PROGRAM: 104‐S

TERM: DATE OF AWARD to JANUARY 31, 2016

TITLE: EAD, YCER, BEVE, and eRPA Notices

ITEM NO. DESCRIPTION BOA UNIT RATE COST UNIT RATE COST 

I. COMPOSITION:

(a) Envelopes..................................................per envelope 9 $50.00 $450.00 No Charge $0.00 

II. PRINTING/IMAGING and BINDING:

(a) * Daily Makeready/Setup Charge 250 $450.00 $112,500.00 No Charge $0.00 

(b) Leaves..............................per 1,000 leaves 6039 $9.00 $54,351.00 $12.00 $72,468.00 

(c) Mail‐Out Envelope (4‐1/8 x 9‐1/2")..................... per 1,000 leaves 2124 $8.00 $16,992.00 No Charge $0.00 

(d) Mail‐Out Envelope (6‐1/8 x 9‐1/2").....................per 1,000 leaves 2191 $10.00 $21,910.00 No Charge $0.00 

(e) White BRM Envelope (5‐3/4 x 8‐3/4")..................per 1,000 leaves 1489 $9.00 $13,401.00 No Charge $0.00 

(f) White CRM Envelope (5‐3/4 x 8‐3/4").................. per 1,000 leaves 57 $9.00 $513.00 No Charge $0.00 

(g) Green BRM Envelope (3‐7/8 x 8‐7/8')..................per 1,000 leaves 1 $650.00 $650.00 No Charge $0.00 

III. PAPER:

(a) Personalized Notices: White OCR Bond (20 lb.)....... per 1,000 leaves 6039 $10.00 $60,390.00 $6.50 $39,253.50 

(b) Mail‐Out Envelope: White Wove (24lb.) or White Offset Book (60lb.)

4‐1/8 x 9‐1/2..........................per 1,000 leaves 2124 $8.00 $16,992.00 $14.50 $30,798.00 

(c ) Mail‐Out Envelope: White Wove (24lb.) or White Offset Book (60lb.)

6‐1/8 x 9‐1/2".......................per 1,000 leaves 2191 $20.00 $43,820.00 $23.50 $51,488.50 

(d) White BRM Envelope: White Wove (20lb.)........... per 1,000 leaves 1489 $13.00 $19,357.00 $13.00 $19,357.00 

(e) White CRM Envelope (5‐3/4 x 8‐3/4")................... per 1,000 leaves 57 $13.00 $741.00 $23.00 $1,311.00 

(f) Green BRM Envelope: Green Wove (20 lb.)............ per 1,000 leaves 1 $150.00 $150.00 $26.00 $26.00 

IV. PROCESSING /FORMATTING FILES:

(a) Processing/Formatiing Files........................... per Mailer 9 No Charge $0.00 No Charge $0.00 

V. INSERTING AND MAILING:

(a) All Mailers:Inserting of required materials for each mailer.................

per 1,000 Mailers 4315 $20.00 $86,300.00 $12.00 $51,780.00 

VI. REPRODUCTION TEST:

(a) Wire Transmission Test 1 $1,000.00 $1,000.00 No Charge $0.00 

(b) Pre‐Production Validation Test or System Change/New Notice File Validation 1 $1,000.00 $1,000.00 No Charge $0.00 

(c) Daily Notice Payment Stub Validation Test 1 $1,000.00 $1,000.00 No Charge $0.00 

CONTRACTOR TOTALS $451,517.00 $266,482.00 

DISCOUNT 0.00% $0.00 1.00% $2,664.82 

DISCOUNTED TOTALS $451,517.00 $263,817.18 

WALDORF, MD SUWANEE, GA 

MPM COMM/ABR PINNACLE DATA, LLC 

1 of 2
PROGRAM: 104‐S

TERM: DATE OF AWARD to JANUARY 31, 2016

TITLE: EAD, YCER, BEVE, and eRPA Notices

ITEM NO. DESCRIPTION BOA

I. COMPOSITION:

(a) Envelopes..................................................per envelope 9

II. PRINTING/IMAGING and BINDING:

(a) * Daily Makeready/Setup Charge 250

(b) Leaves..............................per 1,000 leaves 6039

(c) Mail‐Out Envelope (4‐1/8 x 9‐1/2")..................... per 1,000 leaves 2124

(d) Mail‐Out Envelope (6‐1/8 x 9‐1/2").....................per 1,000 leaves 2191

(e) White BRM Envelope (5‐3/4 x 8‐3/4")..................per 1,000 leaves 1489

(f) White CRM Envelope (5‐3/4 x 8‐3/4").................. per 1,000 leaves 57

(g) Green BRM Envelope (3‐7/8 x 8‐7/8')..................per 1,000 leaves 1

III. PAPER:

(a) Personalized Notices: White OCR Bond (20 lb.)....... per 1,000 leaves 6039

(b) Mail‐Out Envelope: White Wove (24lb.) or White Offset Book (60lb.)

4‐1/8 x 9‐1/2..........................per 1,000 leaves 2124

(c ) Mail‐Out Envelope: White Wove (24lb.) or White Offset Book (60lb.)

6‐1/8 x 9‐1/2".......................per 1,000 leaves 2191

(d) White BRM Envelope: White Wove (20lb.)........... per 1,000 leaves 1489

(e) White CRM Envelope (5‐3/4 x 8‐3/4")................... per 1,000 leaves 57

(f) Green BRM Envelope: Green Wove (20 lb.)............ per 1,000 leaves 1

IV. PROCESSING /FORMATTING FILES:

(a) Processing/Formatiing Files........................... per Mailer 9

V. INSERTING AND MAILING:

(a) All Mailers:Inserting of required materials for each mailer.................

per 1,000 Mailers 4315

VI. REPRODUCTION TEST:

(a) Wire Transmission Test 1

(b) Pre‐Production Validation Test or System Change/New Notice File Validation 1

(c) Daily Notice Payment Stub Validation Test 1

CONTRACTOR TOTALS

DISCOUNT

DISCOUNTED TOTALS

UNIT RATE COST UNIT RATE COST 

No Charge $0.00 No Charge $0.0

$110.00 $27,500.00 $170.00 $42,500.0

$11.52 $69,569.28 $11.00 $66,429.0$10.02 $21,282.48 $8.40 $17,841.6$12.96 $28,395.36 $15.90 $34,836.9$10.22 $15,217.58 $10.15 $15,113.3$10.22 $582.54 $69.00 $3,933.0

$33.84 $33.84 $200.00 $200.0

$7.48 $45,171.72 $6.48 $39,132.7

$6.68 $14,188.32 $8.40 $17,841.6$8.64 $18,930.24 $15.90 $34,836.9$6.81 $10,140.09 $10.15 $15,113.3$6.81 $388.17 $69.00 $3,933.0

$22.56 $22.56 $200.00 $200.0

No Charge $0.00 No Charge $0.0

$8.80 $37,972.00 $22.00 $94,930.0

No Charge $0.00 No Charge $0.0

No Charge $0.00 No Charge $0.0

No Charge $0.00 No Charge $0.0

$289,394.18 $386,841.4

0.00% $0.00 0.25% $967.1

$289,394.18 $385,874.3

AWARDED

MIAMISBURG, OH CLAYSBURG, PA

SOURCELINK OHIO, LLC NPC, INC.

2 of 2
Program 104-S (Formerly 96-S) Page 1 of 45 

Specifications by: BC 

Reviewed by: 

U.S. GOVERNMENT PRINTING OFFICE 

Washington, D.C. 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

EAD, YCER, BEVE, and eRPA Notices

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

Social Security Administration (SSA) 

Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award and ending January 31, 

2016 plus up to four(4) optional 12-month extension periods that may be added in accordance with the "Option to 

Extend the Term of the Contract" and “Economic Price Adjustment” clause in Section 1 of this contract. 

Contractor interfacing with SSA’s National File Transfer Management System (FTMS) for electronic transmission of files 

from SSA to the production facility will take place from Date of Award (or from date of the VPN connection) through 

January 31, 2015; actual production begins February 1, 2015. 

NOTE: The primary data transmission method will be via a dedicated circuit or using an encrypted Virtual Private 

Network (VPN) Internet connection, at the discretion of the Government. 

BID OPENING: Bids shall be publicly opened at 11 a.m., prevailing Washington, D.C. time, on September 26, 2014. 

BID SUBMISSION: Submit bid in pre-addressed envelope furnished with solicitation or send to: U.S. Government 

Printing Office, Bid Section, Room C-831, Stop: PPSB, 732 North Capitol Street, NW, Washington, DC 20401. 

Facsimile bids in response to this solicitation are permitted. Facsimile bids may be submitted directly to the GPO Bid 

Section, Fax No. (202) 512-1782. The program number and bid opening date must be specified with the bid. Refer to 

Facsimile Bids in Solicitation Provisions of GPO Contract Terms, GPO Publication 310.2, as revised June 2001. Hand 

delivered bids are to be taken to The GPO Bookstore at 710 North Capitol Street, NW, Washington, DC between the 

hours of 8:00 am and 4:00 pm on business days and follow the instructions in the Bid Submission/Opening area. If 

further instruction or assistance is needed, call 202-512-0526. 

BIDDERS, PLEASE NOTE: This program was formerly Program 96-S. These specifications have been extensively 

revised; therefore, all bidders are cautioned to familiarize themselves with all provisions of these specifications before 

bidding. In addition, special attention is directed to the “Public Trust Security” and “100% Accountability of 

Production and Mailing” requirements. 

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

For information of a technical nature, call David Love at (202) 512-0310 (No Collect Calls) or via e-mail: 

dlove@gpo.gov.
EAD, YCER, BEVE and eRPA Notices Page 2 of 45 

104-S (01/16) 

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 Pub. 310.2, effective December 1, 

1987, Rev. 6/01) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding 

(GPO Pub. 310.1, effective May 1979) revised August 2002)). 

GPO Contract Terms (GPO Publication 310.2) – http://www.gpo.gov/pdfs/vendors/sfas/terms.pdf 

GPO QATAP (GPO Publication 310.1) – http://www.gpo.gov/pdfs/vendors/sfas/qatap.pdf 

DISPUTES: GPO Publication 310.2, GPO Contract Terms, Contract Clause 5. Disputes, is hereby replaced with the June 

2008 clause found at www.gpo.gov/printforms/pdf/contractdisputes.pdf. This June 2008 clause also cancels and 

supersedes any disputes language currently included in existing contractual actions” 

SUBCONTRACTING: The predominant production function is the laser/ion deposition imaging, CASS and NCOA 

certification of data from electronically transmitted files and inserting. Any bidder who cannot perform the imaging, 

CASS/NCOA certification and inserting portions of the Program will be declared non-responsible. Contractor may 

subcontract the printing and manufacturing of the envelopes, and the presorting and mailing of the completed product. 

NOTE: The contractor must be responsible for enforcing all contract requirements outsourced to a subcontractor. 

If the contractor needs to add a subcontractor at any time after award, the subcontractor must be approved by the 

Government prior to production starting in that facility. If the subcontractor is not approved by the Government, then the 

contractor must submit new subcontractor’s information to the Government for approval 30 calendar days prior to the 

start of production at that facility. 

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

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

Procurement Regulation (GPO Publication 305.3; Rev. 2-11). 

QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards will 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. 

(c) Transparent low gloss poly-type window material, covering the envelope window must pass a readability test 

with a rejection rate of less than 1/4 of 1% when run through a USPS OCR Scanner. 

(d) Exception: ANSI X3.17 "Character Set for Optical Character Recognition (OCR A)" must apply to these 

specifications. The revisions of this standard which are effective as of the date of this contract are those which 

must apply. 
EAD, YCER, BEVE and eRPA Notices Page 3 of 45 

104-S (01/16) 

(e) Exception: The notices (fronts and backs) will be read by a high-speed document scanner. These notices must 

function properly when processed through a high-speed document scanner. A form is a reject and will be 

considered a major defect when its OCR print cannot be correctly deciphered on the first pass through the 

specified reading equipment. 

(f) Exception: Data Matrix 2-D barcodes must be in accordance with ISO/IEC 16022 – “International Symbology 

Specification, Data Matrix”, ISO/IEC 15418:1999 – “Symbol Data Format Semantics”; ISO/IEC 15434:1999 

– “Symbol Data Format Syntax”; and ISO/IEC 15415 – “Print Quality Standard”. 

(g) Exception: Code 39 (3 of 9) barcodes must be in accordance with ANSI MH 10.8M-1983. 

(h) Exception: The payment portion below the micro-perforation on the “payment stub” (eRPA SSA-L732-OP1), 

once detached, will be scanned and must function properly when processed through the current high-speed 

scanning equipment at SSA. A form is a reject and will be considered a major defect when its OCR print 

cannot be correctly deciphered on the first pass through the scanning equipment (See 

“PRINTING/IMAGING”, eRPA SSA-L732-OP1 and “NOTE” paragraphs (page 28) for additional 

information regarding perforated payment stub.) 

NOTE: Use of equipment or ink which in any way adversely affects the scannability of the payment stub will not be 

allowed. 

ANSI Standards may be obtained from the American National Standards Institute, 25 West 43rd Street, 4th Floor, New 

York, NY 10036.

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

Attribute Specified Standard

P-7. Type Quality and Uniformity O.K. Press sheets 

P-9. Solid and Screen Tint Color Match O.K. Press sheets 

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

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

P-7. Type Quality and Uniformity Camera Copy/Electronic Media 

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

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 must be considered to include this clause except, 

the total duration of this 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. 

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract must 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. 
EAD, YCER, BEVE and eRPA Notices Page 4 of 45 

104-S (01/16) 

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

will extend from the beginning of the contract to January 31, 2016, 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 June 30, 2014, 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 must 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 must be applied after the invoice price is adjusted. 

PAPER PRICE ADJUSTMENT: Paper prices charged under this contract will be adjusted in accordance with “Table 6 

- 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 September 2014 will establish the base index. 

3. There must 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. 

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 item III 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, must not be based upon the actual change in cost to the 

contractor, but must be computed as provided above. 
EAD, YCER, BEVE and eRPA Notices Page 5 of 45 

104-S (01/16) 

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. 

SECURITY REQUIREMENTS:

Protection of Confidential Information: 

(a) The contractor must restrict access to all confidential information obtained from the Social Security Administration 

(SSA) in the performance of this contract to those employees and officials who need it to perform the contract. 

Employees and officials who need access to confidential information for performance of the contract will be 

determined at the post award conference between the Contracting Officer and the responsible contractor 

representative. 

(b) The contractor must process all confidential information obtained from SSA in the performance of this contract 

under the immediate supervision and control of authorized personnel, and in a manner that will protect the 

confidentiality of the records in such a way that unauthorized persons cannot retrieve any such records. 

(c) The contractor must inform all personnel with access to the confidential information obtained from SSA in the 

performance of this contract of the confidential nature of the information and the safeguards required to protect this 

information from improper disclosure. 

(d) For knowingly disclosing information in violation of the Privacy Act, the contractor and the contractor employees 

may be subject to the criminal penalties as set forth in 5 U.S.C Section 552a (i)(1), which is made applicable to 

contractors by 5 U.S.C. 552a (m)(1) to the same extent as employees of the SSA. For knowingly disclosing 

confidential information as described in section 1106 of the Social Security Act (42 U.S.C. 1306), the contractor 

and contractor's employees may also be subject to the criminal penalties as set forth in that provision. 

(e) The contractor must assure that each contractor employee 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 and/or the Social Security Act. When the Contractor employees are made 

aware of this information, they will be required to sign the SSA-301, “Contractor Personnel Security Certification” 

(see Exhibit A). A copy of this signed certification must be forwarded to: Social Security Administration (SSA), 

Printing Management, (Exhibit K). A copy must also be forwarded to: U.S. Government Printing Office, 732 North 

Capitol and H St., NW, STOP: CSAPS, Room C-838, ATTN: David Love, Washington, DC 20401. 

(f) All confidential information obtained from SSA for use in the performance of this contract must, at all times, be 

stored in an area that is physically safe from unauthorized access. 

(g) Performance of this contract may involve access to tax return information as defined in 26 U.S.C. Section 6103(b) 

of the Internal Revenue Code (IRC). All such information must be handled as confidential and may not be disclosed 

without the written permission of SSA. For willingly disclosing confidential tax return information in violation of 

the IRC, the contractor and contractor employees may be subject to the criminal penalties set forth in 26 U.S.C. 

Section 7213. 

(h) The Government reserves the right to conduct on-site visits to review the contractor's documentation and in-house 

procedures for protection of confidential information. 

(i) If a subcontractor is used for the sorting and/or mailing of the notices of this contract, the subcontractor must 

conform to all security requirements of the contract. 

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 is “any 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.”. 
EAD, YCER, BEVE and eRPA Notices Page 6 of 45 

104-S (01/16) 

All employees working on this contract must: 

 Be familiar with current information on security, privacy and confidentiality as they relate to the requirements 

of this contract. 

 Obtain pre-screening authorization before using sensitive or critical applications pending a final suitability 

determination as applicable to the specifications. 

 Lock or logoff their workstation/terminal prior to leaving it unattended. 

 Act in an ethical, informed and trustworthy manner. 

 Protect sensitive electronic records. 

 Be alert to threats and vulnerabilities to their systems. 

 Be prohibited from having any mobile devices or cameras in sensitive areas that contain any confidential materials. 

This includes areas where shredding and waste management occurs. 

Contractor’s managers working on this contract must: 

 Monitor use of Mainframes, PCs, LANs, and Networked Facilities to ensure compliance with National and Local 

policies, as well as the Privacy Act statement. 

 Ensure that employee screening for sensitive positions within their department has occurred prior to any individual 

being authorized access to sensitive or critical applications. 

 Implement, maintain, and enforce the security standards and procedures as they appear in this contract and as 

outlined by the contractor. 

 Contact the SSA, Printing Management, within 24 hours whenever a system’s security violation is discovered or 

suspected. 

Applicability: 

The responsibility to protect personally identifiable information applies during the entire term of this contract and all 

option year terms if exercised. All contractors must secure and retain written acknowledgement from their employees 

stating they understand these policy provisions and their duty to safeguard personally identifiable information. These 

policy provisions include, but not limited to, the following: 

 Employees are required to have locking file cabinets or desk drawers for storage of confidential material, 

if applicable. 

 Material is not to be taken from the contractor’s facility without express permission from the Government. 

 Employees must safeguard and protect all Government records from theft and damage while being transported 

to and from contractor’s facility. 

The following list provides examples of situations where personally identifiable information is not properly 

safeguarded: 

 Leaving an unprotected computer containing Government information in a non-secure space (e.g., leaving the 

computer unattended in a public place, in an unlocked room, or in an unlocked vehicle). 

 Leaving an unattended file containing Government information in a non-secure area (e.g., leaving the file in a 

break-room or on an employee’s desk). 

 Storing electronic files containing Government information on a computer or access device (flash drive, CD, etc.) 

that other people have access to (not password-protected). 

This list does not encompass all failures to safeguard personally identifiable information but is intended to act as an alert 

to the contractor’s employees to situations that must be avoided. Misfeasance occurs when an employee is authorized to 

access Government information that contains sensitive or personally identifiable information and, due to the employee’s 

failure to exercise due care, the information is lost, stolen or inadvertently released. 
EAD, YCER, BEVE and eRPA Notices Page 7 of 45 

104-S (01/16) 

Whenever the contractor’s employee has doubts about a specific situation involving their responsibilities for safeguarding 

personally identifiable information, they should consult the Contracting Officer or the Contract Administrator. 

PUBLIC TRUST SECURITY REQUIREMENTS 

This contract has been designated Public Trust Position Level 5C. Due to the sensitive nature of the information contained 

in the products produced under this contract, contractor employees performing under this contract will be subject to a 

thorough civil and criminal background check as detailed in Exhibit B, “Security and Suitability Requirements.” 

NOTE: “Performing under this contract” is defined as working on-site at an SSA facility (including visiting the SSA site 

for any reason) or having access to Government programmatic or sensitive information. 

Upon award, the contractor must provide to SSA an applicant listing of all individuals for whom the contractor is 

requesting a suitability determination (i.e., background investigation). This listing should include the following: 

 the contractor’s name 

 the contract number 

 the contractor’s point of contact (CPOC) name 

 the CPOC’s contact information including email address 

 each applicant’s full name 

 each applicant’s Social Security Number (SSN) 

 each applicant’s date of birth 

 each applicant’s place of birth (must show city and state if born in the United States (U.S.) OR city and 

country if born outside of the U.S.) 

The contractor should submit the applicant listing within two (2) workdays of award. The background investigation 

process will not start until the applicant listing is submitted. 

Send the applicant listing via Fax to CPSPM Suitability Team (410)-966-0640 or via U.S. Mail to: SSA, CPSPM 

Suitability Team, Room 1260 Dunleavy Building, 6401 Security Boulevard, Baltimore, MD 21235. 

Once SSA receives and reviews the applicant listing, SSA will initiate the Electronic Questionnaire for Investigations 

Process (eQIP). SSA will email notification to the CPOC that each applicant has been invited into the eQIP website to 

electronically complete their background investigation form. The CPOC will provide the website to the applicants 

to complete their eQIP form. The applicant will have up to seven (7) calendar days to complete the eQIP form. The 

seven-day timeframe begins once SSA notifies the CPOC of the eQIP invitation(s). The applicant must print the signature 

pages of the form (pages 7 through 9 of SF 85P), (Sample Form SF85P, Exhibit C), sign the signature pages, and then 

provide the signed originals to the CPOC. 

The following is a list of forms each contractor employee is responsible to for completing: 

 Original signed and dated eQIP signature pages (pages 7 through 9 of SF 85P) as specified in the above paragraph 

(Exhibit C). 

 Two (2) “Fingerprint Cards” (FD-258, Exhibit D) (NOTE: The contractor will absorb the costs for obtaining 

fingerprints). 

 One (1) “Declaration for Federal Employment” (Optional Form 306, Exhibit E) 

 One (1) “Fair Credit Reporting Act Authorization Form (FCRA)” (Exhibit F) 

 For a non-U.S. citizen, one (1) legible photocopy of the work authorization permit and social 

security card 
EAD, YCER, BEVE and eRPA Notices Page 8 of 45 

104-S (01/16) 

The CPOC must ensure all paper forms are fully completed and signed prior to submission to SSA. All forms and 

fingerprinting cards must be submitted no later than five (5) workdays after completing the eQIP form. For new 

contract employees hired during the contract term, forms must be submitted within five (5) workdays after completing the 

eQIP form. The fingerprint cards and all paper forms must be legible or typed in black ink and all signatures must be in 

black ink. There must be no “breaks” in residences or employment. SSA requires complete addresses, including zip codes 

and phone numbers. It is the responsibility of the contractor to ensure fingerprint cards are processed through their local 

police departments or other authorized finger printers. SSA must receive forms within five (5) workdays after completing 

eQIP form. SSA will return forms not fully completed back to the contractor. Forms may be obtained by calling SSA 

Personnel Security Suitability Program Officer (SPO) Leslie Herman at 410-965-4426. 

The CPOC must submit one cover sheet to SSA containing the names of all of the individuals for whom the contractor is 

submitting completed paperwork. This cover sheet should include the contract number, each applicant’s full name, each 

applicant’s SSN, each applicant’s date of birth, and each applicant’s place of birth. Submit this cover sheet along with the 

completed paper forms and two FD-258 fingerprint charts for each applicant to: SSA, CPSPM Suitability Team, Room 

1260 Dunleavy Building, 6401 Security Boulevard, Baltimore, MD 21235. 

The CPOC must also furnish a copy of the cover sheet to: Social Security Administration (SSA), Printing Management, 

(Exhibit K). 

Once eQUIP is completed and all forms are received, SSA will send a pre-screening notification within 15 workdays of 

receipt of properly completed forms and fingerprinting cards. Once a contractor employee is approved to work via the prescreen notification, they are permitted to perform work under the contract. A final suitability determination can take up to 

45 workdays. 

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

Government reserves the right to conduct an on-site pre-award survey of all of the contractor's computer printing, 

inserting and mailing equipment which will be used on this contract or to require other evidence of technical, production, 

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

The pre-award Survey will include a review of all subcontractors involved, along with their specific functions; and the 

contractor's/subcontractor’s mail, material, personnel, production, quality control/recovery program, security, and backup 

facility plans as required by this specification. 

The contractor must demonstrate the capability to perform the requirements of the contract at time of award. If award is 

predicated on the purchase of production and/or systems equipment the contractor must provide purchase order(s) with 

delivery date(s) of equipment to arrive at least 90 calendar days prior to the start of live production, on February 1, 2015. 

PRODUCTION PLANS: The contractor must present in writing, to the Contracting Officer within five (5) workdays of 

being notified to do so by the Contracting Officer or his/her representative, detailed plans for each of 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. 

NOTE: THE GOVERNMENT RESERVES THE RIGHT TO WAIVE SOME OR ALL OF THESE PLANS.

Backup Facility: The failure to deliver these notices in a timely manner would have an impact on the daily operations 

of SSA. Therefore, if for any reason(s) (act of God, labor disagreements, etc.) the contractor is unable to perform at said 

locations for a period longer than twenty four (24) hours, the contractor must have a backup facility with the capability of 

producing the notices/forms/publications. The contractor must operate the backup facility. 

Plans for this contingency production must be prepared and submitted to the Contracting Officer as part of the pre-award 

survey. These plans must include the location of the facility to be used, equipment available at the facility, and a timetable 

for the start of production at that facility. Part of the plans must also include the transportation of Government materials 
EAD, YCER, BEVE and eRPA Notices Page 9 of 45 

104-S (01/16) 

from one facility to another The contractor must produce items from a test file at the new facility for verification of 

software prior to producing notices at this facility.. SSA has the option to install connection into the backup facility. 

All terms and conditions of this contract will apply to the backup facility. 

Quality Control Plan: The contractor must provide and maintain, within their organization, an independent quality 

assurance organization of sufficient size and expertise. The team must monitor the operations performed, and inspect the 

products of each operation to a degree and extent that will ensure the Government's quality assurance, inspection, and 

acceptance provisions specified herein are met. The contractor must perform, or have performed, the process controls, 

inspections and tests required to substantiate that the products provided under this contract conform to the specifications 

and contract requirements. The contractor must describe in detail their quality control/quality assurance and recovery 

plans describing how, when and by whom the plans will be performed. 

The quality control plan must also include examples and a detailed description of all quality control samples and their 

corresponding inspection reports or logs the contractor will keep to document the quality control inspections performed on 

each run. 

The quality control system must include all aspects of the job including mail flow and materials handling. The plan must 

also allow for a complete audit trail (e.g., it must be possible to locate any piece of mail at any time from the point it 

leaves the press up to and including the point at which the mail Is off-loaded at the USPS facility). SSA will not, as a 

routine matter, request the contractor to produce pieces in transit within the contractor’s plant. Furthermore, the plan must 

include the names of all quality assurance officials and describe their duties in relationship to the quality control plan. 

The quality control plan must account for the number of pieces mailed daily, and must also cover the security over the 

postage meters as well as the controls for the setting of the meters (if meters will be used). 

Quality Control Sample Plan: The plan must provide a description of how the contractor will create quality control 

samples for periodic samplings to be taken during the production run and provide for back-up and re-running in the event 

of an unsatisfactory sample. The plan must contain control systems that will detect defective, missing, or mutilated pieces. 

The plan should include the sampling interval (minimum pull – first from each file and then one every 4,000 notices). The 

contractor will perform programming to create two (2) duplicate notices (QC documents) at set intervals throughout 

production and diverted samples at the insertion stage and complete the following: 

 One (1) sample will be drawn, inspected, tested by both the press crew and an independent Quality Assurance 

Technician who will evaluate the compliance of diverted product to contract specifications and retain the diverted 

product for 120 calendar days. 

 One (1) sample will be drawn for the Social Security Administration, packed with remaining samples associated 

with each print order and shipped to the Social Security Administration (SSA), Printing Management, (Exhibit 

K). Note: Samples must be bulk shipped back to SSA weekly for each print order. 

The plans must detail the actions to be taken by the contractor when either defects or missing/mutilated items are 

discovered. These actions must be consistent with the requirements found in GPO Contract Terms (GPO Pub. 310.2, 

effective December 1, 1987, Rev. 6/01). 

The plan must monitor all aspects of the job including material handling and mail flow, to assure that the production and 

delivery of these notices meet specifications and Government requirements. This includes maintaining 100% 

accountability in the accuracy of imaging and mailing of all pieces throughout each run. The contractor must ensure that 

there are no missing or duplicate pieces. 

The contractor must maintain quality control samples, inspection reports and records for a period of no less than 120 

calendar days subsequent to the date of the check tendered for final payment by the Government Printing Office. The 

Government will periodically verify that the contractor is complying with the approved quality control plan through onsite examinations and/or requesting copies of the contractor’s quality assurance records and quality assurance random 

copies. 
EAD, YCER, BEVE and eRPA Notices Page 10 of 45 

104-S (01/16) 

Computer System Plan: This plan must include a detailed listing of the contractor’s operating software platform and 

file transfer system necessary to interface with SSA’s National File Transfer Management System (FTMS) for electronic 

transmission of EAD, YCER, BEVE, and eRPA files from SSA. The plan must also include the media type on which 

files from SSA will be received to the extent that operator intervention (e.g., a tape mount) is not required at SSA or the 

contractor’s production facility. 

The system plan must demonstrate the contractor’s ability to provide complete hardware and software compatibility with 

SSA’s existing network (see “WIRE TRANSMISSION” for additional information). The contractor must complete a 

System Plan (see Exhibit G).

Included with the Computer System Plan must be a résumé for each employee responsible for the monitoring and the 

programming of the contractor’s computer system and file transmissions. If the contractor(s) plans to use a consultant for 

either task, a resume must still be included. This plan must show that the programmer(s) is skilled in the handling and 

programming of Advanced Function Presentation (AFP) resources and files. 

Mail Plan: This plan should include sufficient detail as to how the contractor/sub-contractor will comply with all 

applicable U.S. Postal Service (USPS) mailing requirements as listed in the USPS Domestic and International Mail 

Manuals in effect at the time of the mailing and other USPS instructional material such as the Postal Bulletin. The 

contractor must also disclose how they will achieve multi-level USPS automation compatible postal discounts as outlined 

in the contract. Contractor must also provide information on how they will CASS and NCOA certify production files. 

Material Handling and Inventory Control: This plan should explain in detail how the following materials will be 

handled: incoming raw materials; work-in-progress materials; quality control inspection materials; USPS inspection 

materials; and all outgoing materials cleared for USPS pick-up/delivery. 

Personnel Plan: In conjunction with required applicant listing (see “PUBLIC TRUST SECURITY 

REQUIREMENTS”), this plan should include a listing of all personnel who will be involved with this contract. For any 

new employees, the plan should include the source of these employees, and a description of the training programs the 

employees will be given to familiarize them with the requirements of this program. 

Production Plan: The contractor is to provide a detailed plan of the following: 

(a) List of all production equipment and equipment capacities to be utilized on this contract; 

(b) The production capacity currently being utilized on this equipment; 

(c) Capacity that is available for these workloads; and, 

(d) If new equipment is to be utilized, documentation of the purchase order, source, delivery schedule 

and installation dates are required. 

NOTE: The last leaf of the SSA-L732-OP1 notice within the eRPA data files contains a micro-perforated payment stub. 

(For Bilingual (Spanish/English) notices, the payment stub will be on the last leaf of both the Spanish and the English 

notices. However, the payment stub/micro-perforation will not be on the same page for every notice because these notices 

have variable page counts.) The contractor will be required to identify the payment stub page(s) (English or 

Spanish/English) requiring perforation. Regarding the “select-a-perf” requirement, the contractor’s production plan must 

explain how they will handle imaging and collating the required micro-perforated sheet into the proper sequence of 

leaves. The plan must also detail how the contractor intends to meet the critical margins associated with the scanline. (See 

“PRINTING/IMAGING” on page 28.) 

The contractor must disclose in their production plan their intentions for the use of any subcontractors. If a subcontractor 

will be handling SSA notices, the plan must include the same information required from the contractor for all items 

contained under” “SECURITY REQUIREMENTS and “PREAWARD SURVEY.” If a subcontractor for any 
EAD, YCER, BEVE and eRPA Notices Page 11 of 45 

104-S (01/16) 

operation is added at any time after award, the contractor must submit the subcontractor’s proposed plans which are 

subject to review and approval by the Government. 

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

subcontractor is not approved by the Government, then the contractor has 15 calendar days prior to production to submit 

to the Government the new subcontractor’s information. 

Security Control Plan: The contractor must maintain in operation, an effective security system where items by these 

specifications are manufactured and/or stored (awaiting distribution or disposal) to assure against theft and/or the product 

ordered falling into unauthorized hands. 

Contractor is cautioned that no Government provided information will be used for non-Government business. 

Specifically, no Government information will be used for the benefit of a third party. 

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

The plan must contain at a minimum: 

(1) How Government files (data) will be secured to prevent disclosure to a third party. 

(2) How the disposal of waste materials will be handled. 

(3) How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract must be 

adhered to by the contractor and/or subcontractor(s). 

Materials – The contractor is required to explain how all accountable materials will be handled throughout all phases of 

production. This plan must also include the method of disposal of all production waste materials. 

Disposal of Waste Materials – The contractor is required to demonstrate how all waste materials used in the production 

of sensitive SSA records (records containing PII information as identified in “Security Warning” on page 6) will be 

definitively destroyed (ex., burning, pulping, shredding, macerating, or other suitable similar means). Electronic Records 

must be definitively destroyed in a manner that prevents reconstruction. Definitively destroying the records means the 

material cannot be reassembled and used in an inappropriate manner in violation of law and regulations. Sensitive records 

are records that are national security classified or exempted from disclosure by statue, including the Privacy Act or 

regulation. 

The contractor, at a minimum, must crosscut shred all documents into squares not to exceed one-quarter (1/4”) inch. All 

documents to be destroyed cannot leave the security of the building and must be destroyed at contractor’s printing site. 

The contractor must specify the method planned to dispose of the material. 

Production Area – The contractor must provide a secure area(s) dedicated to the processing and storage of data for the 

Notices, either a separate facility dedicated to this product, or a walled-in limited access area within the contractor’s 

existing facility. Access to the area(s) must be limited to security-trained employees involved in the production of Notices. 

Part of the Security Control Plan must include a floor plan detailing the area(s) to be used, showing existing walls, 

equipment to be used, and the printing and finishing locations. 

Contractor must have, in place, a building security system that is monitored 24 hours a day, seven (7) days a week, and a 

badging/keypunch system that limits access to Government materials (data processing center/production facility and other 

areas where Government materials with PII are stored or are accessible) that is only accessible by approved personnel. 

Contractor must present this information, in detail, in the production plans. 

If the pre-award survey is waived, the above referenced plans must be submitted to the Contracting Officer within five (5) 

workdays of being notified to do so by the Contracting Officer or his/her representative. The workday after notification to 

submit will be the first day of the schedule. 
EAD, YCER, BEVE and eRPA Notices Page 12 of 45 

104-S (01/16) 

THESE PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT AND AWARD 

WILL NOT BE MADE PRIOR TO APPROVAL OF THE SAME. 

UNIQUE IDENTIFICATION NUMBER: Unique identification numbers will be used to track each individual notice, 

thereby providing 100% accountability. This enables the contractor to track each notice through completion of the project. 

The contractor will be required to create a test sample every 4,000 notices. Each AFP file must have a minimum of one 

(1) test sample. This sample must have a unique number and must be produced on each notice. The contractor will 

generate a list of the unique identifying numbers for each sample. As samples are pulled, their unique numbers will be 

marked off the list. This enables the contractor to track which samples have been produced and pulled and what records 

have been produced. 

The contractor may create their own sequence number to facilitate their presorting and inserting process but must maintain 

the original SSA identification number. 

RECOVERY SYSTEM: A recovery system will be required to ensure that all defective, missing and/or mutilated pieces 

detected are identified, reprinted and replaced. The contractor’s recovery system must use the unique alpha/numeric 

identifiers assigned to each piece (including quality control samples) to aid in the recovery and replacement of any 

defective, missing and/or mutilated pieces, and must be capable of tracking and/or locating any individual piece of mail 

from the time it leaves the press, up to and including when it is off-loaded at the U.S. Postal Service (USPS) facility. An 

explanation of the contractor’s sequential numbering system is required to understand the audit trail required for each and 

every piece. 

100% ACCOUNTABILITY OF PRODUCTION AND MAILING: 

Contractor must have a closed loop process* to determine that the data from the original print file is in the correct 

envelope with the correct number of pages and inserts. Notices requiring print regeneration must be reprinted from their 

original print image with the original job ID and piece ID remaining unchanged as each mail piece continues through the 

inserting life cycle. This process will repeat itself (since subsequent reprint runs may yield damages) until all mail pieces 

from the original print run have been inserted and accounted for. 

* CLOSED LOOP PROCESSING: A method for generating a plurality of mail pieces including error detection and 

reprinting capabilities. The method provides a mail handling process which tracks processing errors with the use of a first 

and second scan code which obtain information regarding each mail piece, diverts mail pieces in response to error

detection, transmits such errors to a processor, and automatically generates a reconfigured print file to initiate reprints for

the diverted mail pieces. 

Contractor will be responsible for providing a unique identifying number that will be used to track each individual notice, 

thereby providing 100% accountability and validating the integrity of every notice produced in all phases of printing, 

inserting and mailing and to ensure all notices received from SSA were correctly entered into the United States postal 

system. 

NOTE: Contractor must have all hardware, programming and finalized reports in place to meet this requirement. The 

equipment must arrive 90 calendar days prior to the start of live production on February 1, 2015. Contractor must submit a 

sample of their proposed Audit and Summary reports with the required Pre-Award production plans for approval. The 

government considers grounds for the immediate default of this contract if the contractor, at any time, is unable to perform 

or found not complying with any part of this requirement. 

Notice integrity must be defined as follows: 

 Each notice must include all pages (and only those pages) intended for the designated recipient as contained in the 

print files received from SSA. 

 The contractor’s printing process must have automated systems which can detect all sync errors, stop printing 

when detected, and identify, remove and reprint all effected notices. 
EAD, YCER, BEVE and eRPA Notices Page 13 of 45 

104-S (01/16) 

Mailing integrity must be defined as follows: 

 All notices received from SSA for each file date were printed, inserted and entered correctly into the United States 

postal system. 

The contractor is responsible for providing the Automated inserted notice tracking/reporting systems and processes 

required to validate that 100% of all notices received from SSA were printed, all pages for each notice with the correct 

inserts are accounted for, inserted and mailed correctly. 

The contractor’s inserting equipment must have automated systems that include notice coding and scanning technology 

capable of: 

(a) Uniquely identifying each notice and corresponding notice leaves within each individual file by mailer number 

and file date. 

(b) Unique identifier to be scanned during insertion to ensure all notices and corresponding notice leaves are present 

and accounted for. 

(c) Entrance Scanning: a camera system must electronically track and scan all leaves of each mail piece as the 

inserting equipment pulls them into the machine to ensure each mail piece was produced and inserted. If there is 

any variance on a mail piece or if a mail piece is not verified that all leaves are present, that piece and the piece 

prior to and immediately following must be diverted and sent back for reprint. All instances of variance must be 

logged. 

(d) Touch and Toss: all spoilage, diverted, mutilated or mail piece that is acted upon directly by a human hand prior 

to sealing must be immediately recorded, discarded, properly destroyed, and automatically regenerated in a new 

print file for reprint. Exception- Intentionally diverted pieces due to a requirement for a product, which cannot be 

intelligently inserted and requires manual insertion such as a publication, can be sealed, re-scanned and placed

back into production. These must be programmed diverts and sent to a separate bin for processing to ensure they 

are not mixed with other problem diverts and logged into the Audit system as such. 

(e) Exit Scanning: A camera system must be mounted just off the inserting equipment. This camera system must 

read a unique code through the window of each mail piece and capable of identifying and reporting all missing 

notices that were lost or spoiled during production for each individual file by mailer number and file date. This 

system ensures that no missing mail pieces have been inadvertently inserted into another mail piece. The 

equipment must check the mail pieces, after insertion and verification that all leaves are accounted for, and divert 

any suspect product. During exit scanning, if a sequence number is missing the notice prior to and immediately 

after must be diverted. The equipment must divert all products that exhibit missing or out of order sequence 

numbers and any other processing errors. All diverted pieces are to be automatically recorded and regenerated in a 

new print file for reprint. 

(f) Reconciliation: all notices and the amount of correct finished product must be electronically accounted for after 

insertion through the use of the audit system that is independent of the inserting equipment as well as independent 

of the operator. The sequence numbers, for each file, must be reconciled; taking into account any spoilage, 

duplicate and/or diverted product. If the reconciliation yields divergent results, corrective action must be taken to 

locate the mail pieces that are causing any difference between the input and outputs of the inserting process. 

Therefore, all finished mail for that sequence run must be held in an accessible area until this reconciliation is 

complete. 

(g) Generate a new production file for all missing, diverted or mutilated notices (reprint file). 

(h) Contractor must generate an automated audit report from the information gathered from scanning for each mailer 

number, file date and for each notice (manual inputs are not allowed). This audit report will contain detailed 
EAD, YCER, BEVE and eRPA Notices Page 14 of 45 

104-S (01/16) 

information for each notice as outlined above for each individual file by mailer number and file date. Contractor 

must maintain this information for a six-month period after mailing. 

(i) Audit report must contain the following information: 

1. Job name 

2. Mailer number, file date and mail date(s) 

3. Machine ID 

4. Date of production with start and end time for each phase of the run i.e. machine ID. 

5. Start and end sequence numbers in each run 

6. Status of all sequence numbers in a run 

7. Total volume in run 

8. Status report for all incidents for each sequence number and cause, i.e. inserted, diverted and reason for 

divert such as missing sequence number, missing leave, mutilated, duplicate, pulled for inspection, etc. 

9. Bottom of audit report must contain total number of records for that run, quantity sent to reprint, 

number of duplicates, duplicates verified and pulled, total completed. 

10. Audit report must contain the same information for all the reprints married with this report as listed above 

showing that all pieces for each mailer number and file date are accounted for. 

(j) Contractor must generate a final automated 100% accountability summary report for each individual file by 

mailer number and file date. This information must be generated directly from the audit report, manual inputs are 

not allowed. The summary report must contain the following:

1. Job name 

2. Each individual file by mailer number and file date (must show sequence numbers for each section 

i.e. first pass and then reprints) 

3. Sequence number range for each individual file by mailer number and file date 

4. Volume of all sequence numbers associated with an individual file by mailer number and file date 

were inserted. 

5. Volume of reprints that were inserted for each file date. 

6. Volumes for each file date and date that each was completed. 

NOTE: A PDF copy of the summary report(s) and matching USPS 3607R, USPS 3600, Certificate of Bulk Mailing and 

/or GPO 712 form(s) must be submitted to SSA. Printing Management, (Exhibit K), for each file date within 1 day of 

mailing. 

NOTE: Contractor must submit a sample of their Audit and Summary reports (See Exhibit H) with the required PreAward production plans for approval. 
EAD, YCER, BEVE and eRPA Notices Page 15 of 45 

104-S (01/16) 

Contractor must generate an automated audit report when necessary showing the tracking of all notices throughout all 

phases of production for each mail piece. This audit report will contain all information as outlined in item (i) above. 

Contractor is required to provide any requested Summary and/or Audit reports within an hour of a request via email in MS 

word, MS Excel or PDF. 

All notice tracking/reporting data must be retained in electronic form for 210 days after mailing, and must be made 

available to SSA for auditing of contractor performance upon request. 

The contractor must maintain quality control samples, inspection reports and records for a period of no less than 180 days 

subsequent to the date of the check tendered for final payment by the Government Printing Office. The Government will 

periodically verify that the contractor is complying with the approved quality control plan through on-site examinations 

and/or requesting copies of the contractor’s quality assurance records and quality assurance random copies. 

Note: The Government will not as a routine matter request that the contractor produce individual pieces in transit within 

the plant, however, the contractor must demonstrate that they will have an audit trail established that has the ability to 

comply with this type of request when and if the need arises. 

Request for Notices Pulls from Production: Due to the sensitivity of notices in this contract, the Government may 

request that the contractor remove individual notices from the production stream. When this occurs, the Government will 

supply the contractor with a list of Notices to be pulled. The list will contain the name and address that appears in the Mail 

Run Data (MRD) file to identify the notices. The contractor must be able to run a sort to find and eliminate the notice 

from the production run. If the list is provided after the notice has been produced, the contractor must be capable of 

identifying the notice and pulling it from the production floor. It is anticipated that this will be an infrequent occurrence. 

Option Years: For each option year that may be exercised, the contractor will be required to review their plans and resubmit in writing the above plans detailing any changes and/or revisions that may have occurred .The revised plans are 

subject to Government approval. The revised plans must be submitted to the Contracting Officer or his/her 

representative within five (5) workdays of notification of the option year being exercised. 

NOTE: If there are no changes/revisions, the contractor will be required to submit to the Contracting Officer or his/her 

representative a statement confirming that the current plans are still in effect. 

ON-SITE REPRESENTATIVES: One (1) or two (2) full-time Government representatives may be placed on the 

contractor's premises on a limited basis or throughout the term of the contract. 

The contractor will be required to provide a private workspace with a telephone line, internet access, and one facsimile 

machine. 

On-site representative(s) may be stationed at the Contractor's facility to: provide project coordination in receipt of wire 

transmissions; verify addresses; monitor the printing, imaging, folding, inserting, mail processing, quality control, sample 

selections and inspections; and monitor the packing and staging of the mail. These coordinators will not have contractual 

authority, and cannot make changes in the specifications or in contract terms, but will bring any and all defects detected, 

to the attention of the company Quality Control Officer. The coordinators must have full and unrestricted access to all 

production areas where work on this program is being performed. 

POSTAWARD CONFERENCE: In order to ensure that the Contractor fully understands the total requirements of the 

job as indicated in these specifications, Government representatives will conduct a conference with the contractor's 

representatives at the Social Security Administration (SSA), 6401 Security Boulevard, Baltimore, MD, 21235 

immediately after award. Person(s) that the contractor deems necessary for the successful implementation of the contract 

must be in attendance. 

PRE-PRODUCTION MEETING: A pre-production meeting covering printing, imaging, folding, inserting, and mailing 

will be held at the contractor's facility after award of the contract to review the contractor's production plan and to 

establish coordination of all operations. Attending this meeting will be representatives from the Government Printing 

Office, Social Security Administration and the U.S. Postal Service (USPS). The contractor must present and explain their 
EAD, YCER, BEVE and eRPA Notices Page 16 of 45 

104-S (01/16) 

final plan for both printing, imaging, folding, inserting, and mailing the, EAD, YCER, BEVE, and eRPA Notices. In 

addition, the contractor must be prepared to present detailed production plans, including such items as quality assurance, 

projected commencement dates, equipment loading, pallet needs, etc. 

The contractor must meet with SSA and USPS representatives to present and discuss their plan for mailing. The 

preproduction meeting will include a visit to the contractor's mailing facility, where the contractor is to furnish specific 

mail flow information. The contractor must present documentation of the plant loading agreement and either a copy of the 

optional procedure, which has been negotiated with the USPS or a draft of the original procedure that the contractor 

intends to negotiate with the USPS for SSA approval. The contractor also needs to present SSA with a copy or a draft of 

the manifest (tracking system) to be used to accomplish the above. 

ASSIGNMENT OF JACKETS, PURCHASE, TASK, 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 order.

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

supplemented by daily electronic task orders. Orders may be issued under the contract from Date of Award through 

January 31, 2016, plus for such additional period(s) as the contract is extended. All print orders and task orders issued 

hereunder are subject to the terms and conditions of the contract. The contract must control in the event of conflict with 

any print order or task order. 

Task orders will be "issued" daily for purposes of the contract and will detail the daily volume of notices required. A Print 

Order (GPO Form 2511) to be used for billing purposes will be issued weekly and will cover all daily task orders issued 

that week. 

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

of items or performance of work must 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 must not constitute the basis for an equitable price adjustment 

under this contract. 

The estimated quantities specified in this contract, in the “Determination of Award” are not the total requirements of the 

Government but are the estimates of the requirements, 

The Government will 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 must 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 must 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 must 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. 

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 
EAD, YCER, BEVE and eRPA Notices Page 17 of 45 

104-S (01/16) 

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

Violation of the Act may involve the imposition of criminal penalties. 

PRIVACY ACT 

(a) The contractor agrees: 

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

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

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

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

operation; 

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

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

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

accomplish an agency function; and 

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

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

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

concerns the design, development, or operation of a system of records on individuals to accomplish an agency 

function, and criminal penalties may be imposed upon the officers or employees of the agency where the violation 

concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the 

Act when the contract is for the operation of a system of records on individuals to accomplish an agency function, 

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

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

(1) "Operation of a system of records" means performance of any of the activities associated with maintaining the 

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

(2) "Record" means any item, collection or grouping of information about an individual that is maintained by an 

agency, including, but not limited to, his education, financial transactions, medical history, and criminal or 

employment history and that contains his name, or the identifying number, symbol, or other identifying 

particular assigned to the individual, such as a finger or voice print or a photograph. 

(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. 

CRIMINAL/CIVIL SANCTIONS: 

(1) Each officer or employee of any person to whom returns or return information is or may be disclosed must be 

notified in writing by such person that returns or return information disclosed to such officer or employee can be used 

only for a purpose and to the extent authorized herein, and that further disclosure of any such returns or return information 

for a purpose or to an extent unauthorized herein constitutes a felony punishable upon conviction by a fine of as much as 

$5,000 or imprisonment for as long as five years, or both, together with the costs of prosecution. Such person must also 

notify each such officer and employee that any such unauthorized further disclosure of returns or return information may 

also result in an award of civil damages against the officer or employee in an amount not less than $1,000 with respect to 

each instance of unauthorized disclosure. These penalties are prescribed by IRC Sections 7213 and 7431 and set forth at 

26 CFR 301.6103(n). 
EAD, YCER, BEVE and eRPA Notices Page 18 of 45 

104-S (01/16) 

 (2) Additionally, 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), which is made 

applicable to contractors by 5 U.S.C. 552a(m)(1), provides that any officer or employee of a contractor, who by virtue of 

his/her employment of official position, has possession of or access to agency records which contain individually 

identifiable information, the disclosure of which is prohibited by the Privacy Act or regulations established there under, 

and who knowing that disclosure of the specific material is prohibited, willfully discloses the material in any manner to 

any person or agency not entitled to receive it, will be guilty of a misdemeanor and fined not more than $10,000. 
EAD, YCER, BEVE and eRPA Notices Page 19 of 45 

104-S (01/16) 

SECTION 2.- SPECIFICATIONS 

SCOPE: These specifications cover the production of mailing packages from four (4) workloads* consisting of English 

only and Bilingual (Spanish/English) personalized notices, mail-out envelopes, business reply mail (BRM) envelopes, and 

courtesy reply mail (CRM) envelopes, requiring such operations as: the receipt and processing of wire transmitted data; 

redevelopment of Advanced Function Presentation (AFP) resources; composition; printing and imaging; perforating 

(micro-perforated payment stub pages); folding; inserting (including selective or intelligent inserting); extraction of return 

address from the Mail Run Data (MRD) File, manifesting and/or metering, CASS and NCOA certification of data; 

presorting; achieving USPS Full Service IMB automation discounts; certified/registered mail; and mailing. 

TITLE: EAD, YCER, BEVE, and eRPA Notices 

*The four (4) workloads are as follows: 

 1. EAD (Earnings After Death) 

 2. YCER (Young Children’s Earnings) 

 3. BEVE (Benefit Verification) 

 4. eRPA (Electronic Representative Payee Accounting System) 

Future Workload (s): 

*5. New Notices (during term of contract) 

*During the term of this contract the Government expects to develop new notice workloads with the same requirements as 

the four (4) notice workloads described by these specifications. All terms and conditions in this specification will apply to 

these future notice workloads. It is estimated that approximately one (1) to three (3) new notice workloads may be added 

during the term of this contract. 

FILE NAME MAILER DATA SET NAME 

EAD Mailer 1 EERAFP.M1orderid.Ryymmdd 

Mailer 2 EEEAFP.M2orderid.Ryymmdd 

Mailer 3 ESEAFP.M3orderid.Ryymmdd 

YCER Mailer 4 YERAFP.M4orderid.Ryymmdd 

Mailer 5 YEEAFP.M5orderid.Ryymmdd 

 Mailer 6 YSEAFP.M6orderid.Ryymmdd 

 BEVE Mailer 7 BEVAFP.M7orderid.Ryymmdd

eRPA 

 (English) Mailer 8 RPAAFP.M8orderid.Ryymmdd

 (Spanish/English) Mailer 9 RPAAFP.M9orderid.Ryymmdd 
EAD, YCER, BEVE and eRPA Notices Page 20 of 45 

104-S (01/16) 

Vendor – is the identifier. This is assigned when the transmission connectivity is installed. 

aaaaa – is the order id assigned by Control–M at run time. This is used to build the unique identifier for the file. 

yymmdd – is the year, month, and day of the file being transmitted. This is also referred to as the run date.

NOTE: The file names/dataset names for each new notice workload will be supplied to the contractor as they are 

developed.

MAKE-UP OF MAILERS: 

A record will be transmitted for each mailing address. The records will contain all the data relevant for the mailing of an 

associated mail piece. Unique alpha/numeric identifiers will be part of the record to ensure accuracy in the insertion 

process. All files transmitted by SSA will be physical sequential Advanced Function Presentation mixed mode. Any 

alteration of the notice content in the file is not permitted. 

FOR QUALITY CONTROL AND AUDITING PURPOSES: The contractor must not merge file dates and mailers 

during processing, printing and mailing. Any alteration of the notice content in the file is not permitted. 

The figures indicated below are estimates that are based on historical data of past production runs. The figures show the 

minimum and maximum quantities required daily: as well as number of printed pages in a notice (notices are duplex 

printed and one-side only when an odd page is required), inserts (items that are to be inserted into the mail-out envelope 

along with the notice), and how the notice is to be folded. Exact quantities will not be known until each run is 

electronically transmitted to the contractor. NO SHORTAGES WILL BE ALLOWED. 

MAKE-UP OF NOTICE MAILERS:

EAD 

The EAD mailers are divided into three notice categories by file names. 

Mailer 1 EADER: Personalized Notice (Form SSA-L4112-C1) 

 

 Transmission Minimum: 0 

 Transmission Maximum: 1,500 

 Leaves: 1 

 Printed Pages: 2 

 Inserts: White Courtesy Reply Envelope 

 Folding: Bifold 

*NOTE* Annual Spike Maximum: 18,000 

 

Mailer 2 EADEE: Personalized Notice (Form SSA-L3044-C1) 

 Transmission Minimum: 0 

 Transmission Maximum: 6,000 

 Leaves: 1 

 Printed Pages: 1 

 Inserts: None 

 Folding: Bifold 

*NOTE* Annual Spike Maximum: 60,000 
EAD, YCER, BEVE and eRPA Notices Page 21 of 45 

104-S (01/16) 

Mailer 3 EADSE: Personalized Notice (Form SSA-L3400-C1) 

 Transmission Minimum: 0 

 Transmission Maximum: 13 

 Leaves: 1 

 Printed Pages: 1 

 Inserts: None 

 Folding: Bifold 

YCER 

The YCER mailers are divided into three notice categories by file names. 

Mailer 4 YCERER: Personalized Notice (Form SSA-L3231-C1) 

 Transmission Minimum: 0 

 Transmission Maximum: 1,105 

 Printed Pages: 2 

 Leaves: 1 

 Inserts: White Courtesy Reply Envelope 

 Folding: Bifold 

Mailer 5 YCEREE: Personalized Notice (Form SSA-L3232-C1) 

 Transmission Minimum: 0 

 Transmission Maximum: 4,362 

 Printed Pages: 1 

 Leaves: 0 

 Inserts: None 

 Folding: Bifold 

Mailer 6 YCERSE: Personalized Notice (Form SSA-L3241-C1) 

 Transmission Minimum: 0 

 Transmission Maximum: 377 

 Printed Pages: 1 

 Leaves: 1 

 Inserts: None 

 Folding: Bifold 

BEVE 

The BEVE mailer is one notice consisting of 1 to 3 pages and a mail-out envelope: PO Box 315100. 

Mailer 7 Personalized English Notice (No Form Number) 

Daily Transmission Minimum: 31,818 

Daily Transmission Maximum: 65,225 

Printed Pages: 1 to 3 

Leaves 1-2 

Inserts: None 

Folding: Tri-fold 
EAD, YCER, BEVE and eRPA Notices Page 22 of 45 

104-S (01/16) 

eRPA 

The eRPA mailer consists of four (4) notice types transmitted in one file. These personalized notices are English ONLY 

(Mailer 8) and Bilingual (Spanish/English) (Mailer 9) and range from 1-20 pages (10 leaves). An occasional mailer (less 

than 1%) may exceed these leaf counts. 

All eRPA notices require a mail-out envelope. Form SSA-L732 requires a WHITE business reply envelope Form SSAL732-OP1 requires both a WHITE and a GREEN business reply envelope. 

The Redirect Notices and Call-In Notices DO NOT REQUIRE any business reply envelopes. 

Mailer 8 Personalized English Notice (Form SSA-L732) 

 Personalized English Notice (Form SSA-L732-OP1) ** 

 Redirect English Notice (No Form Number/No Inserts) 

 Call-In English Notice (No Form Number/No Inserts) 

 Daily Transmission Minimum: 15,217 

 Daily Transmission Maximum: 63,325 

 Printed Pages: 1 to 20 

 Leaves: 1-10 

 Inserts: 

 

 White Business Reply Envelope (Form SSA-L732) & (Form SSA-L732-OP1)** 

 Green Business Reply Envelope (Form SSA-L732-OP1 Only) 

 Folding: Bi-fold 

Mailer 9 Personalized Bilingual (Spanish/English) Notice (Form SSA-L732) 

 Personalized Bilingual (Spanish/English) Notice (Form SSA-L732-OP1) ** 

Call-In Bilingual (Spanish/English) Notice (No Form Number/No Inserts) 

 Daily Transmission Minimum: 503 

 Daily Transmission Maximum: 1268 

 Printed Notice Pages: 1-20 

 Leaves: 1-10 

Inserts: 

 White Business Reply Envelope (Form SSA-L732) & (Form SSA-L732-OP1)** 

 Green Business Reply Envelope (Form SSA-L732-OP1 Only) 

 Folding: Bi-fold 

PAYMENT STUB NOTE: 

**Form SSA-L732-OP1 Payment Stub Requirement: The next to the last leaf of the English ONLY Notice and the next to 

the last leaf of both the Spanish and the English Notices of the Bilingual Notice require a full horizontal micro-perforation 

3-1/2 inches up from bottom of page along the entire 8-1/2” length dimension. However, the payment stub/microperforation will not be on the same page for every notice because these notices have variable page counts.) The contractor 

will be required to identify the payment stub page(s) (English or Spanish/English) requiring perforation. 

NOTE: The eRPA bilingual notices require insertion of both a Spanish and English notice in one envelope. On occasion, 

an eRPA mailer (10 leaves maximum) will exceed one ounce in weight. 
EAD, YCER, BEVE and eRPA Notices Page 23 of 45 

104-S (01/16) 

TRIM SIZES 

EAD & YCER TRIM SIZES 

 Notices: (8-1/2 x 11”) flat size - See CONSTRUCTION/BINDING for folding requirements 

 Window Mail-Out Envelope: (6-1/8 x 9-1/2”) 

 White Courtesy Reply Envelope: (5-3/4 x 8-3/4”) 

BEVE TRIM SIZES: 

Notices: (8-1/2 x 11”) flat size - See CONSTRUCTION/BINDING for folding requirements 

 Window Mail-Out Envelope: (4-1/8 x 9-1/2) 

eRPA TRIM SIZES: 

Notices:(8-1/2 x 11”) flat size, - See CONSTRUCTION/BINDING for BIFOLD folding requirements 

 Window Mail-Out Envelope: (6-1/8 x 9-1/2”) 

White Business Reply Envelope: (BRM): (5-3/4 x 8-3/4”) 

Green Business Reply Envelope: (BRM): (3-7/8 x 8-7/8”) 

FREQUENCY OF ORDERS AND QUANTITY: 

The combined total for daily EAD, YCER, BEVE and eRPA notices will be approximately 4,315,335 per year. 

The Government reserves the right to increase 25% of the total number of notices ordered annually. 

MAIL-OUT ENVELOPES: 90–CALENDAR DAY VOLUMES 

 BIFOLD SIZE 6-1/8 X 9-1/2” 

 EAD 

 Wilkes Barre Data Operations Center 36,343 

 PO Box 80 

 Wilkes Barre, PA 18767-0080 

YCER 

 Wilkes Barre Data Operations Center 6,613 

PO Box 40 

Wilkes Barre, PA 18767-0040 

 TRIFOLD SIZE: 4-1/8 X 9-1/2” 

 BEVE 

 Northeastern Program Service Center 523,671 

 PO Box 315100 

 Jamaica, NY 11431-4089 

 
EAD, YCER, BEVE and eRPA Notices Page 24 of 45 

104-S (01/16) 

BIFOLD SIZE: 6-1/8 X 9-1/2 

 

eRPA 504,767 

 Wilkes Barre Data Operations Center 

PO Box 8500 

Wilkes Barre, PA 18767-8500 

INSERTS: 

BUSINESS REPLY MAIL (BRM) ENVELOPES: 

 eRPA 

 WHITE BUSINESS REPLY ENVELOPE (5-3/4 x 8-3/4”) 372,258 

 WBDOC 

 PO Box 8500 

 Wilkes Barre, PA 18767-9988 

GREEN BUSINESS REPLY ENVELOPES (3-7/8 X 8-7/8”) 152* 

 Mid Atlantic Program Service Center 

 PO Box 3430 

 Philadelphia, PA 19122-9985 

*The annual quantity will be less than 1000. The contractor is allowed to order the full annual quantity. 

 

COURTESY REPLY MAIL (CRM) ENVELOPES: 

 

 EAD 

 WHITE COURTESY REPLY ENVELOPE (5-3/4 x 8-3/4”) 13,000 

 WBDOC 

 PO Box 80 

 Wilkes Barre, PA 18767-0080 

 YCER

 WHITE COUTESTY REPLY ENVELOPE (5-3/4 x 8-3/4”) 3,000 

 WBDOC 

 PO Box 40 

 Wilkes Barre, PA 18767-0040 

GOVERNMENT TO FURNISH: 

Manuscript copy for (9) envelopes two (5) mail-out envelopes, two (2) Business Reply envelopes and (2) Courtesy Reply 

mail envelopes 

Camera copy of the Facing Identification Marks (FIM) and IMB Codes for the (2) Business Reply envelopes and (2) 

Courtesy Reply Mail envelopes 

Camera copy for the recycled paper logo and legend (English and Spanish) 

PS Form 3615, Mailing Permit Application and Customer Profile 
EAD, YCER, BEVE and eRPA Notices Page 25 of 45 

104-S (01/16) 

GPO Form 712 (Certificate of Conformance) 

Postage and Fees Paid Mailing Indicia 

A data connection between the contractor’s specified location and the nearest available SSA network interface location or 

SSA’s National Computer Center. 

Exhibit A: Form SSA-301, Contractor Personnel Security Certification 

Exhibit B: Security and Suitability Requirements 

Exhibit C: SF85P Questionnaire for Public Trust Positions (SF85P) 

Exhibit D: Fingerprint Card 

Exhibit E: Declaration of Federal Employment (Optional Form 306) 

Exhibit F: Fair Credit Reporting Act (FRCA) Authorization Form 

Exhibit G: System Plan 

Exhibit H: Audit and Summary Report 

Exhibit I: Mail Run Data (MRD) File Record Layout 

Exhibit J: Perforated Payment Stub 

Exhibit K: Key SSA and GPO Personnel Contact Information 

ELECTRONIC FILES: 

All files will be electronically transmitted to the contractor and contain a complete record for each notice. Any 

programming or other format changes necessitated due to the contractor’s method of production will be the full 

responsibility of the contractor and must be completed prior to SSA’s validation. 

NOTE: The contractor must not compress files in processing data for this contract. 

The contractor will receive three (3) files for each print file: the Advanced Function Presentation (AFP) file, the Mail Run 

Data (MRD) file, and the Banner (BNR) file. 

The notice files for printing are formatted for the AFP printing platform in duplex printing (face and back). For proper 

processing of AFP; SSA supplies resources used for printing notices in AFP format, 

The MRD File will contain all information relevant to each mail piece. This would include, for each mail piece, the 

unique alpha/numeric identifier (the sequential number of the document), the number of sheets of paper, required inserts 

and insertion bin selection, recipient’s address, return address, USPS IMB, the appropriate signature, and any required 

inserts. (Note: Notices contain either the Commissioner of Social Security signature or a fixed “Social Security 

Administrations” in lieu of a signature, etc. (See Exhibit I for MRD File record layout.) 

The BNR file contains information for setting up the intelligent inserters such as file totals, number of mail packets, and 

bin set up for those items being included in the mail packets and the total required in each bin. 

The contractor will receive an electronic daily task order for BEVE and eRPA and weekly task order for EAD and YCER, 

in the morning after transmission with the volumes for notices, leaves, pages and any inserts required. 
EAD, YCER, BEVE and eRPA Notices Page 26 of 45 

104-S (01/16) 

NOTE: Whenever the contractor makes a change in the programming, the contractor will be required to execute a selfcertification statement specifying the date of the last programming change. Prior notification of a programming change is 

required in addition to the self-certification statement for the contractor to schedule a validation test with SSA. 

Prior to the commencement of production of orders placed under this contract, the Government will furnish preproduction 

electronic test files shortly after the post award conference that are to be used in performing the various preproduction 

validation tests. Files will be in print image format and in ZIP Code sequence. Contractor will be required to sort files as 

necessary to obtain maximum USPS Postal discounts (i.e., leaf counts or mail weight). 

Dataset names for the items listed below will be provided at the Postaward Conference: 

Print Resource Library (AFP) for wire transmission or E-mail: 

AFP resources include page and form definitions; fonts, page segments and overlays (if applicable) for page 

formatting. 

Preproduction Press and Mail Run Test Files for Wire Transmission; 

An AFP formatted print file with the corresponding MRD File and Banner file will be provided for each 

workload in the quantities required. 

Revised Resource Library (AFP) for Wire Transmission or E-mail (when applicable); 

AFP print resources, overlays, page segments and non-standard fonts provided shortly after the postaward 

conference may change during the term of the contract, in which case a revised AFP resource file will be 

electronically transmitted to the contractor as a replacement. 

PRINTER RESOURCES: AFP 

SSA will provide the AFP resources for each notice workload, unless licensed to SSA by another vendor, in which case 

that resource will need to be purchased by the contractor. These resources will be provided on the contractor’s choice of 

media (wire transmission or E-mail) shortly after the post-award conference. SSA will also transmit test files for VPN 

transmission with samples of each workload to enable the start of the validation process. These test files may be used for 

the preproduction press and mail run test. (For additional information, see “PREPRODUCTION PRESS AND MAIL 

RUN TEST”.) 

For proper processing of AFP resources supplied to the contractor by SSA, used for printing notices in AFP format, 

the contractor must have software or an operating system which is 100% compliant with the most recent release of the 

IBM MVS/ZOS390 operating system accompanied by the most recent release of IBM Print Services Facility (PSF). These 

compliances relate solely to interpreting and printing files to be provided to the contractor by SSA, to ensure that the 

contractor is able to print the files as provided without alteration of any kind on the part of SSA. It is solely the 

contractor’s responsibility to redevelop/reprogram the AFP resources to ensure the proper printing in their 

environment.

Contractor must have programmer(s) capable of handling AFP resources. 

NOTE: SSA prints 2UP DUPLEX ROLL IN TO ROLL OUT with file order reversed for insertion. The predominant data 

file format is AFP Mixed Mode. However, any valid AFP format is possible and must be printable at the contractor’s 

location. 

The contractor will be responsible for maintaining the AFP resources on each system that processes SSA’s notices. 

SSA will provide updated resources electronically, as necessary. When the contractor receives an update to the printer 

resources, the contractor will be required to provide SSA with seventy-five (75) sample documents representative of the 

workload involved, from the test files, within five (5) workdays for review (see below). The contractor is to continue 
EAD, YCER, BEVE and eRPA Notices Page 27 of 45 

104-S (01/16) 

using existing resources while the samples are reviewed. Once the samples are approved, the contractor will be advised 

when to implement the new printer resource files into live production. Whenever testing is required, the contractor will be 

responsible for performing the test on each printer that processes SSA’s notices. 

 The sample documents must be submitted as follows: 

EAD and YCER Workloads: 

Submit twenty-five (25) printed samples to: Social Security Administration (SSA), Printing Management, (Exhibit 

K), AND an additional fifty (50) printed samples to: SSA/Wilkes-Barre Data Operations Center, ATTN: Andrea 

Moore, Room 341, 1150 East Mountain Drive, Wilkes-Barre, PA 18702-7997. 

eRPA Workloads: 

Submit twenty-five (25) printed samples to: Social Security Administration (SSA), Printing Management, (Exhibit 

K), AND an additional fifty (50) printed samples to: SSA/Wilkes-Barre Data Operations Center, ATTN: Patrice 

Gallagher, Room 341, 1150 East Mountain Drive, Wilkes-Barre, PA 18702-7997. 

The contractor is cautioned that there may be a signature change(s) during the term of this contract. If this occurs, SSA 

will provide the contractor with a new AFP resource file. (See “SYSTEMS CHANGE/SIGNATURE CHANGE/NEW 

AND EXISTING NOTICE FILES VALIDATION TEST” on page 33.) 

SSA’s Printing Management (DPM) will notify the contractor of these changes as soon as possible. Upon successful 

testing of the changes, SSA must transmit the new print resources (if necessary) and resume transmission of the notice 

file(s).

During the term of the contract, the Government anticipates making programmatic changes to the daily notices as 

warranted (e.g., changes in language, format, appearance, etc.). When changes occur, SSA will perform testing of the 

workload in their print facility for a short period of time. (The "Dark Days" for the contractor should only last a few 

days.) Only those affected workloads (indicated by filename) will be held back at SSA for validation and production. For 

example: If the BEVE notice workload were to be changed, SSA would test and print those notices only. The contractor 

would continue to print and mail the eRPA notice workloads. Upon successful testing of the changes by SSA, SSA will 

then transmit the new print resources (if necessary) and resume transmission of the notice file(s). 

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

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

The contractor is required to have a Secure SFTP site set up so SSA can transmit files electronically. The site must allow 

SSA the ability to upload and download files for proofing and validation. 

COMPOSITION: Contractor will be required to set type for nine (9) envelopes. Helvetica or similar typeface will be 

utilized. 

Century Schoolbook or equivalent fonts (Sonoran Serif) are to be used for producing the notices. International Century 

Schoolbook 300 typeface contains both of the above. SSA will not provide all required fonts to the vendor. SSA will 

provide the font part numbers to the contractor who will validate that they have the proper licenses for each required font. 

Intelligent Mail Barcode font will be required during the term of the contract. The contactor will be required to obtain the 

necessary font: SSA will not provide it with Resources supplied. 

PROOFS: Three (3) proofs of each of the nine (9) envelopes with margins indicated are required. The proofs must have 

all elements in their proper position. The contractor must submit proofs for all materials under this contract within 7 workdays 

after receipt of furnished material. Furnished materials must be returned with proofs. The Government will approve, conditionally 

approve or disapprove these proofs within 5 workdays of receipt thereof. Contractor must submit revised proofs, if necessary due 

to AA’s, within 5 workdays after receipt of furnished materials. No additional time will be permitted due to contractor’s errors 
EAD, YCER, BEVE and eRPA Notices Page 28 of 45 

104-S (01/16) 

(PE’s). Revised proofs will be available for pickup within 3 workdays. (The first workday after receipt of proofs at SSA is 

day one (1) of the hold time.) 

NOTE: In lieu of hard copy proofs, the Government has the option to request PDF proofs of the envelopes. The contractor 

is to upload proofs to the SFTP site. 

SSA reserves the right to make changes to all proofs. The Government may require one or more sets of revised proofs 

before rendering an "OK to Print". 

If any contractor's errors are serious enough in the opinion of GPO to require revised proofs, the revised proofs are to be 

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

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

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. 12" dated March 2011. 

(http://www.gpo.gov/pdfs/customers/sfas/vol12/vol1_12pdf.) 

Envelope color must meet USPS print reflectance difference requirements. All paper used in each order must be of a 

uniform shade. NOTE: Surface Tinting of envelopes is not permitted. 

Personalized Notices: White OCR Bond, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP Code O25. 

Mail-Out Window Envelopes (4-1/8 x 9-1/2" and 6-1/8 x 9-1/2”): White Wove, basis weight: 24 lbs. per 500 sheets, 17 

x 22”, bursting strength 24 lb/in2, or at contractor's option, White Offset Book, basis weight: 60 lbs. per 500 sheets, 25 x 

38”, equal to JCP Code A60. 

White BRM/CRM Envelopes (5-3/4 x 8-3/4”): White Writing, equal to JCP Code D10, basis weight: 20 lbs. per 500 

sheets, 17 x 22”, bursting strength 20 lb/in2, containing a minimum of 50 percent waste paper. 

Green BRM Envelopes (3-7/8 x 8-7/8”): Green Writing, equal to JCP Code D10 (close match of PMS-344), basis 

weight: 20 lbs. per 500 sheets, 17 x 22”, bursting strength 20 lb/in, containing a minimum of 50 percent waste paper. 

PRINTING/IMAGING: The Government reserves the right to make changes to the envelopes at any time during the 

term of the contract. Notification of a proposed change will be given with sufficient time for the contractor to allow for 

the change, and submit proofs to the Government. Therefore, the contractor is not to preprint or maintain more than a 90 

calendar day surplus/inventory of any of the components required on this contract. The Government will not be required 

to purchase from the contractor the surplus/inventory of any component remaining on hand in excess of what was 

authorized when an envelope or format/text change is implemented. 

Contractor will be required to convert furnished data from electronic transmission for either laser or ion deposition 

printing. All imaging/printing must have a minimum resolution of 300 x 300 dpi. 

NOTICES: All notices are simplex (face only), and/or duplex (face and back, head-to-head) printed/imaged in black ink. 

In addition, notices can require a combination of simplex and duplex printing/imaging. 

eRPA notices contain client completed notices that are read by OCR equipment. The notices (fronts and backs) will be 

read by a Kodak document Scanner 9500, 9520, 1840 or other high speed Scanners. The format for these notices will be 

incorporated in the body of the notice and must be printed as specified below to be scanned. 

The alpha-numeric scan line must be printed using the OCR A font. (Applies only to eRPA.) The OCR printing must read 

continuously on an Integrated Image Based Data Capture System (IIBDCS). 

ANSI X3.17 "Character Set for Optical Character Recognition (OCR A)" must apply to these specifications. The revisions 

of this standard which are effective as of the date of this contract are those which must apply. 
EAD, YCER, BEVE and eRPA Notices Page 29 of 45 

104-S (01/16) 

ANSI Standards may be obtained from the American National Standards Institute, 1430 Broadway, New York, N.Y. 

10018. 

A barcode of SSA’s choice (currently 3 of 9) must be imaged (minimum 300 x 300 DPI) at the bottom left on each 

printed/imaged page on all eRPA SSA-L732 Notices, approximately 1⁄4 inch below the OCR scan line. The (3 of 9) 

barcode height is to be 1⁄4 inch, plus or minus 1/16 inch and the width is to be 5 inches, plus or minus 1/8 inch. Note: At 

least 1/8 inch margin (quiet zone) is required top, bottom, left, and right of each barcode. 

Note: (3 of 9) barcodes must be in accordance with ANSI MH 10.8M-1983 unless otherwise specified. 

NOTE: Personalized forms data to be included in the barcode will be contained in the SSA wire file transmissions. 

All barcodes will be tested for scannability on the below specified equipment at the SSA Wilkes-Barre Data Operations 

Center in Wilkes-Barre, PA. 

The forms produced under these specifications must be guaranteed to function properly when processed through Kodak 

High Speed 9500, 9520, 1840 or other high speed Scanners. SSA will be using Top Image Systems scanning software to 

process the images; OCR engines to do the ICR and an Inlite Engine to read the barcodes. Forms require precision 

spacing, printing, trimming and folding. OCR forms will be extracted from CRM/BRM using the following equipment: 

OPEX MPE 7.5 Multiple Purpose Extractor. 

Notices: Notices print in black ink head to head. On some notices the back of the first notice page does not print. 

On the eRPA L732-OP1 Notices, leaves print both face only and face and back; The Verification Form, Payment Stub and 

Privacy Act Statement portions each start printing on a face page. The Payment Stub and Privacy Act Statements are one 

page each and print face only. 

Envelopes: Envelopes print face and back after manufacture in black ink. Printing must be in accordance with the 

requirements for the style envelope ordered. All printing must comply with all applicable U.S. Postal Service regulations. 

The envelope must accept printing without feathering or penetrating to the reverse side. 

Mail-Out Envelopes: 4-1/8 x 9-1/2" (BEVE only), 6-1/8 x 9-1/2” (EAD & YCER) and 6-1/8 x 9-1/2”(eRPA) require a 

security tint (lining is acceptable) printed on the inside (back - before manufacture) in black ink. Contractor may use its 

own design but must guarantee that the product will ensure complete opacity and prevent show through of any material 

contained therein. 

BRM Envelopes: Face of envelope to be in BUSINESS REPLY Mail FORMAT. Print FIMs and barcodes using the 

camera-ready positives provided. The FIMs and barcodes should be placed on the mailing piece according to the current 

U.S. Postal Service’s Domestic Mail Manual, “Barcoded Mail pieces”. 

NOTE: Inside of BRM envelopes must contain a clear area (no pantograph design), approximate size 3-1/2 x 5/8"), 

behind the barcode to ensure the readability of barcode by the U.S. Postal Service equipment. 

RECYCLED PAPER LOGO: If recycled paper is used, the recycled paper logo and legend must be printed in black ink 

on the notices and envelopes. The recycled paper logo/legend must be digitized by the contractor and imaged in the 

bottom left corner of notices aligned with the contractor's control number on the first page of each notice. 

WIRE TRANSMISSION: Upon award of this contract, the Government will determine the connectivity method between 

SSA and the Contractor. Internet Protocol (IP) will be the connection protocol for the transmissions. The connectivity 

method will be through the Internet using an encrypted VPN tunnel or the Government will place an order for a dedicated 

circuit under GSA’s Networx contract to be installed within 60 to 90 calendar days between the contractor’s location and 

SSA’s network interface location. Either connectivity method will be encrypted with the AES256 encryption algorithm. 

For the Internet option to be used the Contractor must have an Internet ready VPN IPSec capable hardware device. The 

Government will not be responsible for any cost associated with the VPN Internet connection that the Contractor may 

occur. The connection method is at the sole discretion of the Government. The cost of the dedicated circuit connection 

will be borne by the Government. The Government will not be responsible for installation delays of data connections due 
EAD, YCER, BEVE and eRPA Notices Page 30 of 45 

104-S (01/16) 

to any external influences such as employee strikes, weather, supplies, etc.; which conditions are beyond the control of the 

Government.

If a dedicated circuit is deemed necessary, SSA will provide the dedicated data connection, including a router, and 

firewall at the contractors specified locations. The contractor must provide adequate rack space for securing the router and 

firewall; the contractor must provide a dedicated analog dial-up line within 8 feet of the router. This dedicated analog dialup line will be used for router management and access for troubleshooting. The line must be in place and active prior to 

the installation of the circuit/router. 

Also, upon contract award, the contractor must provide a complete delivery address with nearest cross-street, contact 

name and phone number for installation of data transmission services and equipment. The contractor’s contact person 

must be available for delivery of services at the specified location. The Government must not be responsible for incorrect 

or lack of address information, nor for non-availability of contact persons at the delivery site. 

It is the Contractor’s responsibility to notify SSA when systems or data line problems arise and transmission(s) 

cannot take place. SSA’s first point of contact for systems or data line problems must be the HELP DESK at 877-

697-4978. 

FILE TRANSFER MANAGEMENT SYSTEM (FTMS) REQUIREMENTS: The contractor must provide the 

capability to interface with SSA’s National File Transfer Management System (FTMS) for electronic transmission of 

notice files from SSA to the production facility. SSA will provide the necessary data connection into the contractor’s 

location. At the discretion of SSA, the line speed may be either increased or decreased depending on utilization. The 

contractor must provide, at their expense, the equipment and operating software platform, and the file transfer software 

required at their location. The contractor assumes all responsibility for configuration, maintenance, and troubleshooting of 

their equipment and software. SSA utilizes, and the contractor must provide compatibility with, Managed File Transfer 

(formerly known as Cyberfusion Integration Suite) software from TIBCO. The Contractor may implement the Managed 

File Transfer Platform Server that has embedded software encryption capable of being enabled. The personal 

computers/servers must have the capability to run Managed File Transfer software with encryption enabled using IP 

protocols on Windows, UNIX (i.e., IBM’s AIX, SUN or HP), or z/OS platforms. 

SSA will not permit any private class A, B or C IP addresses, i.e., 10.xxx.xxx.xxx type IP addresses from external users 

on its network. At connection time to SSA, the Contractor will be provided a suitable IP address for access to SSA’s 

network via a firewall. SSA will provide the necessary subnet(s) for connection at the remote site. The contractor will be 

responsible for their own name/address translation to fulfill the intended purpose of data transfers. SSA will provide 

Managed File Transfer node information to the Contractor as required to accomplish file transfers. 

The Contractor may determine the media type on which files from SSA will be received, to the extent that operator 

intervention (e.g., a tape mount) is not required at SSA or the Contractor’s production facility. Simultaneous multiple 

transmission sessions must be possible on the Contractor’s equipment. All files transmitted by the SSA will be written as 

Physical Sequential or “flat” files at the Contractor’s location and will be distinguished with a “run date” in the 

Contractor’s file name. Virtual Storage Access Method files and Generation Data Groups, supported by IBM/MVS or 

IBM/ZOS390 operating systems are not permitted under this contract. The contractor’s storage format must not preclude 

the availability of the Managed File Transfer software Checkpoint/Restart feature. 

NOTE: The contractor may not use VM/VSE/ESA on a mainframe system, as this hampers automated file 

transmission.

The contractor’s FTMS software must be operational for the receipt of data files 24 hours per day, 7 days per week, unless 

otherwise specified by the Government. The communications protocol between SSA and the contractor will be the 

Internet Protocol (IP). The contractor must specify the type of Local Area Network (LAN) connection that will be used at 

the location where the SSA connection is to be installed. The contractor is responsible for providing complete hardware 

and software compatibility with SSA’s existing network. Production file transfers will be established according to SSA’s 

standard procedures for transmission control, dataset naming, and resource security. The contractor’s file management 
EAD, YCER, BEVE and eRPA Notices Page 31 of 45 

104-S (01/16) 

system must accommodate multiple file transmission sessions without intervention at either end. The contractor must have 

sufficient capacity to support the number of concurrent transmission file sessions as dictated by SSA. 

The above will apply, regardless of the number of workloads transmitted to the Contractor daily. If the contractor is 

awarded multiple SSA notice workloads, there must be sufficient capacity at the contractor’s production facility to accept 

transmission of all files according to their schedules. 

In the event that any wire transmission cannot be processed due to media problems, link problems or data transmission 

circuit/connection outages, the contractor must notify SSA’s HELP DESK operations immediately at 410-965-2580 and 

report required observations and findings. 

All data provided by the Government or duplicates made by the contractor or his representatives and any resultant 

printouts must be accounted for and kept under strict security to prevent their release to any unauthorized persons. Data 

may not be duplicated in whole or in part for any other purpose than to create material to be used in the performance of 

this contract. Any duplicate data and any resultant printouts must be maintained 21 workdays after mailing and then 

destroyed by the contractor. 

WIRE TRANSMISSION TEST, PRE-PRODUCTION VALIDATION TEST AND PRE-PRODUCTION PRESS 

AND MAIL RUN TESTS AND PAYMENT STUB VALIDATION TEST: Prior to the commencement of production 

on the contract, the contractor will be required to demonstrate their ability to perform the contract requirements. The 

contractor will be required to perform the following tests: Wire Transmission Test, Pre-Production Validation Test and a 

12-Hour Preproduction Press and Mail Run Test and a Payment Stub Validation Test. 

WIRE TRANSMISSION TEST: After the appropriate bandwidth connection has been installed, the contractor 

will be required to receive within five (5) workdays up to 128,550 notices (1-20 printed pages per notice). The 

contractor will be required to perform a record count verification and perform the Coding Accuracy Support System 

(CASS) certification within one (1) workday after the complete transmission of all notice test files. The contractor 

will be required to copy the files to their own system and provide SSA’s Printing Management (Exhibit K), with 

the exact counts received (broken down by dataset name) before proceeding with any other processing. SSA will 

respond immediately for verification. The contractor will be required to run the test file through their CASS 

certification system to ensure that there are no problems with the reading of the address file. Contractor will be 

required to report back to SSA with the test results. When the record count verification and CASS certification have 

been successfully completed, the contractor will be required to process the test files and provide SSA, within two 

(2) workdays 30 sample notices from each mailer from the wire transmission test files for EAD, YCER, BEVE, and 

eRPA workloads. Submit these test samples to: SSA, Printing Management, (Exhibit K). 

The Government will approve, conditionally approve, or disapprove the samples from the Wire Transmission Test 

within five (5) workdays of receipt thereof. Approval or conditional approval must not relieve the contractor from 

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

state any further action required by the contractor. A notice of disapproval must state the reasons thereof. 

 NOTE: If errors are found, additional samples will be required until such time as the validation produces no errors. 

PRE-PRODUCTION VALIDATION TEST: Prior to commencement of production of orders placed under this 

contract, and within 5 workdays after Government approval of proofs, the contractor must conduct a pre-production 

validation test and furnish at least 75 sample notices of each mailer. Notices must be complete and include all 

variable data from Government furnished files. Inserts and envelopes may be required; contractor will be notified if 

waived. The container and accompanying documentation must include the GPO jacket, purchase order and program 

number, and must be submitted to SSA, Printing Management, (Exhibit K). The Government will approve, 

conditionally approve, or disapprove the samples from the Pre-Production Validation Test within 10 workdays of 

receipt thereof. Approval or conditional approval must not relieve the contractor from complying with the 

specifications and all other terms and conditions of the contract. A conditional approval shall state any further 

action required by the contractor. A notice of disapproval must state the reasons thereof. 
EAD, YCER, BEVE and eRPA Notices Page 32 of 45 

104-S (01/16) 

NOTE: In lieu of hard copy proofs, the Government has the option to request PDF proofs of the envelopes. The 

contractor is to upload proofs to the SFTP site. 

NOTE: The Validation Test Samples are to be shipped in the following manner: Twenty-five (25) printed samples of 

each mailer to: Social Security Administration (SSA), Printing Management, (Exhibit K), and fifty (50) printed 

samples to SSA/Wilkes-Barre Data Operations Center, (for EAD & YCER) Attn: Andrea Moore, Room 341, 1150 

East Mountain Drive, Wilkes Barre, PA 18702-7997. (for eRPA) Attn: Patrice Gallagher, Room 341, 1150 East 

Mountain Drive, Wilkes Barre,PA 18702-7997. 

PAYMENT STUB VALIDATION TEST FOR eRPA OP1: Prior to beginning the Preproduction Press and Mail 

Run Test, the contractor will be required to provide 100 printed samples of Form SSA-L732-OP1 containing a 

payment stub for validation of the scanline. The micro-perforation on the payment stub page must be properly 

located and the payment stub must function properly when processed through the current high-speed scanning 

equipment owned by SSA. A form is a reject when its OCR print cannot be correctly deciphered on the first pass 

through the specified reading equipment. Submit fifty (50) printed samples to: Social Security Administration 

(SSA), Printing Management, (Exhibit K), and fifty (50) printed samples to: Social Security Administration 

(Exhibit K). 

PRE-PRODUCTION PRESS AND MAIL RUN TEST: The contractor will be required to demonstrate their ability 

to perform the contract requirements, prior to commencement of production, by performing a 12-hour preproduction 

press and mail run test utilizing the test files transmitted electronically shortly after the post award conference. 

The Government will issue a Print Order to the contractor for the each Preproduction Press and Mail Run test. 

Upon successful completion of all test requirements the contractor will be reimbursed for all applicable costs for a 

production run, according to SECTION 4: SCHEDULE OF PRICES. If the contractor fails to meet all test 

requirements they will not be reimbursed for any associated costs. 

Contractor must perform each of the preproduction press and mail run test in a continuous 12 hour period as 

required that will prove to the Government representatives that the contractor can satisfactorily complete the 

requirements of this contract during live production. 

NOTE: The contractor will be required to have all composition, proofing, envelopes, pamphlets, scanning 

equipment and reports for 100% accountability of production and mailing, completed, available, and ready for 

production prior to beginning the test. 

For each test run the contractor is to produce all notices in accordance with contract requirements consisting of the 

processing of the electronically transmitted test files; the duplex printing and imaging of notices; gathering; 

folding; inserting of notices and any required inserts; manifesting; presorting; and preparing finished notices for 

delivery to the USPS. To simulate actual production conditions, the notices must be produced in accordance with 

all contract specifications and all USPS regulations. 

Contractor is required to provide the necessary audit and summary reports for 100% accountability of production 

and mailing within one hour after the each test is completed. 

The 12 or 24-hour period for the printing process will begin when an “OK TO PRINT” is given by the 

Government representative on-site. The 12-hour period for the inserting and mailing process will begin 

within two (2) hours after the start of the printing to allow the contractor to print sufficient materials to begin the 

inserting process. See “SCHEDULE” for the Preproduction Press and Mail Run Test. (See “PRE-PRODUCTION 

TEST SCHEDULE – Prior to Production Validations and Tests”. 
EAD, YCER, BEVE and eRPA Notices Page 33 of 45 

104-S (01/16) 

During the 12-hour period, the contractor will be required to print and prepare for mailing a minimum of 

61,654 notices the following quantities of EAD, YCER, BEVE and eRPA notices: 

 Mailer 1- EADER 8,854 

 

 Mailer 2- EADEE 28,236 

 Mailer 3- EADSE 7 

 Mailer 4- YCERER 552 

 Mailer 5- YCEREE 2,181 

 Mailer 6- YCERSE 188 

 Mailer 7- BEVE 10,554 

Mailer 8- eRPA- (English) 10,871 

Mailer 9- eRPA - (Spanish/English) 211 

 TOTAL 61,654 

The contractor must perform the EAD, YCER, BEVE and eRPA Notice Preproduction Press and Mail Run Test on 

the equipment they intend to use during live production and using their personnel. This test must be conducted 

during normal business hours, Monday through Friday. The press run test run will incorporate all aspects of the 

program consisting of the receipt of wire transmitted data; the duplex/ imaging (and simplex imaging when an odd 

page is required) of notices; gathering; folding; binding; inserting; metering (if approved by SSA under certain 

circumstances); presorting; and preparing finished notices for delivery to the USPS. This must include any and all 

reprints required during the course of this test. To simulate actual production conditions the product produced must 

be in accordance with all contract specifications and all USPS regulations. The contractor will be required to have 

all components necessary for the test, completed prior to beginning the test. Contractor must have adequate supplies 

on-hand to complete the test. Mailers are to be completed in accordance with contract requirements, inserted into 

correct envelopes, and prepared for mailing. 

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

manufactured. Samples of the preproduction press and mail run test will be brought back to SSA for validation. 

The Government will approve, conditionally approve, or disapprove the output within seven (7) workdays of receipt 

thereof. Approval or conditional approval must not relieve the contractor from complying with the specifications 

and all other terms and conditions of the contract. A conditional approval must state any further action required by 

the contractor. A notice of disapproval must state the reasons thereof. 

SYSTEMS CHANGE/SIGNATURE CHANGE/NEW NOTICE FILES VALIDATION TEST: When required, 

the Government will furnish test files for wire transmission that are to be used in performing a Systems 

Change/Signature Change/New Notice Files Validation Test. This test is required whenever SSA initiates a 

systems/programming change, a signature change, or when a new notice workload is developed. The contractor must 

furnish up to 75 printed samples (no envelopes or enclosures). The Government will approve, conditionally approve 

or disapprove the samples within (10) workdays of receipt thereof. Submit these samples: 25 to SSA, Printing 

Management, (Exhibit K) and fifty (50) printed samples to SSA/Wilkes-Barre Data Operations Center, (for EAD & 

YCER) Attn: Andrea Moore, Room 341, 1150 East Mountain Drive, Wilkes Barre, PA 18702-7997, (for eRPA), Attn: 

Patrice Gallagher, Room 341, 1150 East Mountain Drive, Wilkes Barre, PA 18702-7997. 

 

The Systems Change/Signature Change/New Notice Files Validation Test must occur without a break in production of 

daily notices. The Government will inform the contractor in advance when the regular daily wire transmissions will 

contain the systems changes. 
EAD, YCER, BEVE and eRPA Notices Page 34 of 45 

104-S (01/16) 

NOTE: Failure of the contractor to perform any of the tests (i.e., Pre-Production Validation Test, Wire Transmission 

Test, 12-Hour Pre-production Press and Mail Run Test and Systems Change/Signature Change/New Notice Files 

Validation Test) satisfactorily may be cause for default. The Government reserves the right to waive the requirements 

of any of these tests. Contractor will be notified at the post-award conference if any test(s) is to be waived. 

PRODUCTION INSPECTION: Production inspection(s) may be required at the contractor's/subcontractor's plant for 

the purpose of establishing that the receipt of transmitted files, the printing of booklets, forms, leaflets and/or envelopes,

the imaging, dating of form inserts, collating, folding, inserting and mailing is being accomplished in accordance with 

contract quality attributes and requirements. A production inspection is for the purpose of setting specific standards that 

are to be maintained throughout the entire run. It does not constitute a prior approval of the entire run. 

When a production inspection is required, the Government will notify the contractor. 

PRESS SHEET INSPECTION: Final make-ready press sheets may be inspected and approved at the contractor's plant 

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

contractor is charged with maintaining those standards throughout the press run (within QATAP tolerances when 

applicable) and with discarding all make-ready sheets that preceded approval. When a press sheet inspection is required, 

it will be specified on the individual print order. See GPO Publication 315.3 (Guidelines for Contractors Holding Press 

Sheet Inspections) issued August 2002. NOTE: A press sheet inspection is for the purpose of setting specific standards 

that are to be maintained throughout the entire run. It does not constitute a prior approval of the entire run. 

When a press sheet inspection is required, the Government will notify the contractor. 

NOTE: Before production begins on any new workloads, a production inspection(s) may be required at the 

contractor’s plant. 

MARGINS: Will be indicated on print order, sample, or electronic file. 

Note: Notices must appear exactly as was approved during validation. Absolutely no deviation will be accepted. 

CONSTRUCTION/BINDING: 

Notices - Gather all pages of a notice in numerical sequence. Notices are to be nested together with all faces forward. Fold 

from a flat size of 8-1/2 x 11" down to 8-1/2 x 3-11/16" or 8-1/2 x 5-1/2" as indicated and insert into the appropriate 

envelope with title out. The address on first page of notice must be visible through window of mail-out envelope. Either 

wraparound or accordion folds will be acceptable for the tri-fold notices. 

NOTE: Bilingual Spanish/English notices consist of two parts: the first part is a Spanish notice; the second part is the 

same notice in English. The two parts must be nested together. 

Payment Stub – For the eRPA notices, the next to the last leaf of the English ONLY Notice and the next to the last leaf 

of both the Spanish and the English Notices of the Bilingual Notice will contain a micro-perforated payment stub. 

However, the micro-perforation will not be on the same leaf for every notice, because the notices have variable page 

counts. The contractor will be required to identify the payment stub page(s) requiring perforation and ensure that only 

these pages are perforated. 

Perforation - It is critical that the micro-perforation on the payment stub page must be 3-1/2” from the bottom of the 

payment stub page and run along the entire 8-1/2” dimension (See Exhibit J). 

White BRM Envelope: 5-3/4 x 8-3/4": Envelope must be open, with gummed fold-over flap for sealing and contain high 

cut diagonal seams or double side seams. Flap depth is at the contractor’s option but must meet all USPS requirements. 

Flap must be coated with a suitable remoistenable glue that will securely seal the return envelope for mailing. (Adhesive 

must not adhere to the contents of the envelope.) 

White CRM Envelopes: 5-3/4 x 8-3/4”: Envelope must be open, with gummed fold-over flap for sealing and contain high 

cut diagonal seams or double side seams. Flap depth is at the contractor’s option but must meet all USPS requirements. 
EAD, YCER, BEVE and eRPA Notices Page 35 of 45 

104-S (01/16) 

Flap must be coated with a suitable remoistenable glue that will securely seal the return envelope for mailing. (Adhesive 

must not adhere to the contents of the envelope.) 

Green BRM Envelope: 3-7/8 x 8-7/8”: Envelope must be open, with gummed fold-over flap for sealing and contain high 

cut diagonal or double side seams. Flap depth is at the contractor’s option but must meet all USPS requirements. Flap 

must be coated with suitable remoistenable glue that will securely seal the return envelope for mailing. (Adhesive must 

not adhere to the contents of the envelope.) 

EAD and YCER Mail-Out Envelope: 6-1/8 x 9-1/2”: (Requires security tint) Envelope must be open, with gummed foldover flap for sealing and contain high cut diagonal seams or double side seams. Flap depth is at the contractor’s option but 

must meet all USPS requirements. Flap must be coated with a suitable remoistenable glue that will securely seal the return 

envelope for mailing. 

(Adhesive must not adhere to the contents of the envelope.) 

BEVE Mail-Out Envelope: 4-1/8 x 9-1/2": (Requires security tint) Envelope must be open, with gummed fold-over flap 

for sealing and contain high cut diagonal seams or double side seams. Flap depth must meet USPS standards and flap 

must be coated with a suitable remoistenable glue that will securely seal the envelope without adhering to contents, not 

permit resealing of the envelope and permit easy opening by the recipient. Face of envelope to contain a 4-1/4 x 1-3/4” 

die cut address window with slightly rounded corners. Die cut is to be located 1/2" from the bottom edge of the envelope 

and 3/4" from the left edge of the envelope (the long dimension of the window is to be parallel to the long dimension of 

the envelope). Contractor has the option to adjust the size of the window opening (subject to Government approval), 

providing the visibility of the computer generated mailing address and barcode on the notice is not obscured, and other 

extraneous information is not visible when material is inserted into the envelope. Window is to be covered with a suitable 

poly-type transparent low gloss material that must be clear of smudges, lines, and distortions. Poly-type material must be 

securely affixed to the inside of the envelope so as not to interfere with insertion of contents. Window material must meet 

the current U.S. Postal Service's (USPS) readability standards/requirements. 

eRPA Mail-Out Envelope: 6-1/8 x 9-1/2”: (Requires security tint) Envelope must be open, with gummed fold-over flap 

for sealing and contain high cut diagonal seams. Flap depth must meet USPS standards and flap must be coated with a 

suitable remoistenable glue that will securely seal the envelope without adhering to contents, not permit resealing of the 

envelope and permit easy opening by the recipient. Face of envelope to contain a 4-1/4 x 1-1/2” (or suitable) die cut 

address window with slightly rounded corners. Die cut is to be located 2" from the bottom edge of the envelope and 3/4" 

from the left edge of the envelope (the long dimension of the window is to be parallel to the long dimension of the 

envelope). Contractor has the option to adjust the size of the window opening (subject to Government approval), 

providing the visibility of the computer generated mailing address and barcode on the notice is not obscured, and other 

extraneous information is not visible when material is inserted into the envelope. Window is to be covered with a suitable 

poly-type transparent low gloss material that must be clear of smudges, lines, and distortions. Poly-type material must be 

securely affixed to the inside of the envelope so as not to interfere with insertion of contents. Window material must meet 

the current U.S. Postal Service's (USPS) readability standards/requirements. 

PACKING: Gather the appropriate number of leaves per notice, fold, and insert into mail-out envelope with recipient's 

name and address on first page facing out for visibility through window envelope. It is the contractor's responsibility to 

assure that only the computer-generated address and IMB barcode on the notice will be visible through the window in the 

envelope and that only one notice is inserted into each envelope. 

NOTE: When required, the return envelope is to be inserted behind the notice (when viewed from the window side of the 

envelope). For the eRPA SSA – 732 bilingual notices, the Spanish notice must be in front of the corresponding English 

notice prior to folding and inserting. 

DISTRIBUTION: Deliver f.o.b. destination with the first order and whenever SSA makes a significant change to the 

text, format, or appearance of a notice, 30 complete sample copies of each type of notice, inserted into mail-out envelopes 

but not sealed. Samples must be printed and constructed in accordance with these specifications. Deliver samples to: SSA, 

Printing Management, (Exhibit K). 
EAD, YCER, BEVE and eRPA Notices Page 36 of 45 

104-S (01/16) 

Deliver f.o.b. destination with the first order and whenever copy changes are required, 10 production samples of each 

mail-out and BRM envelope to: SSA, Mail and Postage Policy Team, Attn: Kevin Jennings, 1309 Annex Bldg., 6401 

Security Boulevard, Baltimore, MD 21235-6401. 

Deliver f.o.b. destination with the first order and whenever copy changes are required, 10 production samples of each 

mailer and CRM/BRM envelope to: Social Security Administration (SSA), Printing Management, (Exhibit K).

Mail balance of order f.o.b. contractor's city. The contractor is responsible for all costs incurred in transporting this 

product to the U.S. Postal Service facility. 

DOMESTIC FIRST-CLASS LETTER-SIZE MAIL: The contractor is required to prepare foreign and domestic FirstClass letter-size mail in accordance with appropriate USPS rules and regulations, including the USPS Domestic and 

International Mail Manuals and Postal Bulletins, in effect at the time of the mailing. 

CASS and NCOA Certification of EAD, YCER, BEVE, eRPA and New Notice Files 

NOTE: All Files provided by SSA to the contractor are not CASS or NCOA certified. Contractor will be required to 

complete all necessary processing to obtain certification and mail discounts for USPS. 

CASS Certification: Contractor is required to perform the Coding Accuracy Support System (CASS) certification using 

USPS certified ZIP+4software to generate ZIP+4 Codes and Delivery Point Barcodes. Contractor is required to furnish 

USPS with any required CASS certificates. 

NCOA Certification: Contractor is required to process all files through USPS approved NCOA software and furnish 

USPS with required NCOA certification to achieve the required postal discounts. Important: Contractor cannot change 

the mailing address on the notice. Notices that require a move update can have the new address printed on a label 

on the outside of the mailing envelope and placed over the original address information, or sent at the full USPS 

first class rate. 

The Contractor is required to prepare Domestic First Class letter-size mail pieces and obtain the maximum postage 

discount allowed by USPS in accordance with the appropriate USPS rules and regulations, including USPS Domestic 

Mail Manual, and Postal Bulletins on Automation-Compatible First-Class Domestic Mail Automated and Non-automated 

mail discount structure in effect at the time of the mailing; a) Automation (5-digit); (b) Automation (3-digit); (c) 

Automation (AADC); (d) Automation (Mixed AADC); (e) Non-automation (Presorted); and (f) Non-automation (Single 

Piece). 

Contractor will be required to presort all mail in this contract and achieve USPS automated postal rates. To achieve the 

maximum automation compatible postal discount, the contractor is required to either presort the notices prior to printing 

or sort the mail after the notices are inserted. The contractor may use a Presort subcontractor for the mailing portion of 

the contract. SSA has the right to inspect the subcontractor for the security of the mailing operation and compliance with 

the contract. ALL PIECES WITHOUT BARCODES MUST BE SEPARATED and mailed as a non-automation rate 

single piece mailing. The contractor must disclose how they will achieve maximum postage discounts as required in the 

contract. 

NOTE: Mail addressed to United States territories and possessions (e.g., American Samoa, Federated States of 

Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake Island, and 

Military Overseas Addresses (APO/FPO mail) is Domestic Mail, not International Mail and should be included in the 

discount sorting. 

SSA requires the use of Permit Imprint. The contractor must use SSA’s “Postage and Fees Paid First Class Mail” permit 

imprint mailing indicia printed on each mail piece. Each mail piece sent under this payment method must bear a permit 

imprint indicia showing that postage is paid. Permit imprint indicia may be printed directly on mail pieces. Permit 

imprint mailings must contain at least 200 identical pieces or 50 pounds. The contractor is cautioned to use the permit 

imprint only for mailing material produced under this contract. 
EAD, YCER, BEVE and eRPA Notices Page 37 of 45 

104-S (01/16) 

The mail must be metered and any permit imprint must be covered/concealed by a meter strip. The contractor will be 

reimbursed for the metered postage by submitting a properly completed Postal Service form (or equivalent). All meter 

supplies will be borne by the contractor. 

The contractor is strongly encouraged to use manifest mail when postal regulations allow. The contractor must have a 

Manifest Mailing System (MMS) for First-Class Mail which has been approved by USPS to document postage charges 

for this mailing. Each mail piece must be identified with a unique identification number or with a keyline containing a 

unique identification number and rate information about the piece. Requirements for the MMS are contained in 

Publication 401 “USPS Guide to the Manifest Mailing System” in effect at the time of the mailing. A copy of the USPS 

approval for the MMS must be presented at the postaward conference. 

NOTE: Contractor will be required to produce and use a USPS Intelligent Mail Barcode (IMB) Full Service option and 

achieve the postage discounts available with this option. The contractor will be required to comply with USPS 

requirements and place the IMB on all notices/mailpieces of this workload. 

The contractor is required to be capable of achieving the postage discounts available with the Full-Service option of the 

IMB program. The full service option requires the contractor to use Postal One. 

NOTE: The contractor is responsible for producing and providing all reporting data required for acceptance and 

processing of full service mail required by USPS for the Intelligent Mail Barcode. 

Intelligent Mail Barcoding, delivery address placement and envelopes used for the mailing are among the items that must 

comply with USPS requirements for automation-compatible mail in effect at the time of the mailing. 

In addition, USPS has instituted a verification procedure called a “tap” test. This test is used to screen all mailings with 

barcoded inserts for proper barcode spacing within the envelope window. When the insert showing through the window is 

moved to any of its limits inside the envelope, the entire barcode must remain within the barcode clear zone. In addition, 

a clear space must be maintained that is at least 0.125” between the left and right edges of the window, and at least 0.028” 

clearance between the Intelligent Mail Bar code and the top and bottom edges of the window. 

All letters in a mailing must pass the “tap” test in order to obtain the maximum postal discounts for the ordering agency. 

The contractor will be responsible for payment of any additional postage resulting from a loss of postage discounts due to 

failure to pass the “tap” test because of inaccuracy or failure to conform to USPS specifications. 

Contractor should be aware that USPS uses the Mail Evaluation Readability Look-up Instrument (MERLIN) to evaluate 

barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor must ensure that all barcoded mail 

meets the new barcode standards. The contractor will be responsible for payment of any additional postage resulting from 

a loss of such discounts due to failure of the contractor-generated barcodes to pass the MERLIN test because of 

inaccuracy or failure to conform to USPS specifications. 

NOTE: The Government reserves the right to make changes to the size and position of mail-out envelope window 

openings during the term of the contract to comply with the USPS new Intelligent Mail Barcode. Notification of a 

proposed change will be given sufficient time for the contractor to allow for the change and submit proofs to the 

Government. Therefore, the contractor should not preprint or maintain more than a 90-day surplus/inventory of any 

of the mail-out envelopes required on this contract. 

The Government must not be required to purchase from the contractor the surplus/inventory of any of the mail-out 

envelopes remaining on hand in excess of what was authorized when an envelope change is implemented. 

INTERNATIONAL MAIL: All items mailed must conform to the appropriate USPS International Mail Manual (IMM), 

Postal Bulletin, and other USPS rules and regulations in effect at the time of mailing. 

Permit imprint (G-11 mailing indicia) may be used for International Mail providing the mailing consists of at least 200 

pieces. Permit imprint may not be used if less than 200 pieces. Instead, the mail must be metered and any permit imprint 

must be covered/concealed by a meter strip. The contractor will be reimbursed for the metered postage by submitting a 

properly completed Postal Service form (or equivalent) with the contractor’s billing invoice. All meter supplies must be 

borne by the contractor. 
EAD, YCER, BEVE and eRPA Notices Page 38 of 45 

104-S (01/16) 

If the mailing meets the qualifications for International Priority Airmail (IPA), it should be processed through IPA in 

accordance with postal rules and regulations in effect at the time of mailing. 

Contractor must prepare mailpieces in accordance with the shape-based requirements of First–Class Mail International 

service listed in the USPS International Mail Manual (IMM) and the additional requirements for IPA as specified in the 

most recent IMM. The contractor is required to sort the mail to achieve the maximum postage discounts available with 

the IPA program. To maximize postage savings, the contractor shall sort to the IPA Rate Group 1 through 15. Due to 

heightened security, many foreign postal administrations require complete sender and addressee information in roman 

letters and Arabic numerals on postal items. 

The complete address of the sender, including ZIP Code and country of origin, should be shown in the upper left corner of 

the address side of the envelope, package, or card. International Mail return addresses must show as the last line of the 

address “UNITED STATES OF AMERICA” or “USA”, all in capital letters. 

All International Mail must be endorsed “PAR AVION” or “AIR MAIL” as described in the “USPS IMM”. (The 

contractor may use a rubber stamp to meet these requirements.) International Mail cannot contain a presort 

endorsement. 

NOTE: The contractor is cautioned that files listed will contain mail addressed to United States territories and possessions 

(American Samoa, Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto 

Rico, Virgin Islands, Wake Island, and Military Overseas Addresses (APO/FPO mail). This mail is Domestic Mail, 

NOT International Mail and should be included in the discount sorting above. 

MAILING DOCUMENTATION: The contractor must provide SSA with complete copies of all documents, including 

GPO's Form 712 (Certificate of Conformance), used by USPS to verify and accept the mail (e.g., computer records of 

presort ZIP+4, barcode breakdown, press runs, etc.). The contractor must place the number that is on top of the GPO 

Form 712 (the number that starts with "A") in the space provided on the USPS mailing statements. If no space is provided 

on the mailing statement, place the number in the upper right margin of the mailing statement. 

NOTE: The contractor will use the Federal Agency Cost Code of 276-00012 on all mailing documents. 

The contractor must provide the copies to SSA's Printing Management via e-mail within 72 hours of being provided to 

USPS. All copies must be legible and include both obverse and reverse side and should be sent to: Social Security 

Administration (SSA), Printing Management, (Exhibit K). The contractor is to supply a daily report for each mailing 

showing the number of notices printed, folded, inserted, and delivered to the post office. These reports are to begin on the 

day of printing and continue daily until the end of the term of the contract. Report is to be e-mailed to SSA (see Exhibit 

K). 

All expenses incidental to returning materials, submitting proofs, and furnishing sample copies must be borne by the 

contractor. 

PAYMENTS ON PURCHASE ORDER: Processing vouchers for payment, FAX the completed invoice to GPO by 

utilizing the GPO barcode coversheet program application. Access the following hyperlink and follow the instructions as 

indicated: 

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

One copy of billing payment voucher form 1034 for each print order showing amount of billing invoice must be sent 

within 10 days of delivery date to SSA, (Exhibit K). 

Facsimile transmission should only be used when no samples are required with your invoice, otherwise payment will be 

held up while the invoice is returned to you for the required sample(s). 

If mailed, all voucher packages and envelopes MUST be mailed to: COMPTROLLER-FMCE, Office of Financial 

Management, U.S. Government Printing Office, Washington, DC 20401. 
EAD, YCER, BEVE and eRPA Notices Page 39 of 45 

104-S (01/16) 

NOTE: Do not mail your invoice to any other GPO Procurement Office 

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

receipt of the daily electronic task order. 

Furnished material and proofs must be picked up from and delivered to: Social Security Administration (SSA), Printing 

Management, (Exhibit K). 

The first task order for actual production will be issued in February 2015. 

SCHEDULE FOR PROOFS: 

The contractor must submit all proofs for envelopes within seven (7) workdays after receipt of furnished materials. 

Manuscript and camera copy must be returned with proofs. 

The Government will approve, conditionally approve, or disapprove these proofs within five (5) workdays of the receipt 

thereof. 

Submit revised proofs, if necessary due to author's alterations, within five (5) workdays after receipt of furnished material. 

Revised proofs will be available for pickup within three (3) workdays. 

SCHEDULE FOR PRIOR TO PRODUCTION TESTS: 

Prior to receiving wire transmission of live production data files, the contractor will be required to perform the following 

tests: (The wire transmission test will begin after the Government is notified of the availability of the system.) 

1) Pre-ProductionValidation Test: Within five (5) workdays after Government approval of proofs and prior to the 

Pre-Production Press and Mail Run test, the contractor is required to perform a Pre-Production Validation Test. 

The contractor must furnish SSA a total of 75 printed samples of each notices twenty five (25) to SSA, Printing 

Management, (Exhibit K) and fifty (50) printed samples to Wilkes-Barre Data Operations Center, Attn: 

Andrea Moore, 1150 East Mountain Drive, Room 341, Wilkes Barre, PA 18702-7997; from the test files 

furnished shortly after the post award conference. The Government will approve, conditionally approve or 

disapprove the samples from the Pre-Production Validation Test within 10 workdays of receipt thereof. (See 

PREPRODUCTION VALIDATION TEST). 

2) Programming a New Notice or Notice Change/Signature Validation Test/New and Existing Notice Files 

Validation Test –When required, the Government will furnish test files for wire transmission that are to be used 

performing a Systems Change Validation Test. This test is required whenever SSA initiates a 

systems/programming change. When required, the contractor will furnish up to 75 printed samples (no envelopes 

or enclosures) These samples should be furnished to the same above addresses for approval. The Government will 

approve, conditionally approve or disapprove the samples within seven (7) workdays of receipt thereof. 

3) Pre-Production Press and Mail Run Test: The Contractor will be required to perform a 12-hour press and mail 

run test on their equipment and using their personnel, within five (5) workdays after Government approval of 

validation test samples and after the contractor receives the materials necessary to perform the test. The 

contractor will be required to print and prepare for mailing 61,654 notices. The mailers will be produced in 

accordance with all contract specifications and USPS regulations. (See “PRODUCTION PRESS AND MAIL 

RUN TEST”). 

4) Wire Transmission Test: The contractor will be required to receive within one workday 208,040 notices 

(multiple pages). The contractor will be required to perform a Record Count Verification within one workday 

after the complete transmission of the test file. The contractor will be required to copy the files to their own 

system and provide SSA’s Printing Management (Exhibit K) with the exact counts received (broken down by 
EAD, YCER, BEVE and eRPA Notices Page 40 of 45 

104-S (01/16) 

dataset name) before proceeding with any other processing. SSA will respond immediately for verification. When 

the Record Count Verification has been successfully completed, the contractor will be required to provide SSA, 

Printing Management, (Exhibit K) within two workdays, 75 samples from the Wire Transmission Test. (See 

“WIRE TRANSMISSION TEST”).

5) eRPA Payment Stub Validation Test: Within ten (5) workdays after receipt of test files and prior to the 

Preproduction Press and Mail Run Test, the contractor will be required to perform the eRPA Daily Notice 

Payment Stub Validation Test. 

PAYMENT STUB NOTICES: Daily eRPA files will contain notices requiring a micro-perforated payment 

stub page with an alpha-numeric scanline. The micro-perforation on the payment stub page shall be located 3-

1/2” (plus or minus 1/16”) up from the bottom of the page and run along the entire 8-1/2” dimension. The 

alpha-numeric scanline shall be printed using the OCR-A font. The payment stub page (full 8-1/2 x 11” leaf) is 

part of the notice itself and will be electronically transmitted. 

NOTE: The payment stub portion (i.e., the portion below the micro-perforation), once detached, will be scanned. It 

is critical that the bottom of the OCR-A scanline shall be 1/2” from the bottom of the payment stub page and that, 

when reading from the right, the first encodable character is encountered at least 1/4” but no more than 5/16” 

(plus or minus 1/16”) from the right leading edge of the payment stub. The payment stub produced requires 

precision spacing, printing, and trimming and must be guaranteed to function properly when processed through 

the current High Speed scanning equipment owned by SSA. A form is a reject when its OCR print cannot be 

correctly deciphered on the first pass through the specified reading equipment.

NOTE: Contractor must notify GPO of the date and time the preproduction press/mail-run test will be 

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

prior to all tests. 

The contractor will be required to have all material necessary to perform these tests. Government representatives will 

witness all phases of the Preproduction Press and Mail Run Test. The contractor must produce a sufficient amount of 

notices that will prove to the Government representatives that the contractor can satisfactorily complete the requirements 

of this contract during live production. 

NOTE: Failure of the contractor to perform any of the above tests satisfactorily may be cause for default. The 

Government reserves the right to waive the requirements of these tests. The contractor will be notified at the 

Postaward Conference if any test(s) will be waived.

PRODUCTION SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of 

any job prior to receipt of the daily electronic task order and verification of counts from same. 

Workday – The term “workday” is defined as Monday through Friday* each week, excluding of the days on which 

Federal Government holidays are observed. Also excluded are those days on which the Government Printing Office is not 

open for the transaction of business, such days of national mourning, hazardous weather, etc. 

Federal Government Holidays are as follows: New Year’s Day, Martin Luther King’s Birthday, President’s Day, 

Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. 

*NOTE: The contractor’s FTMS software must be operational for the receipt of data files 24 hours a day, seven (7) days 

a week, unless otherwise specified by the Government. (See “FILE TRANSFER MANAGEMENT SYSTEM (FTMS) 

REQUIREMENTS” for additional information). 

Live production files will be transmitted on a daily basis Monday through Saturday for the for, BEVE and eRPA notices, 

except for Federal holidays in which case the data will be transmitted on the next day (i.e., when a Federal holiday falls on 

a Friday, production files will be transmitted on Saturday). 

NOTE: Contractor must not proceed with processing a transmission until counts are verified against the task order. If 

a discrepancy is found, the contractor must call SSA’s Scheduling Helpline immediately at 410-966-5469. 
EAD, YCER, BEVE and eRPA Notices Page 41 of 45 

104-S (01/16) 

REGULAR SCHEDULE: 

EAD and YCER: Complete production and mailing must be made within 7 workdays after receipt of each complete wire 

transmission. 

BEVE and eRPA: Complete production and mailing must be made within 3 workdays after receipt of each complete 

wire transmission (e.g., transmissions received on Monday must be mailed by close of business the following Thursday, 

transmissions received on Saturday must be mailed by the close of business Wednesday). 

New Notices (mailer X): Complete production and mailing must be made on these notices within 3 to 7 workdays after 

receipt of each complete wire transmission as specified by the Government; e.g., transmissions received on Monday must 

be mailed by close of business the following Monday, transmissions received on Saturday, must be mailed by close of 

business Friday. 

ACCELERATED PRODUCTION SCHEDULE: 

DAILY MAILERS EXCEEDING ESTIMATED QUANTITIES: When the number of mailers exceeds the maximum 

estimated total daily or weekly mailers combined for EAD, YCER, BEVE, and eRPA by up to an additional 25%, the 

Contractor will receive a 15% Premium Payment for extra mailers. The Premium payment shall apply to all Schedule of 

Prices except Item III. PAPER and must be documented on the vouchers for payment. No additional time will be allowed 

for the mailing of these notices. Failure of the contractor to meet the Accelerated Production Schedule will result in 

forfeiture of the Premium Payment. 

Sample copies of notices and envelopes (with first order or whenever SSA makes a significant change) delivered on 

regular or accelerated schedules must be delivered to SSA within 10 workdays after completion of the order. (See 

"DISTRIBUTION" on page 36 for details.) 

PRODUCTION AND PRESS SHEET INSPECTION: 

The contractor must notify the GPO of the date and time that production inspections can be performed. In order for proper 

arrangements to be made, notification must be given at least 72 hours in advance. Notify the U.S. Government Printing 

Office, Contract Administrator, telephone area code (202) 512-0310. Telephone calls will only be accepted between the 

hours of 8:00 am and 2:00 pm, prevailing Eastern Time. Note: See contract clauses, paragraph 14(e) (1), Inspections and 

Tests of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 6/01)). When supplies are not 

ready at the time specified by the contractor for inspection, the Contracting Officer may charge to the contractor the 

additional cost of the inspection. 

NOTE: If the backup facility is used for the production of these notices, the Government will require a press sheet 

inspection. Prior to production, notification must be given at least 72 hours in advance of startup. 

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, and labels will be furnished with 

the order or shortly thereafter. In the event such information is not received in due time, the contractor will not be 

relieved of any responsibility in meeting the shipping schedule because of failure to request such information. 

Upon completion of each order, the contractor is to notify the U.S. Government Printing Office of the date of shipment (or 

delivery, if applicable). Call (202) 512-0520; callers outside the Washington, DC area may call toll free 800-424-9470 or 

800-424-9471. 
EAD, YCER, BEVE and eRPA Notices Page 42 of 45 

104-S (01/16) 

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 the first year’s 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 under 

this contract for a like period of time. 

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

 I. (a) 9 

 II. (a) 250 

 (b) 6,039 

 

 (c) 4,315 

 (d) 1,489 

 (e) 57 

 (f) 1 

 III. (a) 6,039 

 (b) 4,315 

 (c) 1,489 

 (d) 57 

 (e) 1 

 IV. (a) 9 

 V. (a) 4,315 

 

 VI. (a) 1 

 (b) 1 

 (c) 1 
EAD, YCER, BEVE and eRPA Notices Page 43 of 45 

104-S (01/16) 

SECTION 4.- SCHEDULE OF PRICES 

Bids offered are f.o.b. destination to Baltimore, Maryland and f.o.b. contractor's city for all mailing. 

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) must 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. 

Prices must be submitted for the entire term of the contract and bids qualified for a lesser period will not be considered. 

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

Cost of all required paper must be charged under Item III. "PAPER". 

I. COMPOSITION: Prices offered must be all-inclusive, and must include the cost of all operations, proofs, films 

and plates if required in accordance with the terms of these specifications for each of the 9 envelopes. 

(a) Envelopes ....................................................................................... per envelope ..................... $ ____________ 

II. PRINTING/IMAGING and BINDING: Prices offered must be all-inclusive and include the cost of all proofs, 

materials and operations necessary for the complete production of the product listed in accordance with these 

specifications. 

(a) *Daily Makeready/Setup Charge .............................................................................................. $ ____________ 

*Contractor will be allowed only one (1) makeready/setup charge per workday (maximum 5 per print 

order). This combined charge shall include all materials and operations necessary to makeready and/or 

setup the contractor’s equipment for all mailers run each day. Invoices submitted with more than one 

makeready/setup charge per workday will be disallowed. 

 (b) Leaves ............................................................................................ per 1,000 leaves ................ $ ____________ 

(c) Mail-Out Envelope 

 (4-1/8 x 9-1/2”) or (6-1/8 x 9-1/2”) ............................................. per 1,000 envelopes .......... $ ____________ 

(d) White BRM Envelope (5-3/4 x 8-3/4”) ......................................... per 1,000 envelopes .......... $ ____________ 

(e) White CRM Envelope (5-3/4 x 8-3/4”) ......................................... per 1,000 envelopes .......... $ ____________ 

(f) Green BRM Envelope (3-7/8 x 8-7/8") ......................................... per 1,000 envelopes .......... $ ____________ 

 ____________ 

Initials 
EAD, YCER, BEVE and eRPA Notices Page 44 of 45 

104-S (01/16) 

III. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as. The cost of 

any paper required for make-ready or running spoilage must be included in the prices offered ordered on the 

individual task order, will be based on the net number of leaves furnished for the product(s) ordered. 

Computation of the net number of leaves will be based on the following: 

Personalized Notices: (8-1/2 x 11”) A charge will be allowed for each page-size leaf. 

Envelopes: 

Mail-Out Envelopes: (4-1/8 x 9-1/2”) One leaf will be allowed for each envelope. 

Mail-Out Envelopes: (6-1/8 x 9-1/2”) One leaf will be allowed for each envelope. 

White BRM Return Envelope: (5-3/4 x 8-3/4”) One leaf will be allowed for each envelope. 

Green BRM Return Envelope: (3-7/8 x 8-7/8”) One leaf will be allowed for each envelope. 

White CRM Reply Envelope: (5-3/4 x 8-3/4”) One leaf will be allowed for each envelope. 

PER 

1,000 LEAVES 

(a) Personalized Notices: White OCR Bond (20 lb.) .................................................................... $ ____________ 

(b) Mail-Out Envelope: White Wove (24 lb.) or White Offset Book (60 lb.) ................................ $ ____________ 

(c) White BRM Envelope: White Wove (20 lb.) ........................................................................... $ ____________ 

(d) White CRM Envelope (5-3/4 x 8-3/4”) ......................................... .......................................... $ ____________ 

(e) Green BRM Envelope: Green Wove (20 lb.) ........................................................................... $ ____________ 

IV. PROCESSING/FORMATTING FILES: The contractor will be allowed only one (1) charge per mailer for the 

term of the contract to process and/or format the Advanced Function Presentation (AFP) files, AFP Resources, and 

the Mail Run Data Files supplied necessary to print and mail the package. 

(a) Processing/Formatting Files ....................................................... per Mailer ............................ $ ____________ 

 ____________ 

Initials 
EAD, YCER, BEVE and eRPA Notices Page 45 of 45 

104-S (01/16) 

V. INSERTING AND MAILING: Prices offered must include the cost of all required materials and operations 

necessary for the mailing of the notice(s) including cost of collating notice(s) (single or multiple leaves) in proper 

sequence and folding to required size in accordance with these specifications, insertion of notice(s) and reply 

envelope (if required) into mail-out envelope and mailing in accordance with these specifications. 

PER 

1,000 MAILERS 

(a) All Mailers : Inserting of required materials for each mailer ................................................... $_____________ 

VI. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the three (3) 

tests. Pre-Production Validation Tests or Systems Change/ New Notice File Validation, Daily Notice 

Payment Stub Validation Test, Wire Transmission Test, as specified in these specifications. These costs 

shall cover but are not limited to: machine time, personnel, all required materials, wire transmissions, 

films, plates, paper, printing, imaging, collating, inserting, mail preparation, and any other operations 

necessary to produce the required quantities of the product in the time specified and in accordance with 

specifications.

(a) Wire Transmission Test ............................................................................................................ $ ____________ 

(b) Pre-Production Validation Tests or Systems Change / New Notice File Validation ................ $ ____________ 

(c) Daily Notice Payment Stub Validation Test............................................................$ ____________ 

INSTRUCTIONS FOR BID SUBMISSION: Fill out “Section 4.- Schedule of Prices,” initialing or signing each page 

in the space(s) provided. Submit two copies (original and one exact duplicate) of the "Schedule of Prices" with two 

copies of the GPO Form 910, "BID" form. Do not enter bid prices on GPO Form 910; prices entered in the "Schedule of 

Prices" will prevail. 

Bidder ____________________________________________________________________________________________ 

 _________________________________________________________________________________________________ 

(City - State) 

By _______________________________________________________________________________________________ 

(Signature and title of person authorized to sign this bid) 

 _________________________________________________________________________________________________ 

 (Person to be contacted) (Telephone Number) 
EXHIBIT A – Page 1 

 

CONTRACTOR PERSONNEL SECURITY CERTIFICATION 

 

Purpose: This form is used for contractor personnel to certify that they understand SSA's security and 

confidentiality requirements. 

 

I understand the SSA security and confidentiality requirements and agree that: 

 

1. I will follow all SSA rules of conduct and security policy/privacy rules/regulations. 

 

2. I agree not to construct and maintain, for a period of time longer than required by the contract, any file 

containing SSA data unless explicitly agreed to by SSA in writing as part of the task documentation. 

 

3. I agree to safeguard SSA information, whether electronic or hardcopy, in secured and locked containers during 

transportation. 

 

4. I will use all computer software according to Federal copyright laws and licensing agreements. 

 

5. I agree to keep confidential any third-party proprietary information which may be entrusted to me as part of the 

contract. 

 

6. I will comply with systems security requirements contained in the SSA Systems Security Handbook. 

 

7. I will not release or disclose any information subject to the Privacy Act of 1974, the Tax Return Act of 1976, 

SSA Regulation 1 and section 1106 of the Social Security Act to any unauthorized person. 

 

8. I understand that disclosure of any information to parties not authorized by SSA may lead to criminal 

prosecution under Federal law. 

 

 

----------------------------------------------- -------------------------------------- 

Contractor Date 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

______________________________________________________________________________ 

Form SSA-301 (2-98) 
EXHIBIT A – Page 2 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

 _____________________________________________________________________________ 

Form SSA-301 (2-98) 
EXHIBIT A – Page 3 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

_______________________________________________________________________ 

Form SSA-301 (2-98) 
1 

Exhibit B 

0401 – Security and Suitability Requirements (JUNE 2011)

a. Acronyms and Definitions 

 Access to a facility, site, system, or information means physical access to 

any Social Security Administration (SSA) facility or site, logical access to any 

SSA information system, or access to programmatic or sensitive information. 

 CO - Contracting Officer 

 Contractor – In this clause, this term means any entity that has a relationship 

with SSA because of this contract. This term includes, but is not limited to, 

corporations, limited liability partnerships, and individuals. 

 CPOC – Company Point of Contact as specified by the contract 

 CPSPM – Center for Personnel Security and Project Management 

 COTR – Contracting Officer’s Technical Representative 

 Contractor Employee – In this clause, this term means a person hired by an 

SSA contractor to provide services in exchange for compensation. 

 PIV – Personal Identity Verification 

 Subcontractor – In this clause, this term means any entity that has a 

relationship with SSA’s contractor because of this contract. This term 

includes, but is not limited to, corporations, limited liability partnerships, and 

individuals. 

 Subcontractor Employee - In this clause, this term means a person hired by a 

subcontractor to provide services in exchange for compensation. 

 eQIP - Electronic Questionnaire for Investigations Processing 

b. Purpose 

This clause provides SSA’s policies and procedures concerning the conduct of 

background investigations (i.e. suitability determinations). The purpose of these 

investigations is to determine the suitability of contractors, contractor employees, 

subcontractors, and subcontractor employees who need access to an SSA facility, 

site, system, or information. If applicable, the clause also describes the process to 

obtain a PIV credential. 

c. PIV Credentials 

A PIV credential will be required for: 
2 

o Any contractor, contractor employee, subcontractor, or subcontractor 

employee requiring access to a SSA information system or routine, 

unescorted access to a SSA facility or site for a period of six months or 

more. (See Paragraph k. for more information.) 

A PIV credential will not be required for: 

o Any contractor, contractor employee, subcontractor, or subcontractor 

employee requiring escorted access to a SSA facility or site for less than 

six months. 

o Any contractor, contractor employee, subcontractor, or subcontractor 

employee requiring infrequent escorted access to a SSA facility or site, 

even if the access may be longer than six months. For example, 

contractors or contractor employees who provide infrequent 

facilities/equipment maintenance or repair, conduct onsite shredding, etc. 

Please Note: A background investigation is required any time a contractor, 

contractor employee, subcontractor, or subcontractor employee requires any type 

of access to a facility, site, system, or information regardless of whether a 

credential is required or not. 

The contractor is required to include the substance of this clause in any 

subcontract where subcontractors and subcontractor employees will have similar 

access as described in the preceding paragraphs. However, the contractor is 

responsible for obtaining all of the required forms (see paragraphs g-i) from its 

subcontractors and the subcontractors’ employees, reviewing these forms, and 

submitting them to SSA. Subcontractors and subcontractors’ employees shall not 

submit forms directly to SSA. 

d. Authorities 

 Homeland Security Presidential Directive 12

 Office of Management and Budget Memorandum M-05-24

 The Crime Control Act of 1990, Public Law 101-647, subtitle E, as 

amended by Public Law 102-190 (for childcare center security 

requirements) 

 Executive Orders 10450 and 12968 and Title 5, Code of Federal 

Regulations (CFR), Parts 731, 732 and 736 (for positions assigned a 

“National Security” designation) 

e. Background Investigation and Adjudication Process 

The background investigation and adjudication processes are compliant with 5 

CFR 731. 

f. Listing of Applicants 
3 

Upon award, the CPOC will provide to SSA an applicant listing of all individuals 

for whom the contractor is requesting a suitability determination (i.e., background 

investigation). This listing should include the contractor’s name, the contract 

number, the CPOC’s name, the CPOC’s contact information, each applicant’s full 

name, each applicant’s Social Security number (SSN), each applicant’s date of 

birth, and each applicant’s place of birth (must show city and state if born in the 

United States (U.S.) OR city and country if born outside of the U.S.). The 

background investigation process does not start until the CPOC submits this 

applicant listing; therefore, the CPOC should submit the listing as soon as 

practical after award. 

Submit the applicant listing via U.S. Mail to the address located in paragraph i. 

OR via fax to 410-966-0640. 

g. Required Forms 

1) eQIP 

SSA will initiate the eQIP process using the applicant listing provided by the 

CPOC. SSA will email notification to the CPOC that each applicant has been 

invited into the eQIP website to electronically complete their background 

investigation form. The CPOC will provide the website to the applicants to 

complete their eQIP form. The applicant will have up to seven (7) calendar days 

to complete the eQIP form. The seven-day timeframe begins once SSA notifies 

the CPOC of the eQIP invitation(s). The applicant must print the signature pages 

of the form (pages 5 and 6 for Standard Form (SF) 85; pages 7-9 for SF 85P), sign 

the signature pages, and then provide the signed originals to the CPOC. 

2) Paper Forms 

 Two (2) Field Division-258 charts, Applicant Fingerprint Chart (The 

CO will provide the FD-258 charts at the time of contract award.) 

NOTE: The contractor will be responsible for obtaining and providing 

acceptable fingerprints for use by SSA. Regardless of the method used to 

fingerprint contractors, contractor employees, subcontractors, or 

subcontractor employees, (electronic capture or ink) the only acceptable 

fingerprint chart is the FD-258.

 Optional Form 306, Declaration for Federal Employment

 http://www.opm.gov/forms/html/of.asp 

 Fair Credit Reporting Act Authorization Form 

 Federal Investigations Notice: 98-02 

 Original signed and dated eQIP Signature Pages (See paragraph g.1 

above) 

 If the contractor, contractor employee, subcontractor or 

subcontractor employee is not a U.S. Citizen, the individual must 
4 

provide SSA with a legible photocopy of his or her work authorization 

permit and Social Security card. 

h. Forms Completion 

The CPOC must ensure all paper forms are fully completed and signed prior 

to submission to SSA. The fingerprint charts and all paper forms must be legible 

or typed in black ink and all signatures must be in black ink. There must be no 

“breaks” in residences or employment. SSA requires complete addresses, 

including zip codes and phone numbers. SSA must receive forms within 30 days 

of signature and date. 

SSA will return forms not fully completed to the CPOC. To ensure the forms are 

completed correctly, obtain a sample of a properly completed form at the 

following website: 

http://www.ssa.gov/oag/acq/Sample_Security_Requirement_Docs%20.pdf. 

Access information related to the eQIP process at: e-QIP - Quick Reference Guide 

for the Applicant. 

i. Forms Submission 

The CPOC shall submit one cover sheet to SSA containing the names of all of 

the individuals for whom the contractor is submitting completed paperwork. This 

cover sheet should include the contract number, each applicant’s full name, each 

applicant’s SSN, each applicant’s date of birth, and each applicant’s place of 

birth. Submit this cover sheet along with the completed paper forms and two FD258 fingerprint charts for each applicant to: 

SSA 

CPSPM Suitability Team 

6401 Security Boulevard 

Room 1260 Dunleavy Building 

Baltimore, MD 21235 

Simultaneously, the CPOC must submit a copy of the cover sheet ONLY to 

the COTR. 

The CPOC must submit the paper forms at least 15 days prior to the date work 

is to begin. For new contract employees, subcontractors, or subcontract 

employees (i.e., those who had not previously received a suitability determination 

under this contract) who will need access to a SSA facility, site, information, or 

system, the contractor must submit these forms at least 15 days prior to beginning 

work under the contract. 

j. Suitability Determination 

A Federal Bureau of Investigation fingerprint check will be used as part of the 

basis for making a suitability determination. This determination is final unless 

information obtained during the remainder of the full background investigation, 
5 

conducted by the Office of Personnel Management, is such that SSA would find 

the individual unsuitable to continue performing under this contract. CPSPM will 

notify the CPOC, COTR, and CO of the results of these determinations. 

No contractor, contractor employee, subcontractor, or subcontractor employee 

will be allowed access to a SSA facility, site, information, or system until CPSPM 

has issued a favorable suitability determination for that contractor, contractor 

employee, subcontractor, or subcontractor employee. 

A contractor is not entitled to an equitable adjustment of the contract because of 

an unfavorable suitability determination(s). Additionally, if SSA determines that 

the number or percentage of unfavorable determinations make successful contract 

performance unlikely, SSA may terminate the contract for cause or default. 

The contractor must notify the contractor employee, subcontractor, or 

subcontractor employee of any unsuitable determinations as soon as possible after 

receipt of such a determination (see paragraph p., below, for an explanation of the 

appeals process). 

k. Obtaining a Credential 

Note: This section applies only if the contractor, contractor employee, 

subcontractor, or subcontractor employee will have access to a facility, site, 

system, or information as described in the first bullet of paragraph c. 

Once the contractor, contractor employee, subcontractor, or subcontract employee 

receives notification of an acceptable suitability determination, but prior to 

beginning work under the contract, the contractor, contractor employee, 

subcontractor, or subcontract employee must appear at the respective Regional 

Security Office or at SSA Headquarters Parking and Credentialing Office to begin 

the credentialing process. The contractor, contractor employee, subcontractor, or 

subcontract employee must present the suitability determination letter and two 

forms of identification at this meeting. At least one of the forms of identification 

must be a Government-issued photo identification (ID) (please see Employment 

Eligibility Verification, I-9, for acceptable forms of ID). For SSA Headquarters 

access, a completed Form SSA-4395, Application for Access to SSA Facilities, 

signed by the contractor, contractor employee, subcontractor, or subcontract 

employee and the COTR is also required. The COTR will provide the SSA-4395 

Form to the contractor, contractor employee, subcontractor, or subcontract 

employee when applicable. 

The contractor must contact the COTR to arrange for credentialing. The COTR is 

responsible for scheduling an appointment for contractors, contractor employees, 

subcontractors, or subcontract employees to meet with the appropriate SSA 

Parking and Credentialing Office or Regional Security Office and obtain a 

credential. Once the COTR makes the appointment, the COTR must contact the 

contractor to inform the contractor of the credentialing appointment(s). The 
6 

COTR must also arrange for the contractor, contractor employees, subcontractors, 

or subcontract employees to be escorted (by either the COTR or a COTR’s 

representative) to the appropriate credentialing office at the time of this 

appointment. 

Credentialing appointments last approximately 15 minutes. Depending on a 

contractor’s scheduling needs and availabilities, contractor employees, 

subcontractors, or subcontract employees may be scheduled for credentialing all 

in one day (this process may take a few hours to complete, depending on the 

number of employees that need to be credentialed) or contractor employees, 

subcontractors, or subcontract employees may come in at separate times 

convenient to the individuals’ and the COTR’s schedules. 

SSA Headquarters’ Parking and Credentialing Office representatives can be 

reached by emailing Parking.and.Credentialing@ssa.gov or calling 410/965-5910. 

Regional Security Office contact information can be found in the Appendix at the 

end of this clause. 

l. Contractors, Contractor Employees, Subcontractors, or Subcontract Employees 

Previously Cleared by SSA or Another Federal Agency 

If a contractor, contractor employee, subcontractor, or subcontract employee 

previously received a suitability determination from SSA or another Federal 

agency, the CPOC should include this information next to the individual’s name 

on the initial applicant listing (see paragraph f.). CPSPM will review the 

information. If CPSPM determines another suitability determination is not 

required, it will provide a letter to the CPOC and COTR indicating the contractor, 

contractor employee, subcontractor, or subcontract employee was previously 

cleared under another Federal contract and does not need to go through the 

suitability determination process again. 

m. Contractor Notification to Government 

The contractor shall notify the COTR and CPSPM within one business day if the 

contractor, contractor employee, subcontractor, or subcontract employee is 

arrested or charged with a crime during the term of this contract, or if there is any 

other change in the status of the contractor, contractor employee, subcontractor, or 

subcontract employee (e.g., the contractor employee leaves the company; the 

contractor employee no longer works under the contract; the alien status of the 

contractor, contractor employee, subcontractor, or subcontract employee changes) 

that could affect the suitability determination for that individual. The contractor 

must provide in that notification as much detail as possible, including, but not 

limited to: name(s) of individual whose status has changed, contract number, the 

type of charge(s), if applicable, the court date, and, if available, the disposition of 

the charge(s). 

n. Contractor Return of PIV Credential 
7 

The contractor must account for and ensure that all forms of Governmentprovided identification (PIV credential) issued to a contractor, contractor 

employee, subcontractor, or subcontract employee under this contract are returned 

to SSA’s Headquarters’ Parking and Credentialing Office or Regional Security 

Office, as appropriate, as soon as any of the following occur: when no longer 

needed for contract performance; upon completion of a contractor’s, contractor 

employee’s, subcontractor’s, or subcontract employee’s employment; or upon 

contract completion or termination. 

o. Government Control 

The Government has full control over and may grant, deny, or withhold access to 

a facility, site, system, or information and may remove contractors, or require the 

contractor to remove contractor employees, subcontractors, or require the 

subcontractor to remove subcontractor employees from performing under the 

contract for reasons related to conduct even after the individual has been found 

suitable to work on the contract (see paragraph q. below). 

p. Appeals Process for Unsuitable Determinations 

If a contractor, contractor employee, subcontractor, or subcontract employee 

would like clarification or wishes to appeal an unsuitable determination, his/her 

request must be in writing and submitted within 30 days of the date of the 

unsuitable determination. The contractor may not file appeals on behalf of its 

employees, subcontractors, or subcontract employees; rather, contractor 

employees, subcontractors, or subcontract employees must file their own 

individual appeals. 

 The request for clarification and/or the appeal can be emailed to SSA at 

dchr.ope.hspd12appeals@ssa.gov, or mailed to:

 Social Security Administration 

Attn: CPSPM Suitability Program Officer 

6401 Security Boulevard 

Room 1260 Dunleavy Building 

Baltimore, MD 21235 

q. Removal From Duty 

SSA may remove a contractor, or request that the contractor immediately remove 

or cause to be removed any contractor employee, subcontractor, or subcontract 

employee from working under the contract based on conduct that occurs after a 

favorable suitability determination. This includes temporarily removing a 

contract employee, subcontractor, or subcontract employee should the individual 

be arrested for a violation of law pending the outcome of any judicial 

proceedings. The contractor must comply with these requests to remove or cause 

to have removed any contractor employee, subcontractor, or subcontract 
8 

employee. The Government's determination may be made based on, but not 

limited to, incidents involving the misconduct or delinquency as set forth below: 

i. Violation of the Rules and Regulations Governing Public Buildings and 

Grounds, 41 CFR 101-20.3. This includes any local badging requirements. 

ii. Neglect of duty, including sleeping while on duty; unreasonable delays or 

failure to carry out assigned tasks; conducting personal affairs while on duty; 

and refusing to cooperate in upholding the integrity of SSA's security 

program. 

iii. Falsification or unlawful concealment, removal, mutilation, or destruction of 

any official documents or records, or concealment of material facts by 

willful omissions from official documents or records. 

iv. Disorderly conduct, use of abusive or offensive language, quarreling, 

intimidation by words or actions, or fighting. Also, participating in 

disruptive activities that interfere with the normal and efficient operations of 

the Government. 

v. Theft, vandalism, or any other criminal actions. 

vi. Selling, consuming, possessing, or being under the influence of intoxicants, 

drugs, or substances that produce similar effects. 

vii. Improper use of official authority or credentials. 

viii. Unauthorized use of communications equipment or Government property. 

ix. Misuse of weapon(s) or tools used in the performance of the contract. 

x. Unauthorized access to areas not required for the performance of the 

contract. 

xi. Unauthorized access to employees' personal property. 

xii. Violation of security procedures or regulations. 

xiii. Prior determination by SSA or other Federal agency that a contractor, 

contractor employee, subcontractor, or subcontract employee was unsuitable. 

xiv. Unauthorized access to, or disclosure of, agency programmatic or sensitive 

information, or Internal Revenue Service Tax Return information. 

xv. Unauthorized access to an agency Automated Information System. 
9 

xvi. Unauthorized access of information for personal gain (including, but not 

limited to, monetary gain), or with malicious intent. 

xvii. Not providing for the confidentiality of and protection from disclosure of 

information entrusted to them. Certain provisions of the following statutes 

and regulations that apply to Federal employees also apply equally to 

contractors, contractor employees, subcontractors, and subcontract 

employees: 

The Privacy Act of 1974 

The Tax Reform Act of 1976 and the Taxpayer Browsing Protection Act 

of 1997 

SSA regulation 1 

The Computer Fraud and Abuse Act of 1986 

Section 1106 of the Social Security Act 

xviii.Being under investigation by an appropriate authority for violating any of 

the above. 
10 

Appendix: Regional Security Offices 

Regional Credentialing Contacts for Contractor Employees 

Region 1 – Boston 

Management and Operations Support, Lenny Nyren – 617-565-2840 

Region 2 – New York 

Center for Materiel Resources, Field Services Team, General Office – 212-264-2603 

Region 3 – Philadelphia 

Center for Materiel Resources, Building Management Team, 

General Office - 215-597-8201 

Region 4 – Atlanta 

Center for Security and Integrity, Coleman Wicks – 404-562-1252 

Region 5 – Chicago 

Management and Operations Support, Building Services Unit 

Sharon Young – 312 575-4150 

Evelyn Principe – 312 575-6342 

Sofia Luna – 312 575-5762 

Carlon Brown – 312 575-5957 

Cassandra Murphy - 312 575-5067 

Region 6 – Dallas 

Center for Materiel Resources, Employee Relations, Veronica Drake – 214-767-2221 

Region 7 – Kansas City 

Center for Security Integrity, General Office Line – 816-936-5555 

Region 8 – Denver 

Center for Security and Integrity, Phil Mocon – 303-844-4016 

Region 9 - San Francisco 

Center for Security and Integrity, Cassandra Mapp - 510-970-4124 

Region 10 - Seattle 

 Center for Security and Integrity 

Lisa Steepleton - 206-615-2186 

D’ette Day - 206-615-2149 











EXHIBIT D- Fingerprint Card 







EXHIBIT G 

SYSTEM PLAN 

TYPE OF PROPOSED MAINFRAME PLATFORM_____________________________ 

TYPE OF PERSONAL COMPUTER_________________________________________ 

MEDIA TO BE USED FOR RECEIPT OF FILE TRANSMISSION_________________ 

FILE STORAGE MEDIUM_________________________________________________ 

CYBERFUSION INSTALLED?__________________________________________ 

AMOUNT OF AVAILABLE FILE STORAGE SPACE___________________________ 

TYPE OF PRINT STREAM MAIL RUN CONTROL SYSTEM____________________ 

TYPE OF NETWORK PLATFORM (i.e., NOVELL/NT/UNIX)____________________ 
Exhibit H 

100% Accountability and Summary Reports 

Full Audit report must include the following information (reprints must have the same information): 

1. Program Number/Job Name/Print Order/File Date 

2. PC#/Sequence numbers/Total Volume 

3. Inserter ID and Operator 

4. Date of insertion 

5. Start and End time 

6. Start and End Range (sequence numbers) 

7. Total for each Start and End Range 

8. Event (i.e. Processed, Spoiled, Diverted and reason: Missing Piece, Unverified, Misread etc.) 

9. Status (i.e. Inserted, Routed to Reprint Area, etc.) 

10. Totals 

a. Machine inserted 

b. Sent to Reprint 

c. Reprints Recovered 

d. Records Accounted For 

e. Duplicates 

f. Duplicated Verified 

g. Records less duplicates 

h. Reported Output 

i. Variances 

Example: 

Inserter ID Date Start Time End Time Start Range End Range Total EVENT STATUS

Inserter 1 05/10/12 10:31:04 AM 11:12:45 AM 19386 21567 2182 Standard Processing Inserted

Operator Joe 05/10/12 11:12:50 AM 11:12:50 AM 21568 1 Diverted Routed to Reprint

05/10/12 11:13:10 AM 11:28:06 AM 21569 22516 948 Standard Processing Inserted

05/10/12 11:28:07 AM 11:28:10 AM 22517 22518 2 Diverted/ leave count unverified Routed to Reprint

05/10/12 11:29:30 AM 11:29:35 AM 22519 22521 3 Diverted/missing piece Routed to Reprint

05/10/12 11:29:45 AM 11:30:15 AM 22522 1 Diverted/manual insertion of pub Manual Scan

05/10/12 11:30:34 AM 11:40:35 AM 22523 1 Diverted/misread Manual Scan

Inserter 2 05/11/12 8:12:50 AM 8:12:50 AM 21568 1 Standard Processing Inserted

(REPRINTS) 05/11/12 8:28:07 AM 8:28:10 AM 22517 22518 2 Standard Processing Inserted

Operator Sue 05/11/12 8:29:30 AM 8:29:35 AM 22519 22521 3 Standard Processing Inserted

26604

582

Reprints Recovered: 582

27186

16

16

27170

27170

0

TOTALS

Records Accounted for:

Duplicates:

Duplicates Verified:

Records Less Duplicates:

Reported Output:

Variance:

Audit Report

Program 123-S/SSA Notices Name/PO#54001/File Date

PC # and Sequence Numbers and Volume

Machine Inserted:

Sent to Reprints:
Exhibit H (cont’d) 

The Summary Report must include the following; Reprints must also have all of the same information: 

1. Job Name/Print Order 

2. Piece Quantity 

3. Sequence number range (Start and End Range) 

4. Start date and time 

5. End date and time 

6. Total Processed Pieces 

7. Total Reprints 

8. Total Pieces Inserted 

9. Total Variances 

10. Job Complete or Incomplete 

Summary Report 

Job Information Operation Information 

Job Name: XYZ Notice 

PO # 54001 Start Range: 1 

Piece Quantity: 35862 End Range 35862 

Job Status: Completed 

Date Created: 05/10/12 10:29:54 

Date Completed: 05/11/12 14:22:34 

 

 

Statistical Summary 

35537 Processed Pieces - Completed 05/10/12 

325 Processed Reprints - Completed 05/11/12 

35862 Total Pieces Inserted - 

0 Variances - 

Completed 05/11/12 

Job Complete 
Exhibit I 

Mail Run Data File (MRDF) 

Or Item Level Accountability File 

Record Descriptions Position Length 

Job ID 1 – 5 5 

Piece ID 6 – 11 6 

Total Pages 12 – 13 2 

Select Feeder 2 (0 = No Feed, 1 = Feed) 14 1 

Select Feeder 3 15 1 

Select Feeder 4 16 1 

Select Feeder 5 17 1 

Select Feeder 6 18 1 

Select Feeder 7 19 1 

Select Feeder 8 20 1 

Select Feeder 9 21 1 

Select Feeder 10 22 1 

Vertical Stacker 1 (Seal envelope, do not meter) 23 1 

Vertical Stacker 2 (Do not seal envelope, do not meter) 24 1 

Vertical Stacker 3 (Overweight) 25 1 

Vertical Stacker 4 (Trash) 26 1 

Sealer (0 = No Outsort, 1 = Outsort) 27 1 

Meter 1 (0 = Print, 1 = No Print) 28 1 

Meter 2 29 1 

Customer Name 30 40 

 Address Line 1 70 40 

 Address Line 2 110 40 

 Address Line 3 150 40 

 Address Line 4 190 40 

 Address Line 5 230 40 

 Address Line 6 270 40 

Zip Code 310 5 

 +4 315 4 

 +2 319 2 

Return Name 321 40 

 Address Line 1 361 40 

 Address Line 2 401 40 

 Address Line 3 441 40 

 Address Line 4 481 40 

Account ID 521 16 

Input File Name 537 44 

IMBC Codes 581 65 

Service Type 646 3 

IMBC SerialID 649 9 

Filler 658 3 

User Defined 661 29 

 Vendor ID 690 4 

 Code Name 694 5 

 Total Documents 699 2 

End 701 1 

NOTE: There is one record for each mail packet. 
EXHIBIT J 

PERFORATED PAYMENT STUB TO BE SUPPLIED AT POSTAWARD 
Exhibit K

CONTACT INFORMATION

Print Management Branch 

Social Security Administration 

Jamey Cunningham, 

Room 1340 Annex Building, 

6401 Security Boulevard, 

Baltimore, MD 21235-6401 

Phone-(410)966-8480 Fax-(410)965-6400 

Jamey.cunningham@ssa.gov

Social Security Administration 

Cheryl Tarver 

Room 1363 Annex Building, 

6401 Security Boulevard, 

Baltimore, MD 21235-6401 

Phone-(410)965-7253 Fax-(410)965-6400 

Cheryl.tarver@ssa.gov

Mail and Postage Policy Team 

Social Security Administration 

Attn: Francine Moore 

1712 Annex Bldg., 

6401 Security Boulevard, 

Baltimore, MD 21235-6401 

Phone-(410)965-5055 Fax-(410)965-6400 

Francine.Moore@ssa.gov

Payment Stub Validation 

Social Security Administration 

Danielle McCray 

 (Address to be provided at time of Validation) 

215-597-0529 

Help Desk

410-965-2580 

GPO

David Love 

202-512-0310