Jacket: 747‐806

Title: Pub. 11421 Medicare Sept. 2023 ‐ Dec. 2024 Calendar

Agency: DHHS/CMS

Bid Opening: July 31, 2023 at 2:00 PM

Bid Terms Discounted Total

$98,623.94 5.0% 20 days $93,692.74

$97,079.00 2.00% 20 days $95,137.42

$98,844.22 0.50% 20 days $98,350.00

$117,777.00 4.77% 20 days $112,159.04

$118,948.00 2.0% 30 days $116,569.04

Phoenix Litho

Contractor Name

Monarch Litho

Advantage Mailing

Las Vegas Color

District Creative

Awarded
Specifications by TB Jacket 747-806

Page 1 of 7 DHHS/CMS (4120-01) Req 3-00105

Reviewed by EBR

BID OPENING: Bids shall be opened at 2:00 p.m., prevailing Central Standard Time (CST), on July 31, 2023 for

the U.S. Government Publishing Office, Southcentral Region. This will NOT be a public bid opening.

ISSUE DATE: July 25, 2022

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS, CALL (214) 767-0451, EXT. 

8 (TOM BACON). 

SPECIFICATIONS

U.S. Government Publishing Office (GPO)

Southcentral Region

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

applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 (Rev. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes Program 

for Printing and Binding (GPO Publication 310.1, effective May 1979 (Rev. 09-19)).

PRODUCT: Saddle-Stitched Pamphlets

TITLE: Pub. 11421 R-9-23 Medicare (Sept.-Dec. 2023-2024 Calendar)

QUALITY LEVEL: II Quality Assurance Through Attributes (GPO Publication 310.1, effective May 1979 (Rev. 

09-19)) applies.

QUANTITY: 118,060 pamphlets

PAGES: 32 Text Pages plus Wraparound Cover

TRIM SIZE: 11 x 10”

DESCRIPTION: 

Covers 1 through 4 print in Four Color Process with full bleeds on Covers 1 & 4 and uncommon bleed on the head, 

left, & right margins of Covers 2 & 3. After printing, flood coat Covers 1 & 4 with a clear, non-yellowing gloss 

aqueous coating. Prints head to foot.

Text prints in Four Color Process with full bleed on all edges of even folios and full and/or uncommon bleeds on the 

head, left, & right margins of odd folios. Prints head to foot.

NOTE: Pamphlets must be printed via OFFSET printing on a minimum 4-color press with one single pass. Digital 

printing, direct imaging (toner), and inkjet printing are not acceptable.

GOVERNMENT TO FURNISH: 

- Purchase Order and Excel distribution list will be emailed to the contractor upon award. 

- Print file (see "ELECTRONIC MEDIA") will be uploaded to the contractor’s secure FTP site at time of award.

ELECTRONIC MEDIA:

-PLATFORM: MAC

-SOFTWARE: One PDF file (approx. 93 MB) will be provided. NOTE: File contains circle for drill hole which is 

for placement only and does not print. 

-COLORS: Identified as CMYK.
Page 2 of 7 Jacket 747-806

-FONTS: All fonts are Embedded and/or Embedded Subset.

-OUTPUT: High resolution (175 line screen) output required. 

ADDITIONAL INFORMATION:

- Contractor must have the ability to edit PDF files (when furnished by the Government).

- Contractor is not to request that electronic files provided be converted to a different format. If contractor wishes to 

convert files to a different format, the final output must be of the same or higher quality and at no additional cost to 

the Government.

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

furnished fonts are to be eliminated from the contractor's archive immediately after completion of the contract.

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

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

- Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and 

publishing files to assure correct output of the required reproduction image. Any errors, media damage or data 

corruption that might interfere with proper file image processing must be reported to your contract administrator.

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

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

assigned quality level.

- When PostScript Files are not furnished - prior to making revisions, the contractor shall copy the furnished files 

and make all changes to the copy. 

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

deliverables) and one "press quality" PDF file with the furnished media. Storage media must be MAC/PC 

compatible. The digital deliverables must be an exact representation of the final product and shall be returned on the 

same type of storage media as was originally furnished. The Government will not accept, as digital deliverables, any 

proprietary file formats other than those supplied, unless specified by the Government. 

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

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

Cover: JCP Code L10, White Gloss-Coated Cover, Basis Size 20 X 26”, Basis Weight 80#

Text: JCP Code A182, White No. 2 Gloss-Coated Text, Basis Size 25 X 38”, Basis Weight 80#

INK: 4-color process + clear, non-yellowing gloss aqueous on Covers 1 & 4

MARGINS: Follow file setup - full bleed on all edges of Covers 1 & 4; uncommon bleed on the head, left, & right 

margins of Covers 2 & 3; full bleed on all edges of even text folios; full and/or uncommon bleed on the head, left, & 

right margins of odd text folios.

PROOFS: Deliver the following proofs(*) to the department via email on or before August 4, 2023. 

All proofs will be withheld not longer than 2 workday(s) from date of receipt by the Government** to date of proof 

approval and/or corrections from the ordering agency via email. 

**NOTE: The date of receipt by the Government is NOT considered the first workday.

Contractor furnished proof approval letters will not be recognized for proof approval/disapproval. Contractor must 

not print prior to receipt of an "OK to print" via email from the agency. 

(*) One "Press Quality" PDF Proof (for content only) using the same Raster Image Processor (RIP) that will be used 

to produce the final printed product. Proof must show color and contain all crop marks. Note: This proof will not be 

used/approved for color match or resolution.

NOTE: Proof must show drill hole placement.

Email the PDF proofs to Clinton Howard (clinton.howard@cms.hhs.gov) and Tom Bacon (tbacon@gpo.gov). 

NOTE: Contractor must call Clint Howard (410-786-1962) to confirm receipt. 
Page 3 of 7 Jacket 747-806

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

Furnish," necessary to produce the product(s) in accordance with these specifications.

BINDING: Saddle-stitch in 2 places on the 11" top dimension. Trim 3 sides. Paper Covers: wrap-around, stitch on, 

trim flush, grain must run parallel to spine, score on fold to prevent cracking.

Drill one (1) round hole, 3/16" in diameter, centered left/right on the 11" dimension with center of hole suitable 

distance from foot of pamphlet (see print file for placement). Contractor to ensure drilling does not result in loss of 

information.

PACKING/LABELING: Shrink-wrap in suitable quantities. Pack suitable per shipping container. NOTE: All 

carton labels MUST be completed and labeled with "Pub# 11421 R-9-23 and ICN# 902303".

NOTE: All shipping cartons require a carton label. Contractor to download the "Labeling and Marking 

Specifications" form (GPO Form 905, R. 7-15) from gpo.gov, fill in appropriate blanks, and attach to shipping 

containers. Noncompliance with the labeling and marking specifications on this order may be cause for the 

Government to reject the shipment at destination and return it to the contractor at his/her expense. The Government 

may, at its option, relabel and/or remark in accordance with the specifications and charge all costs to the contractor. 

There will be a minimum charge of $50.00 per order (per Jacket) for all labeling and marking corrections that are 

made by the Government due to the contractor's failure to label/mark all cartons per specifications and Contract 

Terms.

SCHEDULE: 

Purchase Order will be emailed to the contractor on or before August 2, 2023. 

Print files will be available for download on or before August 2, 2023.

Deliver proofs via email on or before August 4, 2023.

F.O.B. Destination: 

- Deliver a total of 118,060 copies to multiple addresses on or before August 28, 2023 - see "DISTRIBUTION" for 

quantity breakdowns and address information.

DISTRIBUTION:

Deliver 115,000 copies on or before August 28, 2023 to: CMS, Attn: Receiving Clerk (410-786-2948), 7500 

Security Blvd, Baltimore, MD 21244-1850.

Deliver* 30 copies on or before August 28, 2023 to: CMS, Dallas, TX 75202. 

Deliver* 50 copies on or before August 28, 2023 to: CMS, Philadelphia, PA 19107-3134.

Deliver* 500 copies on or before August 28, 2023 to: CMS, San Francisco, CA 94103.

Deliver* 200 copies on or before August 28, 2023 to: CMS, Seattle, WA 98422.

Deliver* 50 copies on or before August 28, 2023 to: CMS, Denver, CO 80294.

Deliver* 300 copies on or before August 28, 2023 to: CMS, Boston, MA 02203.

Deliver* 100 copies on or before August 28, 2023 to: CMS, Atlanta, GA 30303.

Deliver* 1,000 copies on or before August 28, 2023 to: CMS, New York, NY 10278.
Page 4 of 7 Jacket 747-806

Deliver* 100 copies on or before August 28, 2023 to: CMS, San Juan, PR 00918.

Deliver* 200 copies on or before August 28, 2023 to: CMS, Chicago, IL 60601.

Deliver* 500 copies on or before August 28, 2023 to: Novak Birch, Baltimore, MD 21225.

Deliver* 25 copies on or before August 28, 2023 to: Steve Smith, Baltimore, MD 21208.

Deliver 5 copies on or before August 28, 2023 to: CMS, Attn: Clinton Howard SL-11-17 (410-786-1962), 7500 

Security Blvd, Baltimore, MD 21244.

*Complete addresses will be provided on the Excel spreadsheet furnished upon award.

COMPLIANCE REPORTING: Contractor must notify the ordering agency on the same day that the product 

ships/delivers via e-mail to Clinton Howard (clinton.howard@cms.hhs.gov) and Tom Baconj (tbacon@gpo.gov). 

The subject line of this message shall be "Distribution Notice for Jacket 747-806, Req 3-00105. The notice must 

provide all applicable tracking numbers, shipping method, and title. Contractor must be able to provide copies of all 

delivery, mailing, and shipping receipts upon agency request.

NOTIFICATION OF SHIPMENT: Immediately after the order has been shipped, the contractor MUST furnish 

shipping information to Agency. Include the order title, GPO jacket number, requisition number, date of shipment, 

quantity (copies, # of cartons, etc.), and tracking information for deliveries. Email clinton.howard@cms.hhs.gov,

infosouthcentral@gpo.gov and tbacon@gpo.gov.

QUALITY ASSURANCE THROUGH ATTRIBUTES: The bidder agrees that any contract resulting from 

bidder’s offer under these specifications shall be subject to the terms and conditions of GPO Pub. 310.1 “Quality 

Assurance Through Attributes – Contract Terms” in effect on the date of issuance of the invitation for bid. 

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

Product Quality Levels:

 (a) Printing (page related) Attributes – Level II

 (b) Finishing (item related) Attributes – Level II

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

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

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

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

Attribute Specified Specified Standard 

P-7 Type Quality and Uniformity Electronic Media 

P-10 Process Color Match File Output

OFFERS: Offers must include the cost of all materials and operations for the total quantity ordered in accordance 

with these specifications. In addition, a price must be submitted for additional copies (per each, per hundred, or per 

thousand). The price of the additional quantities must be based on a continuing run, exclusive of all basic or 

preliminary charges and will NOT be a factor for determination of award.
Page 5 of 7 Jacket 747-806

BID SUBMISSION: Bidders MUST submit email bids to bidssouthcentral@gpo.gov for this solicitation. No other 

method of bid submission will be accepted at this time.

The Jacket number (747-806) and bid opening date (July 31, 2023) must be specified in the subject line of the 

emailed bid submission. Bids received after the bid opening time/date specified above will not be considered for 

award.

NOTE: Bidders are to fill out, sign/initial, and return pages 6-7.

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

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

1. Illegibility of bid. 

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

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

not to exceed GPO’s stated limit. 

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

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

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

official time stamp for bid receipt at the specified location.

PRE-AWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, the 

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

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

award of a contract. As part of the financial determination, the contractor in line for award may be required to 

provide one or more of the following financial documents:

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

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

requirements. Documents submitted will be kept confidential, and used only for the determination of responsibility 

by the Government. Failure to provide the requested information in the time specified by the Government may result 

in the Contracting Officer not having adequate information to reach an affirmative determination of responsibility.

PAYMENT: Submitting invoices for payment via the GPO fax gateway utilizing the GPO barcode coversheet 

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

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

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

located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid.
Page 6 of 7 Jacket 747-806

CONTRACTOR: ____________________________

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

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

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

state shown below in the address block, and the bid will be evaluated and the contract awarded on that basis. If 

shipment is not made from evaluation point, the contractor will be responsible for any additional shipping costs 

incurred.

Bid Amount: ____________________________

Additional rate: _______________ Per _____ 

 

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

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

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

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

date for receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated 

points(s), in exact accordance with specifications.

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

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

__________________

(Contractor’s Initials)

(COMPLETE AND SUBMIT THIS PAGE WITH BID)
Page 7 of 7 Jacket 747-806

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

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

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

completed copy of all applicable pages that include the Jacket Number, Bid Price, Additional Rate, Discounts, 

Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing where indicated. Valid 

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

signatures must be verifiable of the person authorized by the company to sign bids.

Failure to sign the signature block below may result in the bid being declared non-responsive.

Bidder ___________________________________________________________________________________

(Contractor Name) (GPO Contractor’s Code)

___________________________________________________________________________________________

(Street Address)

___________________________________________________________________________________________

(City – State – Zip Code)

By _________________________________________________________________________________________

(Printed Name, Signature, and Title of Person Authorized to Sign this Bid) (Date)

___________________________________________________________________________________________

(Person to be Contacted) (Telephone Number) (Email)

****************************************************************************************************

THIS SECTION FOR GPO USE ONLY

Certified by: ___________________________ Contracting Officer: ___________________________

 (Initials and Date) (Initials and Date) 

***************************************************************************************************

(COMPLETE AND SUBMIT THIS PAGE WITH BID)