

require samples posted to a secure, password protected, web site as "Press Quality" PDF "soft" samples 

using the same Raster Image Processor (RIP) that will be used to produce the final printed product. PDF 

samples will be evaluated for text flow, image position, and color breaks. Proof will not be used for color 

match. 

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

for the corresponding JCP Code numbers in the "Government Paper Specification Standards No. 12" 

dated March 2011 and all amendments there to. Stock must be a uniform shade.

DTS Forms sets: White Offset Book, Basis Size 25 X 38", 60lbs per 500 sheets, equal to JCP Code A60

DTS #10 double-window envelope: White Writing Envelope, Basis Size 17 X 22", 24lbs per 500 sheets, 

equal to JCP Code V20. 

DTS 9 x 12” Window Kraft Envelope: Light brown (golden), Basis Size 17 X 22", 24lbs per 500 sheets, 

equal to JCP Code V10 except for color. 

IRS Information Returns self-mailer:

White Offset Book, Basis Size 25 X 38", 70 lbs. per 500 sheets, equal to JCP Code A60. 

PRINTING: 

The contractor will utilize the printing mode applicable to derive the best price to the Government. Digital 

printing methods used must produce type and line matter at a minimum of 600 x 600 dpi.

The contractor must have the flexibility to perform suppression of the printing and distribution of selected

DTS and IRS Information Return for any customer that has opted for electronic receipts. 

USDA/FSA/CCC will provide the suppression listing.

The DTS form packages consists of up to 1 to 10 leaves printed face & back, head to head or face only, in 

black ink, folded to 3-2/3 x 8-1/2” and inserted into a printed, double-window #10 envelope with security 

tint; or up to 11 to 70 leaves printed face and back, head to head or face only, in black ink, inserted into a 

printed 9 x 12” Kraft window envelope. Must meet USPS permit requirements.

DTS Forms sets: Forms print face and back, head to head or face only in black type & line matter, and 

flattones/solids with reversing. Adequate gripper with no bleeds.

DTS #10 double-window envelope: Face prints black type & line matter. Adequate gripper with no 

bleeds. Print or tint envelope on the inside (back before manufacturing) in black ink (lining not accepted). 

Contractor may use their own design but must guarantee that the product will insure complete opacity and 

prevent show through of any material contained therein.

Construction: open side, diagonal or side seams, and a gummed flap. Head prints toward flap score. Die 

cut 2 windows: 

One 1 x 3-1/2" window with round corners, located 1/2" from the left edge and 5/8" from the top edge. 

Cover with a suitable transparent material securely glued to the inside. Follow agency design for finial 

size.
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One 1-1/4 x 4" window with round corners, located 1/2" from the left edge and 7/8" from the bottom 

edge. Cover with a suitable transparent material securely glued to the inside. Follow agency design for 

finial size.

DTS 9 x 12” Window kraft envelope: Face prints black type & line matter. Adequate gripper with no 

bleeds.

Construction: Contractor’s option to use: open end, center seam; or open side, side seam.

Die cut one 4 x 3-1/4" window with round corners, located 3/8" from the left edge and 1" from the top 

edge. Cover with a suitable transparent material securely glued to the inside. The 4" side of the window 

runs parallel to the 9" side of the envelope.

ENVELOPE INVENTORY: If envelope copy is changed during the term of the contract, the contractor 

must comply with the new requirement, and cannot exhaust previous stock. The contractor must produce 

a new supply of envelopes using the current valid copy of the envelopes.

IRS Information Returns Self-mailer: The IRS Information Returns consists of a face & back self mailer 

printed in black ink and folded and constructed with marginal perforation tear-off tabs on the left & right 

side, folded, and glued to final size.

The Contractor will utilize the printing mode applicable to derive the best price to the Government. 

The contractor must have the flexibility to perform suppression of the printing and distribution of selected 

DTS and IRS Information Returns for any customer that has opted for electronic receipt. 

USDA/FPAC/FBC/CCC will provide the suppression listing.

Forms print face and back, head to head in black type & line matter, and flattones/solids with reversing. 

Adequate gripper with no bleeds.

Construction: Self-mailers: approximately 8-1/2 x 11” (includes 2 block out panels) overall flat size 

(including stubs), folded & constructed to approximately 8-1/2 x 3-2/3” or 8-1/2 x 5-1/2", depending on 

the type of IRS Information Return. 

Convert ALL IRS Information Returns to PDF and place on a DVD for each print order: 

The back information side of each IRS Information Return mailed MUST be converted to a PDF. 

Files must be set up one per 8-1/2 x 11” page and must have a searchable index to retrieve individual 

records for Acrobat Reader. These DVDs MUST be shipped via traceable means at contractor's expense 

to deliver within 7 days after mailing is complete for each applicable IRS information return. Address to 

be determined. Deliver at contractor’s expense.

LASER IMAGED PERSONALIZATION ON FORMS: Contractor is required to laser image 

personalized information on each item except for both DTS window envelopes. 

Laser imaging is required. Other forms of imaging including ink jet, dot matrix, and line printing are NOT

acceptable. All laser imaging must be done at a single location.

Laser imaging must be in black. Each form has approximately 15 to 18 different elements of variable 

data.

DTS Forms sets of 1-10 leaves must be addressed in multiple locations that will show through the 

envelope’s 2 windows. 
Disbursement Transaction Statements Forms and IRS Information Returns Page 20 of 33 

(5516-S) 

DTS Forms sets of 11-70 leaves must be imaged and placed in the kraft window envelope.

LASER IMAGED PERSONALIZATION ON FORMS

The DTS data files sent daily by the agency will have a group number on each record. Before presorting 

and production, the contractor must run the daily received DTS data through a consolidation data process 

to combine statements mailing to the same address to reduce the number on envelopes and postage. 

The consolidation program is run based on a USDA data group code number on each record which 

indicates where the envelope breaks are within the data. The documents are then consolidated with the 

same group code into the same envelope sequenced in the same order as they arrived in the file. 

A 2D barcode may be used to insure the integrity of the envelope whether it is a #10 or 9 x 12 envelope.

The DTS forms sets & IRS Information Returns contain tax information must be completely addressed 

with the exception that the barcode must only appear on the statement segment which shows through the 

envelope’s window. 

All addresses must be complete and will include the Agency’s encoded line (may or may not be 

applicable to the IRS Information Returns), the recipient’s name, and complete mailing address. 

Addresses in the United States or as otherwise applicable, must have the zip +4 barcode. The address 

showing through the window must be barcoded. Use the largest type size that will fit in the window and 

still meet all Postal Service requirements. It is the contractor’s responsibility to ensure that all mailed 

pieces are in conformance with all Postal Service requirements for the Agency’s mailing permit or lowest 

achievable First Class Mail. Contractor may place an unobtrusive matching code only in the address block 

that will show through the window. No other information other than what has been indicated can show 

through the window.

The imaged area of the IRS Information Return form should match the rest of the form as close as 

possible unless indicated otherwise by the Government. Samples will be furnished to the awarded 

contractor as a guide. Personalized data must align with the applicable printed data. 

Data files for the IRS Information Returns will contain personalized information that must be printed and 

personalized information that must be suppressed. This information varies from individual to individual. 

Information printed on the different segments of the IRS Information Returns may also vary. Contractor 

must include this requirement as part of their programming. The data layout will indicate the suppression 

codes. 

Accuracy of Imaged Forms: A form must be produced for each data file. 100% of the records must be 

properly imaged and mailed. No improper forms may be distributed. No duplicate forms may be 

distributed. No damaged forms may be distributed. Contractor must guarantee 100% accuracy. Contractor 

will be required to prove to the Government how this will be achieved. Production at less than 100% 

accuracy will place contractor in Default pursuant to GPO Contract Terms, Publication 310.2.

Contractor must have a method for verifying that all records are correctly imaged and a plan for 

regenerating any that are un-imaged, incorrectly imaged, damaged, or destroyed. This must include 

methods for determining what records have been imaged to insure the imaging of all forms, tracking all 

forms, determining missing or damaged forms, insuring that damaged forms and test forms are not 

mailed, regenerating forms that are missing or damaged, and insuring that duplicate forms are not 

generated or mailed. Additionally, contractor must have a specific plan for guaranteeing that incorrectly 

imaged statements or duplicate statements, produced for whatever reason (tests, make-ready, spoilage, 
Disbursement Transaction Statements Forms and IRS Information Returns Page 21 of 33 

(5516-S) 

etc.) are not mailed and are destroyed by a process that renders them unreadable, such as by shredding or 

incineration. Contractor must maintain a record of all damaged imaged forms and a record of when these 

forms were regenerated. 

The Government retains the right as to the final decision as to the acceptability of the typefaces and sizes 

used. Once approved, these may not be changed without the approval of the Government.

Matching Code: Contractor will be allowed to insert a matching code in the address block that shows 

through the envelope’s window. The matching code must not interfere with any other information or 

affect the piece being accepted by the Postal Service. The size of the matching code must be 

inconspicuous and in a smaller typeface than the other information on the tax statement forms. The forms 

may allow a larger code which can be mutually agreed upon between the contractor and the Government. 

Matching codes, if used, must appear on all preproduction samples. The contractor must inform the 

agency as to the type of specific code and what it indicates. The matching code must be on all copies of 

the forms. Currently, the matching code is comprised of the mail batch number and actual sequential 

number for the forms. For example, a matching code of “03 00011695” indicates that forms is from the 

third mail/production batch (03) and is the 11,695th tax statement (00011695). The Government reserves 

the right to be the final judge of the acceptability of the matching code including its locations.

BINDING TYPE OPERATIONS: All cutting (if required due to contractor’s method of operation), 

folding, inserting, sorting, traying, sacking, must be done at a single location. These must be done at the 

same location as the imaging or within a one-hour drive of the imaging location. 

DTSs: 

For sets with 1-10 leaves:

Folding and Inserting: Fold forms to 8-1/2 x 3-2/3” and insert into contractor produced envelopes with the 

address showing through the envelope’s 2 windows. 

DTSs: for sets with 11-70 leaves:

Insert each set into contractor produced addressed 9 x 12” kraft window envelope with the address 

showing through the envelopes window. The multi leave sets must pack flat and NOT have any folds.

Contractor must ensure that a properly imaged form is properly inserted into each envelope. Contractor 

must ensure that no blank leaves are inserted in any of the envelopes. 

Sealing: Envelopes must be securely sealed after forms are inserted. Contractor must use a method of 

sealing so that envelopes are securely sealed at the time of sealing. Methods that rely on the pressure of 

the other envelopes to seal the bond are not acceptable. Envelopes must be securely sealed when entered 

into the mail stream and must not open until opened by the recipient. 

IRS Information Returns: The self-mailer consists of 2-3-panels.

Score on all folds. Construct to 8-1/2 x 3-2/3” or 8-1/2 x 5-1/2” (including tear-off tabs) using 2 parallel 

wraparound folds. 

Perforate (slit or slot with ink) horizontally along the entire 8-1/2" dimension approximately 3-2/3” from 

the top & bottom edges to create the tear-out tabs for the mailers; and Perforate (slit or slot with ink) 

horizontally along the entire 11" dimension approximately 5/8” from the left & right edges to create the 

tear-off tabs.
Disbursement Transaction Statements Forms and IRS Information Returns Page 22 of 33 

(5516-S) 

The back side contains multiple glue strips/spots running along the left & right 11” dimensions and along 

the top 8-1/2 dimension. The mailer is constructed and sealed left & right & top sides. Must meet all postal 

regulations.

PACKING: Sample shipments must be packed suitably in shipping containers. Containers must be a 

minimum of 275 psi and must not exceed 45 lbs. when fully packed. No additional charges will be 

allowed in the "Schedule of Prices." All packing charges must be included as part of the contractor's bid 

prices. It is anticipated that bulk packing will only be applicable to the sample quantities. 

LABELING AND MARKING: Reproduce shipping container label from furnished repro, fill in 

appropriate blanks and attach to each container. 

Sorting, addressing, and mailing items produced and distributing in accordance with Postal Service 

(USPS) regulations: All mailed forms must meet all USPS requirements and must mail at the Agency 

furnished mailing permit or lowest First-Class rates for which they can qualify.

NCOA Processing of Addresses for the IRS Information Returns only: The files require NCOA 

processing. Contractor will be required to copy these lists and NCOA process to obtain the change of 

address. Do not alter the original files. The level of processing will be specified by the Government at the 

time the list is supplied. At the minimum, these must be processed for an individual move. It is 

anticipated that the lists will also be required to be processed for a family move. After processing, the 

contractor must provide a listing of all the addresses changed with their NIXI codes and number of hits 

matched. These must be cross referenced by the contractor with other references that are on the files, such 

as an agency’s code. Additionally, an output tape must be supplied of all the updated addresses. These 

may need to also be cross referenced by the contractor with the original addresses. This is in addition to 

the entire tape with all changed files. The address files requiring NCOA processing will be furnished prior 

to any material furnished for the printing or other personalization. However, at the agency’s option, they 

may first furnish a smaller, sample test file for processing. A sample NCOA processed reply file must 

then be furnished. This will be used to determine the level of processing required and that the contractor 

understands the requirements of the agency. 

Address Sorting: Contractor will be required to do all sorting and CASS Certification to achieve the 

lowest automated, barcoded, agency permit. Data files will not be supplied sorted in accordance with 

Postal Service requirements. Contractor must process all addresses at the highest sortation level (carrier 

route, etc.), add barcodes, and change addresses to meet Postal Service format requirements and CASS 

certify. However, contractor should make the minimum standardization change to addresses that would 

still be acceptable to the Postal Service for the most favorable rates. 

Mailed Pieces Must Meet USPS Addressing and Tap Test Requirements: The laser imaged copy in the 

address block must meet all USPS requirements including those for typography, print quality, reflectance, 

barcode location, clear zones, tap test, etc. 

The forms and envelopes must be produced so that all information required by the USPS and the agency

will appear through the window but that no extraneous copy will show. Confidentiality of information on 

the forms must be maintained and all mail must meet the USPS tap tests. 

Postal Service Forms and Other Requirements: Contractor must generate all bag tags, tray labels, etc. 

They will be required to do all bagging, traying, sorting, etc. for this class of mail and level of sortation. 

Contractor must generate and accurately complete all required Postal Service forms.
Disbursement Transaction Statements Forms and IRS Information Returns Page 23 of 33 

(5516-S) 

Rejected Mailings:

Any rejected mailings must still be processed and mailed. The Contractor shall indicate the processing 

methodology proposed for handling the rejected mailings. Mailings shall be processed using a U.S. 

postage paid Government mail permit. The permit to be used reads "PRESORTED FIRST CLASS MAIL 

The printer to add a cost code to the usage of the G-96 permit. 

U.S. POSTAGE PAID USDA-FSA PERMIT NO. G-96.” The Contractor shall process the mailings in 

accordance with the requirements for handling Government permit mail. The Contractor shall process and 

distribute the mailings at the most advantageous cost to the Government. Monthly, the Contractor shall 

provide the USDA/FPAC/FBC/CCC with a report showing daily detailed performance of the following:

USDA File Date

USDA Statement Count

File Receipt Date

File Receipt Time

Mail Date

Simplex Page Count

Duplex Page Count 

G-96 Permit Mail - #10 Envelope Count

G-96 Permit Mail - Flat Count

Non-Permit Mail - #10 Envelope Count

Non-Permit Mail - Flat Count

Total Statements Mailed

G-96 Permit Postage Charges

Miscellaneous Postage Charges

Total Postage Charges

The Government will review the report to verify activity occurring on the U.S. postage paid Government 

mail permit. The Government shall receive/review USPS provided G-96 permit activity reports to ensure 

Contractor compliance meets the most advantageous to the Government requirement. The Government 

has found that this G-96 permit is inapplicable only to a small amount of DTS, otherwise, it is applicable. 

All mailings will contain the Ancillary Service Endorsement "Address Service Requested". The 

Ancillary Service Endorsement "Address Service Requested is required to ensure that mailings not 

reaching the intended recipient are returned to the Agency component best positioned to process the 

returned mail.

In short, contractor must do everything necessary for these pieces to be mailed and accepted by the postal 

service at the lowest possible first class automated barcoded rates.

Contractor Meeting with USPS: In conjunction with the above, each year, contractor is required to meet 

with the appropriate personnel of the Post Office where the mailings will be made, to insure that all 

mailed pieces will meet with Postal Service requirements and be mailable using the agency’s permit 

imprint at the lowest automated barcoded first-class rates. This meeting must be held and problems 

resolved before any forms or envelopes are printed for production. The contractor is responsible for going 

over ALL factors which could affect this mail being accepted. In addition to the types of requirements 

applicable to all mail of this class and sortation level, there are specific requirements regarding mailing 

used by the Government for permit imprints. These issues can affect the wording of the permit imprint 

itself and require additional paperwork and accounts to be set up prior to the mailing being accepted by 

the Postal Service. Permit imprint mailing allows these pieces to be mailed without the postage being 

deposited at the Post Office. However, an account must be established by the contractor at the Post 

Office. Although the cost to establish the account will be paid by the agency, this takes time and cannot 
Disbursement Transaction Statements Forms and IRS Information Returns Page 24 of 33 

(5516-S) 

be done at the last minute. Many local Post Offices are unfamiliar with permit imprint mail which can 

also cause delays if all problems are not resolved prior to the mailing rather than surfacing at the time of 

mailing. 

GOVERNMENT IN PLANT INSPECTIONS: The Government reserves the right to have Government 

representative(s) inspect any operation under this contract at the start of its production and at any time 

during production. In addition to the inspections indicated, the Government reserves the right to inspect 

all stages of production. Contractor must use the actual final live data for all personalization and mailing 

operation inspections and samples. 

Notifications for Printing Press Inspections. The contractor must provide the Government with a 5 

workday notification for all press inspections for the printing of the forms and envelopes. These 

inspections must be held Monday through Saturday, exclusive of Federal holidays between the hours of 8 

a.m. and 5 p.m. 

DISTRIBUTION: Mail f.o.b. contractor’s city. Deliver DVDs f.o.b. destination.

All mailing must be made with the agency’s mailing permit or if the mailings do not meet the permit 

requirements, mail at the lowest Reimbursable first class rate. All foreign destinations must be mailed at 

lowest Reimbursable first class air mail rate. All items must be mailed in batches on a daily basis as 

ordered. 

Contractor must produce and mail a form for each data record. 

One set of PROOFS, PRIORS, and DVDs with 1099 PDFs to USDA - Farm Service Agency, Payment 

Management Office, Beacon Facility - Mail Stop 8588, 9240 Troost Avenue, Kansas City, MO 64131-

3055, C/O Angela Rigdon, 816-926-3449 or Angela.Rigdon@kcc.usda.gov or address to be determined.

One set of PROOFS to USDA, 1400 Independence. Ave SW, Room 5724-S, Washington, DC 20250, 

Attn: Samuel Johnson, 202-720-5338 or Kim Deal, 202-772-6046 or address to be determined. Deliver 

Via traceable means at contractor's expense.

Overnight Delivery Service: All expenses incidental to overnight delivery services, picking up and 

returning materials, picking up and submitting proofs and preproduction samples, furnishing sample 

copies, furnishing supply of blank form and envelope copies, and providing all required receipts, records, 

etc., must be borne by the contractor. 

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for 

"Domestic Mail" or "International Mail" as applicable.

Damaged Forms. Contractor must guarantee 100% production of all data records. A properly 

personalized laser imaged form must be produced and mailed for each individual. The contractor must 

maintain a record of all damaged and imaged forms and a record of when these forms are regenerated. 

These records will be required to be provided to the agency at their request and if not requested earlier, 

within one workday of the completion of the mailing. NOTE: ALL DAMAGED FORMS MUST BE 

REGENERATED AND MAILED WITHIN THE CONTRACT SCHEDULE.

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

to VerifyChicago@gpo.gov WITHIN 24 HOURS OF DELIVERY. Enter Program and Print Order 

numbers in the subject line, and in the body of the message indicate the method of shipment and the 

delivery date. If a contract specifies a shipping method of F.O.B. Contractor City (at government’s 
Disbursement Transaction Statements Forms and IRS Information Returns Page 25 of 33

(5516-S) 

expense), enter the date of shipment. If a contract specifies F.O.B. Destination (at contractor’s expense),

enter the date of delivery. If a contract specifies a combination of both methods, include all shipping and 

delivery dates. Failure to provide this information for each print order may result in delayed 

payment of invoices.

Receipts for Delivery. Contractor must furnish their own receipts for delivery. These receipts must 

include the GPO jacket, program, and print order number, total quantity delivered number of cartons, 

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

delivery. A copy of this receipt must accompany the contractor’s voucher for payment. 

SCHEDULE: 

Adherence to this schedule must be maintained. Contractor must not start production of any job prior to 

receipt of the individual print order (GPO Form 2511). For the purposes of this contract, a print order 

is considered as “placed” whether available for pickup by the contractor or if a copy is faxed to 

the contractor. 

Furnished material: Files for design work will be emailed or placed on the contractor’s FTP site. Data 

will be sent via above instructions.

If Government Furnished Material must be provided, in limited circumstances, on disc(s) pickup of this 

material is at the contractor's expense; no additional charge will be allowed for pickup of this material. 

No definite dates for placement of orders or pickup of material can be predetermined. 

Design PDF proofs must be received within 45 days from receipt of files. 

Hard proofs must be received within 5 days from ok to proceed to proofs. 

Prior to production samples must be received with 5 days from OK to proceed to priors. 

DTS: 

Print Orders (GPO Form 2511) will be placed bi-weekly with estimated production quantities for the 

following two week period. The USDA will provide daily production runs for actual printing and 

mailing quantities that will amount to the approximated Print Order amount over that period. The 

contract schedule is expressed in terms of those daily runs. 

Daily runs requiring up to 50,000 copies must be printed and mailed within 24 hours. 

Daily runs requiring over 50,000 copies must be printed and mailed within 48 hours. 

Note: In the event daily runs with over 50,000 copies are forwarded on consecutive days, print and mail

within 72 hours. 

IRS Information Returns: (Production beginning January)

Print Orders (GPO Form 2511) will be placed by December 7, annually with estimated production 

quantities for the following week period. The contractor will provide daily production runs for actual 

printing and mailing quantities that will amount to the approximated Print Order amount over that period. 

Mailing for each IRS Information Return should be completed based on the schedule provided by the 

government.

Daily runs requiring up to 50,000 copies must be printed and mailed within 24 hours.

Daily runs requiring over 50,000 copies must be printed and mailed within 48 hours.

Note: In the event daily runs with over 50,000 copies are forwarded on consecutive days, print and mail 

within 72 hours.
Disbursement Transaction Statements Forms and IRS Information Returns Page 26 of 33 

(5516-S) 

Workdays and Calendar Days. Workdays are Monday through Friday, exclusive of Federal Holidays. 

Calendar days are actual calendar days. Schedules are entirely in workdays. “Available for pickup” dates 

are dates by which the material is available for pickup by the contractor or the contractor’s designated 

carrier. If the contractor picks up via an overnight carrier, they will not actually receive the returned items 

until the next day. 

NOTE: For the purposes of this contract, if items are produced or reviewed in a lesser time than is 

required by the contract, the next production period will be based as to when that item is actually 

produced or reviewed, not the maximum amount of time that would have been allowed under the contract. 
Disbursement Transaction Statements Forms and IRS Information Returns Page 27 of 33 

(5516-S) 

SECTION 3.- DETERMINATION OF AWARD AND PLACEMENT OF WORK

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

to the following units of production which are the estimated requirements to produce one (1) year’s

production under this contract. These units do not constitute, nor are they to be construed as, a guarantee

of the volume of work which may be ordered for a like period.

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

I. (a) 1

(b) 1

(c) 1

(d) 5

II. (a) 25 

(b) 25

(c) 25

III. (a) 1017

(b) 346

(c) 52

(d) 1369

(e) 1

(f) 594

(g) 1

(h) 1

(i) 17

(j) 1

 (k) 1

 (l) 1

IV. (a) 1369

(b) 616

(c) 1

V. (a) 612

(b) 4

(c) 1369
Disbursement Transaction Statements Forms and IRS Information Returns Page 28 of 33 

(5516-S) 

SECTION 4.- SCHEDULE OF PRICES

Bids offered are f.o.b. contractor’s city for mailed shipments and f.o.b. destination for the proofing and 

prior to production samples.

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

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

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

the Government.

Bids submitted with NB (No Bid) or blank spaces for an item within the category that a bidder is bidding 

on may be declared nonresponsive.

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

production (whether or not such items are included in the Determination of Award) that are inconsistent 

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

action would be in the best interest of the Government.

The contractor is cautioned not to perform any operation(s) or produce any product(s) for which a price 

has not been offered under the contract. Further, the contractor is not to accept print orders which are 

outside the scope of the contract. Any changes made to the print order MUST be confirmed in writing by 

the Contracting Officer, Chicago GPO. If such orders are placed, and no Modification is received from 

the Chicago GPO, the contractor is to notify GPO Chicago immediately. Failure to do so may result in 

nonpayment.

CONTRACTOR MUST INVOICE IN ACCORDANCE WITH SCHEDULE OF PRICES. 

FAILURE TO ITEMIZE IN ACCORDANCE WITH THE SCHEDULE OF PRICES MAY 

RESULT IN DELAYED PAYMENT.

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

Fractional parts of 100 or 1,000 will be prorated at the per 100 or per 1,000 rate.
Disbursement Transaction Statements Forms and IRS Information Returns Page 29 of 33 

(5516-S) 

I. DESIGN, LAYOUT, COMPOSITION, AND PROOFS: No charges under Item I will be allowed for 

digital files furnished by the Government. 

(a): Window envelope (inside tint included).............................................$___________

(b): Kraft window envelope................ ................................................$___________

(c): DTS (face design plus repeating header and footer for subsequent pages)..$___________

(d): IRS Information Returns (each version) ..............................................$___________

II. PRIOR TO PRODUCTION SAMPLES.

Prior to production samples:

(a) DTS folded form sets.................................per set......................$___________

(b) DTS flat form sets.....................................per set.....................$___________

(c) IRS Information Returns..........................per 100 sets..................$___________

III. PRINTING: “Makeready and/or Setup” charges shall be accounted for in the running rate. 

RUNNING PER

1,000 COPIES

(a): DTS: face only leaf........................................ $____________

(b): DTS: face & back (single leaf)...........................$____________

(c): DTS: face & back multi leaves..............................$____________

(d): Window envelope................................................$____________

(e): Kraft window envelope......................................... $____________

(f): 1099-G............................................................$____________

(g): 1099-MISC ............ ...................................... $____________

(h): 1099-INT ........................................................$____________

(i): 1098 ..........................................................$____________

(j): 1099-A ........................................................$____________

(k): 1099-C (Test) ................................................$____________

(l): 1042-S ........................................................$____________

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID) (Initials)______________
Disbursement Transaction Statements Forms and IRS Information Returns Page 30 of 33 

(5516-S) 

IV. LASER IMAGING PERSONALIZATION, NCOA PROCESSING, INSERTING, AND 

MAILING: “Makeready and/or Setup” charges shall be accounted for in the running rate. No extra 

charges allowed for inserting and mailing in different types of envelopes to domestic and foreign 

destinations. All costs for computer programming, data processing, cutting (if required), folding, sacking, 

bagging, traying, completion of all required forms, delivery to the Post Office, and all related operations 

from imaging to the final mailing must also be included in the costs of imaging/inserting/mailing except 

that a separate charge is allowed for NCOA processing.

 

 RUNNING PER

 1,000 COPIES

(a) DTS Imaging/Inserting/Mailing........................................$__________

(b) IRS Information Returns Imaging/Inserting/Mailing............$__________

(c) NCOA Processing - per 1,000 addresses...............................$__________

V. ADDITIONAL CHARGES: 

(a) IRS Returns (1099s) converted to PDFs per 1,000 images........$____________

(b) DVDs with delivery included............................................$____________

(c) DTS data consolidation process per 1,000 records.................$____________ 

 ____________

 (COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID) (Initials)
Disbursement Transaction Statements Forms and IRS Information Returns Page 31 of 33 

(5516-S) 

LOCATION OF POST OFFICE: All mailing will be made from the ___________________________, 

Post Office located at Street Address______________________________________________________.

City_____________________________________, State____________, Zip Code__________________.

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 State & Contractor’s Code) 

___________________________________________________________________________________

(Street Address) 

___________________________________________________________________________________

(City – State – Zip Code) 

By 

___________________________________________________________________________________

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

___________________________________________________________________________________

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

____________

 (Initials)

************************************************************************************

THIS SECTION FOR GPO USE ONLY

Certified by:__________ Date:___________ Contracting Officer:__________ Date:___________

 (Initials) (Initials)

************************************************************************************

COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID
Disbursement Transaction Statements Forms and IRS Information Returns Page 32 of 33 

(5516-S) 

CERTIFICATION OF NONDISCLOSURE

“Attachment A”

In performance of the contract for Program 5516-S the contractor agrees to comply and assume 

responsibility for compliance by his/her employees with the requirements listed below. 

A. General Safeguards

1. Some documents and/or items received by the contractor may be sensitive but unclassified 

(SBU) and must be properly safeguarded from unauthorized disclosure. All materials 

must be accounted for upon receipt, and securely stored before, during, and after 

processing in a location which will preclude unauthorized access. In addition, all related 

output shall be given the same level of protection as required for the source material. 

SBU data, when not in production, will be securely stored. Release of the materials to 

anyone not authorized is prohibited. 

2. All work shall be performed under the supervision of the contractor or the contractor’s 

responsible employees.

3. The contractor will maintain a list of employees with authorized access. Such list will be 

provided upon request.

4. Individuals having access to the SBU data will be properly notified by the contractor of the 

sensitivity of the information and cautioned to preclude loss, theft, destruction or 

unauthorized access. 

5. Any information marked “Official Use Only” or “Sensitive But Unclassified (SBU)” made 

available in any format or to which access is provided, shall be used only for the purpose 

of carrying out the provisions of this contract. Information contained in such material 

shall be treated as confidential and shall not be divulged or made known in any manner to 

any person except as may be necessary in the performance of the contract. Inspection by 

or disclosure to anyone other than an officer or employee of the contractor will be 

prohibited.

6. All work in progress materials in any format such as electronic files, materials, waste, etc. 

must be destroyed beyond recognition or reconstruction during production and upon 

completion of the order.

7. All materials received by the contractor must be returned as specified at the time of service 

request in the same condition as received. This includes reassembly in stacks, binders, 

sets, folders, etc., if disassembly was required.

8. The contractor certifies that the data processed during the performance of this contract shall 

be completely purged from all data storage components of his/her computer facility and 

no output will be retained by the contractor at the time work is completed. If immediate 

purging of all data storage components is not possible, the contractor certifies that any 

data remaining in any storage component will be safeguarded to prevent unauthorized

inspection or disclosure.

 ___________________

 (Initials)

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)
Disbursement Transaction Statements Forms and IRS Information Returns Page 33 of 33 

(5516-S) 

9. To meet functional and assurance requirements, the security features of the computer network 

environment must provide for managerial, operational and technical controls. The 

operating security features of the system must have the following minimum 

requirements: a security policy, accountability, assurance and documentation (see 

definitions below). All security features must be available (object reuse, encryption, audit 

trails, identification/authentication, and discretionary access control) and activated to 

protect against unauthorized use of and access to SBU information.

a. A Security Policy must define allowed users and rules of access. The policy should 

also provide for clearance of all protected information on objects before they are 

allocated out of or into the system, i.e., object reuse.

b. Accountability – Computer systems must be secured from unauthorized access. All 

security features (audit trails, identification/authentication) must be available and 

activated to prevent unauthorized access to SBU information.

c. Assurance – Access controls and other security features must be implemented and 

working. The security system should be tested annually to assure it is functioning 

correctly.

d. Documentation – Test documentation should be readily available that describes how 

and what mechanisms were tested and the results. Design documentation must also be 

included along with a user’s guide and facility manual.

10. Should the contractor or one of his/her employees make any unauthorized inspection(s) or 

disclosure(s) of SBU information, the terms of the Default clause, GPO Contract Terms 

(GPO Publication 310.2, effective December 1, 1987 [Rev. 6-2001]), incorporated herein 

by reference, may be invoked, and the contractor will be considered to be in breach of 

this contract.

B. Contractor Acceptance

 

The contractor expressly agrees to all the terms and conditions set forth and agrees to perform 

according to requirements stated herein, as signed and authorized below:

Contractor:_________________________________ GPO Contractor Code No: __________

Authorized Signor: ____________________________________________________________

 (Type or print)

Signature: ___________________________________________________________________

 (Signature and title of person authorized to sign acceptance)

Phone number: _____________________ Email address: _________________________ 

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