Guidelines for Contractors Holding Press Sheet Inspections

Guidelines for 

Contractors

Holding

Press Sheet Inspections 

GPO Publication 315.3 | January 2015

Guidelines for Contractors Holding Press Sheet Inspections 1

F O R E W O R D 

 U.S. GOVERNMENT PUBLISHING OFFICE

 Customer Services

Dear Customer: 

The U.S. Government Publishing Office Office (GPO) is dedicated to fulfilling the 

printing, binding, and information dissemination needs of Congress and all Federal 

agency customers throughout the Executive, Legislative, and Judicial branches. Every 

GPO employee is committed to helping you receive the quality products you require, 

when you need them, at fair and reasonable cost to the American taxpayer. 

One of the ways in which our mission is accomplished is through press sheet 

inspections (PSI’s). On-site PSI’s are not required for all jobs, but, when they are, 

they become very important in obtaining quality publications. This pamphlet 

was designed to assist you to help us do our jobs more effectively. It describes the 

administrative guidelines that GPO inspectors and agency representatives will use 

when attending a PSI. Also included are suggested administrative guidelines for 

contractors holding PSI’s.

These guidelines for Government personnel and the suggested guidelines for 

contractors may differ somewhat from commercial PSI practices because GPO 

is subject to very specific laws and regulations governing the production and 

procurement of printing and related services. We solicit your understanding and 

cooperation so that we may adhere to them

This your publication. I encourage you to become familiar with it, and I welcome your 

suggestions on how it can be made better.

Sincerely,

Managing Director, Customer Services 
2 Guidelines for Contractors Holding Press Sheet Inspections

A B O U T T H I S P U B L I C AT I O N 

Job Specific Questions 

Questions regarding press sheet inspections for specific jobs should be addressed to 

the GPO office handling the procurement. Contact your agency’s customer service 

representative at the GPO Central Office or at the appropriate regional office.

Additional Copies 

Additional copies of this publication are available as follows: 

U.S. Government Publishing Office Office contractors individual copies are available 

from the GPO Central Office, Quality Control for Published Products Section (202-

512-0542). 

This Publication 

Comments and suggestions regarding this publication should be addressed as follows: 

U.S. GOVERNMENT PUBLISHING OFFICE

Publishing Support Operations

Quality Control for Published Products (QCPP)

Stop PPSQ, qcpp@gpo.gov 

Washington, DC 20401 
Guidelines for Contractors Holding Press Sheet Inspections 3

TA B L E O F C O N T E N T S 

Foreword .............................................................................................................................................1

About This Publication ...................................................................................................................2

Scheduling an Inspection ..........................................................................................................5

Before the Inspection..................................................................................................................6

Authority of Persons Attending................................................................................................8

At the Inspection..........................................................................................................................8

After the Inspection .................................................................................................................12

Appendix ..........................................................................................................................................14

Inspector’s Letter of Introduction ..............................................................................................14
4 Guidelines for Contractors Holding Press Sheet Inspections

The following describes suggested administrative 

guidelines for a contractor holding a Government 

Publishing Office Office press sheet inspection (PSI). 

Also included is information regarding the administrative 

guidelines that GPO inspectors and agency representatives 

will use when attending a PSI. 

It is strongly recommended that contractor personnel 

responsible for press sheet inspections be familiar with 

the contract under which the work is being performed 

and aware of the two major documents that, by reference, 

are part of most GPO contracts. These two documents 

are “GPO Contract Terms (Solicitation Provisions, 

Supplemental Specifications, and Contract Clauses)” 

(GPO Pub. 310.2), and “GPO Contract Terms (Quality 

Assurance Through Attributes Program)” (GPO Pub. 

310.1). Copies of both are available from the GPO Central 

Office bid room or GPO regional offices. 

Nothing in these guidelines is meant to take precedence 

over the conformance of the product to specifications, 

including the Quality Assurance Through Attributes 

Program (QAT AP). A PSI does not take the place of a 

QATAP inspection. If there is a conflict between any items 

in these guidelines and the contract, the contract takes 

precedence. 

The outline below relates to the sheetfed printing of a 

typical booklet, book, or poster. Specialty products and 

very short or long runs may require different procedures. 

(See the note under “At the Inspection” regarding web 

production.) 

Guidelines for Contractors Holding Press 

Sheet Inspections
Guidelines for Contractors Holding Press Sheet Inspections 5

Scheduling an Inspection 

Scheduling a Press Sheet Inspection

Contractors should provide sufficient advance notice of the PSI as required by the 

contract; a minimum of hours, work days, or calendar days will be indicated. If no 

lead time is indicated, call GPO a minimum of 48 hours in advance. The lead time 

indicated is required for coordination of travel by the agency that has requisitioned 

the printing. (See GPO Pub. 310.2, “Contract Terms,” p. 17, art. 14(i)(1).) 

Where and When To Call 

To schedule the inspection, call the telephone number indicated in the contract. Some 

contracts may indicate specific calling hours. Do not call the agency or the contract 

administrator unless the contract specifically requires you to call. If no number is 

indicated, call 202.512.1162.

Necessary Information 

The caller should have all the necessary contract information available when making 

the call. You will be asked for - 

n Jacket number or program and print order number for term contracts; 

n Date, time, and type of the inspection; 

n Name and requisition number of the originating agency; 

n The QATAP Product Quality Level of the job being inspected (I through V); 

n Name of your company (specify whether the inspection is at a subcontractor’s 

plant); 

n Address where the inspection will be held; and 

n Name and telephone number of the company contact (if the inspection will 

not be held during your company’s office business hours, also provide a 

nonbusiness-hours telephone number and contact). 

If there are different items (e.g., poster and flyer) or different types of 

press forms (cover and text) to be run, establish a breakdown of when each 

will run and provide this information so that you and the inspector can 

coordinate which forms are to be seen. 

Contacting the Agency 

The office you call at GPO will contact the Government agency for which the work is 

being done. The agency has the following options: 

n Requesting GPO to attend; 

n Attending with GPO; 

n Attending on its own; or 

n Waiving the inspection. 

After the agency has made a decision, it will contact GPO. GPO will then inform 

you of who, if anyone, is attending. 
6 Guidelines for Contractors Holding Press Sheet Inspections

Waived Inspection 

The inspection may be waived by GPO. If it is waived, proceed as you would have, had 

the inspection not been called for. Attendance at, or waiver of, the inspection does not 

affect any other provisions of the contract, including requirements for you to supply 

departmental random copies (blue label) or quality assurance random copies for 

QATAP inspection. 

Proofs Returned Late 

If a scheduled inspection is based on the return of proofs and they arrive late, 

necessitating rescheduling of the inspection, call the PSI scheduling number. 

Note that the scheduling or rescheduling of inspections does not take the place of the 

required written requests for delivery extensions, and the approval or denial of such 

requests. 

(See GPO Pub. 310.2, “Contract Terms,” p. 16, art. 12(2).) 

Before the Inspection

Problems With Government Furnished Material 

If there is any problem with the Government-furnished material (GFM) or with the 

latest set of proofs, call and discuss the problem with the contract administrator or the 

Contracting Officer. Do not wait to discuss the problem with the person attending the 

PSI. (See GPO Pub. 310.2, “Contract Terms,” p. 14, art. 7.) 

Last Proof Corrections 

Verify that all changes and corrections marked on the last proofs have been 

accomplished and the job is ready for a PSI. 

Color Bars 

If the contract specifies color bars, check that they meet the contract requirements and 

are in place as required. 

GPO Imprint Line 

Check that the GPO imprint line specified in “Contract Terms” has been set and is in 

the proper location. 

(See GPO Pub. 310.2, “Contract Terms, “p. 9, art. 9.) 

(Example-U.S. Government Publishing Office OFFICE: 1993-000-000) 

Densitometer 

If the contract calls for measurement with any special equipment, such as a 

densitometer, or for special viewing conditions (ANSI standards, etc.), make sure the 

equipment is available, in good working order, and properly calibrated. 
Guidelines for Contractors Holding Press Sheet Inspections 7

Viewing Location and Conditions

While “Contract Terms” indicates that the Government can inspect the product “at 

all places and times, including the period of manufacture,” the inspector will usually 

defer to your decision regarding viewing in the pressroom or a special viewing area. 

(See GPO Pub. 310.2, “Contract Terms,” p. 17, art. 14(c).) 

However, the viewing conditions for the press sheet (for example, 5,OOO-degree 

Kelvin lighting, as called for by ISO standards) and the viewing conditions for 

any originals that may need to be viewed must be in accordance with the contract 

specifications and QATAP. 

(See GPO Pub. 310.1, “QATAP,” p. 2, art. 1-11 and p. 23, Attribute P-1O procedures.) 

Make ready 

Your make ready should be completed before the inspector arrives. Sheets presented to 

the GPO inspector or the agency representative should incorporate all type and color 

change requests shown on the last proof and be in exact register, ready for approval. 

If you have any questions regarding the proofs, call and discuss the questions with the 

contract administrator or the Contracting Officer. Do not wait to discuss them with 

the person attending the PSI. 

Rescheduling Inspections 

When, after calling to schedule a press sheet inspection, you expect or encounter a 

production delay, call the same GPO phone number you called when scheduling. If 

the GPO inspector or the agency representative is kept waiting at a PSI, you can and 

may be charged for waiting time. 

(See GPO Pub. 310.2, “Contract Terms,” p. 17, art. 14(e)(1).) 

Ethics 

The acceptance by Federal employees of gratuities, no matter how innocently 

tendered, from those doing business with the Government, may be a source of 

embarrassment to the recipient and may impair public confidence in the integrity 

of the conduct of the Government’s business. Therefore, a GPO employee “shall not 

solicit or accept, directly or indirectly, any gift, gratuity, favor, entertainment, loan, 

service, or any other thing of monetary value from any person with whom he or she 

transacts business on behalf of GPO.” GPO Instruction 655.3A.

The regualtions do not prohibit GPO employees from accepting food and 

nonalcoholic beverages of nominal value at a contractor’s plant or place of business 

on an infrequent basis when the conduct of official business within the plant or place 

of business will be facilitated and when no provisions exist for individual payment. 

The acceptance of doughnust and coffee or their equivalent is permitted when official 

businss will be facilitated. Agency representatives mus follow similar regulations.
8 Guidelines for Contractors Holding Press Sheet Inspections

Authority of Persons Attending

GPO Inspector’s Authority 

If a GPO inspector is present, they are attending as the Contracting Officer’s technical 

representative. As such, they represent your client, the GPO. If GPO and its client, the 

agency, are present at the inspection, the GPO inspector will coordinate any agency 

requests. If there is a dispute, the GPO inspector’s authority takes precedence over any 

agency requests. 

(See GPO Pub. 310.2, “Contract Terms,” p. 13, art. 1.) 

GPO inspectors are authorized to set standards for printing attributes, such as 

type density and color, and to check compliance with various other items in the 

specifications. They also have limited authority to validly request the contractor to 

make limited chargeable changes.

(See also “Author’s Alterations-GPO Inspectors.“) 

Agency Representative’s Authority 

If an agency representative attends without a GPO inspector, the representative has 

been authorized by GPO to perform the press sheet inspection. They can set standards 

for printing attributes, such as type density and color, and check for compliance with 

various other items in the specifications. However, they do not have the contractual 

authority to request the contractor to perform any changes or author’s alterations that 

require additional costs or will affect the schedule; nor do they have the authority to 

change any requirements of the specifications (including QATAP levels or standards), 

even if no additional charges or schedule changes are needed. 

Agency representatives requesting changes that require additional costs or that will 

affect a schedule are without authority and their requests shall have no force or effect 

unless confirmed by a Government Publishing Office Office Contracting Officer. (See 

also “Author’s Alterations-Agency Representatives. “) 

Multiple Agency Attendees 

When two or more agency personnel attend, one will be a designated spokesperson 

(the agency representative). If one is not so named, ask for one to be designated. 

At the Inspection

PSI’s at a Subcontractor’s Facility 

It is recommended that a representative of the firm awarded the GPO contract attend 

any inspections held at a subcontractor’s facilities. It is further recommended that 

subcontractors be made aware of any provisions of the contract that affect the work 

they will be performing, including “GPO Contract Terms (Solicitation Provisions, 

Supplemental Specifications, and Contract Clauses)” (GPO Pub. 310.2), and “GPO 

Contract Terms (Quality Assurance Through Attributes Program)” (GPO Pub. 310.1). 

Copies of both are available from the GPO Central Office bid room or GPO regional 

offices. 
Guidelines for Contractors Holding Press Sheet Inspections 9

Starting Without GPO 

If you have been notified that the GPO inspector and an agency representative will 

attend, and the agency representative arrives early, wait until the GPO inspector arrives 

before starting the inspection. If the GPO inspector is delayed en route, they will call 

and advise you of the anticipated delayed arrival. 

Holding Time 

At 30 minutes after the scheduled inspection starting time, if neither the inspector nor 

the agency representative (if expected) has arrived or called to inform you of a delay, 

immediately call the GPO office that scheduled the PSI, to get instructions. Should the 

time be after the GPO office has closed, proceed with the work, and then, if no one 

has called or arrived by the next business day, call the GPO office as soon as it opens. 

Availability of Copy and Proofs 

Have the final OK proofs, camera-ready reproducibles, or other Government furnished 

material (GFM) readily available for the inspector or the agency representative. This 

will help expedite the inspection process. 

Web Production 

If the presswork is to be done on a web press, it is the contractor’s decision whether 

to continue running or to stop the press during the time the inspector is viewing 

and approving submitted press sheets. Production until approval (work that does 

not meet the approved standard) should be considered make ready waste (unless 

it exactly matches the OK’d sheet). Inform the Government representative of your 

decision to hold or run the web while awaiting approval. GPO inspectors and agency 

representatives have been reminded of the need to take the running web into account; 

however, a running web is not a reason for them to rush the inspection process, or to 

sign off on contractually unacceptable press sheets. 

Stock Errors 

GPO inspectors and agency representatives have been instructed to check stock for 

obvious stock deviations from GPO specifications (wrong color, text-weight stock in 

place of cover-weight stock, etc.). This check is recommended as one of the first steps 

in the PSI so that time is not spent on register and color, only to find later that there is 

a major stock error. 

(See also “Stock Specification Change” and “Stock Testing. “)

Stock Specification Change 

GPO inspectors and agency representatives have been instructed to contact the 

Contracting Officer regarding any requests you or they may have for a change in paper 

stock specifications. 
10 Guidelines for Contractors Holding Press Sheet Inspections

Questioned Stock 

If a GPO inspector or the agency representative believes that the stock does not meet 

specifications, they have been instructed to contact GPO. The Contracting Officer will 

advise you how to proceed. In each situation the decision how to proceed will require 

individual analysis. 

(See also “Stock Testing.“) 

Stock Testing

The approval of a press sheet by a GPO inspector or an agency representative does not 

constitute an approval of the stock. 

Contractors should understand that neither agency representatives nor GPO 

inspectors can test paper on site and that stock must be tested at GPO’s lab, for 

conformance to specifications. (For further information on stock testing, see the 

publication “Government Paper Specification Standards.“) 

Number of Sheets per Pull 

The GPO inspector or the agency representative will request at least three consecutive 

sheets from each press pull so that they can compare the sheets if defects are seen. For 

web-printed jobs with multiple webs, or multiple images around the cylinder, at least 

three copies of all images will be requested. 

Returning Marked-Up Sheets 

If corrections are indicated on a sheet returned to you, the GPO inspector or the 

agency representative will want that sheet returned with the next pull; this will enable 

the inspector to track the changes as they are made. The GPO inspector or agency 

representative will take a marked-up sheet from each pull at the conclusion of the 

press sheet inspection. 

Author’s Alterations - GPO Inspectors 

If chargeable author’s alterations are required and a GPO inspector is present, they 

will confer with you to ascertain the effect the alterations will have on costs and the 

schedule. GPO inspectors have limited authority to approve costs incurred by author’s 

alterations. If the costs are beyond the inspector’s limits for approval and it is during 

GPO business hours, the inspector will call the Contracting Officer and request an 

oral OK for you to proceed with the alterations. This oral OK does not take the place 

of the contractor’s letter to the Contracting Officer detailing the alterations and 

associated costs or a requested schedule adjustment. (See also “Request for Contract 

Modifications.“) 

Author’s Alterations - Agency Representatives 

Agency representatives attending inspections on their own are authorized to set 

standards for printing attributes, such as type density and color, and to check 

for compliance with various other items in the specifications. However, agency 
Guidelines for Contractors Holding Press Sheet Inspections 11

representatives do not have the authority to request the contractor to perform any 

author’s alterations that require additional costs or will affect the schedule. 

(See also “Agency Representative’s Authority.“) 

Should such alterations be required and a GPO representative not be present, the 

agency representative or you should call the Contracting Officer and request oral 

approval from GPO to make the changes. If it is after GPO office hours, the agency 

representative should have a night telephone number to reach the Contracting Officer. 

(See also request for “Contract Modifications.“) 

Documenting Author’s Alterations 

It is the contractor’s responsibility to keep track of any author’s alterations (time, 

date, person requesting and authorizing the change, labor and materials used, etc.) 

and to send a letter to the Contracting Officer, providing these details and requesting 

payment or an adjusted delivery date, or both, if required. 

(See also “Request for Contract Modifications.“) 

Signing Off 

When the inspector or the agency representative is ready to sign a sheet, they will sign 

“OK FOR COLOR.” 

This approval will encompass: 

n Type quality and uniformity (QATAP Attribute P-7); 

n Halftone match (QATAP Attribute P-8); 

n Solid or screen tint color match (QATAP Attribute P-9); and 

n Process color match (QATAP Attribute P-lO). 

Note: the tolerances in QATAP are production tolerances, not standard-setting 

allowances. 

They will not be signing for margins, hickies and spots, backup, or all the other things 

that are the printer’s responsibility. Thus, they have been instructed not to sign a ruledout sheet except in very special circumstances, such as during certain form inspections. 

GPO inspectors and agency representatives have been instructed to sign three 

consecutive sheets for each press form. They will leave one of them with you. 

(See also “Saving Approved Sheets.“) 

Conditional Sign-Off 

If color and the meeting of other standards that the GPO inspector or the agency 

representative is there to set are good, but cannot be OK’d because of problems such 

as gear streaks or ghosting, and these problems cannot be corrected in a reasonable 

length of time, the inspector or the representative may sign off “OK FOR COLOR with 

Corrections,” and then discuss the problems with you before leaving your plant. It is 

then the contractor’s responsibility to correct the problems and to match the signedoff standard(s) for characteristics such as type density, solid or screen color, and 

process color match. 
12 Guidelines for Contractors Holding Press Sheet Inspections

Unsignable Sheets - GPO Inspectors 

If the GPO inspector is not able to approve a particular form or the entire job because 

it does not meet specifications or match the approved standard, they will discuss 

the problem with you. If you indicate that corrections can be made in a reasonable 

amount of time, the inspector will remain in the plant (or the local area) while 

corrections are made. If the inspector can still not give approval, they may discuss the 

situation with you, detailing the following options: 

n Proceeding on your own without an inspection and with a Quality Assurance 

Through Attributes Program (QATAP) inspection of the finished product; 

n Rescheduling the PSI once you achieved a solution, and incurring the costs for a 

rescheduled PSI; and 

n Regarding the potential for default. 

It is recommended that you also speak directly with the Contracting Officer regarding 

these options. 

Unsignable Sheets - Agency Representatives 

If the agency representative is not able to approve a particular form, they will discuss 

the problem with you. If you indicate that corrections can be made in a reasonable 

amount of time, the representative will remain in the plant (or the local area) while 

corrections are made. If the agency representative still cannot approve the form, they 

have been instructed to contact GPO. 

Calling the Contracting Officer 

Do not hesitate to call the Contracting Officer if any questions arise that the agency 

representative or the GPO inspector cannot answer. 

After the Inspection

Request for Contract Modifications 

If anything has occurred during the PSI that you believe warrants additional charges 

or a schedule change, send a letter as soon as possible after the PSI to the Contracting 

Officer, detailing any author’s alterations and additional costs incurred. Also address 

any requested schedule changes. Remember, the sooner the letter is received, the 

sooner your request can be considered. 

(See also “Author’s Alterations. “ See GPO Pub. 310.2, “Contract Terms,” p. 13, art. 4, 

and p. 16, art. 12(c)2. ‘] 
Guidelines for Contractors Holding Press Sheet Inspections 13

Saving Approved Sheets 

Save one approved sheet for your files.

Matching file to Product 

Make any corrections necessary to the final file (color adjustments, etc.) that were 

made on press to ensure that the file delivered to the Government corresponds to the 

product delivered. 

(See GPO Pub. 310.2, “Contract Terms,” p. 9, art. 10.)

Digital Deliverables

Incorporate all changes that were made to proofs and press to insure the disc delivered 

to the Government corresponds to the product delivered. 

REMEMBER

n Press sheet inspections set standards for specific attributes for your 

 production staff to maintain during the run

n The standards that are set at the inspection are the standards by which the 

 finished product can be measured, as they are defined by the contract and 

 by the Quality Assurance Through Attributes Program (QATAP)

n An approval of a press sheet is not an approval of the entire run.

 (See also “Densitometer.”) 
14 Guidelines for Contractors Holding Press Sheet Inspections

Appendix

FOR GPO USE

Date: _________ Jacket/Program (Print Order):__________

U.S. Government Publishing Office OFFICE

Printing Procurement Department

Dear Contractor: 

This letter is to introduce ( __Inspector’s name, typed before issue_) of the United States 

Government Publishing Office Office, He/she is an official press sheet inspector for this 

office and is attending the press sheet inspection (PSI) as the Contracting Officer’s technical 

representative. He/she is authorized to set standards for printing attributes, such as type 

density and color, and to check compliance with other items in the specifications, (For 

details, see GPO Pub, 315,), “Guidelines For Contractors Holding Press Sheet Inspections,”) 

As the Contracting Officer’s technical representative, (_ inspector’s name_) also has limited 

authority to request author’s alterations, Therefore, he/she may validly request limited 

chargeable changes at a PSI, If such changes are requested, you still must write to the 

Contracting Officer, detailing your costs, and request payment for the change, (For details 

see GPO Pub, 310,2, “Contract Terms,” p, 13, art, 4, and p, 16, art, 12(c)2,) 

Please note that -

The purpose of this inspection is to set specific standards and ensure compliance with 

contract specifications for certain elements of press and/or bindery work, 

This PSI is not being done for the purpose of approving all production standards; nor 

is it being done to approve the finished product under the Quality Assurance Through 

Attributes Program (QATAP), if applicable, When the GPO inspector signs his/her approval, 

the press sheet, folded signature, or other approved item becomes the production standard, 

but only for the elements approved.

Changes in the contract, such as billable author’s alterations, may be made only by a 

Government Publishing Office Office Contracting Officer or GPO staff member who is the 

Contracting Officer’s authorized representative. Any failure to follow this guidance may be 

cause for nonpayment of additional costs incurred by your firm or possible rejection of the 

work you produce, 

Thank you for your understanding and cooperation in this matter. If you have any question 

concerning your contract or this order, please do not hesitate to contact the Contracting 

Officer. 

Sincerely, 

Managing Director, Customer Services 
Guidelines for Contractors Holding Press Sheet Inspections 15