PROGRAM 1733-S TERM 4/1/21 TO 3/31/22

TITLE: BILLING STATEMENTS, ENVELOPES AND MAILING SERVICES

060-18610 040-02494 

ITEM NO. DESCRIPTION BASIS OF CENVEO WORLDWIDE ADVANTAGE MAILING 

AWARD Stamford, CT Anahiem, CA 

UNIT RATE COST UNIT RATE COST 

I. PRINTING (a) Printing billing statements face and back, in black (including micro-perforation) (1) Makeready and/or Setup per Order............................................. 300 $995.00 $298,500.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 55000 $25.65 $1,410,750.00 $12.20 $671,000.0 (b) Printing outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 300 $50.00 $15,000.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 45000 $4.06 $182,700.00 $17.37 $781,650.0 (c ) Printing return envelope face and back in black ink (1) Makeready and/or Setup per Order............................................. 300 $50.00 $15,000.00 $0.00 $0.0 (2) Running Per 1, 000 Copies.......................................... 45000 $3.90 $175,500.00 $14.09 $634,050.0 (d) Printing large outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 12 $100.00 $1,200.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 6 $101.00 $606.00 $246.41 $1,478.4 (e) Printing static inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $100.00 $2,500.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $25.65 $51,300.00 $8.36 $16,720.0 (f) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $995.00 $995.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $43.39 $1,735.60 $50.00 $2,000.0 (g) Printing variable data inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $500.00 $12,500.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $25.65 $51,300.00 $15.00 $30,000.0 (h) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $500.00 $500.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $25.65 $1,026.00 $100.00 $4,000.0II PAPER (b) Billing Statements/Inserts: (1) White Opacified Text (JCP Code A80)...............per 1,000 leaves 55000 $6.28 $345,400.00 $5.00 $275,000.0 (2) White Uncoated Text (JCP Code A60)..............per 1,000 leaves 4080 $6.75 $27,540.00 $5.00 $20,400.0 (c ) Envelopes: (1) Outgoing envelope...............per 1,000 envelopes 45000 $10.00 $450,000.00 $5.00 $225,000.0 (2) Return envelope.................per 1,000 envelopes 45000 $8.00 $360,000.00 $5.00 $225,000.0 (3) Large outgoing envelope.......per 1,000 envelopes 6 $36.00 $216.00 $6.00 $36.0III. ADDITIONAL OPERATIONS: (a) Z-folding from 8-1/2 x 11" to 8-1/2 x 3-2/3" ....per 1,000 leaves 55000 $2.00 $110,000.00 $0.00 $0.0 (b) C-folding from 8-1/2 to 11” to 8-1/2 x 3-2/3”....per 1,000 leaves 4080 $2.00 $8,160.00 $0.00 $0.0 (c) Inserting....................per 1,000 leaves....................... 59080 $18.86 $1,114,248.80 $8.50 $502,180.0 (e) Barcoding the face of each leaf of each billing statement...per 1,000 leaves 55000 $0.00 $0.00 $1.00 $55,000.0

CONTRACTOR TOTALS $4,636,677.40 $3,443,514.4

DISCOUNT $0.00 0.50% $17,217.5

DISCOUNTED TOTALS $4,636,677.40 $3,426,296.8
PROGRAM 1733-S TERM 4/1/21 TO 3/31/22

TITLE: BILLING STATEMENTS, ENVELOPES AND MAILING SERVICES

040-43985 000-44273 

ITEM NO. DESCRIPTION BASIS OF I-COLOR IMS, INC 

AWARD 

UNIT RATE COST UNIT RATE COST 

I. PRINTING (a) Printing billing statements face and back, in black (including micro-perforation) (1) Makeready and/or Setup per Order............................................. 300 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 55000 $4.75 $261,250.00 $14.00 $770,000.0 (b) Printing outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 300 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 45000 $2.75 $123,750.00 $7.25 $326,250.0 (c ) Printing return envelope face and back in black ink (1) Makeready and/or Setup per Order............................................. 300 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1, 000 Copies.......................................... 45000 $2.50 $112,500.00 $6.00 $270,000.0 (d) Printing large outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 12 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 6 $30.00 $180.00 $22.00 $132.0 (e) Printing static inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $4.75 $9,500.00 $7.50 $15,000.0 (f) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $4.75 $190.00 $7.50 $300.0 (g) Printing variable data inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $4.75 $9,500.00 $7.50 $15,000.0 (h) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $4.75 $190.00 $7.50 $300.0II PAPER (b) Billing Statements/Inserts: (1) White Opacified Text (JCP Code A80)...............per 1,000 leaves 55000 $5.05 $277,750.00 $6.00 $330,000.0 (2) White Uncoated Text (JCP Code A60)..............per 1,000 leaves 4080 $5.15 $21,012.00 $6.00 $24,480.0 (c ) Envelopes: (1) Outgoing envelope...............per 1,000 envelopes 45000 $12.50 $562,500.00 $7.25 $326,250.0 (2) Return envelope.................per 1,000 envelopes 45000 $10.00 $450,000.00 $6.00 $270,000.0 (3) Large outgoing envelope.......per 1,000 envelopes 6 $60.00 $360.00 $0.00 $0.0III. ADDITIONAL OPERATIONS: (a) Z-folding from 8-1/2 x 11" to 8-1/2 x 3-2/3" ....per 1,000 leaves 55000 $0.00 $0.00 $0.00 $0.0 (b) C-folding from 8-1/2 to 11” to 8-1/2 x 3-2/3”....per 1,000 leaves 4080 $0.00 $0.00 $0.00 $0.0 (c) Inserting....................per 1,000 leaves....................... 59080 $6.00 $354,480.00 $6.00 $354,480.0 (e) Barcoding the face of each leaf of each billing statement...per 1,000 leaves 55000 $0.00 $0.00 $0.00 $0.0

CONTRACTOR TOTALS $2,183,162.00 $2,702,192.0

DISCOUNT 0.25% $5,457.91 1.00% $27,021.9

DISCOUNTED TOTALS $2,177,704.10 $2,702,191.9
PROGRAM 1733-S TERM 4/1/21 TO 3/31/22

TITLE: BILLING STATEMENTS, ENVELOPES AND MAILING SERVICES

190-00478 370-64115

ITEM NO. DESCRIPTION BASIS OF MPM NPC 

AWARD Waldorf, MD Claysburg, PA 

UNIT RATE COST UNIT RATE COST 

I. PRINTING (a) Printing billing statements face and back, in black (including micro-perforation) (1) Makeready and/or Setup per Order............................................. 300 $50.00 $15,000.00 $168.75 $50,625.0 (2) Running Per 1,000 Copies........................................... 55000 $10.75 $591,250.00 $4.97 $273,350.0 (b) Printing outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 300 $50.00 $15,000.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 45000 $8.00 $360,000.00 $7.75 $348,750.0 (c ) Printing return envelope face and back in black ink (1) Makeready and/or Setup per Order............................................. 300 $50.00 $15,000.00 $0.00 $0.0 (2) Running Per 1, 000 Copies.......................................... 45000 $4.00 $180,000.00 $5.49 $247,050.0 (d) Printing large outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 12 $50.00 $600.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 6 $600.00 $3,600.00 $8.50 $51.0 (e) Printing static inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $50.00 $1,250.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $6.21 $12,420.00 $4.97 $9,940.0 (f) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $50.00 $50.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $28.21 $1,128.40 $15.77 $630.8 (g) Printing variable data inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $50.00 $1,250.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $10.75 $21,500.00 $15.86 $31,720.0 (h) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $50.00 $50.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $25.00 $1,000.00 $15.77 $630.8II PAPER (b) Billing Statements/Inserts: (1) White Opacified Text (JCP Code A80)...............per 1,000 leaves 55000 $6.00 $330,000.00 $4.48 $246,400.0 (2) White Uncoated Text (JCP Code A60)..............per 1,000 leaves 4080 $6.00 $24,480.00 $4.48 $18,278.4 (c ) Envelopes: (1) Outgoing envelope...............per 1,000 envelopes 45000 $7.00 $315,000.00 $7.75 $348,750.0 (2) Return envelope.................per 1,000 envelopes 45000 $7.00 $315,000.00 $5.49 $247,050.0 (3) Large outgoing envelope.......per 1,000 envelopes 6 $50.00 $300.00 $8.50 $51.0III. ADDITIONAL OPERATIONS: (a) Z-folding from 8-1/2 x 11" to 8-1/2 x 3-2/3" ....per 1,000 leaves 55000 $2.00 $110,000.00 $0.00 $0.0 (b) C-folding from 8-1/2 to 11” to 8-1/2 x 3-2/3”....per 1,000 leaves 4080 $2.00 $8,160.00 $6.75 $27,540.0 (c) Inserting....................per 1,000 leaves....................... 59080 $10.10 $596,708.00 $9.63 $568,940.4 (e) Barcoding the face of each leaf of each billing statement...per 1,000 leaves 55000 $0.00 $0.00 $0.00 $0.0

CONTRACTOR TOTALS $2,918,746.40 $2,419,757.4

DISCOUNT 0.50% $14,593.73 0.25% $6,049.3

DISCOUNTED TOTALS $2,904,152.67 $2,413,708.0

AWARDED 11/01/2021
PROGRAM 1733-S TERM 4/1/21 TO 3/31/22

TITLE: BILLING STATEMENTS, ENVELOPES AND MAILING SERVICES

100-69288 340-81281

ITEM NO. DESCRIPTION BASIS OF PINNACLE DATA SYS SOURCE LINK

AWARD Atlanta, GA Miamisburg, OH 

UNIT RATE COST UNIT RATE COST 

I. PRINTING (a) Printing billing statements face and back, in black (including micro-perforation)

 (1) Makeready and/or Setup per Order............................................. 300 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 55000 $6.80 $374,000.00 $7.00 $385,000.0 (b) Printing outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 300 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 45000 $0.00 $0.00 $9.20 $414,000.0 (c ) Printing return envelope face and back in black ink (1) Makeready and/or Setup per Order............................................. 300 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1, 000 Copies.......................................... 45000 $0.00 $0.00 $6.49 $292,050.0 (d) Printing large outgoing envelope face and back in Pantone 280 (1) Makeready and/or Setup per Order............................................. 12 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 6 $0.00 $0.00 $72.67 $436.0 (e) Printing static inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $5.50 $11,000.00 $7.25 $14,500.0 (f) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $5.50 $220.00 $20.00 $800.0 (g) Printing variable data inserts, face only or face and back, black only (1) Makeready and/or Setup per Order............................................. 25 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 2000 $5.50 $11,000.00 $7.55 $15,100.0 (h) Printing variable data inserts, face only or face and back, four color process (1) Makeready and/or Setup per Order............................................. 1 $0.00 $0.00 $0.00 $0.0 (2) Running Per 1,000 Copies........................................... 40 $5.50 $220.00 $20.00 $800.0II PAPER (b) Billing Statements/Inserts: (1) White Opacified Text (JCP Code A80)...............per 1,000 leaves 55000 $5.15 $283,250.00 $7.25 $398,750.0 (2) White Uncoated Text (JCP Code A60)..............per 1,000 leaves 4080 $5.15 $21,012.00 $7.25 $29,580.0 (c ) Envelopes: (1) Outgoing envelope...............per 1,000 envelopes 45000 $13.50 $607,500.00 $9.20 $414,000.0 (2) Return envelope.................per 1,000 envelopes 45000 $11.90 $535,500.00 $6.49 $292,050.0 (3) Large outgoing envelope.......per 1,000 envelopes 6 $100.00 $600.00 $72.67 $436.0III. ADDITIONAL OPERATIONS: (a) Z-folding from 8-1/2 x 11" to 8-1/2 x 3-2/3" ....per 1,000 leaves 55000 $0.00 $0.00 $0.00 $0.0 (b) C-folding from 8-1/2 to 11” to 8-1/2 x 3-2/3”....per 1,000 leaves 4080 $0.00 $0.00 $0.00 $0.0 (c) Inserting....................per 1,000 leaves....................... 59080 $4.50 $265,860.00 $7.75 $457,870.0 (e) Barcoding the face of each leaf of each billing statement...per 1,000 leaves 55000 $0.00 $0.00 $0.00 $0.0

CONTRACTOR TOTALS $2,110,162.00 $2,715,372.0

DISCOUNT 1.00% $21,101.62 $0.0

DISCOUNTED TOTALS $2,089,060.38 $2,715,372.0

SEE FILE
Program 1733-S (03/22) Page 1 of 20

Specifications by: JH

Reviewed by: EBR

U.S. GOVERNMENT PUBLISHING OFFICE

Dallas, TX

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Billing Statements, Envelopes and Mailing Services

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

Department of Veteran Affairs

Single Award

TERM OF CONTRACT: The term of this contract is for the period beginning April 1, 2021 and ending March 31, 2022, 

plus up to four (4) optional 12-month extension period(s) that may be added in accordance with the “OPTION TO EXTEND 

THE TERM OF THE CONTRACT” clause in SECTION 1 of this contract.

BID OPENING: Bids shall be opened at 1:00 p.m., prevailing Dallas, TX time, on February 25, 2021, at the 

Government Publishing Office, Dallas, TX. (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 bidsdallas@gpo.gov for this solicitation. No other method of bid submission will be accepted at this 

time. The program number and bid opening date must be specified in the subject line of the emailed bid submission. Bids 

received after 1:00 p.m. on the bid opening date specified above will not be considered for award. 

BIDDERS, PLEASE NOTE: These specifications have been revised; therefore, all bidders are cautioned to familiarize 

themselves with all provisions of these specifications before bidding.

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

Questions concerning this contract should be directed to Jim Hunt at (214) 767-0451, ext. 5 or via e-mail at jhunt@gpo.gov.
Billing Statements, Envelopes and Mailing Services Page 2 of 20

1733-S (03/22)

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. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding 

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

GPO Contract Terms (GPO Publication 310.2) –

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf.

GPO QATAP (GPO Publication 310.1) –

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf.

SUBCONTRACTING: The contractor must be able to develop, produce and distribute the billing statements without

subcontracting any portion of this process. This requirement refers to the production and mailing of the billing statements

only. The contractor may subcontract the production of the envelopes required.

GPO IMPRINT REQUIREMENTS: The GPO imprint requirement, GPO Contract Terms, Supplemental Specifications, 

No. 9, is waived.

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

specifications:

Product Quality Levels:

(a) Printing (page related) Attributes – Level III.

(b) Finishing (item related) Attributes – Level III.

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 Electronic File Output

P-8. Halftone Match (Single and Double Impression) Electronic File Output

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

P-10. Process Color Match Electronic File Output

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

production.

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

(PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of any loss of personally 

identifiable information. Personally identifiable information includes but is not limited to a person's name, date of birth, 

Social Security Number, address, or financial data.

The contractor shall assure that each contractor's officers and employees with access to confidential information knows the 

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

violations of the Privacy Act.
Billing Statements, Envelopes and Mailing Services Page 3 of 20

1733-S (03/22)

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

GPO contract administrator within one hour of discovery.

CONFIDENTIALITY REQUIREMENTS: Contractor shall be bound by confidentiality rules applicable to the 

protection of PII. Contractor shall exercise reasonable discretion in handling documents that include privileged materials 

and confidential PII.

The contractor must agree to the following security conditions:

a) Mailing lists received by the contractor are sensitive and must be properly safeguarded from unauthorized 

disclosure. When mailing lists are not being processed, they will be securely stored in a location which will preclude 

unauthorized access.

b) Individuals having access to mailing lists during pick-up, transport, processing, assembly, delivery, etc., must be 

properly notified by the contractor regarding the sensitivity of the information and cautioned to preclude loss, theft, 

destruction or unauthorized access.

SECURITY: The information provided for this contract is considered sensitive. The processing and production and storage 

of this information require the greatest possible care in handling to ensure against any copies (or any information therein) 

from reaching unauthorized persons.

During the performance of this contract, controlled items/sensitive information will be produced. Appropriate safeguards 

must be proposed by the contractor and approved by the Contracting Officer for the safeguarding from actual, potential or 

inadvertent release by the contractor, or subcontractor, of these materials in any form. Such safeguards shall ensure that 

only governmental and contractor parties, including subcontractors that have an established need-to-know, have access in 

order to perform work under this contract, and then only under conditions which assure that the information is properly 

protected.

The GPO reserves the right to audit contractor facilities for compliance with the above restrictions. While in use, all working 

materials shall be maintained under surveillance and shall be kept secure so as to preclude access by any persons who do 

not have a legitimate need to view them. Whenever controlled/sensitive information is not under the personal control and 

observation of an authorized person, it shall be guarded or stored in a locked security cabinet, safe, or safe-type steel file 

container. When it is impractical to store working materials because of its nature, size, or unique characteristics the material 

shall be secured in a restricted area capable of preventing unauthorized entry. The contractor is charged with designating 

an employee to perform all security checks to ensure compliance with these security requirements.

SECURITY PLAN: The contractor must have a detailed Security Plan and must submit the Security Plan for approval 

before contract award. The integrity of any furnished discs or electronic submission must be given the highest priority. 

Therefore, the contractor must guarantee that the furnished addresses will be used only to complete this contract. NOTE: 

Security requirements also apply to any sub-contractor as well as the contractor (all parties involved).

Bid submission indicates contractor agrees and will abide by all the confidentiality and security requirements of this contract.

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

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

the Government exercises this option, the extended contract shall be considered to include this clause, except, the total 

duration of the contract may not exceed five (5) years as a result of, and including, any extension(s) added under this clause. 

Further extension may be negotiated under the “EXTENSION OF CONTRACT TERM” clause. See also “ECONOMIC 

PRICE ADJUSTMENT” for authorized pricing adjustment(s).

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.
Billing Statements, Envelopes and Mailing Services Page 4 of 20

1733-S (03/22)

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 April 1, 2021 and ending March 31, 2022, and the second and any succeeding period(s) will extend for 12 

months from the end of the last preceding period, except that the length of the final period may vary. The first day of the 

second and any succeeding period(s) will be the effective date of the economic price adjustment for that period.

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

Index For All Urban Consumers - Commodities Less Food” (Index) published monthly in the CPI Detailed Report by the 

U.S. Department of Labor, Bureau of Labor Statistics.

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

index called the variable index will be calculated by averaging the monthly Indexes from the 12-month interval ending three 

(3) months prior to the beginning of the period being considered for adjustment. This average is then compared to the 

average of the monthly Indexes for the 12-month interval ending December 31, 2021 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.

PAPER PRICE ADJUSTMENT: Paper prices charged under this contract will be adjusted in accordance with “Table 9 

- Producer Price Indexes and Percent Changes for Commodity Groupings and Individual Items” in Producer Price Indexes 

report, published by the Bureau of Labor Statistics (BLS), as follows: 

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

2. The applicable index figures for the month of March 2021 will establish the base index.

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

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

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

for adjustment.

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

following formula:

X - base index

______________ x 100 = _______%

base index 

where X = the index for that month which is two months prior to the month being considered for adjustment.
Billing Statements, Envelopes and Mailing Services Page 5 of 20

1733-S (03/22)

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

7. Adjustments under this clause will be applied to the contractor’s bid price(s) for line items IIa through IIb in the 

“SCHEDULE OF PRICES” and will be effective on the first day of any month for which prices are to be adjusted.

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

placed during months affected by this clause.

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

effect at the time of the adjustment. The adjustment, if any, shall not be based upon the actual change in cost to the 

contractor, but shall be computed as provided above.

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

cover anticipated increased costs of paper to the extent such increases are covered by this price adjustment clause.

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

Government reserves the right to conduct an on-site preaward survey at the contractor’s/subcontractor’s facility or to require 

other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a 

contract. As part of the financial determination, the contractor in line for award may be required to provide one or more of 

the following financial documents:

1) Most recent profit and loss statement 

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.

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

purchase order issued to the contractor to cover work performed. The purchase order will be supplemented by an individual 

print order for each job placed with the contractor. The print order, when issued, will indicate the quantity to be produced 

and any other information pertinent to the particular order.

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

Orders may be issued under the contract April 1, 2021 and ending March 31, 2022, plus for such additional period(s) as 

the contract is extended. All print orders issued hereunder are subject to the terms and conditions of the contract. The 

contract shall control in the event of conflict with any print order. A print order shall be “issued” upon notification by the 

Government for purposes of the contract when it is electronically transmitted or otherwise physically furnished to the 

contractor in conformance with the schedule.

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

of items or performance of work shall be made only as authorized by orders issued in accordance with the clause entitled 

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

be otherwise provided in this contract, if the Government’s requirements for the items set forth herein do not result in orders 

in the amounts or quantities described as “estimated,” it shall not constitute the basis for an equitable price adjustment under 

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

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

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

under this contract, if any.

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

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

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

period of this contract.

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

date that shipment/delivery may be specified under this contract, and if the contractor will not accept an order providing for 

the accelerated shipment/delivery, the Government may procure this requirement from another source.

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

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

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

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

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

1. Illegibility of bid.

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

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are advised not 

to exceed GPO’s stated limit.

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

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

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

time stamp for bid receipt at the specified location.

PAYMENT:

Immediately upon completion of each order, the contractor shall submit an itemized statement of billing to the ordering 

agency for verification, approval, and signature. The contractor must email their invoice along with all supporting 

documentation to the agency contact as specified on the print order.

After agency verification and approval, the contractor must submit the approved, signed billing invoice to the U.S. 

Government Publishing Office.

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

program application is the most efficient method of receiving payment. 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/agency/billing-and-payment.

Contractor’s billing invoice must be itemized in accordance with the items in the “SCHEDULE OF PRICES.”
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SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of billing statements, inserts and envelopes plus mailing services

requiring such operations as printing, binding, packing, and distribution.

TITLE: Letters, Envelopes and Mailing Services.

FREQUENCY AND QUANTITYOF ORDERS: Approximately 300 orders per year (25 orders per month):

Approximately 20,000 to 200,000 billing statements or more per order with an average of 150,000 per order.

a) Billing statements: Approximately 20,000 to 200,000 billing statements or more per order with an average of

150,000 sets of billing statements per order. Approximately 80% of billing statements are one 

leaf printed, face and back, head to head. The remaining 20% may consist of up to seven leaves. Included in this 

20% are a few ordersthat have individual statements consisting of more than seven leavesbut not more than 12leaves and required

a larger envelope. The print order willspecify.

b) Inserts: Approximately 20,000 to 100,000 inserts per order with an average of 80,000 inserts with 

approximately 50 orders per year. On average inserts are produced semi-annually for a one-month cycle 

which will require the contractor to print an insert containing static data from Government supplied electronic

media. The inserts will print face only or face and back in black only or in black plus Pantone 280. On rare

occasions, the inserts may contain variable data. Inserts are one leaf.

c) Outgoing envelope: Approximately 20,000 to 200,000 envelopes or more per order with an average of 150,000

envelopes per order.

d) Return envelope: Approximately 20,000 to 200,000 billing statements or more per order with an average of

150,000 envelopes per order.

e) Large outgoing envelope: Approximately 500 large envelopes per month.

TRIM SIZES:

a) Billing Statement: 8-l/2 x 11”.

b) Inserts: 8-1/2 x 11”.

c) Outgoing Envelope: No. 10, (4-1/8 x 9-1/2”) with custom windows for both return and delivery addresses.

d) Return Envelope: No. 9, (3-7/8 x 8-7/8”) with custom window for return address.

e) Large Outgoing Envelope: Custom (6-1/8 x 9-1/2”) with custom window for both addresses.

GOVERNMENT TO FURNISH: Adobe Acrobat PDF file consisting of textual matter and line art to be reproduced

same size for the envelopes and the billing statements. Print Orders.

ELECTRONIC MEDIA Billing statements and inserts are in a print ready post script or PDF format. Vendor is 

responsible for providing presort services and applying USPS full service IMB data to statements. 

The data is compressed using PKZIP software and then sent to the contractor via electronic data transfer using an SSH File 

Transfer Protocol (SFTP) over the Internet using a NIST FIPS 140-2 compliant cryptographic module capable of

interchanging data with the Austin Information Technology Center (AITC) Network.

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

marks of any kind, etc., except GPO imprint, form number, and revision date, carried on copy or film, must not print

on finished product.
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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. Presorting and mailing of letters against 

VA permit to include USPS IMB markings.

INFORMATION SYSTEM: The contractor must provide a computer network (also known as an "information 

system") to process, store, and transmit data that is in compliance with all applicable policies governing the transmission 

and use of the data transmitted by the AITC, including the Privacy Act, the Health Insurance Portability and 

Accountability Act (HIPAA), and applicable Department of Veterans Affairs policies and procedures. The contractor shall 

ensure their information system is configured and managed to meet the minimum recommendations described in NIST

Special Publication (SP) 800-53 (Recommended Security Controls for Federal Information Systems) and VA Handbook

6500.2 (Management of Data Breaches Involving Sensitive Personal Information (SPI)) (available at 

http://www.va.gov/vapubs). It has been determined that the VA information processed is defined in the following

categories-Sensitive Personal Information (SPI) and Regulatory/Program Specific Information -therefore the levels

of security must be set for a moderate information system, refer to Annex 2 from NIST SP 800-53. Information security

personnel from the Department of Veterans Affairs will use this document as a tool to review the awarded contractor's

compliance with the requirements above. Further information is available at http://www.nist.gov. Only compensating 

controls that have been approved by the AITC in writing may be used in lieu of the recommended controls in NIST

SP 800-53. The contractor shall coordinate with the AITC to establish an SSH over the internet using a NIST FIPS

140-2 compliant cryptographic module capable of interchanging data with the AITC's network . The contractor will 

be required to sign an Interconnection Security Agreement (ISA) and Memorandum of Understanding (MOU) with the 

AITC and complete a Contractor Security Control Assessment (CSCA) correcting any non-compliant items before the 

connection may be established. Additionally, the contractor shall support and assist AITC staff and / or auditors in 

periodically assessing their information system's compliance with these requirements or in conducting investigations

into security incidents.

Federal information systems (40 USC 11331) are information systems used or operated by an executive agency, by a 

contractor of an executive agency, or by another organization on behalf of an executive agency. Information systems

may include servers, workstations, operating systems, databases, and applications, as well as any information/data 

stored, processed, or transmitted by the system. Federal information systems may contain information that is subject to

Privacy Act, HIPAA, or other regulations. Every federal information system at the AITC processes information that is

categorized as "sensitive but unclassified" (SBU).

All contractor and subcontractor personnel must read and abide by the security requirements in place at the contractor's

facility. Failure to comply with these security requirements may result in revocation of physical and/or electronic access

privileges and/or termination of the contract for default. Failure to complete the work in a timely manner, or by any required

completion date, caused by delays in requesting security clearances, or due to revocation of access privileges resulting

solely from the actions of the contractor or their personnel, is not sufficient reason to warrant an extension in contract time

or cost.

NETWORK AND TECHNICAL SECURITY CONTROLS: The sensitivity level of data that is transmitted to the

contractor's site has been categorized under FIPS Publication 199 (FIPS 199) as moderate.

The minimum required security controls that must be in place and show a demonstrated use are outlined in NIST

Special Publication 800-53 (NIST 800-53) for each of the security categorizations. Although NIST 800-53 indicates these

controls are "guidelines," they are required for this contract.

In addition, the data being transmitted must meet the guidelines for the encryption of sensitive federal information found

in FIPS Publication 140-2 (FIPS 140-2). The contractor shall provide the necessary encryption device and configure it to

communicate in FIPS 140-2 mode with the VA's encryption device.

CONFIDENTIALITY OF DATA: Any information systems involved with this contract are classified as systems

of recordssubject to the Privacy Act of 1974 (Public Law 93-579), and some information systems may further be subject

to the HIPAA. The contractor may, in the course of design, development, or conversion of data from existing systems,
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observe or handle information subject to the Privacy Act, the HIPAA, or other Federal regulations. Duplication or

disclosure of data and other information to which the contractor will or may have access because of this contract is

prohibited by law. It is understood that throughout performance of the contract, the contractor will or may have access to

confidential data that is either the sole property of the VA, or is the sole property of other than the contracting parties. 

The contractor hereby agrees to maintain the confidentiality, integrity, and availability of all such data to which access

may be gained throughout contract performance, whether title thereto vests in VA or otherwise. The contractor hereby

agrees not to disclose said data, any interpretations thereof, or data derivative there to unauthorized parties in

contravention of the provisions, without the written approval of the Contracting Officer, or the party in which title thereto

is wholly vested. Also, FAR 52.224-1, Privacy Act Notification, and FAR 52.224-2, Privacy Act, apply to this contract 

and all orders issued against the contract, if applicable.

INTERCONNECTION SECURITY AGREEMENT (ISA): ISAs are written agreements between the information

system owners that stipulate why and how information is to be shared, and how each party will provide adequate security

of the information when it is under their control. One portion of the ISA describes the technical details of the data

transmission link, including the devices used to encrypt the data. ISAs become an integral piece of the certification and

accreditation documentation for each federal information system. The contractor is required to sign an ISA with the AITC

before the connection may be established.

RIGHTS IN GOVERNMENT FURNISHED DATA AND MATERIALS: The VA shall retain all rights and 

privileges, including those of patent and copy, to all Government-furnished data. The contractor shall neither retain

nor reproduce for private or commercial use any data or other materials furnished under this contract. The contractor 

agrees not to assert any rights at common law or in equity or establish any claim to statutory copyright in such data.

These rights are not exclusive and are in addition to any other rights and remedies to which the Government is 

otherwise entitled elsewhere in this contract.

LIMITED USE OF DATA AND INFORMATION: The presentation of any report of analytical material based on 

information obtained from t his contract will be subject to review by the VA before dissemination, publication or 

distribution. Presentation includes, but is not limited to, papers, articles, professional publications, speeches,

testimony, or interviews with public print or broadcast media. The VA will review the materials for accuracy, content,

and manner of presentation with an eye toward the protection of the privacy of individuals.

Performance of this contract may require that the contractor access and use data and information proprietary to the

VA or another Government agency or Government contractor. Should the release of proprietary information such as

that described above become necessary, the contractor's personnel and any subcontractor's personnel shall execute

disclosure statements indicating their awareness of the receipt of such proprietary information and its proper care and

handling. The contractor and the contractor's personnel may not divulge or release data or information developed or

obtained in performance of this contract without the written approval of the Contracting Officer. The contractor will

not use, disclose, or reproduce proprietary information or data other than as required in the performance of this

contract. This does not preclude the use of any data independently acquired by the contractor without such limitations

or prohibit in agreement (at no cost to the VA) between the contractor and the data owner, which provides for greater

rights to the contractor.

PRIVACY ACT AND HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT: The 

contractor will adhere to all Privacy Act regulations applicable to these statements as included in this solicitation. In

addition to standard Privacy Act compliance, the contractor will be familiar with and abide by the security 

requirements contained in the HIPAA as well as other requirements contained in the HIPAA. Contractor personnel

who obtain access to hardware or media which may manipulate or store any sensitive information protected under Title 

5, USC, Section 552a, The Privacy Act, 38USC4132, 3301 or 3305, as defined by the VA, must not access information

unless absolutely necessary to perform their contractual duties. Disclosure of any sensitive data obtained during

performance of the particular contractual duty is prohibited. Violation of these statutory provisions may involve

imposition of criminal penalties.
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CONTRACTOR PERSONNEL SECURITY: Contract personnel performing work under this contract shall satisfy all

requirements for appropriate security eligibility in dealing with access to sensitive information and information systems

belonging to or being used on behalf of the VA. To satisfy the requirements of the VA, a Minimum Background 

Investigation shall be completed by the AITC prior to performing work under this contract. The level of access and

the individual's capability to perform work under this contract will be the determining factor in deciding if a higher 

investigative requirement is needed. The contractor shall ensure that those requirements are fully satisfied within 30 days

of initiation of such investigations.

The VA Security Investigation Center (SIC) provides Department-wide policy on the assignment of appropriate position

sensitivity designations associated with positions involving national security and public trust responsibilities, and on the

level of background investigations required for applicants and for incumbents of those positions. The contractor shall

work with the VA Contract Manager in determining the position sensitivity level for the required services. Further, the

contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. In the 

event that damages arise from work performed by contractor personnel under the auspices of this contract, the contractor

will be responsible for all resources necessary to remedy the incident.

In conjunction with contract award and prior to contract performance, the VA Contract Manager shall obtain from

the contractor the following information in order to request the appropriate investigative action: list of full legal 

names of contractor personnel doing work on this contract, Social Security Number (SSN) of contractor personnel, and 

home addresses of contractor's personnel.

PRODUCTION FACILITY: The contractor's facility must be a United States Postal Service (USPS) Detached

Mailing Unit or Postal Substation to provide assurance of the contractor's expertise in mailing high volumes of critical

documents and to expedite delivery of the billing statements via the USPS mail stream. Coding Accuracy Support

System (CASS) certifications shall be present within the facility of manufacture. The CASS certifications shall be at all 

applicable USPS presort levels.

All processes entailed in the development, production and distribution of the billing statements must be housed within one

facility. Production must begin and end within the same facility to enhance billing statement production efficiency,

security and control. This requirement refers to the billing statements process once the printing, inserting and mailing

are underway. The contractor may, however, have additional facilities strategically distributed throughout the United

States.

PHYSICALSECURITYCONTROLS FOR CONTRACTOR'S FACILITY: The facility shall have an active security

program, including, but not limited to access control, intrusion detection with 24-hour per day monitoring, surveillance

cameras, physical intrusion barriers, and an access auditing method.

All visitors to the contractor's facility shall be required to present a valid Government-issued photo identification (such

as a state issued driver's license) and be logged in and out of the facility.

At least one surveillance camera shall be installed to monitor the area where federal information is processed. For analog

video recording, images shall be recorded at not greater than 120-hour mode, videotapes shall be changed out promptly

(within 5 minutes) upon reaching the end of the tape (not recorded over), and videotapes shall be retained for six months

or upon completion or termination of the contract. If digital video recording is used, images shall be recorded at a frame

rate of at least four (4) images per second and retained for a period of at least six (6) months or until the completion or

termination of the contract. The contractor shall make such video recordings available for review on-site by AITC security

personnel when requested.

All fire/security/environmental-monitoring systems shall be provided with an uninterruptible power supply (UPS) backup

power source and be periodically checked for proper operation by trained technicians. The UPS shall provide power to

these systems for a minimum of 24 hours.
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The contractor may not move the AITC's materials to another location without specific authorization by an authorized

AITC person, except in an emergency, in which case the contractor shall notify the AITC of the alternate location

within four (4) hours.

All personnel who will have physical or electronic access to federal information systems shall obtain the applicable

VA security clearance before being granted access (or after submitting the necessary information to initiate a background

investigation, when permitted).

To ensure individual accountability, physical access cards shall not be shared, loaned or given to any other person.

Persons authorized to access the area where federal information is processed shall not allow another person to enter the

area during the time they have the door open (also known as "tailgating"), except for authorized and escorted visitors.

The contractor shall escort visitors authorized by the contractor to enter the area where AITC's information is processed

with an access badge and each visitor's name shall be logged on a separate log sheet. The person escorting the visitor(s)

shall maintain constant observation of the visitor(s) to ensure they do not access the AITC's information. The physical

access control system shall generate reports listing each person who entered the area during any specified time period. 

The contractor shall provide these reports to AITC security personnel when requested.

FEDERAL LAWS, POLICIES, REGULATIONS AND GUIDANCE RELATED TO FEDERAL DATA 

MANAGEMENT: The contractor shall comply with all applicable laws, policies, regulations, and guidance, including,

but not limited to those listed below:

a) Privacy Act.

b) Health Insurance Portability and Accountability Act (HIPAA).

c) Federal Information Security Management Act (FISMA) (available at http://www.tisma.gov ).

d) National Defense Authorization Act.

e) OMB Circulars (related to federal data management).

f) NIST Federal Information Processing Standards (FIPS). (g) NIST Special Publications(800 series).

g) Trade Secrets Act (18 U.S.Code 1905).

h) Unauthorized Access Act (18 U.S. Code 2701 and 2710).

i) VA Directive 5400 (Information Security Program)(available at http://wwwl.va.gov/vapubs ). (k) VA Directive

and Handbook Series 0710 (available at http://wwwl.va.gov/vapubs ).

PRE-AWARD INSPECTION OF SECURITY CONTROLS: Prior to award, the AITC reserves the right to perform

an on-site inspection of the contractor's security controls to ensure that they are in compliance with all of the items listed

in this document. To facilitate this inspection, the Contractor shall supply the following items at least 3 business days prior

to the scheduled site visit:

a) All policies, regulations, standard operating procedures, and so forth related to physical, personnel, and

technical/network security controls.

b) Building/site drawings and diagrams depicting, at a minimum, fences, walls, parking areas, physical security

controls (cameras, door locks, motion sensors, and so forth) and rooms. The drawing shall label all controls

related to the physical security of the AITC data (that is, if there is a section of the facility that is altogether

unrelated to the services contracted for, it is not necessary to label the controls in that area).

c) Network diagram depicting the major components and security controls in place. This should include network

segments, servers, external connections, routers, firewalls, intrusion detection devices, and so forth. It should

specify operating systems (by name and version) for routers, VPN appliances, servers, and workstations.

NON-PUBLICITY: It is a specific condition of this contract that the contractor, or any subcontractors performing

work on this project, shall not take any photographs on or of the contractor's facility or personnel therein, nor use or

allow to be used any aspect of this contract for publicity or advertising purposes without specific written approval of

the AITC's Chief of Security Services.
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BUSINESS CONTINUITY PLANS: The contractor will maintain either separately or within their business continuity

program a plan of action that will allow for continued provision of services to the AITC within 72 hours of an event that

disrupts or destroys the ability of the service provider to operate at the primary location used to provide services. In 

addition, the plan of action should demonstrate how materials and information provided to the vendor by the VA will

be protected and recovered such that continued services will be provided within the time frame specified.

TRAINING: All contractor personnel requiring access to VA information and VA information systems shall complete the

following before being granted access to VA information and networks.

a) Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior

related to access to VA information and information systems.

b) Successfully complete VA Cybersecurity Awarenesstraining and annual refresher training which will be due within

one month of the beginning of any contract option year.

c) Successfully complete VA General Privacy trainingand annual refreshertraining which will be due within one month

of the beginning of any contract option year.

d) Successfully complete any additional cybersecurity or privacy training as required for VA personnel with equivalent

information system access.

The contractor will provide the VA Contract Manager with a copy of the training certificatesfor each applicable employee 

within 30 days of beginning work on the contract. Certificates for refresher training will be due within one month of

the beginning of any contract option year. Courses are available through the online VA Learning ManagementSystem.

Accessto the website will be coordinated with the VA Contract Manager.

PRINTING:

a) Billing statement prints face and back, head to head, in black ink.

b) Inserts print face only or face and back, head to head, in black ink or 4-color process.

c) Outgoing envelope prints face and back before construction in Pantone 280 Blue.

d) Return envelope prints face and back before construction in black ink.

e) Large outgoing envelope prints face and back before construction in Pantone 280 Blue.

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

corresponding JCP Code numbers in the “Government Paper Specification Standards No. 13” dated September 2019.

Government Paper Specification Standards No. 13 – https://www.gpo.gov/docs/default-source/forms-and-standards-filesfor-vendors/vol_13.pdf.

Color of paper furnished shall be of a uniform shade and a close match by visual inspection of the JCP and/or attached color 

sample(s). The Contracting Officer reserves the right to reject shipments of any order printed on paper the color of which, 

in his opinion, materially differs from that of the color sample(s).

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

The paper to be used will be indicated on each print order.

a) Billing Statement: White, Opacified Text, Basis Weight: 50 lb., equal to JCP Code A80, Basis Size 25 X 38"

b) Inserts: White, Uncoated Text, Basis Weight: 50 or 60 lb., equal to JCP Code A60, Basis Size 25 X 38.

c) Outgoing Envelope: White Kraft, Basis Weight: 24 lb., Basis Size 17 X 22”

d) Return Envelope: White Writing Envelope, Basis Weight: 24 lb., equal to JCP Code V20, Basis Size 17 X 22”
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e) Large Outgoing Envelopes: White Writing Envelope, Basis Weight: 24 lb., equal to JCP Code V20, Basis Size 17 

X 22”

INK: If lithographic ink is used in the performance of this contract, the ink shall contain not less than the following

percentages of vegetable oil: (a) news ink, 40 percent; (b) sheet-fed and forms ink, 20 percent; and (c) heat-set ink, 10

percent. High quality color process printing on high-speed heat-set presses is excepted when slow drying time significantly

increases production costs.

MARGINS: Maintain margins as indicated on copy.

BINDING: Z-fold billing statements from 8-1/2 x 11” to 8-1/2 x 3-2/3" so that the recipient’s address is visible in the

envelope window. Multiple leaf statements must be nest folded together.

Insert the folded billing statement and a return envelope and any inserts into the outgoing envelope and seal the outgoing

envelope. Approximately 80% of billing statements are one leaf. The remaining 20% may consist of up to seven leaves, 

with a small number exceeding seven leaves to a maximum of 12. All leaves of each statement must be collated and

inserted into the same envelope. The return address and the delivery address must be visible in each appropriate window.

Orders may have one insert. On occasion, there may be up to two additional inserts required. The inserts may be

furnished by the Government or may be printed by the contractor from Government-supplied electronic media. The

hard-copy inserts provided by the Government may be various sizes (1/3-page, full page (folded) or folded brochure).

Inserts printed by the contractor at the same time as the billing statements will be Z-folded from 8-1/2 x 11" to 8-1/2 x 3-

2/3" and nested with the billing statements. Inserts already provided by the agency/contractor and then inserted with the

billing statement and the return envelope are C-folded from 8-1/2 x 11" to 8-1/2 x 3-2/3". There will not be a mixture of

sizes in any one mail out. In general, the additional inserts will not cause the mailing to exceed one ounce per statement.

Inserts may print face only or face and back. 

Micro-perforate across the entire 8-1/2" dimension of the first leaf of each billing statement to form a tear-off return

stub. The perforation is located 3" from the bottom of the form. Edges must be clean after removal of the return stub.

The inserts will not contain a micro-perforation.

Any billing statements that are damaged or otherwise not acceptable for insertion into envelopes during the printing or

inserting process must be shredded to no larger than a 5-1/16" strip and then disposed of by the contractor.

CONSTRUCTION: Outgoing envelope: No. 10, 4-1/8 x 9-1/2", open side, high cut, side or diagonal seams, with

a tapered, gummed flap measuring 1-3/4" at the widest point. The envelope will have two windows: a return address 

window and a delivery address window. The return address window is 1/2 x 3-1/4" with slightly rounded corners and 

is located 5/8" from the left edge of the envelope and 2-5/8" from the bottom of the envelope. The delivery address 

window is 1-3/8 x 4" with slightly rounded corners and is located 5/8" from the left edge of the envelope and 13/16" 

from the bottom of the envelope. Both windows will be covered with polystyrene transparent window material glued to

the inside.

Return envelope: No. 9, 3-7/8 x 8-7/8", open side, high cut, side or diagonal seams, with a tapered, gummed f1ap 

measuring 1-3/4" at the widest point. The envelope will have a single delivery address window. The window is 1-1/4

x 3-1/4" with slightly rounded corners and is located 4-7/8" from the left edge of the envelope and 3/4" from the

bottom of the envelope. The window will be covered with polystyrene transparent window material glued to the

inside.

Large outgoing envelope: Custom (6-1/8 X 9-1/2”) open side, high cut, diagonal or side seam with a 1.65” flap. The 

envelope will have one window that is 2-5/8 x 4" with slightly rounded corners and is located 5/8" from the left 

edge of the envelope and 3" from the bottom of the envelope. The window will be covered with polystyrene 

transparent window material glued to the inside. Both addresses must show through the window. Use this 
Billing Statements, Envelopes and Mailing Services Page 14 of 20

1733-S (03/22)

envelope when inserts require more than seven leaves, up to a maximum of 12 leaves.

All envelopes must have a security tint printed in black or Pantone 280 Blue ink on the inside of the envelope that

will ensure complete opacity and prevent show through of any material. Contractor may select print pattern. Print orders 

will specify ink color.

NUMBERING/BARCODING: Each record received must be assigned a unique, sequential number for accounting 

purposes and to allow the contractor to reproduce any documents destroyed in processing. This number must be

printed on each page of each billing statement at a designated location on the form. The contractor is required to add

a variable barcode (3 of 9 format) or 2d bar code to the face of each leaf of each billing statement. The barcode will

allow the VA to query by barcode the names, addresses and times that different pieces were inserted and will allow a

redundant check on the contents of each package.

QUALITY CONTROLS: The contractor must implement quality control systems for all billing statements produced 

under this contract to reduce the number of double stuffs (two different statements in the same envelope) to the maximum

extent possible.

INSPECTION SAMPLES: When indicated on the print order or otherwise requested, two samples shall be sent for

inspection to the U.S. Government Publishing Office, Regional Publishing Procurement Office, 1100 Commerce St.,

Room 731, Dallas, TX 75242-1027, Attn: Inspection Samples.

These samples cannot be deducted from the total quantity ordered. The package or envelope containing the samples

shall be identified by the GPO jacket number, program number, print order number, title, and include a facsimile of

the print order on which they were ordered. The contractor will comply with the shipping schedule regardless of this

requirement and will be notified of the test results only if there are deficiencies.

DISTRIBUTION: Mail f.o.b contractor's city all billing statements using a Postal Permit provided by the Department 

of Veterans Affairs. All billing statements will be mailed Presorted First Class Mail, Postage and Fees Paid.

Each print order shipment shall have quantity documentation generated by the contractor’s Code One and Mail stream or 

similar software program. The Postal Service Form 3600-R will have the number of letters, trays and total cost, along with 

the breakdown of the letters provided to the contractor. The contractor will also produce Postal Service Form 3553, CASS

certificate.

When the contractor delivers these individual print order shipments to the post office, the Government requires that the 

contractor job number be entered into the remarks section of the postal transaction as viewable via the USPS Business 

Customer Gateway.

Non-qualified pieces and international mail: Approximately 50 to 500 non-VA permit qualified mail pieces with an average 

of 200 pieces per order, may be metered against the contractor’s postage meter. Quantity and cost of metered mail will be 

provided to VA for each production job. The contractor must apply the appropriate postage for any pieces not suitable for 

mailing (using the VA-supplied Postal Permit). The contractor will be reimbursed for postage by submitting a properly 

completed USPS receipt for mailing (or equivalent) with the voucher for billing. 

Shipments that are not the exact count as the quantity on the print order shall be investigated by the contractor to

determine the cause for this variance, and the contractor must advise the Government before the mailing can be released

to the Postal Service for distribution.

The contractor is cautioned that the "Postage and Fees Paid" indicia provided may only be used for the purpose of mailing 

material produced under this contract. All copies mailed must conform to the appropriate regulations in the U.S. Postal

Service manuals for "Domestic Mail" or "International Mail" as applicable.
Billing Statements, Envelopes and Mailing Services Page 15 of 20

1733-S (03/22)

REPORTS: The contractor shall provide the Government with production, mail and invoice reports as needed. The 

contractor shall initially submit the reports via email and at a date in the future agreed upon by both the Government and 

the contractor, place the reports on the contractor’s SFTP server and the Government will retrieve. The reports the vendor 

shall provide are:

1) Production Report for each file received. Vendor shall provide the reports no later than one day after receiving the 

production file. The report shall be either in Microsoft Excel or CSV format. The Government will provide the format 

of the report prior to contract start date. At a minimum, the report shall contain:

a) FileName of ZIP file received

b) Contractor workorder number that the vendor uses to identify the job in the contractor’s process. Note: This 

number will be used on vendor invoices and USPS transactions where the customer uses the Government’s permit

c) Number of letters in the file

d) Number of images in the file

e) Number of sheets of paper in the file

f) Number of letters broken out by Types of mail pieces (i.e., 1 ounce, 2 ounce, 3 ounce, Flats, etc...)

g) List of individual files contained in the ZIP file

2) Invoice for each job. Note: the Government designates the makeup of a job, based type of letters. A job will be 

restrained to one day of letters, grouped by same type of letter and include one to n-number of production reports. The 

contractor shall provide an invoice within seven business day after receiving the GPO Print Order Form 2511. The 

Government will review the invoice and either provide comments on discrepancies or an email listing the GPO Print 

Order Form 2511s sent to GPO (Note: the Government sends GPO Print Order Form 2511s to GPO in multiples). The 

Government will provide the format of the report prior to contract start date. The report shall be either in Microsoft 

Excel or CSV format. At a minimum, the report shall contain:

a) Contract

b) Print Order Number (From the GPO Print Order 2511 statement)

c) Statement Date (From the GPO Print Order 2511 statement)

d) Invoice Date

e) Vendors Production Number

f) Appropriate breakout pricing (quantity, price per item and total price) IAW Section 4, Sub-section I, II and III.

g) Total contractor cost for mail sent under contractor’s permit or meter

h) Total contractor cost for mail broken down by following classes:

i) First Class

ii) Package

iii) Foreign/International

3) Daily late report. VA will provide a daily report that lists the print orders/jobs that the VA is carrying open past 

the required mail date. The contractor will provide status of each job, reasons why each job is late, and resolution for 

each job. The contractor will reply with the reports within 12 hours of receiving the initial Government report. 

The Government will require ad-hoc reports for situation awareness based on current operations. The Government will 

develop and require these reports as operational events dictate.
Billing Statements, Envelopes and Mailing Services Page 16 of 20

1733-S (03/22)

SCHEDULE: Adherence to this schedule must be maintained. The contractor must not start production of any job prior

to receipt of the individual print order (GPO Form 2511).

Complete production and distribution must be completed within 48 hours after notification of the availability of the print

order and furnished material.

Note: The production schedule stated above will require the contractor to perform on Saturdays, Sundays and Federal

holidays. The contractor is authorized to apply a 15% surcharge to the total price for any print orders requiring production 

on any day other than a normal workday as defined by GPO Publication 310.2.

The ship/deliver date indicated on the print order is the date mailed products ordered "f.o.b. contractor's city" must be

delivered to a United States Post Office.

COMPLIANCE: Contractors are to report information regarding each order for compliance reporting purposes and include 

date of delivery (or shipment, if applicable) for delivery schedules in accordance with the contract requirements by faxing 

to COMPLIANCE at efaxdallas@gpo.gov or at 800-865-5193. Personnel receiving the fax will be unable to respond to 

questions of a technical nature.
Billing Statements, Envelopes and Mailing Services Page 17 of 20

1733-S (03/22)

SECTION 3 .-DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered in the "Schedule of Prices" to the 

following units of production which are the estimated requirements to produce orders for 12 months under this contract.

These units do not constitute, nor are they to be construed as, a guarantee of the volume of work which may be ordered

during a like period of time.

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

I (a) (1) 300

(2) 55000

(b) (1) 300

(2) 45000

(c) (1) 300

(2) 45000

(d) (1) 12

(2) 6

(e) (1) 25

(2) 2000

(f) (1) 1

(2) 40

(g) (1) 25

(2) 2000

(h) (1) 1

(2) 40

II (a) (1) 55000

(2) 4080

(b) (1) 45000

(2) 45000

(3) 6

III (a) 55000

(b) 4080

(c) 59080

(d) 55000 
Billing Statements, Envelopes and Mailing Services Page 18 of 20

1733-S (03/22)

SECTION 4. - SCHEDULE OF PRICES

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

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

specifications.

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

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

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

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

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

or not such items are included in the Determination of Award) that are inconsistent or unrealistic in regard to other

prices in the same offer or to GPO prices for the same operation if such action would be in the best interest of the

Government.

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

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

Cost of all required paper must be charged under Item II., “PAPER.”

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

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

production and distribution of the product listed in accordance with these specifications with the exception of the required 

paper.

a) Printing billing statements face and back, in black (including micro-perforation)

1) Makeready and/or Setup ............................................ per Order .............................................. $ ______________

2) Running...................................................................... per 1,000 leaves .................................... $ ______________

b) Printing outgoing envelope face and back in Pantone 280

1) Makeready and/or Setup ............................................ per Order .............................................. $ ______________

2) Running...................................................................... per 1,000 envelopes .............................. $ ______________

c) Printing return envelope face and back in black ink

1) Makeready and/or Setup .............................................. per Order ............................................. $ ______________

2) Running........................................................................ per 1,000 envelopes ............................ $ ______________

(Initials)
Billing Statements, Envelopes and Mailing Services Page 19 of 20

1733-S (03/22)

d) Printing large outgoing envelope face and back in Pantone 280

1) Makeready and/or Setup ............................................ per Order .............................................. $ ______________

2) Running...................................................................... per 1,000 envelopes .............................. $ ______________

e) Printing static inserts face only or face and back, in black only

1) Makeready and/or Setup .............................................. per Order ............................................. $ ______________

2) Running........................................................................ per 1,000 leaves .................................. $ ______________

f) Printing static inserts face only or face and back, in four color process 

3) Makeready and/or Setup .............................................. per Order ............................................. $ ______________

4) Running........................................................................ per 1,000 leaves .................................. $ ______________

g) Printing variable data inserts, face only or face and back in black only

1) Makeready and/or Setup ............................................ per Order .............................................. $ ______________

2) Running...................................................................... per 1,000 leaves .................................... $ ______________

h) Printing variable data inserts, face only or face and back in four color process

3) Makeready and/or Setup ............................................ per Order .............................................. $ ______________

4) Running...................................................................... per 1,000 leaves .................................... $ ______________

II. PAPER: Payment of all paper supplied by the contractor under the terms of these specifications, as ordered on the 

individual print orders, will be based on the net number of leaves furnished for the product(s) ordered. The cost of any 

paper required for makeready or running spoilage must be included in the prices quoted.

(a) Billing Statements/Inserts:

(1) White Opacified Text (JCP Code A80)................ per 1,000 leaves..........................$ ______________

(2) White Uncoated Text (JCP Code A60)................ per 1,000 leaves..........................$ ______________

(b) Envelopes:

(1) Outgoing envelope .............................................. per 1,000 envelopes....................$ ______________

(2) Return envelope................................................... per 1,000 envelopes....................$ ______________

(3) Large outgoing envelope ..................................... per 1,000 envelopes....................$ ______________

III. ADDITIONAL OPERATIONS:

a) Z-folding from 8-1/2 x 11" to 8-1/2 x 3-2/3" ............... per 1,000 leaves..........................$ _____________

b) C-folding from 8-1/2 to 11” to 8-1/2 x 3-2/3”.................. per 1,000 leaves..........................$ _____________

c) Inserting............................................................................ per 1,000 leaves..........................$ _____________

d) Barcoding the face of each leaf of billing statement ........ per 1,000 leaves..........................$ _____________

(Initials)
Billing Statements, Envelopes and Mailing Services Page 20 of 20

1733-S (03/22)

SHIPMENT(S): Shipments will be made from: City _______________________, State ________________

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. contractor’s city is 

specified. If no shipping point is indicated above, it will be deemed that the bidder has selected the city and state shown 

below in the address block, and the bid will be evaluated and the contract awarded on that basis. If shipment is not made 

from evaluation point, the contractor will be responsible for any additional shipping costs incurred.

DISCOUNTS: Discounts are offered for payment as follows: __________ Percent, _________calendar days. See Article 

12 “Discounts” of Solicitation Provisions in GPO Contract Terms (Publication 310.2).

AMENDMENT(S): Bidder hereby acknowledges amendment(s) number(ed) __________________________

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this bid is accepted 

within____________ calendar days (60 calendar days unless a different period is inserted by the bidder) from the date for 

receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in 

exact accordance with specifications.

NOTE: Failure to provide a 60-day bid acceptance period may result in expiration of the bid prior to award.

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by signing and submitting 

a bid, agrees with and accepts responsibility for all certifications and representations as required by the solicitation and GPO 

Contract Terms – Publication 310.2. When responding by email, fill out and return one 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 nonresponsive. 

Bidder _____________________________________________________________________________________

(Contractor Name) (GPO 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)

________________________________________________________________________________________

THIS SECTION FOR GPO USE ONLY

Certified by: __________ Date: __________ Contracting Officer: __________ Date: __________

(Initials) (Initials)

___________________________________________________________________________________________