PROGRAM: 0478-S 

TITLE: National Endowment of the Arts Public Affairs Office Publications

TERM: Date of Award To 09/30/22

Basis of 

Item No. Description Award UNIT RATE COST UNIT RATE COST

I. PREPRESS:

(a) PDF Soft Proofs ................................................................................... per proof ...... 17 $25.00 $425.00 $4.55 $77.35

(b) Digital Color Content Proofs ............................................ per trim/page-size unit ...... 590 $9.20 $5,428.00 $1.85 $1,091.50

(c ) Digital One-Piece Composite Laminated Halftone Proofs ... per trim/page-size unit ..... 378 $29.15 $11,018.70 $15.50 $5,859.00

(d) System Timework ................................................................................. per hour ...... 7 $95.00 $665.00 $95.00 $665.00

II. PRINTING, BINDING, PACKING AND DISTRIBUTION:

Saddle Stitched Products:

 (a) Printing text pages in two ink colors, including binding...................................per page......

 (1) Makeready and/or Setup 1 $110.00 $110.00 $43.49 $43.49

 (2) Running Per 100 Copies 41 $2.20 $90.20 $0.32 $13.12

 (b) Printing text pages in four-color process, including binding............................per page......

 (1) Makeready and/or Setup 139 $114.45 $15,908.55 $74.13 $10,304.07

 (2) Running Per 100 Copies 4801 $2.23 $10,706.23 $1.15 $5,521.15

 (c) Printing text pages in each additional ink color, spot varnish, or flood varnish, 

not charge for under line Items II. (a) and (b) ........................................... per page.....

 (1) Makeready and/or Setup 82 $21.01 $1,722.82 $13.65 $1,119.30

 (2) Running Per 100 Copies 2698 $0.48 $1,295.04 $11.00 $29,678.00

Perfect-Bound Products:

 (d) Printing text pages in two ink colors, including binding ............................... per page......

 (1) Makeready and/or Setup 4 $117.06 $468.24 $27.94 $111.76

 (2) Running Per 100 Copies 40 $2.28 $91.20 $0.53 $21.20

 (e) Printing text pages in four-color process, including binding ........................ per page......

 (1) Makeready and/or Setup 96 $121.51 $11,664.96 $59.32 $5,694.72

 (2) Running Per 100 Copies 960 $2.31 $2,217.60 $0.88 $844.80

 (f) Printing text pages in each additional ink color, spot varnish, or flood varnish,

not charged for under line Items II. (d) and (e)........................................ per page......

 (1) Makeready and/or Setup 96 $21.01 $2,016.96 $13.65 $1,310.40

 (2) Running Per 100 Copies 960 $0.48 $460.80 $0.11 $105.60

Smythe-Sewn Products:

 (g) Printing text pages in two ink colors, including binding .............................. per page......

 (1) Makeready and/or Setup 5 $119.66 $598.30 $42.77 $213.85

 (2) Running Per 100 Copies 61 $2.69 $164.09 $1.14 $69.54

 (h) Printing text pages in four-color process, including binding ........................ per page......

 (1) Makeready and/or Setup 275 $124.11 $34,130.25 $48.14 $13,238.50

 (2) Running Per 100 Copies 5339 $2.72 $14,522.08 $1.32 $7,047.48

 (i) Printing text pages in each additional ink color, spot varnish, or flood varnish,

not charged for under line Items II. (g) and (h) ......................................... per page.....

 (1) Makeready and/or Setup 255 $21.01 $5,357.55 $13.65 $3,480.75

 (2) Running Per 100 Copies 5139 $0.48 $2,466.72 $0.11 $565.29

Covers:

 (j) Printing Covers 1 & 4 or Covers 2 & 3 in two ink colors, including binding ......per side....

 (1) Makeready and/or Setup 6 $443.00 $2,658.00 $260.25 $1,561.50

 (2) Running Per 100 Copies 116 $7.63 $885.08 $3.58 $415.28

 (k) Printing Covers 1 & 4 or Covers 2 & 3 in four color process, including binding ...per side

 (1) Makeready and/or Setup 4 $563.00 $2,252.00 $523.00 $2,092.00

 (2) Running Per 100 Copies 151 $7.68 $1,159.68 $4.17 $629.67

 (l) Printing Covers 1 & 4 or Covers 2 & 3 in an additional ink color, 

not charged for under line Items II. (j) and (k) .......................................... per side.....

 (1) Makeready and/or Setup 3 $196.00 $588.00 $182.00 $546.00

 (2) Running Per 100 Copies 30 $1.92 $57.60 $0.41 $12.30

 (m) Varnish/Aqueous coating Covers 1 & 4 or Covers 2 & 3 ....................................per side.....

 (1) Makeready and/or Setup 4 $148.00 $592.00 $160.00 $640.00

 (2) Running Per 100 Copies 151 $1.92 $289.92 $0.41 $61.91

III. PAPER: 

Text:

(a) White No. 1 Smooth-Finish Text (80-lbs.)..................................................Per 100 leaves 1204 $3.22 $3,876.88 $1.40 $1,685.60

(b) White No. 1 Smooth-Finish Text (100-lbs.)................................................Per 100 leaves 120 $4.03 $483.60 $1.73 $207.60

( c) White No. 1 Silk/Dull-Coated Text (80-lbs.)..............................................Per 100 leaves 652 $3.10 $2,021.20 $1.36 $886.72

(d) White No. 1 Silk/Dull-Coated Text (100-lbs.)............................................Per 100 leaves 3645 $3.88 $14,142.60 $1.69 $6,160.05

 Consolidated Graphics dba Current Contractor

Westland Printers 

Laurel, MD

S&S Graphics dba Westland Printers

Laurel, MD
PROGRAM: 0478-S 

TITLE: National Endowment of the Arts Public Affairs Office Publications

TERM: Date of Award To 09/30/22

Basis of 

Item No. Description Award UNIT RATE COST UNIT RATE COST

 Consolidated Graphics dba Current Contractor

Westland Printers 

Laurel, MD

S&S Graphics dba Westland Printers

Laurel, MD

Cover:

(e ) White Uncoated Cover (80-lbs.)...................................................................Per 100 leaves 20 $4.72 $94.40 $2.16 $43.20

(f) White Uncoated Cover (100-lbs.).................................................................Per 100 leaves 20 $5.90 $118.00 $2.72 $54.40

(g) White Uncoated Cover (120-lbs.)................................................................Per 100 leaves 81 $8.16 $660.96 $3.90 $315.90

(h) White No. 1 Silk/Dull-Coated Cover (80-lbs.)..............................................Per 100 leaves 151 $4.72 $712.72 $2.10 $317.10

(i) White No. 1 Silk/Dull-Coated Cover (100-lbs.)...........................................Per 100 leaves 51 $5.90 $300.90 $2.65 $135.15

(j) White No. 1 Silk/Dull-Coated Cover (120-lbs.)............................................Per 100 leaves 41 $7.75 $317.75 $3.82 $156.62

CONTRACTOR TOTALS $152,739.58 $102,996.87

DISCOUNT 0.50% $763.70 5.00% $5,149.84

DISCOUNTED TOTALS $151,975.88 $97,847.03

AWARDED
Program 478-S Page 1 of 18

Specifications by CDC

Reviewed by MRN

U.S. GOVERNMENT PUBLISHING OFFICE

Washington, DC

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

National Endowment of the Arts Public Affairs Office Publications

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

National Endowment of the Arts (NEA)

Public Affairs Office

Single Award

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

September 30, 2022, plus up to four (4) optional 12-month extension periods that may be added by the "OPTION 

TO EXTEND THE TERM OF THE CONTRACT" clause in SECTION 1 of this contract.

BID OPENING: Bids shall be opened at 11: 00 a.m., prevailing Washington, DC Time, on August 20, 2021 at the 

Government Publishing Office, Washington, DC. (Due to the COVD-19 pandemic, this will NOT be a public bid 

opening.)

BID SUBMISSION: Due to the COVID-19 pandemic, the physical office, Washington, DC, will NOT be open to 

the public. Based on this, bidders must submit email bids for this solicitation to: bidsapsdc@gpo.gov. No other 

method of bid submission will be accepted at this time. The program number and bid opening date must be specified 

in the subject line of the emailed bid submission. 

Bids received after 11:00 a.m. on the bid opening date specified above will not be considered for award. 

RESTRICTION ON LOCATION OF PRODUCTION FACILITIES: All production facilities used in the 

manufacture of the product(s) ordered under this contract must be located within a 90-mile radius of zero milestone 

Washington, DC.

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

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

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

For information of a technical nature, contact Cecilia Dominguez Castro on (202) 512-0307 or at 

cdominguezcastro@gpo.gov.
National Endowment of the Arts Public Affairs Office Publications Page 2 of 18

478-S (09/22)

SECTION 1. - GENERAL TERMS AND CONDITIONS

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

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

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

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

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standardsfiles-for-vendors/contractterms2018.p

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

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

specifications: 

Product Quality Levels:

(a) Printing (page related) Attributes - Level I.

(b) Finishing (item related) Attributes - Level I.

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

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

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

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

Attribute Specified Standard

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

P-8. Halftone Match (Single and Double Impression) O.K. Press Sheet

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

P-10. Process Color Match O.K. Press Sheet

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

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

P-7. O.K. Proofs/Electronic Media.

P-8. O.K. Proofs/Electronic Media.

P-9. Pantone Matching System.

P-10. O.K. Proofs/Electronic Media.

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

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

expires. If the Government exercises this option, the extended contract shall be considered to include this clause, 

except, the total duration of the contract may not exceed five (5) years as a result of, and including, any extension 

added under this clause. Further extension may be negotiated under the “EXTENSION OF CONTRACT TERM” 

clause. See also “ECONOMIC PRICE ADJUSTMENT” for authorized pricing adjustments(s).
National Endowment of the Arts Public Affairs Office Publications Page 3 of 18

478-S (09/22)

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting 

from this solicitation may be extended for such period of time as may be mutually agreeable to the GPO and the 

contractor.

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

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

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

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

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

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

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

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

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

period will extend from October 1, 2021 to September 30, 2022, and the second and any succeeding period(s) will 

extend for 12 months from the end of the last preceding period, except that the length of the final period may vary. 

The first day of the second and any succeeding period(s) will be the effective date of the economic price adjustment 

for that period. 

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

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

Report by the U.S. Department of Labor, Bureau of Labor Statistics.

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

paragraph. An index called the variable index will be calculated by averaging the monthly Indexes from the 12-

month interval ending 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, 2021, called the 

base index. The percentage change (plus or minus) of the variable index from the base index will be the economic 

price adjustment for the period being considered for adjustment. 

The Government will notify the contractor by contract modification specifying the percentage increase or decrease 

to be applied to invoices for orders placed during the period indicated. The contractor shall apply the percentage 

increase or decrease against the total price of the invoice less reimbursable postage or transportation costs and 

separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted.

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

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

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

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

provide one or more of the following financial documents:

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor 

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

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

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

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

responsibility.
National Endowment of the Arts Public Affairs Office Publications Page 4 of 18

478-S (09/22)

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

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

representatives at the U.S. Government Publishing Office, Washington, DC, immediately after award. At 

Government’s option, this may be held via teleconference.

NOTE: Person(s) that the contractor deems necessary for the successful implementation of the contract must be in 

attendance.

Option Years: For each option year that may be exercised, the Government’s representatives may request a

meeting with the contractor’s representatives to be held at the contractor’s facility to discuss the requirements of

that contract year’s jobs. At Government’s option, this may be held via teleconference.

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

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

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

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

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

Government. Orders may be issued under the contract from October 1, 2021 through September 30, 2022 plus for 

such additional period(s) as the contract is extended. All print orders issued hereunder are subject to the terms and 

conditions of the contract. The contract shall control in the event of conflict with any print order. A print order shall 

be “issued” upon notification by the Government for purposes of the contract when it is electronically transmitted 

or otherwise physically furnished to the contractor in conformance with the schedule.

REQUIREMENTS: This is a requirements contract for the items and the period specified herein. Delivery of items 

or performance of work shall be made only as authorized by orders issued under the clause entitled "ORDERING." 

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

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

orders in the amounts or quantities described as "estimated," it shall not constitute the basis for an equitable price 

adjustment under this contract. 

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

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

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

under this contract if any.

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

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

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

completed during the effective period of this contract.

If shipment/delivery of any quantity of an item covered by the contract is required because 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 delivery, the Government may procure this requirement from another source.

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

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

forth herein which are called for by print orders issued under the "ORDERING" clause of this contract.
National Endowment of the Arts Public Affairs Office Publications Page 5 of 18

478-S (09/22)

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 before bid opening. GPO will use the 

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

email server as the official time stamp for bid receipt at the specified location.

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

GPO barcode coversheet program application is the most efficient method of receiving payment. Instruction for 

using this method can be found at the following web address:

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

located at: https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid. 

All contractor billing invoices must be itemized under the line items in the "SCHEDULE OF PRICES."
National Endowment of the Arts Public Affairs Office Publications Page 6 of 18

478-S (09/22)

SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of separate and self-covered saddle-stitched, perfect-bound, and 

smythe-sewn publications requiring such operations as electronic prepress, printing, binding, packing, and 

distribution.

TITLE: National Endowment of the Arts Public Affairs Office Publications.

FREQUENCY OF ORDERS: Approximately 5 to 15 orders per year.

NOTE: More than one publication may be ordered on the same print order requiring the same schedule.

QUANTITY: Approximately 1,000 to 15,000 copies per order.

NUMBER OF PAGES: Approximately 8 to 320 pages (plus cover, when ordered) per order.

TRIM SIZE: 5-1/2 x 8-1/2” up to and including 9 x 12” (including album style).

GOVERNMENT TO FURNISH: Electronic media will be furnished as follows:

Storage Media: Email, FTP.

Software: Adobe Acrobat, Microsoft Word, Adobe Illustrator; Adobe InDesign, Adobe Photoshop.

All files will be created in current versions or near current versions of the above

mentioned programs.

NOTE: All Government software upgrades (for specified applications) which may occur 

during the term of the contract, must be supported by the contractor.

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

Contractor is cautioned that furnished fonts are the property of the Government and/or 

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

immediately after completion of the contract.

 Additional

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

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

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

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

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

The contractor must be able to accept files electronically via email and contractor-hosted FTP server. Appropriate 

log-on instructions and protocol must be provided by the contractor at time of award. The contractor shall provide 

security, which at a minimum, shall require a unique user ID and password for access.

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

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

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

individual listed on the print order.
National Endowment of the Arts Public Affairs Office Publications Page 7 of 18

478-S (09/22)

The contractor shall validate integrity and predictability of the listed software under “GOVERNMENT TO 

FURNISH” through preflight operations. Contractor is to check for potential problems in the following areas: fonts; 

missing links; ink colors; print settings; and, external plug-ins. The contractor shall notify the agency immediately,

if there is damage to the electronic file, file corruption, difficulties in image processing, and errors discovered during 

the preflight operations. 

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

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

assigned quality level.

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

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

that the Government will make all major revisions. 

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

a copy to Don Ball at balld@arts.gov.

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

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

product and shall be returned on the same type of storage media as was originally furnished. The Government will 

not accept, as digital deliverables, PostScript files, Adobe Acrobat Portable Document Format (PDF) files, or any 

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

deliverable must be clearly indicated on the subject line with Title, Jacket Number, Program Number 478-S and 

Print Order Number. The Government will accept PDF files as digital deliverables when furnished by the 

Government.

PROOFS:

When ordered, contractor must submit one (1) “Press Quality” PDF soft proof (for content only) for all items 

ordered on the print order, using the same Raster Image Processor (RIP) that will be used to produce the final printed 

product. PDF proof will be evaluated for text flow, image position, and color breaks. Proof will not be used for 

color match.

When ordered, one (1) set of digital color content proof of the complete product. Direct to plate must be used to 

produce the final product with a minimum resolution of 2400 x 2400 dpi. Proofs must be created using the same 

Raster Image Processor (RIP) that will be used to produce the product. Proofs shall be collated with all elements in 

proper position (not pasted up), imaged face and back, trimmed, and folded to the finished size of the product, as 

applicable.

When ordered, one (1) set of digital one-piece composite laminated halftone proofs on the actual production stock 

(Kodak Approval, Polaroid PolaProof, CreoSpectrum, or Fuji Final Proof) with a minimum resolution of 2400 x 

2400 dpi. At contractor’s option, one (1) set of inkjet proofs that are G7 profiled and use pigment-based inks may 

be submitted in lieu of digital one-piece composite laminated halftone proofs. A proofing RIP that provides an 

option for high quality color matching such as Device Links Technology and/or ICC Profiles Technology, and 

meets or exceeds industry tolerance to ISO 12647-7 standard for Graphic Technology (as of 2016 and future 

amendments) must be utilized. Proofs must be ripped and sent at plate resolution (minimum of 2400 x 2400 dpi). If 

using a 1-bit tiff, the tiff must be made at a minimum of 2400 dpi. Output must be a minimum of 2400 x 1200 dpi 

on a GRACoL or SWOP certified proofing media. Proofs must contain both of the following to be evaluated for 

accuracy: 3-tier color control strip: IDEAlliance ISO 12647-7 2013(i1), and the GPO Resolution target found on 

www.gpo.gov/gporestarget.pdf. 
National Endowment of the Arts Public Affairs Office Publications Page 8 of 18

478-S (09/22)

NOTE: At any point during the term of this contract, if a contractor chooses this proof option, prior evaluation and 

approval of this proofing method must be provided by GPO, Quality Level Sample Submission Procedures to ensure 

that the final product will be produced in accordance with contract specifications. See instructions at: 

https://www.gpo.gov/how-to-work-with-us/vendors/forms-and-standards. Failure to obtain this evaluation and 

approval may be cause for the job to be rejected should the final product not match the proofs for color.

Pantone colors may be substituted with a similar color (with the exception of process yellow) but may not be built 

out of the four process colors. When requested, contractor to submit ink draw downs on actual production stock of 

Pantone colors used. Half of the ink draw down must be coated if coating is required.

Spot varnish may be shown as either a digital content proof or as an overlay on the one-piece laminated proofs.

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

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

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

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

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

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

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

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

of revised proofs before rendering an “O.K. to Print.” Author’s Alterations (AA’s) may be required. 

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

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

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

Contractor must not print prior to the receipt of an “O.K. to Print.”

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

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

September 2019.

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

All text paper used in each copy must be of a uniform shade. All cover paper must have the grain parallel to the 

spine.

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

NOTE: Some orders will be self-covered.

Text:

White No. 1 Smooth-Finish Text, basis weight: 80 lbs. per 500 sheets, 25 x 38", equal to JCP Code A61. 

Exception: Basis weight: 100 lbs. per 500 sheets, may also be required.

White No. 1 Silk/Dull-Coated Text, basis weight: 80 and 100 lbs. per 500 sheets, 25 x 38", equal to JCP Code A261.
National Endowment of the Arts Public Affairs Office Publications Page 9 of 18

478-S (09/22)

Cover:

White Uncoated Cover, basis weight: 80, and 100 lbs. per 500 sheets, 20 x 26" equal to JCP Code L23. 

Exception: Basis weight 120 lbs. per 500 sheets.

White No. 1 Silk/Dull-Coated Cover, basis weight: 80, 100, and 120 lbs. per 500 sheets, 20 x 26", equal to JCP 

Code L61.

PRINTING:

Text: Print head-to-head in two to five ink colors including 4 color process or 4 color process plus one ink color, or 

four-color process. Match Pantone colors specified on print order. The fifth color cannot be built out of the four 

process colors.

Covers: Print Covers 1 and 4 or Covers 1 through 4 head-to-head in two to five ink colors, including four-color 

process, or four color process plus one ink color.

After printing, varnish or aqueous coat Covers 1 and 4 or Covers 1 through 4, and spine (as ordered). 

Varnish/Coating used must be clear and non-yellowing to prevent scratching and smearing. An occasional 

publication will require flood varnish and/or spot varnish on photos in text pages.

All 4-color process printing must be produced on a press capable of printing four colors in a single pass through the 

press (minimum of four printing units). 

All orders printing in four-color process plus one additional Pantone color must be produced on a press capable of 

printing five colors in a single pass through the press (minimum of five printing units).

MARGINS: Adequate gripper margins; follow approved proofs and furnished electronic media. Contractor should 

anticipate bleeds on text and cover pages.

BINDING: Cover must fold parallel to the grain as to avoid any cracks when binding.

Saddle-Stitched Products: Saddle-wire stitch in two places and trim three sides. Each product must contain 

complete 4-page signatures after trimming. Single leaves connected with a lip (i.e., binding stub) to left or right side 

of stitches will not be allowed.

Perfect-Bound Products: Perfect-bind text and wraparound cover; trim three sides.

Smythe-Sewn Products: Smythe-sew text and wraparound cover; trim three sides.

PRESS SHEET INSPECTION: Final makeready press sheets will 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 makeready 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) dated January 2015. 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.

Press sheets must contain control bars for each color of ink on the sheet. Control bars must be placed parallel to 

the press’s ink rollers. The control bars (such as BRUNNER, GATF, GRETAG, or RIT) must show areas consisting 

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

for process color (if applicable). These areas must be repeated across the entire press sheet.
National Endowment of the Arts Public Affairs Office Publications Page 10 of 18

478-S (09/22)

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

Pallets are required.

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

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

open nor split during shipping or delivery process.

LABELING AND MARKING (package and/or container label): Contractor to download the “Labeling and 

Marking Specifications” form (GPO Form 905, Rev. 7-15) from www.gpo.gov, fill in appropriate blanks, and attach 

to shipping containers. Label must clearly show GPO program number, jacket number, and print order number

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

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

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

using GPO Form 917 – Certificate of Selection of Random Copies which can be located on GPO.gov. The random 

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

 Quantity Number of

Ordered Sublots

500 - 3,200 50

3,201 - 10,000 80

10,001 - 35,000 125

35,001 and over 200

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

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

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

on all shipping documents and sent in accordance with the distribution list.

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

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

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

result in delay in processing the invoice. 

QUALITY ASSURANCE RANDOM COPIES: The contractor may be required to submit quality assurance 

random copies to test for compliance against the specifications. The print order will indicate the number required, 

if any. When ordered, the contractor must divide the entire order into equal sublots and select a copy from a different 

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

GPO Form 917 – Certificate of Selection of Random Copies which can be located on GPO.gov. Copies will be paid 

for at the running rate offered in the contractor’s bid, and their cost will not be a consideration for award. A copy 

of the print order must be included with the samples.

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

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

identified by GPO program, jacket, and print order numbers must be furnished with billing as evidence of mailing.

DISTRIBUTION: Deliver f.o.b. destination to addresses within a 70-mile radius of Washington, DC, and ship 

f.o.b. contractor’s city to addresses outside a 70-mile radius of Washington, DC. (Domestic and foreign destinations

will be required.)

Inside delivery to specified room number is required.
National Endowment of the Arts Public Affairs Office Publications Page 11 of 18

478-S (09/22)

Ship/deliver f.o.b. destination within the commercial zone of Washington, DC, as follows:

 One (1) copy to: U.S. Government Publishing Office, Federal Depository Library Program, Mail Stop: 

FDLP, 44 H Street, NW, Loading Dock, Washington, DC 20401. Marked for “Depository Copy” to BAC 

(C&I) 1523-01.

 10 copies to: Library of Congress, U.S. Serials and Government Documents Section, U.S. Anglo Division, 

101 Independence Avenue, SE, Stop 4276, Washington, DC 20540-4276. Marked for “Depository File 

Copies” to BAC (By-Law) 1525-01.

 When miscellaneous titles are requested, the distribution quantities will be provided with the print order. 

Ship/deliver bulk orders to the Federal Depository Library Program (FDLP), Document Warehouse, 8660 

Cherry Lane, Laurel, MD 20707.

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

All shipments must be made by reimbursable traceable means with signature required. Contractor will be 

reimbursed for shipping costs by submitting a properly completed shipping form/receipt with billing invoice for 

payment. Shipping service must call prior to delivery to ensure that the delivery truck will fit in loading dock and 

if forklift is required at destination. 

A single shipment or several shipments totaling 120 pounds or less scheduled for shipment on the same day to a 

single destination are to be sent by reimbursable parcel post or small package carrier, whichever method is most 

economical to the Government, unless otherwise instructed.

Upon completion of each order, all furnished materials (if applicable) must be returned to: National Endowment of 

the Arts, 400 7th Street, SW, Washington, DC 20506, attn: Don Ball (202) 682-5750, Public Affairs.

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

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

"Distribution Notice for Program 478-S, Print Order XXXXX, Jacket Number XXX-XXX." The notice must 

provide all applicable tracking numbers, shipping/delivery method, and title of the product. Contractor must be able 

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

All expenses incidental to picking up and returning of furnished materials (if applicable), submitting proofs, and 

furnishing sample copies must be borne by the contractor.

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

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

The Government will send the print order and electronic files via email and/or FTP.

When ordered, all PDF soft proofs must be transferred to the agency via email or FTP.

When ordered, all hard copy proofs must be delivered to and picked up from: National Endowment of the Arts, 400 

7th Street, SW, Washington, DC 20506, attn: Don Ball (202) 682-5750, Public Affairs. In the event of a full-time 

telework posture, the contractor shall deliver these proofs to designees of the NEA. NEA will provide the names 

and addresses of these designees at least 48 hours prior to scheduled pickup for delivery.

No definite schedule for placement of orders can be predetermined. 

 Contractor must complete production and distribution within eight (8) workdays of receipt of the print order 

and furnished material.
National Endowment of the Arts Public Affairs Office Publications Page 12 of 18

478-S (09/22)

 No specific date is set for submission of proofs. Proofs must be submitted as soon as possible to allow for 

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

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

changes/corrections/“O.K. to Print” are provided via email. The first workday after receipt of proofs at the 

ordering agency is day one (1) of the hold time.

 When press sheet inspection are requested, three (3) workdays will be added to this schedule. Once proofs 

are returned, contractor must schedule press sheet inspection within three (3) workdays.

All proofs, press sheet inspection, and transit time are included in the schedule.

The contractor must notify the U.S. GPO of the date and time the press sheet inspection can be performed. In order 

for proper arrangements to be made, notification must be given at least three (3) workdays prior to the inspection.

Notify the U.S. Government Publishing Office, Quality Control for Publish Product, Washington, DC 20401 at 

(202) 512-0542 or via email at qcpp@gpo.gov. Telephone calls will only be accepted between the hours of 8:00 

a.m. and 2:00 p.m., prevailing Eastern Time, Monday through Friday. NOTE: See contract clauses, paragraph 

14(e)(1), Inspections and Tests of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 

1-18)). 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.

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

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

be delivered to the U.S. Postal Service and/or picked up by small package carrier. 

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

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

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

such information.

For compliance reporting purposes, the contractor is to notify the U.S. Government Publishing Offices of the date 

of shipment or delivery. Upon completion of each order, contractor must contact the Shared Support Services 

Compliance Section via email at compliance@gpo.gov or via telephone at (202) 512.0520. Personnel receiving 

email or call, will be unable to respond to questions of a technical nature or to transfer any inquires.
National Endowment of the Arts Public Affairs Office Publications Page 13 of 18

478-S (09/22)

SECTION 3. - DETERMINATION OF AWARD

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

the following units of production which are the estimated requirements to produce one (1) year’s production under 

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

may be ordered for a like period of time.

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.”

I. (a) 17

(b) 590

(c) 378

(d) 7

II. (1) (2)

(a) 1 41

(b) 139 4,801

(c) 82 2,698

(d) 4 40

(e) 96 960

(f) 96 960

(g) 5 61

(h) 275 5,339

(i) 255 5,139

(j) 6 116

(k) 4 151

(l) 3 30

(m) 4 151

III. (a) 1,204

(b) 120

(c) 652

(d) 3,645

(e) 20

(f) 20

(g) 81

(h) 151

(i) 51

(j) 41
National Endowment of the Arts Public Affairs Office Publications Page 14 of 18

478-S (09/22)

THIS PAGE IS INTENTIONALLY BLANK.
National Endowment of the Arts Public Affairs Office Publications Page 15 of 18

478-S (09/22)

SECTION 4. - SCHEDULE OF PRICES

Bids offered are f.o.b. contractor’s city for all shipping and f.o.b. destination for all other consignments.

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

specifications. 

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

alteration of the order and manner of submitting bids, may be declared non-responsive.

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

Government. Bids submitted with NB (No Bid), NA (Not Applicable), or blank spaces for an item may be declared 

non-responsive. 

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

(whether or not such items are included in the “DETERMINATION OF AWARD”) that are inconsistent or 

unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action would 

be in the best interest of the Government. 

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

Fractional parts of 100 will be prorated at the per-100 rate.

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

A charge will be allowed for each page, whether printed or blank. Unless otherwise specified, no more than three

(3) blank pages shall be permitted at the end of the text for saddle-stitched products.

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

I. PREPRESS:

(a) PDF Soft Proofs............................................................................................... per proof......$___________

(b) Digital Color Content Proofs......................................................per trim/page-size unit......$___________

(c) Digital One-Piece Composite Laminated Halftone Proofs.........per trim/page-size unit......$___________

(d) System Timework..............................................................................................per hour......$___________

Electronic prepress operations that cannot be properly classified under any other item shall be charged as 

“System Timework.” Any charge made under “System Timework” must be supported by a statement outlining 

in detail the operation for which payment is claimed. In case of dispute, the contracting officer reserves the 

right to be the final judge as to the operations and/or number of hours chargeable under Item I.(d).

__________ 

 (Initials)
National Endowment of the Arts Public Affairs Office Publications Page 16 of 18

478-S (09/22)

II. PRINTING, BINDING, PACKING AND DISTRIBUTION: Prices offered must be all inclusive, as 

applicable and must include the cost of all required materials (except paper) and operations necessary for the

printing, binding, packing, and distribution of the products listed in accordance with these specifications.

Makeready Running Per

and/or Setup 100 Copies

(1) (2)

Saddle Stitched Products:

(a) Printing text pages in two ink colors, including binding........ per page ......$___________ $___________

(b) Printing text pages in four-color process, including binding...per page ......$___________ $___________

(c) Printing text pages in each additional ink color,

spot varnish, or flood varnish, not charge for 

under line Items II. (a) and (b)................................................ per page ......$___________ $___________

Perfect-Bound Products: 

(d) Printing text pages in two ink colors, including binding........ per page ......$___________ $___________

(e) Printing text pages in four-color process, including binding.. per page ......$___________ $___________

(f) Printing text pages in each additional ink color,

spot varnish, or flood varnish, not charged for 

under line Items II. (d) and (e)................................................ per page ......$___________ $___________

Smythe-Sewn Products: 

(g) Printing text pages in two ink colors, including binding........ per page ......$___________ $___________

(h) Printing text pages in four-color process, including binding.. per page ......$___________ $___________

(i) Printing text pages in each additional ink color,

spot varnish, or flood varnish, not charged for 

under line Items II. (g) and (h) ............................................... per page ......$___________ $___________

Covers:

(j) Printing Covers 1 and 4 or Covers 2 and 3 

in two ink colors, including binding........................................ per side ......$___________ $___________

(k) Printing Covers 1 and 4 or Covers 2 and 3

in four color process, including binding.................................. per side ......$___________ $___________

(l) Printing Covers 1 and 4 or Covers 2 and 3

in an additional ink color, not charged for under 

line Items II. (j) and (k) ........................................................... per side ......$___________ $___________

(m) Varnish/aqueous coating Covers 1 and 4 or Covers 2 and 3... per side ......$___________ $___________

__________ 

 (Initials)
National Endowment of the Arts Public Affairs Office Publications Page 17 of 18

478-S (09/22)

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

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

The cost of any paper required for makeready or running spoilage must be included in the prices offered.

Computation of the net number of leaves will be based on the following:

Text: Each page size leaf.

Cover: Two page size leaves will be allowed for each complete cover.

Per 100 Leaves

Text: 

(a) White No. 1 Smooth-Finish Text (80-lbs.).......................................................................... $___________

(b) White No. 1 Smooth-Finish Text (100-lbs.)........................................................................ $___________

(c) White No. 1 Silk/Dull-Coated Text (80-lbs.)...................................................................... $___________

(d) White No. 1 Silk/Dull-Coated Text (100-lbs.) .................................................................... $___________

Cover: 

(e) White Uncoated Cover (80-lbs.).......................................................................................... $___________

(f) White Uncoated Cover (100-lbs.)........................................................................................ $___________

(g) White Uncoated Cover (120-lbs.)........................................................................................ $___________

(h) White No. 1 Silk/Dull-Coated Cover (80-lbs.).................................................................... $___________

(i) White No. 1 Silk/Dull-Coated Cover (100-lbs.).................................................................. $___________

(j) White No. 1 Silk/Dull-Coated Cover (120-lbs.).................................................................. $___________

__________ 

 (Initials)
National Endowment of the Arts Public Affairs Office Publications Page 18 of 18

478-S (09/22)

SHIPMENTS: Shipments will be made from: City ________________________ State ____________________.

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

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

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

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

incurred.

DISCOUNTS: Discounts are offered for payment as follows: ___________ Percent ___________ Calendar Days. 

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

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

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agrees, 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 

point(s), in exact accordance with specifications. Failure to provide a 60-day bid acceptance period may result in 

the expiration of the bid before award. 

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

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

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

of all pages in "SECTION 4. – SCHEDULE OF PRICES," including initialing/signing where indicated. Valid 

electronic signatures will be accepted per 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’s 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) (Fax Number)

THIS SECTION FOR GPO USE ONLY

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

 (Initials) (Initials)