BASIS OF UNIT UNIT UNIT UNIT 

ITEM NO. DESCRIPTION AWARD RATE COST RATE COST RATE COST RATE C

I. PROOFS:

Inkjet G7 proofs/digital color one-off proof............................per trim/page-size unit 8 9.00 $ $ 72.00 $ 15.00 $ 120.00 NC ‐‐‐‐‐‐‐‐‐‐‐‐‐ $ 50.00 $ 

II. PRINTING AND BINDING:

Printing in four-color process, including binding

(1) Makeready and/or Setup..................per product 4 325.0 $ 0 $ 1,300.00 $ 475.00 $ 1,900.00 NC ‐‐‐‐‐‐‐‐‐‐‐‐‐ $ 300.00 $ 

(2) Running.............................. per 1,000 Copies 84 110.0 $ 0 $ 9,240.00 $ 60.00 $ 5,040.00 $ 120.00 $ 10,080.00 $ 175.00 $ 

III. PACKING AND DISTRIBUTION:

a.

Bulk Shipments- Packing and sealing in shipping containers ............................per 1,000 copies 4 18.00 $ $ 72.00 $ 2.50 $ 10.00 $ 150.00 $ 600.00 $ 150.00 $ 

b.

Mailed Shipments- Addressing single copies (selfmailers) including folding down to 8-1/2 x 5-1/2" and applying wafer seals .........per 1,000 copies 80 55.00 $ $ 4,400.00 $ 40.00 $ 3,200.00 $ 25.00 $ 2,000.00 $ 65.00 $ 

CONTRACTOR TOTALS $ 15,084.00 $ 10,270.00 $ 12,680.00 $ 

DISCOUNT 2%‐20 Days 301.68 $ 1%‐20 Days 102.7 $ 0 .5%‐20 Days 63.40 $ 0.25%‐20 Days $ 

DISCOUNTED TOTALS $ 14,782.32 $ 10,167.30 $ 12,616.60 $ 

AWARDED

Temple Hills, MD 

The Print House

Pleasantville, NY Brooklyn, NY

DG3 North America, Inc. McDonald & Eudy Printers, Inc. Premium Productions, Inc.

Jersey City, NJ

PROGRAM: 1213-STITLE: Salute Your Health NewsletterTerm: December 1, 2021 to November 30, 2022
Program 1213-S Page 1 of 17

Specifications by: DP

Reviewed by: RLW

U.S. GOVERNMENT PUBLISHING OFFICE

Philadelphia, PA

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Salute Your Health Newsletter

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

U.S. Department of Veterans Affairs

Erie VA Medical Center

Single Award

TERM OF CONTRACT: The term of this contract is for the period beginning December 1, 2021 and ending

November 30, 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 11:00 a.m., prevailing Philadelphia, PA time on November 10, 2021 at

the U.S. Government Publishing Office, Philadelphia Regional Office. 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 bidsphiladelphia@gpo.gov for this solicitation. No other method of bid submission 

will be accepted at this time. The Program Number 1213-S and bid opening date must be specified in the subject 

line of the emailed bid submission.

Bids received after 11:00 a.m., prevailing Philadelphia, PA time on the bid opening date specified above will not

be considered for award. 

BIDDERS, PLEASE NOTE: These specifications have been extensively revised; therefore, all bidders are 

cautioned to familiarize themselves with all provisions of these specifications before bidding.

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

For information of a technical nature, contact Diane Peluso at 215-364-6465 x4 or email dpeluso@gpo.gov.
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1213-S (11/22) Page 2 of 17

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 (revised 09-19)).

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

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

SUBCONTRACTING: Subcontracting will not be permitted.

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 O.K. Proofs/Average type dimension/Electronic Media

P-8. Halftone Match (Single and Double Impression) O.K. Proofs/ Electronic media 

P-l0. Process Color Match O.K. Proofs

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

for production. 

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).
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1213-S (11/22) Page 3 of 17

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.

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

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

under any law in effect at the time of the adjustment. There will be no adjustment for orders placed during the first 

period specified below. Pricing will thereafter be eligible for adjustment during the second and any succeeding 

performance period(s). For each performance period after the first, a percentage figure will be calculated as 

described below and that figure will be the economic price adjustment for that entire next period. Pricing 

adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper 

prices are subject to adjustment by separate clause elsewhere in this contract.

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

period will extend from December 1, 2021 through November 30, 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 August 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.

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).
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1213-S (11/22) Page 4 of 17

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

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

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

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

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

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

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

PRIVACY ACT

(a) The contractor agrees:

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

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

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

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

development, or (C) operation;

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

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

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

to accomplish an agency function; and

(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.

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

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

other identifying particular assigned to the individual.

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

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

so as to ensure against theft and/or the unauthorized possession of the materials. Contractor is cautioned that 

Government provided information shall not be used for non-government business. Specifically, Government 

information shall not be used for the benefit of a third party. 
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1213-S (11/22) Page 5 of 17

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

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

a third party prior to and after termination of contract;

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

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

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

shall be adhered to by the contractor.

The contractor shall present, in writing, to the Contracting Officer via email within two (2) workdays of being 

notified to do so by the Contracting Officer or his/her representative, detailed plans for the following activities. The 

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

These proposed plans are subject to review and approval by the Government, and award will not be made prior to 

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

Any forthcoming changes by the contractor, will require the contractor notifying the Government and forwarding 

the updated and signed agreements. 

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

required to produce the product ordered under these specifications from falling into unauthorized hands. Unless 

otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed.

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

the above plans detailing any changes and/or revisions that may have occurred. If there are no changes/revisions, 

the contractor may be required to submit to the Contracting Officer a statement confirming that the current plans 

are still in effect.

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor the Government reserves 

the right to conduct an on-site preaward survey at the contractor’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)

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.

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

indicated in these specifications will be reviewed by Government representatives with the contractor’s 

representatives at the GPO Philadelphia Regional Office, immediately after award. At the option of the 
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1213-S (11/22) Page 6 of 17

Government, the post-award conference may be held via teleconference. Person(s) that the contractor deems 

necessary for the successful implementation of the contract must be in attendance.

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

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

by an individual print order for each job placed with the contractor. The print order, when issued, will indicate the 

quantity to be produced and any other information pertinent to the particular order.

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

Government. Orders may be issued under the contract from December 1, 2021 through November 30, 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.

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.
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1213-S (11/22) Page 7 of 17

PAYMENT: 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/vendors/how-to-get-paid.

NOTE: Vendors are expected to submit invoices within 30 days of job shipping/delivery.

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 newsletters requiring such operations as electronic prepress,

printing in four-color process, binding, packing, and distribution.

TITLE: Salute Your Health Newsletter.

FREQUENCY OF ORDERS: Approximately four (4) orders per year.

QUANTITY: Approximately 20,000 to 22,000 copies per order.

NUMBER OF PAGES: Four (4) pages per order.

TRIM SIZE: 8-1/2 x 11”.

GOVERNMENT TO FURNISH: 

ELECTRONIC MEDIA:

Electronic Media will be furnished as follows –

Platform: IBM with Windows 10.

Storage Media: Ordering agency will email excel files (encrypted) and an Adobe link for 

contractor to download artwork.

Software: Adobe InDesign CC, Adobe Illustrator Version CC, Adobe Photoshop CC, Adobe Acrobat X Pro

Distribution list in Excel format (mail merge source) is not in zip code order (alphabetical); 

columns are separated by data and password to be emailed separately. 

NOTE: All software upgrades (for specified applications) which may occur during the term of 

the contract, must be supported by the contractor.

Fonts: All printer and screen fonts will be furnished/embedded, as applicable.

The contractor is cautioned that furnished fonts are the property of the Government and/or its 

originator. All furnished fonts are to be eliminated from the contractor’s archive immediately 

after completion of the contract.

Additional 

Information: Files will be furnished in native application and/or PDF format.

 GPO Form 2511 (Print Order).

 GPO Form 952 9/15 Digital Publishing Information.

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

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

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

Furnish," necessary to produce the product(s) in accordance with these specifications.
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1213-S (11/22) Page 9 of 17

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

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

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

ordering agency as specified on the print order (GPO form 2511) by phone and email.

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

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

assigned quality level.

All halftones are to be 175-line screen or finer.

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

that the Government will make all major revisions.

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

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

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

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

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

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

Government. (NOTE: The Government will accept PDF files as digital deliverables when furnished by the 

Government.)

PROOFS: 

Soft proofs, when ordered, contractor must submit one (1) “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. Contractor must 

email and call point of contact on print order to confirm receipt.

Hard copy proofs, when ordered, one (1) set of inkjet proofs that are G7 profiled and use pigment-based inks. A 

proofing RIP that provides an option for high quality color matching (such as Device Links Technology and/or ICC 

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

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

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

media. Proofs must contain the following color control strip to be evaluated for accuracy: IDEAlliance ISO 12647-

7 Control Strip 2009 or 2013(i1).

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

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

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

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

The make and model number of the proofing system utilized shall be furnished with the proofs. These proofs must 

contain all elements, be in press configuration, and indicate margins. Proofs will be used for color match on press. 

Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi.

Hard copy proofs, when ordered, if produced via digital printing, the contractor is required to furnish one (1) set of 

digital color one-off proofs created using the same output device that will be used to produce the final printed 

product on the actual production stock. Proofs shall be collated with all elements in proper position (not pasted up), 

imaged face and back, trimmed and folded to the finished size/format of the product, as applicable. Proof will be 

used for color match on the press on the production run.
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If any contractor’s errors are serious enough in the opinion of the GPO to require revised proofs, the revised proofs 

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

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

In the event proofs are disapproved by the Government, or the contractor fails to submit proofs in a sufficient 

amount of time to meet the delivery schedule, the contractor may be deemed to have failed to make progress, and 

is subject to the termination for default clause. However, failure of the Government to terminate the contract for 

default in such event shall not relieve the contractor of the responsibility to deliver the contract quantities in 

accordance with the original production schedule allotted in the specifications.

All packages containing proofs must be clearly marked on the outside as “PROOFS”, and contain the GPO (Jacket 

Number, Program, Print Order number) and publication title. Contractor’s contact information and phone number 

must be indicated inside of the package. If hard copy proofs are to be returned to the contractor, the contractor must 

supply a proof approval form and return label in the package to ordering agency.

Contractor must not print prior to receipt of an "OK to print”.

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

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

September 2019.

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

All text paper used in each copy must be of a uniform shade. The paper to be used will be indicated on each print 

order.

White Matte-Coated Text, basis weight: 60 lbs. per 500 sheets, 25 x 38", equal to JCP Code A240. 

PRINTING: Print head to head in 4-color process, exact register.

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

Level III standards are maintained. Final output must be wet ink, pigment-based with a minimum of 175-line screen. 

Dry ink/toner and inkjet printing are not acceptable. Output must be at a minimum resolution of 2400 x 2400 dpi 

plus a RIP that provides an option for high quality color matching such as Device Links Technology and/or ICC 

Profiles. Resolution that is enhanced or simulated by software will not be acceptable. 

MARGINS: Margins will be as indicated on the print order or furnished electronic media. Adequate gripper 

margins throughout. Bleeds all sides.

BINDING: 

Bulk Copies: Fold from 17 x 11” to 8-1/2 x 11”, title out, trim three sides. 

Self-mailers: Fold from 8-1/2 x 11” down to 8-1/2 x 5-1/2”, mailing address out. Contractor to affix the required

number of wafer seal(s) per USPS regulations. Wafer seals should be clear. 

PACKING:

Bulk Shipments: Pack in shipping containers not to exceed 45 pounds when fully packed.

All shipments which fill less than a shipping container must be packaged with materials of sufficient strength and 

durability and in such a manner which will guarantee that the product will not be damaged and the package will not 

open nor split when processed through the U.S. mail system or a small package carrier delivery system.
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Mailed Shipments: Single copies must be mailed as self-mailers.

LABELING AND MARKING: 

Bulk Shipments: Contractor to download the “Labeling and Marking Specifications” form (GPO Form 905, R. 7-

15) from gpo.gov, fill in appropriate blanks, and attach to shipping containers.

Mailed Shipments: Image mailing address directly onto each copy mailed as a self-mailer.

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

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

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

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

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

Quantity Number of

Ordered Sublots

500 - 3,200 50

3,201 - 10,000 80

10,001 - 35,000 125

35,001 and over 200

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

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

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

on all shipping documents and sent in accordance with the distribution list to the agency point of contact as specified 

per print order. 

A copy of the print order/specification and a signed Certificate of Selection of Random Copies must be included.

A copy of the signed Certificate of Selection of Random Copies must accompany the invoice sent to U.S. 

Government Publishing Office, Financial Management Services, for payment. Failure to furnish the certificate may 

result in delay in processing the invoice.

QUALITY ASSURANCE RANDOM COPIES: In addition to the Departmental Random Copies (Blue Label), 

the contractor may be required to submit quality assurance random copies to test for compliance against 

specifications. The Print Order will indicate the number required, if any. When ordered, the contractor must divide 

the entire order into equal sublots and select a copy from a different general area of each sublot. The contractor 

will be required to certify that copies were selected as directed using GPO Form 917-Certificate of Selection of 

Random Copies (located on GPO.gov). Copies will be paid for at the running rate offered in the contractor's bid 

and their cost will not be a consideration for award. A copy of the Print Order must be included with the samples.

Business Reply Mail labels will be furnished for mailing the quality assurance random copies. The copies are to be

mailed at the same time as the first scheduled shipment. A U.S. Postal Service approved Certificate of Mailing,

identified by Program, Jacket and Print Order numbers must be furnished with billing as evidence of mailing.

DISTRIBUTION: 

 Deliver f.o.b. destination, 500 copies, including blue label copies, to one (1) address in Erie, PA 16504.

 Deliver f.o.b. destination, 100 copies each, to five (5) addresses: Ashtabula, OH 44004; Meadville, PA 

16335; Bradford, PA 16701; Franklin, PA 16323; and, Warren, PA 16365.
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1213-S (11/22) Page 12 of 17

 Mail f.o.b. contractor’s city the balance of each order (self-mailers) to addresses nationwide.

Complete addresses and quantities will be furnished with the print orders.

All mailing shall be made at the Presorted Standard Class rate - reimbursable.

Contractor is required to apply the appropriate postage to each mailing. Contractor will be reimbursed for postage 

by submitting a properly completed postal service form (or equivalent) with the billing invoice for payment.

The contractor is required to fill in all applicable items on USPS form(s) and submit in duplicate to the entry post 

office. The post office will return a verified copy of USPS form(s) to the contractor. The contractor must 

immediately forward a copy to the ordering agency identifying the Program Number, Print Order, Jacket Number 

as appropriate.

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

Mail”, as applicable.

In accordance with United States Postal Service (USPS) regulations, contractor is required to run distribution files 

on each order through the National Change of Address (NCOA) service database to verify addresses are NCOA 

certified, as required. All related costs to perform this operation must be included in submitted bid pricing. No 

additional reimbursement will be authorized.

Additionally, the contractor is required to perform the Coding Accuracy Support System (CASS) certification using 

USPS certified ZIP+4 software to generate ZIP+4 Codes and Delivery Point Barcodes (and the Intelligent Mail 

Barcode when implemented by the ordering agency). Contractor is required to furnish USPS with any required 

CASS certificates. All related costs to perform this operation must be included in submitted bid pricing. No 

additional reimbursement will be authorized.

NOTE: Contractor to provide the pdf file of bad addresses to the ordering agency. Ordering agency will update 

their address database.

Receipt for Delivery: Contractor must furnish their own receipts for delivery. These receipts must include the GPO 

jacket, program, and print order numbers: total quantity delivered, number of cartons, and quantity per carton: date 

delivery made: and signature of the Government agent accepting delivery. The original copy of this receipt must 

accompany the contractor's invoice for payment.

Upon completion of each order, contractor must notify the ordering agency (on the same day the order 

delivers/mails) via email to the address indicated on the print order. The subject line of the email shall be 

“Distribution Notice for Program 1213-S, Print Order XXXXX, Jacket Number XXX-XXX.” The notice must 

provide all applicable tracking numbers, delivery/mailing methods, and title of product. Contractor must be able to 

provide copies of all delivery/shipping receipts upon agency request.

Upon completion of each order, all furnished material (including electronic media, if applicable), must be returned 

to address per print order.

All expenses incidental to picking up and returning materials (as applicable), proofs, and furnishing samples must 

be borne by the contractor. Contractor must use a secure, traceable courier or trucking company for pickup and 

delivery of furnished materials and final product (as applicable).

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).

Print order, electronic files, and link will be emailed to the contractor. No definite schedule for furnished material

can be predetermined.
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1213-S (11/22) Page 13 of 17

Soft proofs to be furnished via email to the address specified on the print order, when applicable. 

Hard copy proofs must be delivered to and picked up from Erie VA Medical Center, 135 East 38th Street, Erie, PA

16504, when applicable. 

The following schedule begins the workday after notification of the availability of print order and furnished 

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

 Contractor must complete production and distribution within 20 workdays.

 When ordered, no specific date is set for submission of proofs. Proofs must be submitted as soon as possible 

to allow for revised proofs if contractor’s errors are judged serious enough to require them. 

 Proofs will be withheld no more than three (3) workdays from their receipt at the ordering agency until they 

are made available for pickup or the contractor is notified of changes/corrections/“O.K. to print” via email 

for the PDF soft proofs. (NOTE: The first workday after receipt of proofs at the ordering agency is day one 

(1) of the hold time.) 

NOTE: All proof and transit time is included in the 20-workday schedule.

The ship/deliver date indicated on the print order is the date products ordered for delivery f.o.b. destination must be 

delivered to the destinations specified and products ordered for mailing f.o.b. contractor’s city must be delivered to 

the postal service.

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be 

furnished with each order or shortly thereafter. In the event such information is not received in due time, the 

contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request 

such information.

For compliance reporting purposes, contractors are to report information regarding each order with date of shipment 

or delivery, as applicable, in accordance for proofs and delivery schedules in accordance with the contract 

requirements by contacting the U.S. GPO Philadelphia Regional Office via e-mail to infophiladelphia@gpo.gov 

(shared email) or by calling (215) 364-6465. Personnel receiving email, call or facsimile will be unable to respond 

to questions of a technical nature or to transfer any inquiries.
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1213-S (11/22) Page 14 of 17

SECTION 3.- DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered in the "SCHEDULE OF PRICES" to 

the following units of production which are the estimated requirements to produce 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 of time.

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

I. 8

(1) (2)

II. 4 84

III. (a) 4

(b) 80
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1213-S (11/22) Page 15 of 17

SECTION 4.- SCHEDULE OF PRICES

Bids offered are f.o.b. contractor’s city for all mailing and f.o.b. destinations for all deliveries.

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 non-responsive.

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), NA (Not Applicable), or blank spaces for an item will be declared nonnonresponsive.

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.

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

 

I. PROOFS:

Inkjet G7 proofs/

digital color one-off proofs...............................................................per trim/page-size unit......$___________

II. PRINTING AND BINDING: The prices offered must be all-inclusive for printing and binding (as required), 

in accordance with these specifications; and shall include the cost of all required materials and operations 

(including PDF soft proofs and paper) in accordance with these specifications. 

 Makeready Running Per

and/or Setup 1,000 Copies

(1) (2)

Printing in four-color process, including binding .............. per product......$___________ $___________

__________________

(Initials)
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1213-S (11/22) Page 16 of 17

III. PACKING AND DISTRIBUTION: 

Prices must be all-inclusive, as applicable, and must include the cost of operations (collating, inserting, 

sealing and delivery to the post office), in accordance with these specifications. 

Prices offered must be all-inclusive, as applicable, and must include the cost of packing and shipping containers

all necessary wrapping and packing materials; labeling and marking; NCOA/CASS verification; and complete 

distribution, in accordance with these specifications.

a. Bulk Shipments –

 Packing and sealing in shipping containers ................................................per 1,000 copies......$___________

b. Mailed Shipments –

 Addressing single copies (self-mailers),

 including folding down to 8-1/2 x 5-1/2” 

 and applying wafer seals.............................................................................per 1,000 copies......$___________

__________________

(Initials)
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1213-S (11/22) Page 17 of 17

SHIPMENT(S): Shipments will be made from: City_______________________, State ____________________

The city(ies) indicated above will be used for evaluation of transportation charges when transportation charges are 

specified to be a factor in determination of award. 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 

signatures will be accepted in accordance with the Uniform Electronic Transactions Act, § 2. Electronic signatures 

must be verifiable of the person authorized by the company to sign bids. Failure to sign the signature block below 

may result in the bid being declared non-responsive.

Bidder ___________________________________________________________________________________

(Contractor Name) (GPO Contractor’s Code)

___________________________________________________________________________________________

 (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)

___________________________________________________________________________________________