ONE-TIME BID ABSTRACT

JACKET : 402-908

TITLE: Instruction 1040 (rev 2018) Direct Ship

CONTRACTOR GROSS BID PRICE DISC / DAYS

Signature Graphics $915,324.29 5% 20

RR Donnelley $910,000.00 0% 0
U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

October 25, 2018

This is Amendment No. 1. The specifications in our invitation for bids on Jacket 402-908, scheduled 

for opening at 11:00am, are amended as follows:

1. Bid opening date remains October 29, 2018.

2. On Page 1, the title is amended to reflect “SHIPPING/MAILING”.

3. On Page 8 under “Section 5 - Distribution, (2nd) TFOP is amended for clarification:

Approximately 3,309,760 copies will ship/mail f.o.b. contractor’s city to approx. 6,500 

destinations.

4. On Page 13 under 8.1 is amended to reflect shipping/mailing approx. 44,906 cartons of 

instructions.

All other specifications remain the same.

If amendment is not acknowledged on bid, direct acknowledgement to:

U.S. Government Publishing Office

Bid Section, Room C848, Stop CSPS

732 North Capitol Street NW

Washington, DC 20401-0001

Amended bid or acknowledgement must be submitted using the method(s) specified in the solicitation 

for bid submission. Telephone or e-mail submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID OPENING. 

Failure to acknowledge receipt of amendment, by amendment number, prior to bid-opening time, may 

be reason for bid being declared nonresponsive.

Sincerely,

YVETTE VENABLE-BROOKS

Contracting Officer
Specifications by YVB Jacket 402-908

Page 1 of 14 . IRS Req. 8-07893

Reviewed by IRS

 

BID OPENING: OCTOBER 29, 2018.

BIDS SHALL BE PUBLICLY OPENED AT 11:00 A.M., PREVAILING WASHINGTON, D.C. TIME.

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS CALL YVETTE VENABLEBROOKS, AFTER AWARD, REFER ALL QUESTIONS TO YOUR CONTRACT ADMINISTRATOR WHOSE 

NAME APPEARS IN THE UPPER PORTION OF THE PURCHASE ORDER. (202) 512 1239. NO COLLECT 

CALLS.

FACSIMILE BID SPECIFICATIONS

U.S. Government Publishing Office (GPO)

Washington, D.C.

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

provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Publication 310.2, effective December 1, 

1987 (Rev. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding (GPO 

Publication 310.1, effective May 1979 (revised 8-02)).

NOTE: The GPO 910 “BID” Form is no longer required. Bidders are to fill out, sign/initial, all applicable pages.

BIDDERS, PLEASE NOTE: GPO has issued a new GPO Publication 310.2, GPO Contract Terms – Solicitation Provisions, 

Supplemental Specifications, and Contract Clauses (Rev 1-18). Prospective bidders should carefully read this publication as the 

applicable terms within become an integral part of this contract. The document is posted at https://www.gpo.gov/how-to-workwith-us/vendors/forms-and-standards along with a list of major revisions.

SPECIFICATIONS FOR CONTRACT PRINTING OF TAX INSTRUCTION 1040 FULL CARTONS SHIPPING 

DIRECTLY TO TAC/POD AND TFOP DESTINATIONS FOR TAX YEAR 2018

 

Table of Contents

Section 1 SCHEDULE

1.1 Postaward Conference

1.2 Daily Production Report

1.3 Electronic Distribution Shipping Report (Form 2040)

Section 2 MATERIALS

2.1 Furnished by the Government

2.2 Furnished by the Contractor

2.3 JCP Standards

2.4 Postage Statements/IRS Postal Forms

Section 3 PAMPHLET SPECIFICATIONS

3.1 Item

3.2 Estimated Quantity

3.3 Trim Size

3.4 Estimated Number of Pages

3.5 Printing

3.6 Binding

3.7 Margins

3.8 GPO Imprint Line

3.9 Electronic Proofs

Section 4 – PACKING/CARTONS/LABELING 

4.1 Packing

4.2 Cartons

4.3 Labeling and Marking

4.4 Copies Damaged in Transit 

4.5 Pallets

Section 5 - DISTRIBUTION

5.1 Domestic Mail (DM)

5.2 Small Package Carrier (SPC)

5.3 Motor Freight (MF)

5.4 Air Freight (if required)

5.5 Blue Label Copies

Section 6 - QUALITY ASSURANCE

6.1 Quality Assurance Levels and Standards

Section 7 – PRODUCTION SAMPLES

Section 8 – OFFERS (BIDS)

 EXHIBITS

Exhibit 1 – Production and Mailing Report 

Exhibit 2 – Electronic Distribution/Shipping List

Exhibit 3 – ELITE Core Record Layout

Exhibit 4 – IRS Publishing Postage Report

Exhibit 5 – Postage Statement—Package Services

Exhibit 6 – IRS Carton Label

Exhibit 7 – IRS Pallet Specs

Exhibit 8 – Drop Shipment Plan

Exhibit 9 – Drop Shipment Schedule

Exhibit 10 – UPS Email Section
Page 2 Jacket 402-908

CAUTION: The instructions printed under this contract must not be mixed with instructions printed under any other 

contract.

SCOPE: These specifications cover the printing and binding of approx. 3,592,440 (includes 200 Blue Labels) self-covered

pamphlets containing approx.120 pages. These pamphlets will mail/ship to approx. 6,831 destinations that will require packing 

into approx. 44,906 cartons, and include creating mailing and shipping labels, addressing, labeling and packing cartons, 

palletizing, staging, and mailing/shipping via Parcel Select, Small Package Carrier, Motor Freight, and Air Freight (if req’d). 

NOTE: Due to the numerous exhibit pages in this specification, the exhibits will not be accessible via the Internet. A complete 

copy of the specifications including exhibit pages may be obtained by contacting GPO’s bid room @ (202) 512-0526. 

CHANGES IN QUANTITY: The Government, for the FINAL IRS QUANTITY, may submit increases or decreases of up to 

30% of the total estimated quantity until the date specified in the schedule listed below under “Government Furnished 

Materials”. These quantity adjustments may be made via email and will be the FINAL quantity. These adjustments will not 

change the scheduled turnover dates. Billing adjustments for scheduled quantity changes (+ or -) will be at the contractor's 

quoted "ADDITIONAL RATE". If no changes have been received by the scheduled date for final quantity adjustments, the bid 

quantities will stand as the FINAL contract quantity.

CHANGES IN PAGE COUNTS: Pages counts may vary when the print files are received. The contractor must submit a price 

per thousand that the Government can increase/decrease the purchase order price by based on the final page counts and final

quantities. See Offers Sections 8.2.1, 8.2.2, and 8.2.3.

NOTE: Must be full Final Quantity to all consignees. No shortages will be allowed. However, the Government reserves the 

right to accept or reject overages.

Section 1 - SCHEDULE

 Date Event

10-29-2018 Bid Opening

10-31-2018 Purchase Order and camera copy for Blue label.

NOTE: Immediately upon award contractor must notify Terri Skyrm at Theresa.L.Skyrm@irs.gov to provide two (2) or 

less email addresses for the IRS electronic files to be furnished.

Negotiated If required, Postaward Conference must be held by contractor via telephone conference.

12-11-2018 Pdf print repro for Instruction 1040 and final distribution list (IRS Form 2040) to contractor via email.

01-04-2019 Drop Shipment Plan due from contractor (if req’d).

 

01-18-2019 Start to ship date. Contractor must ship all TAC/POD destinations. See “DISTRIBUTION”. If authorized 

by the Government, contractor may start to ship earlier. 

 

01-22-2019 Ship complete date. All remaining destinations (TFOP) plus 200 blue labels must ship/mail. See 

“DISTRIBUTION”. If authorized by the Government, contractor may ship complete earlier.

01-25-2019 Drop Shipment Schedule due from contractor (if req’d)

The Government will attempt to meet the schedules as stated in these specifications. However, uncontrollable circumstances 

such as Congressional Legislation may delay the furnishing of printing media. In such event, the schedule will be adjusted in 

accordance with contract terms.

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

“Schedule” 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.
Page 3 Jacket 402-908

1.1 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 via 

teleconference, as indicated in the schedule previously cited. The purpose of the conference will be to discuss and review 

all aspects of the contractor's internal and external operations required to complete this contract. The items to be discussed 

are:

1) Processing and sorting electronic distribution files

2) Scheduled start-up dates for all phases of production

3) Coordination/communication from one production phase to another

4) Who will be responsible for each phase

5) How will subcontractors be involved and kept informed (if applicable)

6) Specific production dates of all subcontractors (if applicable)

7) How the product will be staged and mailed/shipped

8) Any other special requirements which are specific to this 

Attending the conference will be representative(s) from the Internal Revenue Service and possibly representative(s) from 

the Government Publishing Office. To establish coordination of all required operations, a representative from all 

subcontractors involved must be present as well as representatives from each involved production area for the primary 

contractor. 

1.2 DAILY PRODUCTION REPORT: Contractor must provide daily production information on Form 9659 “Production and 

Mailing Report” (see Exhibit 1) and email Form 9659 each workday, by 1:00pm (Eastern Standard Time), to 

Theresa.L.Skyrm@irs.gov. 

1.3 ELECTRONIC DISTRIBUTION/SHIPPING REPORT (Form 2040): Distribution/Shipping List is used for larger 

shipment address information, shipping verification, updating IRS’ databases, and to inform the destination(s) of the shipping 

and quantity status. See Exhibit 2.

The contractor MUST update the Electronic Form 2040 and transmit via email to IRS, every day the product ships, on a 

computer using a “full version” of Adobe Acrobat 9.0 Professional (or more recent) software. Any delay or missed input could 

result in delay of payment. The contractor must update the Shipping Status, Ship Quantity and Date Shipped fields with their 

information as per instructions included in Form 2040 PDF. If there is any information missing or incorrect, please contact Terri 

Skyrm at Theresa.L.Skyrm@irs.gov.

SECTION 2 – MATERIALS

2.1 FURNISHED BY THE GOVERNMENT: 

Print pdf with fonts embedded generated from Adobe Acrobat 9.0 or later via email. DO NOT UNEMBED FONTS. This may 

result in loss of data. The pdf is backward compatible to Adobe Acrobat 8.0. Contractor is cautioned that furnished fonts are the 

property of the Government and/or it’s originator. Using fonts on any job other than the one for which the fonts were submitted 

violates copyright law. All furnished fonts are to be eliminated from the contractor’s archive immediately after completion of the 

contract.

Two (2) distribution files (1-TAC/POD; 1-TFOP addresses) created in a comma delimited (.csv) format via email. The 

contractor must import text from various areas within the files into their own software program to create mailing/shipping 

address labels required for this contract. The files will contain account number, recipient’s name, complete address, telephone 

number (if furnished) and suggested transportation mode for each destination. The transportation modes will consist of 

Domestic Mail (DM), Small Package Carrier (SC), Motor Freight (MF---if required), and Air Freight (AF—if required). See 

Exhibit 3.

IRS fillable pdf Forms 9659 (Production and Mailing Report), Form 13456 (Publishing Postage Report), and Form 6153 (IRS 

carton label), will be emailed to the contractor shortly after award. See Exhibits 1, 4, and 6.

IRS fillable Form 2040 (Electronic Distribution/Shipping Report) will be emailed to the contractor by the date cited in the 

“Schedule”. See Exhibit 2.
Page 4 Jacket 402-908

USPS Form 3615 (Mailing Permit Application and Customer Profile) will be furnished if this form is not currently on 

file with the Post Office the contractor will use.

IRS G-48 “Postage & Fees Paid” mailing indicia via email.

Small Package Carrier (SPC) IRS Account Number will be furnished to the contractor if the contractor does not have an IRS 

Account Number established and currently active. Contractor must only use this account number for the shipping of IRS copies.

If required, Internal Revenue Bills of Lading (IRBLs) will be furnished to the contractor via email. 

IRS Pallet Specifications (see Exhibit 7).

2.2 FURNISHED BY CONTRACTOR: All materials and operations, other than those listed under “GOVERNMENT TO 

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

Intelligent Mail package barcode (IMpb): Contractor must be an approved USPS Full Service Intelligent Mail package 

barcode (IMpb) provider. Contractor must meet all IMpb preparation and postage documentation requirements as required 

in the Domestic Mail Manual at time of mailing. All mail must be presented under the contractor obtained Mailer ID (no 

exceptions). Contractor must sort mail to effectively maximize all USPS eligible discounts.

Electronic Prepress: Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished 

publishing files to assure correct output of the reproduction image. Any errors or data corruption that might interfere with 

proper file image processing must be reported immediately to Terri Skyrm at Theresa.L.Skyrm@irs.gov. This preflight should 

identify any problem areas with the digital file submission and should include, but not be limited to, missing or damaged fonts, 

improper trim size and/or margins, only low-resolution files are included for illustrations, and improper color definition. 

Contractor must supply all 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.

The contractor is responsible for adjusting copy for trim size and binding style.

All electronic files generated must be produced on a high-resolution output device producing quality equal to or better than an 

image resolution of 1200 dpi. Adjustments to the margins and/or images may be required by the contractor to meet required 

specifications.

All halftones are to be 110-line screen or finer.

Contractor is required to have Internet access provided through their Internet Service Provider (ISP) with email and a web 

browser equivalent to Internet Explorer 6.0. The contractor is also required to have Adobe Acrobat 9.0 Professional (or more 

recent) software (not Adobe Reader) and the capability to receive and open file attachments compressed into a Zip (.zip) file 

format. The contractor must furnish no more than two (2) addresses for the IRS to email all electronic files to avoid any lapse in 

service.

Any use of public address or web-based mail servers (i.e. Hotmail, Yahoo, Juno etc.) IS Forbidden.

2.3 JCP STANDARDS: The specifications of all papers 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.

Government Paper Specification Standards No. 12 – http://www.gpo.gov/pdfs/customers/sfas/vol12/vol_12.pdf. 

White or Natural (MUST be light shade) Newsprint, basis weight: 28 - 30lbs. per 500 sheets, “24 x 36”, must equal JCP 

Code A15. All paper used in each copy must be of uniform shade. In addition, the weight of the newsprint paper must 

remain constant throughout the entire run.

2.4 POSTAGE STATEMENT/IRS POSTAL FORMS: The contractor must complete and submit via email a portable 

document file (PDF) to the IRS within three (3) workdays after the final turnover of mail packages to the USPS. The PDF 

should be sent in a single email when possible and the total file size of the e-mail must be less than 10 MB. If the email size 

exceeds 10 MB, then multiple emails must be used. Form 13456 is provided as a fillable PDF file. The IRS will complete 
Page 5 Jacket 402-908

the fields, in the “IRS Use Only” section of the form prior to e-mailing the form to the contractor. If there is any 

information missing or incorrect, please contact Terri Skyrm at Theresa.L.Skyrm@irs.gov

The PDF submitted to the IRS must contain Form 13456 and all related postal paperwork that has been combined into a 

single PDF. Scanning Form 13456 is NOT ALLOWED. Please fill out the provided PDF file for Form 13456, add the 

postal paperwork (which can be scanned) to the PDF file, save it and submit it to IRS. 

The contractor must complete Form 13456 per the supplied instructions on the form and enter accurate information in the 

following fields: Name of contractor, Contact person at contractor, Telephone number of contact person, e-mail of contact 

person, Number of pages in the combined email, Date the email was sent, and the Wave/Phase Number (if applicable). The 

Wave/Phase number is used to show the number of mailings in the event of staggered shipments for one requisition. In 

addition, the contractor is responsible for capturing six (6) data elements from every postage statement (i.e. USPS Form 

3602, 3602-R, 3600) and entering this information in the appropriate places on Form 13456. The six (6) elements are: (1) 

Zip Code of Post Office used for mailing, (2) Date on Postage Statement, (3) Pieces Mailed, (4) Copies Mailed, (5) Postage 

Amount, and (6) Postage Statement Type. See Exhibit 4.

Prior to emailing the combined PDF file, the contractor must rename the file. The file must be named using 9 digits of the 

Requisition Number, Post Office Zip Code, (first) Mailing Date, (last) Mailing Statement Date and .pdf (see below). In the 

event both mailing statement dates are the same, the first and last dates in the file name can also be the same. 

Examples: For requisition number 2010-12345, the file name will be: 2010-12345_16625_01-02-10_01-15-10.pdf 

 

If the file size is 10MB or larger, the contractor must create multiple PDF files and add a suffix to the file name starting 

with the letter “a” then “b”, etc. (i.e. 2017-12345_16625_01-02-10_01-02-17a.pdf). The contractor is also responsible for 

the accuracy of the information returned to the IRS. Any delay or missing data could result in a delay of payment.

• All Postage Statements (i.e. USPS Forms 3600s, 3602s, 3605s and USPS Form 8125, PVDS) must contain the IRS 

Agency Cost Code “67039” in the “Federal Agency Cost Code “box. The GPO Jacket Number must be included in the 

mailer information located in the upper portion of the postage statement. See Exhibit 5.

The email must contain only Form 13456 and associated postage statements for the designated requisition number. 

Contractor must not combine postage associated with multiple print order/requisition numbers in a single email 

transmission. The PDF must be emailed to postage@publish.no.irs.gov., and Theresa.L.Skyrm@irs.gov. 

SECTION 3 – PAMPHLET SPECIFICATIONS---

3.1 ITEM: Instruction 1040 (rev 2018)—Direct Ship

3.2 QUANTITY (estimated): Approximately 3,592,440 (incl 200 blue labels) IRS copies.

3.3 TRIM SIZE: 8-3/8 x 10-7/8”

3.4 NUMBER OF PAGES: The page count of 120 pages is approximate and subject to change. See SECTION 8 “OFFERS” 

(BIDS).

3.5 PRINTING: Print head-to-head, in black ink. Halftones may be scattered throughout.

3.6 BINDING: Saddle-wire stitch in two (2) places and trim three (3) sides. Each product must contain complete four-page 

signatures after trimming. Single leaves connected with a lip (i.e., binding stub) to the left or right side of stitches will be 

allowed provided the lip does not extend past the bind margins of the adjacent pages. At contractor’s option, contractor may 

paste on fold in lieu of saddle-stitching.

All binding will be on 10-7/8” dimension, as applicable.

3.7 MARGINS: 3/8” head, unless otherwise furnished in electronic file; center left and right.

3.8 GPO IMPRINT LINE: Contractor must set and insert a GPO imprint line on each form, per GPO Pub. 310.2 (page 16).

Identification markings such as register marks, commercial identification marks of any kind, etc., except GPO imprint, form 
Page 6 Jacket 402-908

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

3.9 ELECTRONIC PROOFS: Contractor must email a soft proof using the same Raster Image Processor (RIP) that will be 

used to produce the final product. Proof must be emailed to Theresa.L.Skyrm@irs.gov as soon as the contractor deems 

necessary to comply with the shipping schedule in the contract. Email must include the Jacket and Requisition Number. 

Proof will be evaluated for image position, margins, pagination, and final trim size. All elements of the product must remain

legible. Proof will be withheld not more than two (2) workdays from receipt in the IRS to receipt via email in the contractor’s 

plant. Contractor must not print prior to receiving an “Ok-to-Proceed”.

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.

SECTION 4 – PACKING/CARTONS/LABELING/ADDRESSING/PALLETIZING FOR IRS COPIES:

4.1 PACKING: Pack approximately 3,592,440 (incl blue labels) copies into approximately 44,906 shipping containers. Each 

carton must contain 80 copies and packed in two (2) even stacks of 40 copies each with full size corrugated boards on top and 

bottom of stacks. Containers must be packed solid to avoid copies being damaged during transit. Container weight must not 

exceed 32lbs when fully packed.

4.2 CARTONS: Cartons must be corrugated or solid fiber shipping containers, 1380 kPa (200 psi) minimum bursting strength 

and minimum edge crush strength of 35 psi. Bottom flaps must be glued or sealed with polyester tape 2 to 3" width, minimum 

12 kNm (65 lbs./inch) transverse tensile strength). Top flaps of cartons must be securely sealed at top with 2 to 3" paper or

polyester tape (not reinforced). Cartons must be packed solid. Cartons must not have excessive air space (dunnage) when fully 

packed to prevent crushing or deformation. Cartons must not open nor split during transit through the motor freight/airfreight 

carrier delivery systems.

Stapling of top or bottom flaps on cartons, furnishing cartons with separate lids, overstuffing or crowning cartons, and sealing 

cartons with plastic strapping is strictly prohibited. 

If carton weight exceeds 32lbs when fully packed, contractor must email Terri Skyrm at Theresa.L.Skyrm@irs.gov for 

resolution prior to packing. Carton filler (if necessary) must be composed of material that can be easily removed without 

damaging contents. Packing peanuts or beads are strictly prohibited. Contractor must determine exact dimensions of carton in 

accordance with the trim size and weight of product produced. The exterior dimensions of all cartons must not exceed 17-

1/2” (L) x 11-1/2” (W) x 9” (D).

4.3 LABELING/MARKING: EACH carton must contain an IRS carton label Form 6153 (see Exhibit 6) generated from the 

provided pdf. Handwritten labels and contractor stream-lined or recreated labels are strictly prohibited. Contractor is required 

to produce the appropriate number of IRS carton labels needed for this contract on white paper or white adhesive label stock, in 

black ink, and reproduced the same size as the pdf provided. The completed IRS carton label must be affixed securely to one 

end of the carton only (never on top, long-side, or bottom). The IRS carton label MUST NEVER be affixed such that it extends 

over the edge and onto an adjacent side.

For all IRS carton labels (Form 6153), the contractor is required to update/enter the Carton # of # for each address; the “To 

(Consignee---complete address)”; and the “From---contractor’s address,” fields electronically in black ink, and minimum 12pt 

type. If the remaining fields on the furnished IRS carton label are blank, or the quantity stated on the carton label is not the same 

quantity being packed within the carton, the contractor must notify Terri Skyrm @ Theresa.L.Skyrm@irs.gov to resolve the 

discrepancy prior to packing.

If pallets are required, and in addition to a completed IRS Form 6153 being applied to each carton, contractor must securely 

affix a completed IRS carton label to all four sides of the stretch wrap and to the top of each pallet. In addition, the labels 

affixed to cartons on pallets must be facing out to be easily read, once palletized. 

Small Package Carrier (SPC) Labeling: In addition to the IRS container label (Form 6153), a contractor created SPC label 

must be securely affixed to EACH carton shipping via SPC. The SPC label must be affixed securely to the TOP of the 

container. The SPC carton label MUST NEVER be affixed such that it extends over the edge and onto an adjacent side.

Currently, IRS uses UPS as the Small Package Carrier. Contractor MUST generate UPS shipping labels electronically. It is the

responsibility of the contractor to be familiar with electronic shipping methods via UPS. There are many ways to generate 

electronic shipping labels, either through a UPS shipping system (UPS WorldShip System or UPS Internet Shipping), or a 3rd 

Party Shipping Software (Pitney Bowes Shipping Software, etc.). 
Page 7 Jacket 402-908

From the furnished distribution (.csv) files, the contractor must image/print approximately 10 lines, in black ink, on each SPC 

label. Imaging/Printing on each SPC label consist of: recipient’s account number on first line (i.e. TF 123456A or p123456789); 

recipient’s name, and 10-digit telephone number (if supplied) on second line; recipient’s street address on third line; recipient’s 

city and state on fourth line; Bloomington, IL return address in top left-hand corner of all SPC and USPS labels; and two (2) 

reference lines at bottom of SPC label. 

Contractor must image/print in black ink the following return address on all contractor created UPS and USPS labels:

 

 Internal Revenue Service 

 National Distribution Center

 1201 N. Mitsubishi Motorway

 Bloomington, IL 61705-6613.

Imaging/Printing of UPS labels must meet all UPS requirements and regulations at time of shipping. 

UPS shipping systems provides two (2) reference fields that are required to be imaged or printed in black ink on each label 

created by the contractor. Reference fields 1 and 2 below must be imaged or printed in black ink, minimum 12pt type. 

1. Reference Field 1: IRS requisition number and GPO jacket number (i.e. 18-07893/402-908)

2. Reference Field 2: TAC or TFOP (as applicable)

USPS Parcel Select Labeling: In addition to the IRS container label (Form 6153), a contractor created Parcel Select mailing 

label must be securely affixed to the TOP of the carton. The USPS mail label MUST NEVER be affixed such that it extends 

over the edge and onto an adjacent side

In addition to the “Postage and Fees” mailing indicia, the contractor must image/print approximately twelve (12) lines from the 

furnished distribution (.csv) files in black ink, minimum 12pt type, on each USPS label. Imaging/Printing on each USPS label 

consist of: recipient’s account number on first line (i.e. p123456789 or TF123456A); recipient’s name, and 10-digit telephone 

number (if supplied) on second line; recipient’s street address on third line; recipient’s city and state on fourth line; Intelligent 

Mail parcel barcode (IMpb) created by the contractor per the Domestic Mail Manual (DMM) requirements at time of mailing; 

Bloomington, IL return address in top left-hand corner of all USPS labels; Penalty for Private Use $300 under return address; 

and two (2) reference fields at bottom of USPS label.

The two (2) reference fields required at the bottom of each USPS label are:

1. Reference Field 1: IRS requisition number and GPO jacket number (i.e. 18-07893/402-908)

2. Reference Field 2: TAC or TFOP (as applicable)

Caution: In the event that cartons are mislabeled, incorrect carton labels and/or incorrect pallets are utilized, cartons are 

crushing, collapsing, or bursting due to the cartons not being packed per contract, labels are not securely affixed to the 

cartons/pallets or labels are affixed to the incorrect area of the cartons/pallets, cartons are not layered correctly on the pallets, 

pallets are not wrapped properly and securely, the shipment will either be returned to the contractor to be corrected/replaced or 

the contractor will be required to make the corrections/replacements on site, with all costs borne by the contractor. Contractor 

must make all corrections and/or replace all damaged materials within 24 hours of notification via email. If the corrections and 

or replacements are not completed by the contractor within 24 hours of notification, the Government will hire an outside vendor 

to make all corrections and/or replacements (except printed product contained within cartons) and the contractor will borne all 

costs incurred by the Government.

4.4 COPIES DAMAGED IN TRANSIT: CONTRACTOR MUST REPLACE AND SHIP ALL COPIES DAMAGED IN 

TRANSIT WITHIN 24 HOURS OF DEFICIENCY NOTIFICATION, VIA OVERNIGHT DELIVERY. CONTRACTOR 

WILL BE NOTIFIED OF THE DEFICIENCY VIA EMAIL. CONTRACTOR WILL INCUR ALL CHARGES TO REPLACE 

AND SHIP DAMAGED COPIES.

4.5 PALLETS: All shipments to a single destination weighing more than 750lbs., require pallets. Pallets must be type III and 

must conform to Federal Specifications NN-P-71C, and any amendments applicable except for dimensions and single center 

stringer. Pallets must be 48” in length, 40” in width, and must not exceed 5” in height. Full entry MUST be on the 40” width. 

See Exhibit 7. Strict adherence to these dimensions is necessary to accommodate storage requirements as well as ease of 

packing into freight carrier trailers. Cartons shall be stacked on pallets using a reverse layer pattern, 9 cartons per layer, with a 

maximum height of 55”, including pallet. Each carton contained on a pallet must show the completed IRS label (Form 

6153) on the exposed side, once palletized. Cartons must be fastened securely to the pallet in a manner that will prevent 
Page 8 Jacket 402-908

movement during transit but permit ready removal, without damage to the cartons, at destinations. The use of metal strapping or 

pallet caps for securing material on pallets is strictly prohibited. NOTE: More than one partial pallet per destination is 

strictly prohibited.

Bill of materials list: A list must be compiled detailing the items on each truck and the quantities per item. Each pallet must be 

identified on two sides with a minimum 3" high number in black. The number on the pallet must correspond to the number on 

the list. The list is to be on a bright color stock and inserted into a minimum 4 x 4" plastic sleeve or on white stock and inserted 

into a bright colored sleeve and affixed to the last pallet on each truck.

DOUBLE-STACKING PALLETS WHEN LOADING INTO TRUCK/TRAILER FOR SHIPPING IS STRICTLY 

PROHIBITED. 

SECTION 5 – DISTRIBUTION (MAILING/SMALL PACKAGE CARRIER/MOTOR FREIGHT/AIR FREIGHT):

Approx. 3,592,240 (excludes 200 “Blue Label copies”) copies ship/mail f.o.b. contractor city to approx. 6,830 destinations. 

Unless otherwise specified in writing from the IRS, the contractor must ship/mail f.o.b. contractor city in the following 

sequence:

 (1st) TAC/POD (i.e. accounts appearing in file as “p123456789”) destinations must ship/mail complete by January 18, 2019. 

In addition, destinations furthest from contractor’s shipping location must ship first; destinations closest to contractor’s shipping 

location must ship last. Approximately 282,480 copies will ship/mail f.o.b. contractor’s city to approximately 330 destinations.

(2nd) TFOP (i.e. accounts appearing in file as “TF123456A”) destinations must ship/mail complete by January 22, 2019. In 

addition, destinations furthest from contractor’s shipping location must ship first; destinations closest to contractor’s shipping 

location must ship last. Approximately 3,309,760 copies will ship f.o.b. contractor’s city to approximately 6,500 destinations.

Contractor must ship 200 “Blue Label” (included) copies f.o.b. contractor city via IRS furnished SPC account number.

NOTE: If there is a discrepancy between the suggested transportation mode indicator in the furnished distribution files and the 

contract specifications, contractor must immediately notify Terri Skyrm at Theresa.L.Skyrm@irs.gov for resolution prior to 

labeling and shipping. 

If contractor ships or mails incorrectly, contractor will borne all additional costs incurred by the Government. 

All expenses incidental to picking up GPO government furnished materials and furnishing 5 production samples to Lanham, 

Maryland, must be borne by the contractor.

5.1 DOMESTIC MAIL (DM): Mailings must be made at Parcel Select DNDC/DSCF Presort and Parcel Select postage rates 

as applicable. 

The DM transportation mode applies when:

• An address contains a P.O. Box and a street address is NOT present within the same line in the distribution file.

• An address is an APO, FPO, or U.S. Post Office destination. 

The contractor must comply with all U.S. Postal Service regulations/requirements governing the preparation of Drop Ship Parcel 

Select DNDC/DSCF and/or Parcel Select rate mailings which are in effect at the time of the mailing, including the issuance of 

the required USPS forms (mailing statements), the weighing of shipments (mail manifests), etc. 

Mailings which do not qualify for Drop Shipments must be mailed Parcel Select. 

Mailings that do not qualify for Parcel Select postage rates must be mailed reimbursable Standard Post. Contractor must 

create the Standard Post mailing label and the label must contain the same information and format required for the Parcel Select 

label (excluding the Parcel Select mailing indicia). Contractor must apply the appropriate postage to each mailing. Contractor 

will be reimbursed for Standard Post postage by submitting a properly completed Postal Service (or equivalent) form with the 

voucher for billing.

The contractor is cautioned that “Postage and Fees Paid” Parcel Select indicia may only be used for mailing material produced

under this contract.
Page 9 Jacket 402-908

The contractor MUST meet with local postal authorities before the start of production to make arrangements for verification and 

DNDC/DSCF Parcel Select manifest approvals. The Domestic Mail Manual and other related USPS publications for Parcel 

Select mailings must be adhered to by all mailers. 

The U.S. Postal Service will require that each DNDC/DSCF rate mailing be deposited at a time and location specified through 

an appointment procedure. The contractor/mailer will be responsible for scheduling the deposit of all DNDC/DSCF rate 

mailings at least 5 workdays in advance by contacting the manager, logistics and distribution, or designee, at the designated 

DNDC/DSCF, etc. The contractor/mailer must comply with the scheduled time. 

Mailing Manifests: Contractor must provide mailing manifests on 2-part NCR paper. Part 1 is the USPS copy, and Part 2 is 

the contractor copy. Contractor must weigh at least 10 full cartons containing copies to determine the accurate weight for each 

carton size. This procedure is both necessary and critical for providing an accurate manifest to the Postal Service for 

verification purposes.

USPS Plant-Verified Drop Shipments: On or before the date in the schedule, the contractor MUST submit its detailed plantverified drop shipment plan for direct shipments to the DNDC/DSCFs, etc. The contractor must include all costs for preparing 

and implementing this plan in the total bid price (a separate charge will not be allowed). The detailed plan must be in the format 

shown in Exhibit 8 for each shipment. The detailed plan must include the GPO jacket number and must be emailed to: 

Roy.M.Murdoch@irs.gov , Joseph.i.Anidiobi@irs.gov , and Theresa.L.Skyrm@irs.gov The Government will approve or 

disapprove the drop shipment plan within three (3) workdays after receipt. NOTE: At Government’s option, Internal Revenue 

bills of lading (IRBLs) may be furnished. 

Reimbursement for the actual freight costs for drop shipping will be made from copies of the commercial carrier freight bills 

that must be submitted with the contractor’s invoice, and each freight bill must show the shipping cost and weight of the 

shipment.” If the contractor utilizes a freight consolidator, payment will be made with the submission of the contractor’s 

invoices showing actual charges to the contractor. Reimbursed freight costs will not be subject to any “prompt payment 

discounts. The contractor must provide the scheduled dates for dropping at the DNDCs/DSCFs. Contractor must include copies 

of the USPS Form 8125 that have been signed at the recipient destination along with their freight bills and invoices or a 

Track/Trace report showing the appointment dates and USPS confirmation numbers. Freight charges must not exceed those in 

the submitted drop shipment plan, except for allowable fuel surcharges. Current allowable fuel surcharges must be included in

the drop shipment plan.

The contractor must provide adequate space at the mailing facility for postal employees to perform the necessary verifications. 

IRS will not apply for plant load authorization or plant verified drop shipment, this will be the contractor's responsibility. It is 

also the responsibility of the contractor, or their mailer, to ensure that their mailing documentation is completed in a timely 

manner and submitted to all applicable USPS offices. NOTE: Contractor/Mailer should give at least 72- hour notice for pickup 

of full truckload shipments.

The postal employee verifying the mail will provide a signed copy of Form 8125 (Plant-Verified Drop Shipment Verification 

and Clearance (PVDS) document. The CONTRACTOR/MAILER is responsible to ensure that this document travels with the 

mail and is made available for examination upon the request of the postal service at the destined DNDC/DSCF. 

Drop Shipment Schedule: Within three (3) workdays of mailing complete, the contractor must email the scheduled dates and 

volumes for dropping at the DNDC/DSCFs to Theresa.L.Skyrm@irs.gov Contractor must furnish a completed Drop Shipment 

Schedule in a similar format as shown in Exhibit 9.

Priority Mail (if required): A carton label will be provided for any cartons which must be shipped priority mail. The 

contractor must print the necessary quantity of priority mail labels required. Priority mail labels must be affixed to the top of 

each carton. Hand stamping of priority mail cartons is unacceptable. IRS priority mail must be entered in to the contractor’s 

local post office for mailing. Contractor will provide manifests for delivered permit mail labels. The contractor must prepare 

the appropriate postal service forms for turnover to the local postal authorities.

5.2 SMALL PACKAGE CARRIER (SPC) Contractor’s City Shipments: Contractor must ship via SPC Ground services 

when the SC transportation mode applies. 

The SC (also known as SPC) transportation mode applies when:

• A street address is a non-expedited (ground) shipment weighing less than 750lbs to one destination within the 48 contiguous 

states, Alaska, Hawaii, or Puerto Rico. 
Page 10 Jacket 402-908

NOTE: When an address contains both a P.O. Box and a street address, and the shipment weighs less than 750lbs but is NOT an 

APO, FPO, or U.S. Post Office location, contractor must disregard the P.O. Box and utilize the street address. In addition, the 

SPC label must not contain the P.O. Box. 

• International packages (if required) weighing less than 500 lbs to one destination will be sent via small package carrier World 

Wide Express services.

• Expedited (air) shipments (if required) weighing less than 500 lbs. to one destination within the 48 contiguous states, Alaska, 

Hawaii or Puerto Rico must be sent via small package carrier 2nd Day air services. 

The IRS will notify the contractor when expedited shipments are required. Contractor must not use Next Day or Second Day Air 

options unless authorized by the IRS.

The IRS will provide an IRS small package account number. The Contractor must notify Terri Skyrm at 

Theresa.L.Skyrm@irs.gov at least 10 days prior to the first scheduled ship date to ensure an account number has been 

established, and/or is valid. If there is any uncertainty concerning the instructions for small package carrier shipments, the 

contractor must notify Terri Skyrm at least one (1) week prior to the first ship date for clarification. 

If multiple small package carriers are to be used, an account number will be assigned for each carrier. Contractor is required to 

ship IRS copies using the IRS designated carrier(s) and their assigned account number(s), or the contractor will be responsible 

for any additional shipping costs incurred by the Government.

Contractors are required to use a two-part manifest shipping report for each carrier that includes both a summary page and 

detailed shipping pages. The summary page is compiled using the information from the detailed shipping pages. The summary 

page must include the following information: 1) ship date; 2) shipper name; 3) complete address; 4) account number; 5) 

requisition number; and 6) totals for number of pieces and weight categorized by zone with grand totals for each. 

The detailed shipping pages should include the following information for each package listed: 1) Account Number; 2) 

consignee’s name; 3) complete consignee address; 4) zone; 5) weight; and 6) the matching shipper receipt portion of the 

traceable label. The original copy of the report should accompany the shipment. 

The contractor's must notify UPS of the amount to be picked up to allow for the carrier to provide adequate equipment for the 

pickup.

Email Notification: When an email address is present in the .csv distribution files, the contractor is required to send a same-day 

email notification of the shipment to the email address listed. All email notifications must include the following: IRS product 

short title; scheduled delivery date; recipient’s name and address; number of packages; type of service; weight; SPC tracking 

number and a link to the SPC website; and reference numbers (reference field 1 (IRS requisition number and GPO jacket 

number) and reference field 2 (IRS type of account and account number (i.e. p123456789 or TF123456A). See Exhibit 10. 

NOTE: All returned emails should be set to automatically forward to: wi.tdfps.upsundelive@irs.gov

Within three (3) workdays of shipping complete, the contractor must email the SPC shipping manifest including a “TRACK IT” 

link for each destination to Theresa.L.Skyrm@irs.gov. 

5.3 MOTOR FREIGHT (MF) Contractor’s City Shipments: Contractor must ship via Motor Freight when the total 

shipping weight to a single destination is 750lbs or more, unless otherwise instructed by the Government. All Motor Freight 

shipments will be completed by an Internal Revenue Bill of Lading. IRBL(s) will be furnished to the contractor electronically 

by the IRS Postal & Transport Policy Office. If an IRBL(s) is/are not provided at least seven (7) workdays prior to the first 

shipment date, the contractor must notify Roy Murdoch @ 309-556-5076 or Roy.M.Murdoch@irs.gov , or Joseph Anidiobi @ 

469-801-0747 or Joseph.i.Anidiobi@irs.gov immediately to make arrangements to receive IRBLs. The contractor will be 

required to complete information including but not limited to: total weight of shipment; number of cartons; number of pallets on 

the IRBL(s) prior to shipment.

The IRBL(s) will have designated carriers identified that provide special negotiated freight rates for IRS shipments. Contractor

must contact the designated carrier listed on the IRBL at least five (5) days prior to first ship date to schedule a date 

and time for pickup. If the contractor has any difficulty getting the designated carrier to confirm a scheduled pickup, contractor 

must immediately contact Roy Murdoch or Joseph Anidiobi between the hours of 8:30 AM and 4:00PM eastern standard time. 

The contractor must not change the designated carrier(s) without prior written approval from the IRS. In the event the 

designated carrier(s) cannot be utilized, or if the contractor experiences a problem with the designated carrier, the contractor 
Page 11 Jacket 402-908

must immediately contact Roy Murdoch @ 309-556-5076 or Roy.M.Murdoch@irs.gov , or Joseph Anidiobi @ 469-801-0747

or Joseph.i.Anidiobi@irs.gov to obtain alternate carrier(s) authorization. NOTE: If the contractor uses a carrier other than the 

designated carrier without prior written approval from the IRS, the contractor will be held responsible for any additional 

shipping costs incurred. 

Multiple Truckload Shipments: Whenever possible full truckloads should be utilized (e.g., use a full truckload and a partial 

truckload rather than two partial truckloads). The contractor will be provided multiple IRBLs for shipments to an individual 

destination exceeding a truckload. Only one bill of lading should be released for each truckload.

The contractor is accountable to the IRS for all IRBL(s) furnished under this contract. Use of IRBLs for shipments not 

authorized by the IRS is strictly prohibited. 

Within two (2) workdays of shipping complete, the contractor must email IRBLs containing truckers’ signatures and dates 

copies were picked up from contractor’s plant to Theresa.L.Skyrm@irs.gov 

In addition, contractor must notify IRS of all unused IRBL numbers furnished under this contract. Notification of unused IRBL

numbers must be emailed to Theresa.L.Skyrm@irs.gov. Any unused bills of lading must be destroyed by the contractor.

5.4 AIR FREIGHT SHIPMENTS (if required): The contractor will be notified by the IRS if Air Freight Shipments are 

required. Air bills will be provided by the IRS for shipments weighing 500lbs or more to a single destination. Shipments 

weighing less than 500lbs must be sent via UPS Air Express – Next or Second Day delivery. The contractor must contact the 

designated air freight carrier to coordinate all air shipments and, verify acceptance of pallets and maximum pallet weight is 

within that specific carrier’s allowable weight limit. 

Within two (2) workdays of shipping complete, the contractor must email IRBLs containing air freight carrier signatures and/or 

UPS manifest including a “TRACK IT” link for each destination to Theresa.L.Skyrm@irs.gov 

5.5 DEPARTMENTAL RANDOM “BLUE LABEL” COPIES: The contractor MUST submit 200 departmental random 

copies at the completion of production to test for compliance against specifications. The contractor must divide their total 

quantity into equal sublots and select 1 copy from a different general area of each sublot. The contractor will be required to 

execute the "Certificate of Selection of Random Copies", furnished by GPO, certifying that copies were selected as directed. 

These randomly selected copies must be packed and identified by a special Government-furnished Blue label, affixed to each 

affected container. Shipping of blue labels for multiple items in a single container is strictly prohibited. Additional labels, if 

needed, are to be reproduced by contractor on Blue stock. The container and its contents shall be recorded separately on all 

shipping documents and sent to Internal Revenue Service, National Distribution Center, 1201 N. Mitsubishi Motorway, 

Bloomington, IL 61705-6613. Submit a copy of the SPECIFICATIONS and the signed Government-furnished "Certificate of 

Selection of Random Copies", along with the Departmental Random Copies.

SECTION 6 – QUALITY ASSURANCE

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

specifications:

Product Quality Levels: 

(a) Printing Attributes -- Level IV.

(b) Finishing Attributes -- Level IV.

Inspection Levels (from ANSI/ASQC 21.4): 

(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 Government furnished electronic files

P-8. Halftone Match (Single and Double Impression) Government furnished electronic files

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

SECTION 7-----PRODUCTION SAMPLES:
Page 12 Jacket 402-908

Contractor must send 5 production samples within 3 workdays after bindery startup to: IRS, Room C6-446, Attention: Terri 

Skyrm, (240) 613-5497, 5000 Ellin Road, Lanham, MD 20706. NOTE: These copies are to be considered sample copies 

and WILL NOT be included in the quantity ordered and MUST NOT be included in the quantity billed. Shipping of these 

samples must be borne by the contractor and sent overnight by traceable means. In addition, contractor must NOT 

include these copies on IRS Forms 2040 and 9659.

SECTION 8 – OFFERS (BIDS): 

Offers must include the cost of all materials and operations for the total quantity ordered in accordance with these specifications.

BILLING ADJUSTMENTS DUE TO SCHEDULED QUANTITY CHANGES (+ or -) AND THE SUBTRACTION OF 

UNDELIVERABLES WILL BE AT THE CONTRACTOR'S "ADDITIONAL RATE". Prices for these "ADDITIONAL 

RATES" submitted must be based on a continuing run and must be EXCLUSIVE of all preliminary charges and will not be a 

factor in determining award.

Bidder MUST submit a price or NC (No Charge) for each line item in Sections 8.1, 8.2.1, 8.2.2, 8.2.3, and 8.2.4 on the 

following page. If an entry of NC is entered it shall be held the bidder intends to furnish those individual items at no charge to 

the Government.

Transportation charges are NOT a factor in determining award.

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 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.

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.

Bidder must state in the bid, the location (city and state) of the plant(s) from which this product will be shipped. Award will 

be made to the low responsible offeror whose offer is determined to be fair and reasonable.

Bidder must fill out, initial/sign as indicated on pages 13 and 14 of these specifications.

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.

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

Publishing Office, Bid Section, Room C-848, Stop: CSPS, 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 Jacket 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 January 2018. Hand 

delivered bids are to be taken to: GPO Bookstore, 710 North Capitol Street, NW, Washington, DC, between the hours of 

8:00 a.m. and 4:00 p.m., prevailing Washington, DC, time, Monday through Friday. The contractor is to follow the 

submission instructions posted in the Bid Submission/Opening area. If further instruction or assistance is required, call 

(202) 512-0526.
Page 13 Jacket 402-908

8.1 Printing and Binding approx. 3,592,440 pamphlets (incl blue labels); creating mailing/shipping labels, labeling and 

marking, packing and sealing containers, palletizing, staging, and shipping approx. 44,906 cartons of instructions.

................................................................................................................................................. $_________________

Bidder must state the cost of preparing and implementing the drop shipment plans included in the total bid above.

 $__________________

8.2 Prices for Page Count Changes: The page count may change from the originally stated page counts at the time the 

print files are received. The contractor must enter a price or NC (no add’l charge to Government) below in 8.2.1 and 8.2.2.

If contractor fails to enter a price or NC in 8.2.1 and 8.2.2, the contractor will be deemed non-responsive. The appropriate 

figures listed below in 8.2.1 and 8.2.2 must include set-up charges and will be used to increase/decrease the purchase order 

price based on FINAL page counts and FINAL quantities. These prices are not a factor in award. Although these prices are 

not a factor in award, the Government reserves the right to reject/renegotiate any prices it deems unreasonable at time of 

award.

 

8.2.1--- If page count increases from originally stated in the specifications, the price submitted below will increase the 

original Purchase Order price accordingly.

4 Pg. Increase.................................................................................................$____________/M

8.2.2--- If page count decreases from originally stated in the specifications, the price submitted below will decrease the 

original Purchase Order price accordingly.

4 Pg. Decrease.................................................................................................$____________/M

8.2.3--- Prices for Quantity Changes: Regardless of final page count, the price submitted in 8.2.3 will decrease/increase the 

original Purchase Order price by the difference between the bid quantity and the final quantity. 

 

 "ADD’L RATE"

 Printing and Binding............................................................................... per l, 000 copies...$_________

 

8.2.4--- Labeling, addressing, packing and sealing, palletizing, etc.: Price submitted in 8.2.3 will decrease/increase the original 

Purchase Order price by the difference between the number of approximate cartons stated in the bid quantity and the number of 

cartons utilized based on the final quantity........................................... per carton ................. $__________

8.3 Company name, address, contact name and telephone number, and production function of subcontractor(s), if any, who will 

perform on this contract.

_________________________________________________________________________________________________

_________________________________________________________________________________________________

8.4 Location of shipping point/staging area:

City___________________________________________________ State_____________ Zip Code________________

 

8.5 Location of Post Office from which copies will be mailed:

City___________________________________________________ State_____________ Zip Code________________

_________________

 Initials
Page 14 Jacket 402-908

8.6 Name of Contact person: _________________________ Phone Number: ____________ FAX Number: ____________

Email address (required)___________________________________________________.

8.7 At the same time invoice and associated documentation issubmitted to GPO for payment, contractor MUST email a 

copy to Theresa.L.Skyrm@irs.gov.

DISCOUNTS: Discounts are offered for payment as follows: __________Percent, ________ calendar days.

See Article 12 “Discount” of solicitation Provision in GPO Contract Terms (Publication 310.2).

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

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

Within______calendar days (60 calendar days unless a different period is inserted by the bidder) from the date for receipt 

of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in exact 

accordance with specifications.

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

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

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

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

Bidder

(Contractor Name) (GPO Contractor’s Code)

 (Street Address)

 (City – State – Zip Code)

By

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

(Signature) (Date)

(Telephone Number) (Email)

Contracting Officer Review: __________ Date: __________ Certifier: __________ Date: ____________

 (Initials) (Initials)
Exhibit 1

Production and Mailing Report

Complete this form daily for each product monitored. Be sure to change the Date Submitted field each day. The QM Submitting field must show the name of the QM

submitting this report. The entry in a production operation (printed, imaged, etc.) must be the total for that day and that operation. Do not use commas in the

quantities, they format automatically and the total will display in the Cumulative Totals row.

Contractor City, State

Product(s) 1040 Instructions (DS) GPOJacket(s) 402-908

QM Submitting Date Submitted

Date

Cumulative Totals

Comments

(EX: SC or

BMC mail

totals or

production

notes.)

Printed Bound/Finished Imaged Inserted Other ( ) Mailed

Form 9659 (Rev. 6-2008) Cat. No. 20827R publish.no.irs.gov Department of the Treasury - Internal Revenue Service
Shipping Status: d Start D Partial D Complete Instructions Preliminary

Exhibit 2

Distribution / Shipping List Save 2040

Requisition number Jacket number / Source

/

Item (Form, Document, Publication, Notice etc.)

Printing specialist Phone number

Print order number

Catalog number

Originator symbols

Revision date Q Reprint

|_] Revison

Distribution analyst Phone number

Contractor code Date

Ship date Q FOB contractor city

Q FOB destination

Carton quantity Weight factor Quantities stated below are

Q each Q pads Q sheets Q sets Q rolls

Title/Description

Remarks

OPN IRS Centers

Grand Total

Order Quantity

T

T

T

T

T:

T

T

Ship Quantity Date Shipped

Form 2040 (9-2005) Catalog number 71120B www.irs.gov Department of The Treasury - Internal Revenue Service
contractor and allow for easier direct import into a shipping system.

Below is an overview of fields that will be included in the new file, along with the corresponding

field in the UPS WorldShip system software.IRS Header Title

Program Account

Contact

PhoneExtension

Organization

Supplementary Address

Delivery Address

City

State

Zip

CountryEmail AddressEmail NotificationLoading DockInside Delivery

Suggested_Transportation

Requisition Jacket Number

SKUShort Title

Product_QuantityProduct CartonsProduct_Weight

Shipment_CartonsShipment WeightService_Type

Package_Type

Failed email addressEmail_Ship_From_NameEmail_Memo_Body

Length

12

35

15

35353535

59550

1

11

2

20

18

20

8

44

4432

503

150

UPS WorldShip Field NameReference Field 2AttentionTelephone

Company or Name

Address Line 1Address Line 2

City or Town

State/Province/County

Postal Code

Country/Territory

Recipient Email Address

QVN (Quantum View Notification) or

Return Notification Option, Also used for:

* QVN Ship Notification* QVN Delivery Notification

Not Used for Small PackageNot Used for Small Package

DM = Domestic Mail (United States Postal

Service MUST be used)SC = Small Package Carrier

MF = Freight (Bill of Lading Required)AF = Air Freight (Bill of Lading Required)Reference Field 1Number of Packages

Actual Weight

Service Type (GRD = Ground)

Package Type (CP = Consumer Packaging)Failed Email AddressQVN or Return Notification Ship From

Company or NameQVN or Return Notification Memo
contract specifications; and, 4) Use the 

Submit

 button at the top of this form to email the new PDF to the IRS.

DO NOT SCAN any page of Form 13456.

Name of contractor

Contact person at contractorMailing start date (mm/dd/yyyy)

Zip Code of Post Office

used for mailing

(Example)

22201

Date on Postage

Statement

1-12-2013

Total # of pieces mailed =

Contact person phone number (include area code)

Mailing end date (mm/dd/yyyy)

Pieces Mailed

55,145

Copies Mailed

95,212

Total # of copies mailed =

Email address of contact person

Q Mailingsa Wave of

Postage Amount

$12,234.56

Postage Statement Type

3602-G Penalty Permit

Total postage amount =

Add Attachment View Selected Attachment Remove Selected Attachment

List of Attachments

Form 13456 (Rev. 12-2016) Catalog Number 36941A www.irs.gov Department of the Treasury - Internal Revenue Service
Form 13456 is provided as a fillable PDF file. Each field for the contractor to complete is listed below with specific instructions as

needed.

• Name of contractor• Contact person at contractor's office• Telephone number of contact person• Email address of contact person• Mailing start date: The date the first piece is mailed• Mailing end date: If not all pieces were sent on the start date, this is the date the last piece is mailed• Mailings: (Optional). Check this box to note there will be multiple mailings• Wave: (Optional). Check this box to note that the multiple mailings will be sent in "waves". Use the blank fields next to this

check box to distinguish the number of current wave from the number of total waves.

• Zip Code: The ZIP code of the post office from which pieces are mailed

• Date on Mailing Statement: The mailing date on the postage statement• Pieces Mailed: The number of envelopes, containers, or cartons, etc., that is mailed• Copies Mailed: The total number of items inside each envelope, container, or carton, etc., that is mailed• Postage Amount: The total dollar amount listed on each postage statement• Postage Statement Type: Use the pull down menu to designate which type of postage statement (i.e. USPS Form 3602,

3602-R, 3605,3600,3607R) was used.

Form 13456 must contain only postage information for the IRS requisition number at the top of the form. Contractor must not combine

postage associated with multiple print order/requisition numbers on a single form.

If all the lines on the front of Form 13456 are filled in, use the "Add New Mailing Rows" button to add another row of data fields.

2) Electronically attach postage statements to Form 13456

Use the "Add Attachment" button at the bottom of Form 13456 to attach postage statement copies. This PDF file must contain the front

page of Form 13456 and all continuation sheets (if applicable); and, copies of all postage statements that are associated with therequisition number listed on Form 13456. This results in a new PDF.

3) Rename the new PDF as per the contract specifications

Prior to emailing the new PDF file, the contractor must rename the file. The PDF file must be named using nine (9) digits of the IRSRequisition Number, the first five (5) digits of the Post Office Zip Code, Mailing start date (MM/DDA^), Mailing end date (MM/DDA"Q

and .pdf (see below).

Example: For requisition number 20YY-12345, the file name will be: 20YY-12345_16625_01-02-YY_01-15-rr.pdf.

In the event the "mailing start date" and the "mailing end date" are the same, the contractor must enter the same date twice in the

renamed file (see below).Example: For requisition number 20rr-18345, the file name will be: 20YY-18345_16625_01-02-YY_01-02-YY.pdf.

4) Email the new PDF (Form 13456 with all attached postage statements)

Use the "Email to IRS . . . " button on the front of Form 13456 to email the PDF to:

• Dostaae(a>Dublish.no.irs.aov; and, to the• Publishing Specialist's email address

The PDF file should be sent in a single email when possible. The total file size of the email must be 10 MB or less. If the file size is

larger than 10 MB, the contractor must create multiple PDF files, and add a suffix to the end of each file name starting with the letter "a"

then "b", etc. (i.e. 20YY-18345_16625_01-02-YY_01-15-YYa.pdf).The contractor is responsible for the accuracy of the information returned to the IRS. Any delay or missing data could result in a

delay of payment.

Form 13456 (Rev. 12-2016) Catalog Number 36941A www.irs.gov Department of the Treasury - Internal Revenue Service
Customer No.

Customer No.

Customer No.

Post Office of Mailing

Type of

Postage

Q Permit ImprintQMetered

Permits

Processing Category

D FlatsD Parcels

Mailing Date Federal Agency Cost Code Statement Seq.No.

Weight of a Single Piece Total Pieces

pounds

Packaging Based on

Q Piece Count Q Weight D Both

If Sacked, Based on

D Piece Count D 20 Pounds

Total Weight

For Barcoded Rate Pieces, Enter Date of AddressMatching and Coding

./. ./.

No. & Type of Containers

SacksFlat Trays

Pallets

Other

Parts Completed (Select all that apply) DADBDCDD&EDS

Total Postage (Add parts totals)

Price at Which Postage Affixed (Check one) Complete if the mailing includes pieces bearing metered or precanceled stamps.

QCorrect QLowest QNeither _pcs.x$_._= Postage Affixed

Net Postage Due (Subtract postage affixed from total postage)

For USPS Use Only: Additional Postage Payment (State reason)

(Add additional payment to net postage due and total in box for

affixed or permit imprint - choose one only) Total Adjusted Postage Affixed

Postmaster:

Report Total

Postage in

Applicable AIC

(Permit imprint

only)

AIC 131

AIC 124AIC 223

Total Adjusted BPM Postage Permit Imprint

Total Adjusted Media Mail/Lib. Mail Postage Permit Imprint

Total Adjusted Parcel Post/Select Postage Permit Imprint

The mailer's signature certifies acceptance of liability for and agreement to pay any revenue deficiencies assessed on this mailing, subject to appeal. If an

agent signs this form, the agent certifies that he or she is authorized to sign on behalf of the mailer, and that the mailer is bound by the certification andagrees to pay any deficiencies. In addition, agents may be liable for any deficiencies resulting from matters within their responsibility, knowledge, or control.

The mailer hereby certifies that all information furnished on this form is accurate, truthful, and complete; that the mail and the supporting documentation

comply with all postal standards and that the mailing qualifies for the rates and fees claimed; and that the mailing does not contain any matter prohibited bylaw or postal regulation. I understand that anyone who furnishes false or misleading information on this form or who omits information requested on this form

may be subject to criminal and/or civil penalties, including fines and imprisonment.

Privacy Notice: For information regarding our Privacy Policy visit www.usps.com

Signature of Mailer or Agent Name of Mailer or Agent TelephoneWeight of a Single Piece

pounds

Total Pieces Total WeightTotal Postage

Presort Verification Performed? (Check One)

D Yes D No

I CERTIFY that this mailing has been inspected

concerning: (1) eligibility for postage rates claimed;

(2) proper preparation (andpresort where required):(3) proper completion of postage statement;(4) payment of annual fee; and(5) sufHcient funds on deposit (if required)

USPS Employee's Signature

Is figure at left adjusted from mailer's entries?

If 'Yes," Reason

a Yes Q No

Date Mailer Notified Contact By (Initials)

Print USPS Employee's Name Time AM

PM

Round Stamp (Required)Date Mail Released

PS Form 3605-K1, May 2009 (Page 1 of 10) PSN 7530-08-000-3305 This form and mailing standards available on Postal Explorer at pe.usps.com.
(c) To address fsee exception under Section II, 2, Cartons via Small Package Carrier (SPC) below); and (d) Carton quantity

(if carton quantity is blank, it must be updated with the correct packing quantity).

3) Automated Carton # of # fields: To print the correct number of labels for each address with sequential carton numbers,

input the total number of cartons in second # field and press "Print Labels" button. Warning: Once the print button is pressed,

printing cannot be canceled. Be sure all information is correct prior to printing.

4) Printing: Labels must be produced same-size in black ink on white paper.

5) Proof: An electronic proof of the label may be required if indicated on the contract or print order.

Section II - Labeling for Shipment

1) Cartons: All cartons must have IRS shipping label affixed to one end of the carton only (never on top, long-side, or bottom).

2) Cartons via Small Package Carrier (SPC): Affix SPC label to top of carton on edge nearest to IRS label. If shipping via SPC

to the IRS National Distribution Center, leave the "To (Consignee)" address field blank.

3) Small SPC packages/boxes/envelopes via SPC: Affix IRS label to front of package and SPC label to the back. This includes

advance distributions and IRS samples.

cut here cut here

Carton Shipping Label

Department of the Treasury

Internal Revenue Service

Publishing analyst Phone number Carton # of #

GPO Jacket number

402-908

Print order number Program number

From (Contractor name and address) To (Consignee)

Catalog number

24811V

Revision (YYYY-MM-DD)

2018-00-00

^24811V2018-00-0(r

Product number (Form, Document, Publication, etc)

11040

Product title

Instructions for Form 1040

Carton quantity

80

Requisition number (YY-nnnnn)

18-07893

'8018-07893'

Form 6153 (Rev. 3-2006) Catalog Number 62724N Department of Treasury - Internal Revenue Service
IRS Pallet Specifications

Exhibit 7

IRS

All shipments delivered to the National Distribution Center (NDC), must conform to the specifications outlined in this document. To ensure shipments are 100% compliant

and received by the NDC, please reference Publication 4803 and any relating information outlined in the work contract specifications. Non-conformance to the specifications

of this document, the standards described in Publication 4803 and or specific instructions outlined in the work contract specifications, may result in corrections at the

vendor's expense.

Pallet Measurements

(48") 121.9 cm

length

41/2-5"

pallet

height

11/2-13/4"

width

for all 3 stringers

173/8-173/4"

Stacked Pallet Height

For IRS products the maximum full pallet

height (pallet + cartons) must not exceed 55"

15 tier stacking method

Shipments requiring palletization of cartons for non-Standard (i.e products that are not and

can not be folded down to an 8.5' x 11' size without destroying the functionality or integrity of

the product) IRS products should be stacked using this 15 tier method.

9 tier stacking method

1

8

=J

^

Products that are 8.5' x 11' or can be folded to those dimensions are considered standard

IRS products and should be stacked using this 9 tier method.

Document 12321 (Rev. 1-2013) Catalog Number 47403N Department of the Treasury Internal Revenue Service publish.no.irs.gov
Exhibit 8

Example Format for Proposal of Drop Shipping Costs

Destination

BMC San Francisco, CA

BMC New Jersey, NJ

BMC Dallas, TX

BMC Seattle, WA

BMC Jacksonville, FL

BMC Sub-Total

SCF San Diego, CA

SCF Flushing, NY

SCF Grand Prairie, TX

SCF Portland, OR

SCF Tampa, FL

SCF Sub-Total

Grand Total

Piece Count

Approx. Weight

Without Tare With Tare

Postal

Discounts

Freight

Charges

Net Savings

Net Postage

Cost

Number of

Transit Days
DNDC/DSCF Scheduled Drop Date Volume Recipient Delivery Date
This message was sent to you at the request of IRS to notify you that the

electronic shipment information below has been transmitted to UPS. Thephysical package(s) may or may not have actually been tendered to UPS forshipment. To verify the actual transit status of your shipment, click on the

tracking link below or contact IRS directly.

Important Delivery InformationMessage from IRS:

The IRS is shipping your order of F 1040, F 1040 A, F 1040 EZ, F 1040 SCH

A & B within the next 5 days.Scheduled Delivery: 20-May-2011Shipment DetailShip To:JOANNE GENTRYAGAWAM PUBLIC LIBRARY750 COOPER STAGAWAMMA010012177us

Number of Packages: 3UPS Service: GROUND

Weight: 80.0 LBS

Tracking Number: 1Z7621240392525675

Reference Number 1: 10-15324/309-654Reference Number 2: TF100045J

to track if UPS has received your shipment or visit

http://www.ups.com/WebTracking/tr8Ck?loc=en_US on the Internet.

^J