1416S

-------- ---------------------------------- ------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- -----------

BASIS ---

ITEM OF ---

NUMBER ITEM DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE COST

-------- ---------------------------------- ------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- -----------

I COMPLETE PRODUCT

 (a) All materials and operations required for processing each 100’Roll 38,668 6.00 232,008.00 8.00 309,344.00 2.48 95,896.64 4.95 191,406.60 6.32 244,381.76

-------- ---------------------------------- ------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- ----------- -----------

TOTAL 232,008.00 309,344.00 95,896.64 191,406.60 244,381.76

DISCOUNT 2.00% 4,640.16 5.00% 15,467.20 0.00% 0.00 (2%-10) 0.00 0.00% 0.00

NET TOTAL 227,367.84 293,876.80 95,896.64 191,406.60 244,381.76

Verified ES 4-13-2023

DOA thru March 31, 2024 (Options thru 2028)

ACS Document Imaging Data Management Int. DataSavers of Jacksonville Innovative Document Imaging GPO

Knoxville, TN New Castle, DE Jacksonville, FL East Brunswick, NJ Estimate

--- --- --- ---

--- --- --- ---
Program 1416-S Page 1 of 37 

Specifications by EFS 

Reviewed by EBR 

BID INVITATION 

U.S. GOVERNMENT PUBLISHING OFFICE 

Southeast Region 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Microfilm Repackaging Services 

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

Department of the Treasury – Internal Revenue Service 

Atlanta, GA 

Single Award 

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

2024, plus up to four (4) optional 12-month extension periods that may be added in accordance with the "Option to 

Extend the Contract Term" clause in this contract. 

BID OPENING: Bids shall be opened at 2:00pm, prevailing Atlanta, GA time, on April 6, 2023.

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

of bid submission will be accepted at this time. The program number (Program 1416-S) and bid opening date April 6, 

2023 must be specified in the subject line of the emailed bid submission. To submit a bid, bidders are to fill out, 

sign/initial, as applicable, all pages of SECTION 4. – SCHEDULE OF PRICES at the end of these specifications. Bids 

received after 2:00pm on the bid opening date specified above will not be considered for award. 

This is a new contract and there is no abstract of contract prices available. 

For information of a technical nature, contact Ellen Sommer, (404) 605-9160, Ext. 5, or esommer@gpo.gov. 

NOTE: SPECIAL ATTENTION IS DIRECTED TO THE IRS SECURITY REQUIREMENTS PAGES 3 

THROUGH 16 AND EXHIBITS AT END OF DOCUMENT. 
Microfilm Repackaging Services 

1416-S (3/2024) Page 2 of 37 

SECTION 1. GENERAL TERMS AND CONDITIONS 

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

articles of GPO Contract Terms (GPO Publication 310.2, effective December 1, l987 (Rev. 01-18)), GPO Contract Terms, 

Quality Assurance Through Attributes Program for Microforms (GPO Publication 310.3, effective August 31, 1988, (Rev. 

02-2017)), and ANSI Standard, Sampling Procedures and Tables for Inspection by Attributes, ANSI/ASQC Z 1.4 and ISO 

Standards. Standards referenced in this contract are those that are current at the time of contract solicitation. 

GPO Contract Terms (GPO Publication 310.2) – 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf 

GPO Contract Terms, Quality Assurance Through Attributes Program for Microforms (GPO Publication 310.3)- 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/310-3-contract-termsmicroforms262f0930b44a64308413ff00001d133d.pdf

SUBCONTRACTING: Subcontracting any portion of this contract is NOT permitted. Vendors intending to 

subcontract any of the operations/provisions of this contract shall be declared non-responsible.

QUALITY ASSURANCE SYSTEMS: The contractor must provide and maintain an effective quality assurance system. 

The contractor’s quality assurance system must include, as a minimum, the following elements to the degree necessary for 

the end products under this contract: 

 (1) Environmental Storage controls that assure humidity and temperature is within ISO 18911. 

 (2) Environmental air quality controls in microfilming and duplicating areas that meet ISO 14644-1 and ISO 

14644-2 for Class 1000. 

 (3) Controls that assure that the raw materials meet all applicable requirements, and that proper storage and issuing 

procedures are followed. 

 (4) Controls that assure all steps in the process generate products that conform to all requirements of this contract. 

 (5) Maintenance and calibration records on all applicable production and inspection equipment. 

 (6) Inspection procedures and adequate records to assure conformance to all requirements of this contract. 

 (7) Other applicable quality assurance records, such as, raw material certifications, condition and timeliness of 

furnished materials, and outside laboratory analyses if performed. 

OPTION TO EXTEND THE CONTRACT TERM: 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 years as a result of, and including, any extension(s) added under this clause. 

Further extension may be negotiated under the “Extension of Contract Term” clause. See also “Economic Price 

Adjustment” for periodic pricing revision. 

 

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. 
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1416-S (3/2024) Page 3 of 37 

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 Date of Award through March 31, 2024 and the second and any succeeding period(s) will extend for 12 

months from the end of the last preceding period, except that the length of the final period may vary. The first day of the 

second and any succeeding period(s) will be the effective date of the economic price adjustment for that period. 

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

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

U.S. Department of Labor, Bureau of Labor Statistics. 

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

An index called the variable index will be calculated by averaging the monthly Indexes from the 12-month interval ending 

three (3) months prior to the beginning of the period being considered for adjustment. This average is then compared to 

the average of the monthly Indexes for the 12-month interval ending December 31, 2022, 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. 

If the Government exercises an option, the extended contract shall be considered to include this economic price 

adjustment clause. 

PRIVACY AND SECURITY REQUIREMENTS: Protection of Confidential Information 

The contractor shall comply with all Federal, state, and local laws, and IRS policies and regulations to include but not 

limited to: 

(a) The contractor shall restrict access to all IRS Sensitive But Unclassified (SBU) information obtained in the 

performance of this contract to those employees and officials who need it to perform the specific services outlined 

in this contract. 

(b) The contractor shall process all IRS SBU information obtained in the performance of the contract under the 

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

records and in such a way that the unauthorized persons cannot gain access to any such records. 

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

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

protect this information from improper disclosure. 

(d) The contractor shall ensure that each contractor/subcontractor employee performing IRS work knows the 

prescribed rules of conduct and that each contractor/subcontractor employee is aware that he/she may be subject 

to criminal penalties for violations of the Privacy Act. 
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1416-S (3/2024) Page 4 of 37 

(e) All confidential information obtained from the IRS for use in the performance of this contract shall, at all times, 

be stored in an area that is physically secured to prevent unauthorized access. 

(f) All contractor employees shall either be literate in English or have a translator available at all times who can read, 

speak, and understand the language in order to ensure all operational, security, and contract requirements are met. 

The contractor/subcontractor shall ensure communications are provided at a level such that employees can 

understand instructions and converse with the customer. 

(g) Work areas for the production of IRS work shall be in dedicated areas that have fixed barriers and access 

controlled to only those employees working on the IRS contract. Signs shall be posted that only IRS cleared 

employees may enter. All phases of work will be staged in one main area for each process and sufficiently 

protected from unauthorized access or commingling with non-IRS work. If dedicated production areas with 

fixed barriers are not possible, all employees with access to the production area will need to be security 

screened. All IRS work areas will be open to IRS representatives for inspection at all times. 

(h) For contractor, at least one supervisory employee must be permanently assigned to the secured areas to always 

visually observe the printing, imaging, binding, construction, inserting, storing, shipping, and destruction of any 

spoiled materials. 

IR1052.224-9000 Safeguards Against Unauthorized Disclosure of Sensitive but Unclassified Information (JUN 2021) 

1. Treasury Directive Publication 15-71 (TD P 15-71), Chapter III – Information Security, Section 24 – Sensitive But 

Unclassified Information defines SBU information as ‘any information, the loss, misuse, or unauthorized access 

to or modification of which could adversely affect the national interest or the conduct of Federal programs, or the 

privacy to which individuals are entitled under Section 552a of Title 5, United States Code (USC) (the Privacy 

Act) but which has not been specifically authorized under criteria established by an executive order or an act of 

Congress to be kept secret in the interest of national defense or foreign policy.’ SBU may be categorized in one or 

more of the following groups — 

 Federal Tax Information (FTI), including any information on or related to a tax return 

 Returns and Return Information 

 Sensitive Law Enforcement Information 

 Employee and Personnel Information 

 Personally Identifiable Information (PII) 

 Information Collected or Created from Surveys 

 Other Protected Information 

2. Confidentiality requirements for tax returns and return information (FTI) are established by Section 6103 of the 

Internal Revenue Code (IRC) (26 USC 6103), and the penalties for unauthorized access and disclosure of returns 

and return information are found in Sections 7213, 7213A and 7431 of the IRC (26 USC 7213, 7213A and 7431). 

This contract is covered by IRC 6103(n) and the related regulation - 26 CFR §301.6103(n)-1. 

3. Contractors who perform work at contractor (including subcontractor) managed sites using contractor or 

subcontractor managed IT resources shall adhere to the general guidance and specific privacy and security control 

requirements contained in the most recent version of Publication 4812, Contractor Security & Privacy Controls, 

IRM 10.23.2 - Personnel Security, Contractor Investigations, IRM 10.5.1 Privacy Policy, and IRM 10.8.1 - 

Information Technology (IT) Security, Policy and Guidance. Publication 4812 and IRM 10.5.1, 10.8.1 and 

10.23.2 provide comprehensive lists of all security, privacy, information protection and disclosure controls and 

guidance. 
Microfilm Repackaging Services 

1416-S (3/2024) Page 5 of 37 

4. Eligibility, Fitness and Suitability. Contractor (including subcontractor) personnel hired for work within the 

United States or its territories and possessions and who require staff-like access, wherever the location, to IRSowned or controlled facilities or work on contracts that involve the design, operation, repair, or maintenance of 

information systems, and/or require staff-like access to SBU information, must meet the eligibility requirements 

under IRM 10.23.2, Personnel Security, Contractor Investigations, and shall be subject to security screening and 

investigative processing, commensurate with the position sensitivity level, and in accordance with IRM 10.23.2, 

and TD P 15-71. Contractor personnel must be found both eligible and suitable, and approved for staff-like access 

(interim or final) by IRS Personnel Security prior to starting work on the contract/order, and before being granted 

access to IRS information systems or SBU information. 

5. General Conditions for Allowed Disclosure. Any SBU information, in any format, made available to or created by 

the contractor personnel shall be treated as confidential information and shall be used only for the purposes of 

carrying out the requirements of this contract. Inspection by or disclosure to anyone other than duly authorized 

officer or personnel of the contractor (including subcontractor) shall require prior written approval of the IRS. 

Requests to make such inspections or disclosures shall be addressed to the Contracting Officer (CO). 

6. Nondisclosure Agreement. Consistent with TD P 15-71, Chapter II, Section 2, and IRM 10.23.2.15 - 

Nondisclosure Agreement for Sensitive but Unclassified Information, each contractor personnel who requires 

staff-like access to SBU information shall complete, sign and submit to Personnel Security – through the CO (or 

COR, if assigned) an approved Nondisclosure Agreement prior to being granted staff-like access to SBU 

information under any IRS contract or order. 

7. Training. All contractor personnel assigned to this contract with staff-like access to SBU information must 

complete IRS-provided privacy and security awareness training, including the Privacy, Information Protection, 

and Disclosure training, as outlined in IR1052.224-9001 Mandatory IRS Security Training for Information 

Systems, Information Protection and Facilities Physical Access. 

8. Encryption. All SBU information must be protected at rest, in transit, and in exchanges (i.e., internal and external 

communications). The contractor shall employ encryption methods and tools to ensure the confidentiality, 

integrity, and availability of SBU information. 

9. Particularly relevant to this clause are the updated sections to IRM 10.8.1 and Publication 4812 regarding email 

and text messages, alternative work sites, and incident management: 

 For email and text messaging, the contractor shall abide by IRM 10.8.1.4.17.2.2 “Electronic Mail (Email) 

Security”, IRM 10.5.1.6.8 “Email” plus all subsections, and IRM 10.8.2.2.1.18 “Contractor”; or Publication 

4812 section 29.3.1 “Email Security”. Included are requirements on encryption, subject line content, and 

restrictions on personal email accounts. 

10. Incident and Situation Reporting. Contractors are required to report a suspected or confirmed breach in any 

medium or form, electronically, verbally or in hardcopy form immediately upon discovery. All incidents related 

to IRS processing, information or information systems shall be reported immediately upon discovery to the CO, 

COR, and CSIRC. Contact the CSIRC through any of the following methods: 

 CSIRC Contact Information: Telephone: (240) 613-3606; email: csirc@irs.gov 

 In addition, if the SBU information is or involves a loss or theft of an IRS IT asset, e.g., computer, laptop, router, 

printer, removable media (CD/DVD, flash drive, floppy, etc.), or non-IRS IT asset (BYOD device), or a loss or 

 theft of hardcopy records/documents containing SBU data, including PII and tax information, the 

contractor/subcontractor shall report the incident/situation to the Treasury Inspector General for Tax 

Administration (TIGTA) hotline at (800) 366-4484. 
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1416-S (3/2024) Page 6 of 37 

11. Staff-Like Access to, Processing and Storage of Sensitive but Unclassified (SBU) Information. The contractor 

shall not allow contractor personnel to access, process or store SBU on Information Technology (IT) systems or 

assets located outside the continental United States and its outlying territories. Contractors utilizing their own IT 

systems or assets to receive or handle IRS SBU data shall not commingle IRS and non-IRS data. 

12. Disposition of SBU Information. All SBU information processed during the performance of this contract, or to 

which the contractor was given staff-like access (as well as all related output, deliverables, or secondary or 

incidental by-products, information or data generated by the contractor or others directly or indirectly from the 

source material), regardless of form or format, shall be completely purged from all data storage components of the 

contractor’s facilities and computer systems, and no SBU/Personally Identifiable Information (PII) information 

will be retained by the contractor either — 

 When it has served its useful, contractual purpose, and is no longer needed to meet the contractor’s (including 

subcontractor) other, continuing contractual obligations to the IRS or 

 When the contract expires, or is terminated by the IRS (for convenience, default, or cause).

 The contractor shall completely purge from its systems and Electronic Information Technology, and/or return all 

SBU data, including PII and tax information (originals, copies, and derivative works) within 30 calendar days of 

the point at which it has served its useful contractual purpose, or the contract expires or is terminated by the IRS 

(unless, the CO determines, and establishes, in writing, a longer period to complete the disposition of SBU data 

including PII and tax information). 

 The contractor shall provide to the IRS a written and signed certification to the COR that all SBU 

materials/information (i.e., case files, receipt books, PII and material, tax information, removable media (disks, 

CDs, thumb drives)) collected by, or provided to, the contractor/subcontractor have been purged, destroyed or 

returned. 

13. Records Management. 

A. Applicability 

 This language applies to all contractors whose personnel create, work with, or otherwise handle Federal 

records, as defined in Section B, regardless of the medium in which the record exists. Contractor personnel 

are bound by the Records Management by Federal Agencies (44 U.S.C. Chapter 31) regarding the care and 

retention of Federal records. 

B. Definitions 

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or 

characteristics, made or received by a Federal agency under Federal law or in connection with the transaction 

of public business and preserved or appropriate for preservation by that agency or its legitimate successor as 

evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the 

United States Government or because of the informational value of data in them. 

 The term Federal record: 

1. includes IRS records; 

2. does not include personal materials; 

3. applies to records created, received, or maintained by contractors/subcontractors pursuant to their IRS 

contract; and 

4. may include deliverables and documentation associated with deliverables. 
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1416-S (3/2024) Page 7 of 37 

C. Requirements 

1. Contractor/subcontractor shall comply with all applicable records management laws and regulations, as 

well as National Archives and Records Administration (NARA) records policies, including but not 

limited to the Federal Records Act (44 U.S.C. chapters. 21, 29, 31, 33), NARA regulations at 36 CFR 

Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the 

Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of 

form or characteristics, mode of transmission, or state of completion. 

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling 

under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. 

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the 

Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition 

only as permitted by statute or regulation. 

3. In accordance with 36 CFR 1222.32, contractor shall maintain all records created for Government use or 

created in the course of performing the contract and/or delivered to, or under the legal control of the 

Government and must be managed in accordance with Federal law. Electronic records and associated 

metadata must be accompanied by enough technical documentation to permit understanding and use of 

the records and data. 

4. IRS and its contractors are responsible for preventing the alienation or unauthorized destruction of 

records, including all forms of mutilation. Records may not be removed from the legal custody of IRS or 

destroyed except for in accordance with the provisions of IRM 1.15.5, Relocating/Removing Records, the 

agency records schedules and with the written concurrence of the CO. Willful and unlawful destruction, 

damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. 

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, 

contractor/subcontractor must immediately notify the appropriate CO. The CO must report the loss using 

the PII Breach Reporting Form. Privacy, Governmental Liaison and Disclosure (PGLD, Incident 

Management) will review the PII Breach Reporting Form and alert the Records and Information 

Management (RIM) Program Office that a suspected records loss has occurred. The agency must report 

promptly to NARA in accordance with 36 CFR 1230. 

5. The Contractor shall immediately notify the appropriate CO immediately upon discovery of any 

inadvertent or unauthorized disclosures of information, data, documentary materials, records or 

equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know 

as described in the 1416-S contract. The contractor/subcontractor shall ensure that the appropriate 

personnel, administrative, technical, and physical safeguards are established to ensure the security and 

confidentiality of this information, data, documentary material, records and/or equipment is properly 

protected. The contractor/subcontractor shall not remove material from Government facilities or systems, 

or facilities or systems operated or maintained on the Government’s behalf, without the express written 

permission of the Head of the Contracting Activity. When information, data, documentary material, 

records and/or equipment is no longer required, it shall be returned to the IRS control or the 

contractor/subcontractor must hold it until otherwise directed. Items returned to the Government shall be 

hand-carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in 

the 1416-S contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with 

Paragraph (4). 

6. The contractor is required to obtain the approval of the CO prior to engaging in any contractual 

relationship in support of this contract requiring the disclosure of information, documentary material 

and/or records generated under, or relating to, contracts. The contractor is required to abide by 

Government and IRS guidance for protecting sensitive, proprietary information, and controlled, 

unclassified information. 
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1416-S (3/2024) Page 8 of 37 

7. The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by 

the contract and in accordance with IRS policy. 

8. The contractor shall not create or maintain any records containing any non-public IRS information that are 

not specifically tied to or authorized by the contract. 

9. The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information 

covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an 

exemption to the Freedom of Information Act. 

10. IRS owns the rights to all data and records produced as part of this contract. All deliverables under the 

contract are the property of the U.S. Government for which IRS shall have unlimited rights to use, 

dispose of, or disclose such data contained therein as it determines to be in the public interest. Any 

contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through 

FAR 52.227-20. 

11. Training. All contractor personnel assigned to this contract who create, work with or otherwise handle 

records are required to take IRS-provided records management training. The contractor is responsible for 

confirming training has been completed according to agency policies, including initial training and any 

annual or refresher training. 

IR1052.224-9001 Mandatory IRS Security Training for Information Systems, Information Protection and Facilities 

Physical Access (JUN 2021)

The Federal Information Security Modernization Act of 2014 (FISMA) requires each federal agency to provide periodic 

information security awareness training to all contractors/subcontractors involved in the management, use, or operation of 

Federal information and information systems. In addition, contractor personnel are subject to the Taxpayer Browsing 

Protection Act of 1997, which prohibits willful unauthorized inspection of returns and return information and details that 

any violation of the Act could result in civil and criminal penalties. Contractor personnel are subject to the Privacy Act of 

1974 (5 U.S.C. 552a; Pub. L. No. 93-579), December 1974. Contractor personnel are bound by the Records Management 

by Federal Agencies (44 U.S.C. Chapter 31) regarding the care and retention of Federal records. 

1. The contractor must ensure all new contractor personnel complete all assigned briefings which are based on 

the responses provided on the Risk Assessment Checklist Form 14606. These responses pertaining to access 

to any IRS system, including basic LAN, email and internet; access to any Sensitive but 

Unclassified (SBU) data; and access to any IRS facility. Since new contractor personnel will not have access 

to the IRS training system, the COR shall provide softcopy versions of each briefing. 

i. Exception: Contractor personnel performing under IRS contracts with Nonprofit Agencies Employing People 

Who Are Blind or Severely Disabled (as described in FAR Subpart 8.7) are exempted from the 

aforementioned briefing requirements, unless the contractor requests access to the training, or there is a 

compelling justification for requiring the training that is approved by the Contracting Officer (CO). An 

example of this would be in an instance where visually impaired personnel is assigned to perform systems 

development and has potential staff-like access to IRS information. 

ii. Service Personnel: Inadvertent Sensitive Information Access Training contractor personnel performing: (i) 

janitorial and cleaning services (daylight operations), (ii) building maintenance, or (iii) other maintenance and 

repair and need staff-like access to IRS facilities are required to complete Inadvertent Access to Sensitive 

Information (SBU) Access training. 
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1416-S (3/2024) Page 9 of 37 

2. In combination these mandatory briefings are known as IRS Security Awareness Training (SAT). The topics 

covered are: Cybersecurity Awareness, Privacy Information Protection and Disclosure, Unauthorized Access 

to Taxpayer Data, Records Management, Inadvertent Sensitive Information Access and Insider Threat. The 

completion of the assigned mandatory briefings constitutes the completion of the Security Orientation. 

3. The SAT must be completed by contractor personnel within five (5) business days of successful resolution of 

the suitability and eligibility for staff-like access as outlined in IR1052.204-9000 Submission of Security 

Forms and Related Materials and before being granted access to SBU data. The date listed on the memo 

provided by IRS Personnel Security shall be used as the commencement date. 

4. Training completion process: 

The contractor must submit confirmation of completed SAT mandatory briefings for each 

contractor/subcontractor personnel by either: 

 

i. Using Form 14616 signed and dated by the individual and authorized contractor management entity and 

returned to the COR. This option is used for new contractor/subcontractor personnel and any that do not have 

an IRS network account. 

ii. Using the IRS training system which is available to all contractors with IRS network accounts. 

5. Annual Training. For contracts/orders/agreement exceeding one year in length, either on a multiyear or 

multiple year basis, the contractor must ensure that personnel complete assigned SAT mandatory briefings 

annually no later than September 1st of the current calendar year. The contractor must submit confirmation of 

completed annual SAT on all personnel unable to complete the briefings in the IRS training systems by 

submitting completed Form 14616 assigned to this contract/order/agreement, via email, to the COR, upon 

completion. 

6. Contractor’s failure to comply with IRS privacy and security policy (to include completion and certification of 

SAT requirements within the timeframe specified) may be subject to suspension, revocation or termination 

(temporarily or permanently) of staff-like access to IRS IT systems and facilities. 

IR1052.204-9000 Submission of Security Forms and Related Materials (JUN 2021)

The Treasury Security Manual (TD P 15-71) sets forth investigative requirements for contractors who require staff-like 

access, wherever the location, to (1) IRS-owned or controlled facilities (unescorted); (2) IRS information systems (internal 

or external systems that store, collect, and/or process IRS information); and/or (3) IRS Sensitive But Unclassified (SBU) 

information. 

“Staff-Like Access” is defined as authority granted to perform one or more of the following: 

 Enter IRS facilities or space (owned or leased) unescorted (when properly badged); 

 Possess login credentials to information systems (internal or external systems that store, collect, and/or process IRS 

information); 

 Possess physical and/or logical access to (including the opportunity to see, read, transcribe, and/or interpret) SBU 

data; (see IRM 10.5.1 for examples of SBU data); 

 Possess physical access to (including the opportunity to see, read, transcribe, and/or interpret) security items and 

products (e.g., items that must be stored in a locked container, security container, or a secure room. These items 

include, but are not limited to security devices/records, computer equipment and identification media. For details 

see IRM 1.4.6.5.1, Minimum Protection Standards); or, 

 Enter physical areas storing/processing SBU information (unescorted) 
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Staff-like access is granted to an individual who is not an IRS employee (and includes, but is not limited to: contractor 

personnel, whether procured by IRS or another entity, vendors, delivery persons, experts, consultants, paid/unpaid interns, 

other Federal employee/contractor personnel, cleaning/maintenance personnel, etc.), and is approved upon required 

completion of a favorable suitability/fitness determination conducted by IRS Personnel Security. 

For security requirements at contractor facilities using contractor-managed resources, please reference the latest version 

of Publication 4812, Contractor Security & Privacy Controls. The contractor shall permit access to IRS SBU information 

or information system/assets only to individuals who have received staff-like access approval (interim or final) from IRS 

Personnel Security. 

Contractor personnel requiring staff-like access to IRS equities are subject to (and must receive a favorable adjudication 

or affirmative results with respect to) the following eligibility/suitability pre-screening criteria, as applicable: 

 IRS account history for Federal tax compliance (for initial eligibility, as well as periodic checks for continued 

compliance while actively working on IRS contracts); 

 Selective Service registration compliance (for males born after 12/31/59); 

contractors/subcontractors must provide proof of registration which can be obtained from the Selective Service 

website at www.sss.gov; 

 U.S. citizenship/lawful permanent residency compliance; if foreign-born, contractors/subcontractors must provide 

proof of U.S. citizenship or Lawful Permanent Residency status by providing their Alien Registration Number 

(“A” Number); 

 Background investigation forms; 

 Credit history; 

 Federal Bureau of Investigation fingerprint results; and, 

 Review of prior Federal Government background investigations. 

In this regard, contractor shall furnish the following electronic documents to Personnel Security (PS) at 

hco.ps.contractor.security.onboarding@irs.gov within 10 business days (or shorter period) of assigning (or reassigning) 

personnel to this contract/order/agreement and prior to the contractor (including subcontractor) personnel performing any 

work or being granted staff-like access to IRS SBU or IRS/contractor (including subcontractor) facilities, information 

systems/assets that process/store SBU information thereunder: 

 IRS-provided Risk Assessment Checklist (RAC); 

 Non-Disclosure Agreement (if contract terms grant SBU access); and, 

 Any additional required security forms, which will be made available through PS and the COR. 

Contract Duration: 

a. Contractor personnel whose duration of employment is 180 calendar days or more per year must meet the 

eligibility/suitability requirements for staff-like access and shall undergo a background investigation based on the 

assigned position risk designation as a condition of work under the Government contract/order/agreement. 

b. If the duration of employment is less than 180 calendar days per year and the contractor requires staff-like access, 

the contractor personnel must meet the eligibility requirements for staff-like access (Federal tax compliance, 

Selective Service Registration, and U.S. Citizenship or Lawful Permanent Residency), as well as an FBI 

Fingerprint result screening. 

c. For contractor personnel not requiring staff-like access to IRS facilities, IT systems, or SBU data, and only 

require infrequent access to IRS-owned or controlled facilities and/or equipment (e.g., a time and material 

maintenance contract that warrants access one or two days monthly), an IRS background investigation is not 

needed and will not be requested if a qualified escort, defined as an IRS employee or as a contractor who has been 

granted staff-like access, escorts a contractor at all times while the escorted contractor accesses IRS facilities, or 
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vendor facilities where IRS IT systems hardware or SBU data is stored. As prescribed in IRM 10.23.2, escorting 

in lieu of staff-like access for IT systems and access to SBU data (escorted or unescorted) will not be allowed. 

The contractor personnel will be permitted to perform under the contract/order/agreement and have staff-like access to 

IRS facilities, IT systems, and/or SBU data only upon notice of an interim or final staff-like approval from IRS 

Personnel Security, as defined in IRM 10.23.2 – Contractor Investigations, and is otherwise consistent with IRS 

security practices and related IRMs, to include, but not limited to: 

 IRM 1.4.6 – Managers Security Handbook; IRM10.2.14 – Methods of Providing Protection; and, IRM 10.8.1 - 

Policy and Guidance. 

Current Investigation Reciprocity: Individuals who possess a prior favorably adjudicated Government background 

investigation that meets the scope and criteria required for their position may be granted interim staff-like access 

approval upon verification of the prior investigation, receipt of all required contractor security forms, and favorable 

adjudication of IRS pre-screening eligibility/suitability checks. If their current investigation meets IRS established 

criteria for investigative reciprocity, individuals will be granted final staff-like access, and will not be required to 

undergo a new investigation beyond an approved pre-screening determination. 

IR1052.204-9001 Notification of Change in Contractor Personnel Employment Status, Assignment, or Standing (JUN 

2021) 

The contractor, via email (hco.ps.contractor.security.onboarding@irs.gov), shall notify the Contracting Officer (CO), 

Contracting Officer’s Representative (COR), and Personnel Security within one (1) business day of the contractor 

becoming aware of any change in the employment status, information access requirement, assignment, or standing of a 

contractor (or subcontractor) personnel under this contract or order – to include, but not limited to, the following 

conditions: 

 Receipt of the personnel’s notice of intent to separate from employment or discontinue work under this 

contract/order; 

 Knowledge of the personnel’s voluntary separation from employment or performance on this contract/order (if no 

prior notice was given); 

 Transfer or reassignment of the personnel and performance of duties under this contract/order, in whole or in part, 

to another contract/order (and if possible, identify the gaining contract/order and representative 

duties/responsibilities to allow for an assessment of suitability based on position sensitivity/risk level 

designation); 

 Denial of or revocation of staff-like access as determined by IRS Personnel Security; Separation, furlough or 

release from employment; 

 Anticipated extended absence of more than 45 calendar days; 

 Change of legal name; 

 Change to employment eligibility; 

 Change in gender or other distinction when physical attributes figure prominently in the biography of an 

individual; 

 Actual or perceived conflict of interest in continued performance under this contract/order (provide explanation); 

or 

 When required by the COR, the contractor may be required to provide the information required by this clause to 

the IRS using the Risk Assessment Checklist (RAC) or security documents as identified by Personnel Security. 

The notice shall include the following minimum information: 

 Name of contractor personnel; 

 Nature of the change in status, assignment or standing (i.e., provide a brief non-personal, broad-based 

explanation); 

 Affected contract/agreement/order number(s); 
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 Actual or anticipated date of departure or separation; 

 When applicable, the name of the IRS facility or facilities this individual routinely works from or has staff-like 

access to when performing work under this contract/order; 

 When applicable, contractor using contractor owned systems for work must ensure that their systems are updated 

to ensure personnel no longer have continued staff-like access to IRS work, either for systems administration or 

processing functions; and 

 Identification of any Government Furnished Property (GFP), Government Furnished Equipment (GFE), or 

Government Furnished Information (GFI) (to include Personal Identity Verification (PIV) credentials or badges – 

also referred to as SmartID Cards) provided to the contractor personnel and its whereabouts or status. 

In the event the subject contractor is working on multiple contracts, orders, or agreements, notification shall be combined, 

and the cognizant COR for each affected contract or order (using the Contractor Separation Checklist (Form 14604 (Rev. 

8-2016)) shall be included in the joint notification along with Personnel Security. These documents (the RAC and security 

forms) are also available by email request to Personnel Security. 

The vendor POC and the COR must ensure all badges, Smart Cards, equipment, documents, and other Government 

furnished property items are returned to the IRS, systems accesses are removed, and Real Estate & Facilities Management 

is notified of Federal workspace that is vacant. 

The change in the employment status, assignment, or standing of a contractor personnel to this contract or order would not 

form the basis for an excusable delay for failure to perform under the terms of this contract, order or agreement. 

CONTRACTOR SECURITY MANAGEMENT: The IRS requires that the contractor’s employees having a need for 

staff-like access to Sensitive But Unclassified information must be approved through an appropriate level of security 

screening or investigation. 

Immediately upon certification, the contractor must furnish the Government with a description of all positions requiring stafflike access to IRS data. The Government (including an IRS personnel security officer) will assess the risk level for each position 

and determine the need for individual security investigations. 

Upon certification of contract, the IRS will provide the necessary forms and instructions to the contractor. Within 24 

hours of receipt of the forms/instructions, the contractor must return the forms filled out for each employee who will be 

involved in the production on this contract. The contractor must comply/abide by the following IRS Acquisition Security 

clauses. 

 IR1052.204-9000 Submission of Security Forms and Related Materials. 

 IR1052.204-9001 Notification of Change in Contractor Personnel Employment Status, Assignment, or Standing. 

 IR1052.224-9000 Safeguards Against Unauthorized Disclosure of Sensitive but Unclassified Information. 

 IR1052.224-9001 Mandatory IRS Security Training for Information Systems, Information Protection and 

Facilities Physical Access. 

All contractor employees who work on IRS contracts that require staff-like access to IRS-owned or controlled facilities, 

SBU information, IT Systems and/or assets must be investigated. All contractors will undergo a moderate risk background 

investigation for staff-like access. 

 The IRS shall bear the cost of conducting a security screening for contractor employees requiring one. 

 The Government will provide electronic copies of the required forms. 

 Any costs for fingerprinting will be borne by the contractor. 

Contractor employees who require staff-like access to IRS SBU information and/or IT systems, regardless of location, 

must complete mandatory annual security training. 
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The COR is responsible for ensuring contractors receive Security Awareness Training (SAT) within five (5) business days 

of being granted interim/final staff-like access to IRS sensitive information or IT systems. 

Contractor employees who will have physical and/or logical access to IRS taxpayer data must be both eligible and suitable 

to work on an IRS contract as determined by IRS Personnel Security. Contractor is responsible for providing the 

following forms/documentation for their employees assigned to IRS contracts to IRS Personnel Security: 

Eligibility Requirements Include the Following: 

1. Must meet the following U.S. citizenship or residency requirements based on the assigned position risk level: 

 Low Risk - Must be a U.S. citizen or Lawful Permanent Resident (LPR) of the United States. 

 Moderate Risk - Must be a U.S. Citizen or LPR with at least three (3) consecutive years of U.S. residency, from 

the date of legal entry, as a LPR. 

 High Risk - Must be a U.S. Citizen. 

Any subject who is foreign-born must provide proof of U.S. citizenship or Lawful Permanent Resident status. 

Subjects must provide their Alien Registration Number (“A” number) for corroboration by IRS Personnel Security. 

2. Subjects must be Federal tax compliant and must remain tax compliant while actively working on IRS contracts. IRS 

will check subjects’ tax compliance status upon notification of subject being assigned to work on the IRS contract. 

3. All male subjects born after December 31, 1959, must be registered with Selective Service (SS). For male U.S. 

citizens, proof of registration can be obtained by accessing the SS website at https://www.sss.gov/ and following the 

prompts on the “Verify or Update Registration” tab. If the search results in a “Matched Record,” click on the “Print 

an Official Selective Service Registration Acknowledgment Letter” button and follow the prompts for saving the letter 

as a PDF file. The letter should then be provided to IRS Personnel Security. If the subject is not registered, he must 

provide a waiver of registration requirement from SS. 

Suitability Requirements Include the Following: 

A completed Risk Assessment Checklist (RAC) spreadsheet – this spreadsheet should be completed by the contractor 

point of contact to provide needed information about each employee who will be working on the contract. 

The following forms must be completed by each subject assigned to the contract: 

1. A completed and signed Optional Form (OF) 306, Declaration for Federal Employment (Exhibit 1) 

2. A signed Non-Disclosure Agreement form (Exhibit 2) 

3. A signed Fair Credit Release form (Exhibit 3) 

4. A completed Electronic Questionnaires for Investigations Processing (e-QIP) package. The IRS Personnel 

Security will send each subject a separate email with instructions for completing e-QIP. The e-QIP package is 

only required for those subjects who do not have a favorably adjudicated Federal background investigation within 

the last five (5) years. If the contractor only requires a Low-Risk investigation and Personnel Security can find a 

previous Low Risk Tier 1, there is no need to conduct a new Low Risk Tier 1. Reciprocity will apply. 

5. Any additional required security forms, which will be made available through the COR. 

One or all of the following training materials may need to be completed by each subject assigned to the contact (to 

be determined by Personnel Security): 

 

1. Privacy, Information Protection & Disclosure Briefing Mandatory Briefing 

2. Records Management Overview 

3. Introduction to UNAX Briefing for Contractors 

4. Certification of Annual UNAX Awareness Briefing 
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5. Cybersecurity Awareness Training 

6. Contractor Security Awareness Training (SAT) Certification 

7. Inadvertent Sensitive Information Access 

8. Insider Threat and/or Facilities Physical Security. 

The contractor must submit confirmation of completed SAT mandatory briefings for each employee assigned to this 

contract. Contractor to use Form 14616 (Exhibit 4), signed and dated by the individual and authorized contractor 

management entity and returned to the COR within 72 hours of receipt of above training materials. 

Annual Training. For contracts exceeding one (1) year in length, either on a multiyear or multiple year basis, the 

contractor must ensure that personnel complete assigned SAT mandatory briefings annually no later than September 30th, 

of the current calendar year. 

Contractor’s failure to comply with IRS privacy and security policy (to include completion and certification of SAT 

requirements within the timeframe specified) may be subject to temporary suspension from receiving work orders on this 

contract. 

Specialized IT Security Training (SITS) - Mandatory Training for Significant IT Security Role:

Any contractor employee who has a significant IT security role or responsibility shall complete specialized IT security 

(SITS) training pertinent to the role/responsibility. This includes, but is not limited to, any contractor or subcontractor 

employees with a privileged network user account that allows full system permission to resources within their authority or 

to delegate that authority. A list of the specialized IT security roles and the number of hours of training required for each 

role may be obtained by contacting the COR. (Exhibit 5) 

Contractor and subcontractor employees newly assigned to a significant IT security role, including at time of contract 

award, must complete the training prior to commencement of work. Proof of specialized IT training is required within five 

(5) business days of being granted staff-like access approval by Personnel Security. Thereafter, each contractor and 

subcontractor employee assigned to the contract/order shall complete Awareness Training annually by May 15th, of the 

current calendar year. 

Existing contracts that have been modified or will be modified to include contractor and subcontractor employees 

identified as having a specialized IT security role must complete the SITS Training within 45 calendar days of the 

contract modification designating an employee to a specialized IT security role and annually, by May 15th, thereafter. 

Separation of Contractor’s Employee From this Contract: 

The following form must be completed by the contractor to separate an employee/contractor from an IRS contract: Form 

14604, Contractor Separation Checklist (to be provided upon request). 

The contractor shall email the Form 14604 to: Archie.B.Simmons@irs.gov, and the Contracting Officer within one (1) 

workday of the contractor becoming aware of any change in the employment status, information access requirement, 

assignment, or standing of a contractor employee under this contract or order. 

The vendor is responsible to ensure that any accesses (physical entry into building or work area, SBU data, SBU hard 

copy) are removed from the separated employee. 

 

The change in the employment status, assignment, or standing of contractor personnel to this contract or order would not 

form the basis for an excusable delay for failure to perform under the terms of this contract, order, or agreement. 
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Briefings: IRS will conduct a 1-hour privacy awareness briefing by teleconference with the contractor employees, in 

addition to the required training they must take. IRS will need to conduct multiple sessions at varied times to account for 

shift work. Contractor must provide a site interpreter for services for hearing-impaired employees and translators for nonEnglish speaking employees. This briefing is required before the subject’s work on the contract begins. 

DISPOSAL OF WASTE MATERIALS: The contractor is required to demonstrate how all waste materials used in the 

production of sensitive records containing SBU data and PII will be definitively destroyed (i.e., burning, pulping, 

shredding, macerating, or other suitable similar means). Electronic records containing PII must be definitively destroyed 

in a manner that prevents reconstruction. Definitively destroying the records means the material cannot be reassembled 

and used in an inappropriate manner in violation of law and regulations. Sensitive records are records that are exempted 

from disclosure by statue, including the Privacy Act or regulation. Contractor required to show proof of disposal. 

NOTE: Disposal of waste materials cannot be subcontracted. 

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

Government reserves the right to conduct an on-site pre-award 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. 

POSTAWARD PRODUCTION PLANS: After award but prior to live production, the contractor shall present, in 

writing, to the Contracting Officer within two (2) workdays of being notified to do so by the Contracting Officer or his/her 

representative, detailed plans for each of the following activities. The workday after notification to submit will be the first

day of the schedule. If the Government requests additional information after review of plans, the contractor must submit 

updated plans within one (1) workday of request. 

The contractor shall submit the plans as a PDF file to: Archie.B.Simmons@irs.gov with cc to: esommer@gpo.gov. 

These proposed plans are subject to review and approval by the Government. The Government reserves the right 

to waive some or all of these plans. 

Items to be included in the Production Plans are: 

 

1) Processing and sorting microfilm products, as well as the security of the products and taxpayer information 

2) Scheduled startup dates for all phases of production 

3) How coordination/communication will flow from one production phase to another 

4) Who will be responsible for each phase 

5) How the product will be staged and/or shipped 

6) Point of contact(s) for the weekday and weekend for the duration of the contract 

7) Any other special requirements which are specific to this contract 
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PRE-PRODUCTION TELECONFERENCE CALL: A preproduction teleconference call will be held within two (2) 

workdays of certification. 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. Attending this meeting will be representatives from the 

Internal Revenue Service and the Government Publishing Office. Additionally, the IRS Cybersecurity Team will be 

involved with the preproduction conference call. 

The estimated time of call will be four (4) hours. The contractor will conduct this preproduction conference call during 

which the postaward production plans will be discussed and the Quality Systems Plans will be reviewed in depth. 

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 Date of Award through March 31, 2024, 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" for 

purposes of the contract, when it is either deposited in the U.S. Postal Service mail, electronically transmitted or otherwise 

furnished to the contractor in conformance with the schedule. 

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

of items or performance of work shall be made only as authorized by orders issued in accordance with the clause entitled 

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

be otherwise provided in this contract, if the Government’s requirements for the quantity of an item covered by the 

contract is required by reason of urgency prior to the earliest date that shipment/delivery may be specified under this 

contract, and if the contractor will not accept an order providing for the accelerated shipment/delivery, the Government 

may procure this requirement from another source. 

x The Government may issue orders that provide for shipment/delivery to or performance at multiple destinations. 

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. 

x 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. 

x The Government will not be required to purchase from the contractor, requirements in excess of the limit on 

total orders under this contract, if any. 

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

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

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

completed during the effective period of this contract. 

x If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to 

the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept 

an order providing for the accelerated shipment/delivery, the Government may procure this requirement from 

another source. 

x 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 in accordance with the "Ordering" clause of this contract. 
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PRIVACY ACT NOTIFICATION: This procurement action requires the contractor to do one or more of the following: 

design, develop, or operate a system of records on individuals to accomplish an agency function in accordance with the 

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

Violation of the Act may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a (i)(1) CRIMINAL 

PENALTIES. It is incumbent upon the contractor to inform its officers and employees of the penalties for improper 

disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a, specifically, 5 U.S.C. 552a (i)(1) CRIMINAL 

PENALTIES and m(1) GOVERNMENT CONTRACTORS. 

PRIVACY ACT 

(a) The contractor agrees: 

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

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

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

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

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

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

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

function; and 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

(3) “System of records” on individuals means a group of any records under the control of any agency from which 

information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying 

particular assigned to the individual. 
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REGULATIONS GOVERNING PROCUREMENT: The U.S. Government Publishing Office (GPO) is an office in the 

legislative branch of the United States Government. Accordingly, the Federal Acquisition Regulation is inapplicable to 

this, and all GPO procurements. However, the text of certain provisions of the Federal Acquisition Regulation as 

contained in the Code of Federal Regulations (CFR), are referenced in this solicitation. The offeror should note that only 

those provisions of the Federal Acquisition Regulation which are specifically incorporated by reference into this 

solicitation are applicable. 

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

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

1. Illegibility of bid. 

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

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

 advised not to exceed GPO’s stated limit. 

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

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

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

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

PAYMENT: Upon completion of each order, prior to submitting a billing invoice to GPO for payment, the contractor 

must submit an itemized (per the SCHEDULE OF PRICES) and totaled invoice to the ordering agency for examination 

and certification/verification. Contractor is to e-mail/fax a copy of all billing to the IRS, Attn: Bruce Simmons (850)-766-

1012, e-mail: archie.b.simmons@irs.gov. 

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. 

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

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

https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment. 

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

Contractor MUST fax a copy of the invoice to GPO Southeast, Attn: Program 1416-S, at (800) 270-4758 or e-mail to 

infosoutheast@gpo.gov. 

 
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SECTION 2. SPECIFICATIONS 

TITLE: Microfilm Repackaging Services. 

SCOPE: These specifications cover the processes of reviewing, identifying, inventorying, cataloging, labeling and 

repackaging of provided 16 mm silver microfilm rolls for subsequent archival storage at NARA. 

FREQUENCY OF ORDERS/QUANTITY: It is anticipated that there will be approximately 2 orders per year; 2 pallets 

of microfilm per order; average of 9,667 rolls per pallet. Although this is an option year contract, all averages, etc. are 

based upon one year. 

GOVERNMENT TO FURNISH: 

Shipping containers containing inner boxed microfilm. Products will be provided on pallets shipped at IRS expense 

from Bloomington, IL. 

Specialized inner boxes and outer shipping containers (“sleeve boxes”) will be provided from the IRS. 

IRS small package carrier account number. 

The Records Transmittal and Receipt, Form SF-135 will be furnished. 

Performance Records: A Facsimile Transmission Sheet will be furnished to the contractor. Information such as the 

GPO program, jacket, and print-order numbers, quantity, and date of shipment must be filled in by the contractor 

and faxed to the GPO on the day shipment is due to: 800-270-4758, or e-mailed to infosoutheast@gpo.gov. 

Forms 6153 – IRS Carton Label, with labeling and marking specifications for shipping containers. 

IRS 3210 Forms. 

Excel Spreadsheet for inventorying separated by year. 

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

are necessary to produce the product(s) in accordance with these specifications. 

Weekly status report: This report will contain information items such as files received, shipments made, 

problems/issues, and an estimate of the upcoming week’s work. These reports are to be sent via e-mail to the address 

indicated on the print order. In the event that the Government e-mail is not available, the reports shall be faxed to the 

recipients as indicated on the print order. Additionally as print orders issued will have estimated quantities, vendor is 

to report actual quantity after inventorying of contents for correction and certification of final print order, prior to 

invoicing. 

Receipt for delivery: Contractor must furnish receipts for delivery. 

These receipts must include: 

x The GPO jacket, program, and print order numbers; 

x The total quantity delivered number of cartons, and quantity per carton; 

x Date delivery made, and signature of the Government agent accepting delivery. 

The original copy of this receipt must accompany the contractor’s billing for payment. 

PHYSICAL STORAGE FACILITY REQUIREMENTS: Secured Perimeter – A dedicated, enclosed by slab-to-slab 

walls constructed of approved materials and supplemented by periodic inspection. Any lesser-type partition supplemented 

by UL-approved electronic intrusion detection and fire detection systems. Unless there is electronic intrusion detection 

devices, all doors entering the space must be locked and strict key or combination control should be exercised in 

accordance with ‘Locking Systems for Secured Areas’. See IRS Publication 1075 (Rev. 8-2010), for additional security 
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information. Cleaning must be performed by cleared employees or during the day time in the presence of cleared 

employees. Contractor must meet all physical security requirements as outlined in Publication 1075. 

Contractor must set up a secure and exclusive net work for all IRS files and related work. All files must be directly 

downloaded and stored onto a dedicated storage device (ie: Hard Drive) for all IRS files and related work. When the 

dedicated storage device is not in use, the hard drive must be stored in a *Security Container. At the completion of this 

contract or termination the contractor is required to send all storage devices to the ordering agency for destruction. 

* Security container requirements: Metal containers that are lockable and have a resistance to penetration. The 

containers should have only two keys. Strict control of keys is mandatory. Examples are mini safes, metal lateral key 

lock files, and metal pull drawer cabinets with center/off center lock bars secured by padlocks. All IRS dedicated hard 

drives must be stored over night in the dedicated storage facility. See IRS Publication 1075 (Rev. 8-2010), for 

additional security information. 

TASK CLOSEOUT AND TRANSITION: Upon completion of an entire cycle (which could take up to one year), 

the contractor shall notify the IRS via e-mail (specific contact name and e-mail address will be furnished) to 

request SF 135. The contractor shall then prepare and ship all Government Furnished Materials to the National 

Archives per the instructions. This shall include, but it not limited to, transfer of any master film stored at the 

contractor site, transfer of files sent for processing after the end of the performance period, transfer of the LTEX 

system, destruction of waste film and other materials, transfer of COM production programs and job set-up 

information, and any other related documentation produced for this task order. At the direction of the 

Government, during this close-out period, it may also be necessary to run certain jobs in parallel to identify and 

resolve problems before completing transition of the micrographics function.

NOTE: All furnished materials and incidentals must be returned upon completion of the contract to address(es) 

provided by the IRS. 

Contractor requirements upon receipt of palletized microfilm and print order: 

1) A physical inventory of packaged boxes from each Service Center must be taken and separated by each year. 

Inventory is then entered into an IRS provided Excel spreadsheet and reported to IRS for print order quantity 

verification and correction if required. 

2) Contractor must determine which region the microfilm rolls are coming from and ensure that the Universal 

Location Code numbers stay in sequential order. The inventory is added to the IRS supplied spreadsheet. (This 

information is needed for the transmittals form SF-135 and Form 3210.) 

3) Physical inventory of each roll of microfilm within each box must be taken. The contractor removes each roll of 

microfilm from its film box and confirms that the targets match the film box label. 

4) The Taxpayer Identification Number/Employer ID Number along with the “from” and “to” numbers for each roll 

of microfilm are indexed. As each roll of microfilm is indexed, they are being placed into a new package box in 

sequential order. The outer box that contains the microfilm is labeled correctly in this step. 

5) The box listing of contents is placed in each box and the transmittal Forms SF-135 and 3210 are placed in box one 

only. 

6) The inner package box containing the microfilm is then placed into separate outer box, an additional 3210 and 

inventory of all boxes is placed inside box 1 

CERTIFY FILM AND PREPARE FOR STORAGE: The contractor shall store the delivered microfilm in-house 

during the term of the process requirements. Care must be taken to insure that all stored microfilm is properly identified 

and placed in acid-proof boxes for long-term storage. 
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x The contractor must verify the cycle number on each reel and then place the reel in a normal acid-proof box. Each 

box is to be properly marked with the project (IMF/BMF), cycle number, reel number and Service Center. The 

reels for the BMF project are to have a 75-year retention before destruction. Calculate the destruction date by 

adding 75 years to the cycle number and mark on the outside of the storage container as DESTRUCTION DATE. 

x IMF project destruction date is calculated by adding 30 years to the cycle number. Mark this year number on the 

outside of the storage carton as DESTRUCTION DATE. 

PACKING: Microfilm Reels MUST be double boxed in the IRS supplied boxes. Contractor must notify IRS of number 

of boxes required after review of received palletized products. 

x The inside box is 18 x 9 x 12”** and will contain two trays. Each tray will hold 44 ANSI Cartridges for a total 

capacity of 88. Each inside box should include a precautionary identification label including the proper shipping 

address and contact information. Labels must match existing labels of delivered products in type/color and 

typestyle, size and font used. **NOTE: THESE CONTAINERS WILL BE PROVIDED BY THE IRS. 

x The outside box will be a minimum of 19 x 10 x 12”*** and will hold at least one inside box. A maximum of four 

inside boxes can be included within an outside box. ***NOTE: THESE CONTAINERS WILL BE PROVIDED 

BY THE IRS. 

x Shipping containers must not exceed 32 pounds when fully packed. A copy of the SF-135 MUST be placed in the 

1st container of all shipments to the National Archives. 

x Packing material shall contain no adhesive or chemical that would produce a degenerative effect upon the film 

and must be acid free and free from particulate matter. All packing material must be in accordance with ISO 

18902.

x Packed products must be placed on the received pallets, prepared and wrapped for delivery. 

LABELING AND MARKING PACKAGE and/or CARTON: Contractor must reproduce shipping container label 

from furnished facsimile (GPO Form or IRS Form, as indicated). All shipments must be packaged with materials of 

sufficient strength and durability and in such a manner, which will guarantee the product will not be damaged and that the 

package will not open or split during delivery. 

Each package must be clearly marked or labeled with the contents. The following information must appear on the carton 

label: 

x GPO Jacket, Program (ie 1491-S) and print order number; 

x Purchase order number; 

x Number of microfilm, 

x Carton # of #, 

x The “from” and “to” address. 

DISTRIBUTION: The IRS will provide an IRS small package carrier account number. Contractor must use the IRS 

small package carrier. 

All items must ship by traceable means and shipper must be able to provide a manifest to verify traceability. If 

multiple small package carriers are to be used, an account will be assigned for each carrier. 

Final destination address is The National Archives and Records Administration, Central Plains Region GSA-NARA, 

5351 Lee’s Summit Rd., Lee’s Summit, MO 64064-1182, ATTN: Corey Hutton, (816-268-8148), e-mail: 

Corey.Hutton@nara.gov and Sean Murphy, (816-268-8140), e-mail: Sean.Murphy@nara.gov
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All containers and/or packages or items containing SBU material awaiting carrier pick-up MUST be kept within the 

secure perimeter. Only an employee with approved security clearance may hand over these 

containers/packages/items to ship to the carrier. 

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). 

Furnished material will be sent to the contractor (at Government’s expense). 

It is anticipated that two pallets will be delivered per print order. The next print order will not be issued until completion 

of the prior order. 

Complete production and delivery must be made as requested throughout the contract year; however, no order will be 

required in less than 30 workdays. Within two weeks of the print order being placed the contractor and the agency is to 

work out a mutually agreeable timeline. 
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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 year’s work 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 during a like 

period of time. 

The following item designations correspond to those listed in the “Schedule of Prices”. 

I. (a) 38,668 

 

 
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SECTION 4. SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor’s city. 

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 nonresponsive. 

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) or blank spaces for an item within the category that a bidder is bidding on may be 

declared nonresponsive. 

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

(whether or not such items are included in the Determination of Award) that are inconsistent or unrealistic in regard to 

other prices in the same offer or to GPO prices for the same operation if such action would be in the best interest of the 

Government. 

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

Fractional parts of a 100’ roll will be prorated at the per 100’ roll rate. 

The contractor is cautioned not to perform any operation(s) or produce any product(s) for which a price has not 

been offered under the contract. Further, the contractor is not to accept print orders which are outside the scope 

of the contract. Any changes made to the print order MUST be confirmed in writing by the Contracting Officer, 

GPO Southeast. If such orders are placed by the agency, and no Modification is received from GPO Southeast, the 

contractor is to notify GPO Southeast immediately. Failure to do so may result in nonpayment.

I. COMPLETE PRODUCT: Prices offered shall include the cost of all required materials and operations 

 necessary for the complete production and packing of the product listed in accordance with these specifications. 

 A charge will be allowed for each separate microfilm roll. Prices must include the cost of all required materials 

 and operations necessary for the complete review, identifying, cataloging, labeling and re-palletizing of the 

 product listed in accordance with these specifications. 

 

 (a) All materials and operations required for processing each 100’Roll.............................$___________ 

 

 

_______________ 

Initials ......
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SHIPMENT(S): Shipments will be made from: City _______________________, State ________________ 

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

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

below in the address block, and the bid will be evaluated and the contract awarded on that basis. If shipment is not made 

from evaluation point, the contractor will be responsible for any additional shipping costs incurred. 

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

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

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 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 in accordance with the Uniform Electronic Transactions Act, §2. Electronic signatures must be 

verifiable of the person authorized by the company to sign bids. Failure to sign the signature block below may result in 

the bid being declared non-responsive. 

Bidder ____________________________________________________________________________________ _ 

 (Contractor Name) (GPO Contractor’s Code) 

 ___________________________________________________________________________________________ 

(Street Address) 

 ___________________________________________________________________________________________ 

(City – State – Zip Code) 

By _________________________________________________________________________________________ 

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

 ___________________________________________________________________________________________ 

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

___________________________________________________________________________________________

THIS SECTION FOR GPO USE ONLY 

Certified by: ___________________________ Contracting Officer: ___________________________ 

 (Initials and Date) (Initials and Date) 

___________________________________________________________________________________________ 
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EXHIBIT 1 
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EXHIBIT 1 (cont) 
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EXHIBIT 1 (cont) 
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EXHIBIT 2 
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EXHIBIT 2 (cont) 
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EXHIBIT 2 (cont) 
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EXHIBIT 3 
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EXHIBIT 3 (cont) 
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EXHIBIT 3 (cont) 
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EXHIBIT 4 
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EXHIBIT 4 (cont) 
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EXHIBIT 5