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rogram No, 413-STerm Date of Award To December 31, 2018

-rtle:

[EM NO.

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(b)

M.

II.

(a)

QL

(c)

(d)

V.

(a)

(t>)

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,1.

(a)

ECT10N 1144 OUTREACH NOTICES

formerly 379s

DESCRIPTION

OMPOSmON:

nvelopes—..................................per envelope

otices................................................per page

•AL1DAT10N SAMPLES;

alidat'on Samples.............................per Mailer

RINTING/1MAGINGANO BINDINS:

lakeraady/setup charge*.

itatic infonnafion and Logo on notices.............per loa pages

'ersonalized variable information (prtg/imaglng per

aga)...-. -„....-............._... ....^^...per 100r>apes

flaU-out Envelope (4-1/6 x 9-1/4'"...per 100 envelopes

•APER: Per 100 Leaves

loitoes: wn'rte Offset Book (50-lb) or White Wriiing, (20-!b)

fei^out Envelopes: White Wove (24-lb.) or White

)ffset Book (6C-lb).

NSERTING AND MAILING:

3er 100 Complete Mailers

Ul Maitere.

'REPRODUCTION TESTS;

Afire Transmission Test.....,...........-....--...............per test

COMTRACTOR TOTALS

DISCOUNT

DISCOUNTED TOTALS

34SISOF

AWARD

1

'2

'•2

6

60,000

30,000

30,000

60,000

30.000

30,000

1

The Data Center, U-C

Salt Lake Oty. UT

UNIT RATE

0.00

0.00

OOS5

35-00

125

220

0.00

107

1-6A

2-SO

o.ooo

I

COST

0.00

D.ao

Os.66

210.00

7S.OOO-00

66.000.00

0.00

64.200,00

49,200,00

75,000.00

0-00

S329.610.66

50.00

£329,610.66

MPM Communications LLC

Wddorf. MD

UNIT WTE

100.00

50.00

50.00

75.00

0-25

oso

Q4Z5

0515

OJ30

1-50

100.00

COST

100.00

600-00

soo.oo

450.00

15.000-00

24.000.00

12,750 JM

36.900.00

27,000.00

45,000.00

100.00

St 62^00.00

SO.OO

S-l 62.500.00

Pinnacle Data System

Bohcrr"?, N^

JIMFTRATE

0.00

0.00

0.00

0-00

080

0.60

000

0.60

1 35

f. 00

0.00

100%

COST

0.00

0.00

o.oo

0.00

36,000.00

18.000-00

o-oo

36,000.00

40,500-00

30,000.00

0-00

5160,SOO-CO

SI^OSJtO

5158,895-00

SourceUnk Ohio, LLC

Miamisburg. OH

UNIT RATE

10.00

10.00

loo.oo

125.00

0010

o-sse

0583

2-22

0-729

1-262

0-00

NPC

Claysbutg. PA

COST UNIT RATE

10.00

1.20.00

1.200.00

7SQ-00

BOO-00

10.080. DO

•!7,-190.00

133.200.00

21.87(UK)

37,860.00

0.00

S223.1SQ.OO

50.00

S223.180-00

50.00

sc.oo

5000

188-00

010

069

082

046

0.62

1,50

0.00

025%

COST

50.00

600.00

600.03

1.128.00

6.&OO.OC

20.700.0C

18.600.0C

27.600.0C

1S,600.0(

45,000.0<

0.0<

S138J878.W

S347.2C

S138.53D.81

,'

_>(b

2/^/^

Page 1 of 2
Togram No. 413-S Tenn Date of Award To December 31,2018

•itle: SECTION 1144 OUTREACH NOTICES

r=M NO.

(a}

IW.

I.

(a)

It

Mw^L

<d\

V.

(a)

(b>

I/.

v\.

(a)

formerly 379s

DESCRIPTION

COMPOSITION:

Envelopes.........,............................per envelope

Notices.........,.....,.................... ...^.-^.-^Eei_page_

VAUDATION SAMPLES:

ValldationSampIes.........--.—..............per Mailer

.PRlMTlNffllMAGING AND BINDING:

Makeready/setup charge'....................................

Static information snd Logo on notices.............per 100 paaes

PeTsonalized variable information (prtg/imaging per

page}................................. ... ..—...per 100 pages

Mail-oyt Envc'top9W-l/8x.9-1/A"..oer'lOOenvetopes

PAPER: Per 100 Leaves

Mottoes: White Offset Book (50-lb) or While Wriiing, (20-lb)

Mail-oul Envelopes: White Wove (24-lb.) or White

OffeetBooktSO-lb)-.

INSERTING AND MAILING:

Per 100 Complete- Mailers

All Mate's.

PREPRODUCTION TESTS;

WlreTransmlssionTest,...,....................—.....—...per test

CONTRACTOR TOTALS

GISCOUMT

DISCOUNTED TOTALS

3A&SOF

AWW3

1

12

12

6

60.000

30.000

30,000

60,000

30.DOO

30,000

1

Strategic Content Imaging

Secaucus. NJ

UMrTRATE COST

50.00

5000

20. CO

200. CO

1.20

O.SS

015

0.48

1.30

4.00

50,00

0-00%

50.00

600-00

2-UUI&

ifoajso

72.000.00

25,500.00

4.500.00

28,800.00

39.000.00

120.000.00

50.00

S291,SdO.OO

SO.OO

S291.940.00

The Strathmore Company

Geneva. IL

UNJTRATE COST

50.00

50.00

25-00

75.00

0.18

O.K?

0-18

0.606

1.00

1.52

200 DO

0-50%

50.00

600.00

300-00

450.00

10,800.00

24,600.00

5.40&.00

36,300.00

30.000.00

45,600.00

200.00

MS4.300-00

S771.50

S153.628^0

I MS, Inc

Liverpool, NV

JNFT RATE COST

soo.oo

300.00

100.00

100-00.

1.01

1,10

1 05

0.45

D. 65

0.70

10.0QD.OO

000%

500.00

3,600.00

1,200.00

600.00

60,600.00

33,000-00

3-1.500.00

27,000.00

19,500.00

21,000.00

10,000.00

S20S.500.00

$0.00

S20B.SOO.OO

Current Contractor

ae" &?rwas. l"c

UNH-RATS COST

so.oo

50.00

2500

50-00

0.17

C-8Q

CIS

O.S15

0-90

1.65

100.000

0-00%

50-00

6tM).00

300-00

300.00

10,200.00

2d,000;00

4,500.00

38,900.00

27.000.00

49,500.00

100.00

S153.450.00

SCUM

$153,450.00

Pegs 2of 2
Program 413-S 

Specifications by BC Page 1 of 39

U.S. GOVERNMENT PUBLISHING

OFFICE Washington, DC

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of

Section 1144 Outreach Notices

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

Social Security Administration (SSA)

Single Award

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

2018, plus up to four (4) optional 12-month extension period(s) that may be added in accordance with the “Option to

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

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

from SSA to the production facility will take place from Date of Award through December 31, 2018; first production 

order will be issued on or after April 1, 2018 for production May/June 2018. 

BID OPENING Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on: November 28, 2017.

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: PPSGB 732 North Capitol Street, NW, Washington, DC 20401-0001. 

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

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

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

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

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

instructions in the Bid Submission/ Opening area. If further instruction or assistance is required, call (202) 512-0526.

BIDDER’S NOTE: This program was formerly Program 379-S. The specifications have been revised extensively; 

therefore, all bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding.

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

For information of a technical nature call Jim Ballou at (202) 512-0310 (No collect calls) or e-mail jballou@gpo.gov
Section 1144 Outreach Notices Page 2 of 39

413-S (12/17)

SECTION 1. - GENERAL TERMS AND CONDITIONS

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

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

December 1, 1987 (Rev. 6-01)) and GPO Contract Terms, Quality Assurance through Attributes Program for Printing 

and Binding (GPO Publication 310.1, effective May 1979 (Rev. 8-02)).

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

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

SUBCONTRACTING: The predominant production function is the laser imaging (600 x 600 dpi), inserting of data 

from electronically transmitted files. Any bidder who cannot perform the programming to layout the text, logos and 

variable data as instructed, imaging of variable data, inserting portions of the notice will be declared non-responsible.

Note: Contractor may subcontract the printing of the base form notices (static information) and envelopes.

If the Contractor wishes to add a subcontractor at any time after award the subcontractor must be approved by the 

Government prior to production starting in that facility. If the sub-contractor is not approved by the Government then the 

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

start of production at that facility. 

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

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

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

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

specifications:

Product Quality Levels:

(a) Printing (page related) Attributes – Level III. 

(b) Finishing (item related) Attributes – Level III.

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

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

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

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

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

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

Attribute Specified Standard

P-7. Type Quality and Uniformity OK Press Sheets/OK Proofs

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

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

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

P-7. Average type dimension, electronic media, camera copy, manuscript copy.
Section 1144 Outreach Notices Page 3 of 39

413-S (12/17)

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

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

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

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

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

See also “ECONOMIC PRICE ADJUSTMENT” for authorized pricing adjustment(s).

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

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

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract 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 to December 31, 2018 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 September 30, 2017, 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.

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

6 - Producer Price Indexes and Percent Changes for Commodity Groupings and Individual Items” in Producer Price 

Indexes report, published by the Bureau of Labor Statistics (BLS), as follows:

1. BLS code 0913-01 for Offset and Text will apply to all paper required under this contract.

2. The applicable index figures for the month of November 2017 will establish the base index.

3. There shall be no price adjustment for the first three production months of the contract.

4. Price adjustments may be monthly thereafter, but only if the index varies by an amount (plus or minus) 

exceeding 5% by comparing the base index to the index for that month which is two months prior to the month 

being considered for adjustment.
Section 1144 Outreach Notices Page 4 of 39

413-S (12/17)

5. Beginning with order placement in the fourth month, index variances will be calculated in accordance with the 

following formula:

X - base index

 x 100 = %

base index

where X = the index for that month which is two months prior to the month being considered for adjustment.

6. The contract adjustment amount, if any, will be the percentage calculated in 5 above less 5%.

7. Adjustments under this clause will be applied to the contractor’s bid price(s) for line item IV. (a) and (b) in the 

“SCHEDULE OF PRICES” and will be effective on the first day of any month for which prices are to be 

adjusted.

The Contracting Officer will give written notice to the contractor of any adjustments to be applied to invoices for orders 

placed during months affected by this clause.

In no event, however, will any price adjustment be made which would exceed the maximum permissible under any 

law in effect at the time of the adjustment. The adjustment, if any, shall not be based upon the actual change in cost to 

the contractor, but shall be computed as provided above.

The contractor warrants that the paper prices set forth in this contract do not include any allowance for any 

contingency to cover anticipated increased costs of paper to the extent such increases are covered by this price 

adjustment clause.

SECURITY REQUIREMENTS: Protection of Confidential Information:

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

Administration in the performance of this contract to those employees and officials who need it to perform the 

contract. 

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

determined at the postaward conference between the Contracting Officer and the responsible contractor 

representative.

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

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

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

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

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

this information from improper disclosure.

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

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

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

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

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

(e) The contractor shall ensure that each contractor employee with access to confidential information knows the 

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

penalties for violations of the Privacy Act and/or the Social Security Act. 

When the contractor employees are made aware of this information, they will be required to sign the SSA-301, 

“Contractor Personnel Security Certification.” (See Exhibit A) 
Section 1144 Outreach Notices Page 5 of 39

413-S (12/17)

A copy of this signed certification must be forwarded to: Jamey Cunningham, Office of Printing and Alternative 

Media Services, Social Security Administration, 1354 Annex Building, 6401 Security Boulevard, Baltimore, MD 

21235-6401.

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

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

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

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

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

violation of the IRC, the contractor and contractor employees may be subject to the criminal penalties set forth in 

26 U.S.C. Section 7213.

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

procedures for protection of confidential information.

SSA EXTERNAL SERVICE PROVIDER SECURITY REQUIREMENTS: This resource identifies the basic 

information security requirements related to the procurement of Information Technology (IT) services hosted externally to 

SSA’s Network. See Exhibit B for References for External Service Providers (ESP).

The following general security requirements apply to all External Service Providers (ESP): 

a. The solution must be located in the United States1, its territories or possessions.

b. Upon request from the SSA Contracting Officer Technical Representative (COTR) the vendor shall provide 

access to the hosting facility to the U.S. Government or authorized agents for inspection and facilitate an 

on-site security risk and vulnerability assessment.

c. The solution must meet Federal Information Processing Standards (FIPS) and guidance developed by the National 

Institute of Science and Technology (NIST) under its authority provided by the Federal Information Security 

Management Act (FISMA) to develop security standards for federal information processing systems, and Office 

of Management and Budget’s (OMB) Circular A-130 Appendix III.

d. Solutions classified as Cloud Service Providers (CSP) must adhere to additional FedRAMP security control 

requirements. Further information may be found at: http://www.gsa.gov/portal/category/102371. As part of these 

requirements, CSPs must have a security control assessment performed by a Third Party Assessment 

Organization2.

e. Before SSA provides data to the vendor, the vendor shall submit a System Security Plan (SSP) which documents 

how the solution implements security controls in accordance with the designated FIPS 199 security categorization 

and the Minimum Security Requirements for Federal Information and Information Systems which requires the use 

of NIST SP 800-53 or the vendor shall provide a Security Assessment Package (SAP) completed by either an 

independent assessor3or another federal agency. 

 

1

“United States” means the 50 States, the District of Columbia, Puerto Rico, the Northern Mariana Islands, American Samoa, Guam, 

the U.S. Virgin Islands, Johnston Island, Wake Island, and Outer Continental Shelf Lands as defined in the Outer Continental Shelf 

Lands Act (43 U.S.C. 1331, et seq.), but does not include any other place subject to U.S. jurisdiction or any U.S. base or possession 

within a foreign country (29 CFR 4.112).

2 A Third Party Assessment organization is an organization that has been certified to help cloud service providers and government 

agencies meet FedRAMP compliance regulations.

3

Independent assessor is any individual or group capable of conducting an impartial assessment of security controls employed 

within or inherited by an information system. 3

4 PII is any information about an individual maintained by an agency, including (1) any information that can be used to distinguish or trace an 

individual‘s identity, such as name, social security number, date and place of birth, mother‘s maiden name, or biometric records; and (2) any other 

information that is linked or linkable to an individual, such as medical, educational, financial, and employment information.
Section 1144 Outreach Notices Page 6 of 39

413-S (12/17)

f. SSA will consider a self-assessment of security controls for solutions that do not involve sensitive information or

PII4. 

References – Refer to most up to date revision

 Federal Information Security Management Act (FISMA) of 2002. 

 Clinger‐Cohen Act of 1996 also known as the “Information Technology Management Reform Act of 1996.” 

 Privacy Act of 1974 (5 U.S.C. § 552a). 

 Homeland Security Presidential Directive (HSPD‐12), “Policy for a Common Identification Standard for Federal 

Employees and Contractors”, August 27, 2004. 

 Office of Management and Budget (OMB) Circular A‐130, “Management of Federal Information Resources”, and 

Appendix III, “Security of Federal Automated Information Systems”, as amended. 

 OMB Memorandum M‐04‐04, “E‐Authentication Guidance for Federal Agencies.” 

 FIPS PUB 199, “Standards for Security Categorization of Federal Information and Information Systems.” 

 FIPS PUB 200, “Minimum Security Requirements for Federal Information and Information Systems.” 

 FIPS PUB 140‐2, “Security Requirements for Cryptographic Modules.” 

 NIST Special Publication 800-18, “Guide for Developing Security Plans for Federal Information Systems.” 

 NIST Special Publication 800-30, “Risk Management Guide for Information Technology Security Risk 

Assessment Procedures for Information Technology Systems.” 

 NIST Special Publication 800-34, “Contingency Planning Guide for Information Technology Systems.” 

 NIST SP 800‐37 “Guide for the Security Certification and Accreditation of Federal Information Systems.” 

 NIST Special Publication 800-47, “Security Guide for Interconnecting Information Technology Systems.” 

 NIST Special Publication 800-53, “Recommended Security Controls for Federal Information Systems.” 

 NIST Special Publication 800-53A, “Guide for Assessing the Security Controls in 

 Federal Information Systems, ”CIO Council’s Federal Identity, Credential, and Access Management (FICAM) 

Roadmap and Implementation Guidance” 

 NIST Special Publication 800-60 

 OMB M-07-16, AIMS Chapter 15: Personally Identifiable Information Loss and Remediation

PHYSICAL SECURITY: Contractor’s facilities storing SSA assets and information are required to meet the 

Interagency Security Committee’s standard for Federal facilities. This information can be found in the “Facility Security 

Plan: An Interagency Security Committee Guide,” dated February 2015, 1st Edition. SSA reserves the right 

to inspect contractor facilities to ensure compliance with the ISC guidelines. If facilities are found deficient, the contractor 

must implement corrective actions within 45 calendar days of notification. Requirements can include, but not be limited 

to, the physical security countermeasures, such as access control systems, closed circuit television systems, intrusion 

detection systems, and barriers.

 
Section 1144 Outreach Notices Page 7 of 39

413-S (12/17)

SECURITY WARNING: It is the contractor’s responsibility to properly safeguard personally identifiable information 

(PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of any loss of personally 

identifiable information. Personally identifiable information is “any information includes but not limited to a person’s 

name, date of birth, Social Security, address or payment benefit data.

All employees working on this contract must:

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

requirements of this contract.

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

suitability determination as applicable to the specifications.

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

 Act in an ethical, informed and trustworthy manner.

 Protect sensitive electronic records.

 Be alert to threats and vulnerabilities to their systems.

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

materials, including areas where shredding and waste management occurs.

Contractor’s managers working on this contract must:

 Monitor use of mainframes, PCs, LANs, and networked facilities to ensure compliance with national and 

local policies, as well as the Privacy Act statement.

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

individual being authorized access to sensitive or critical applications.

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

outlined by the contractor.

 Contact the SSA, Printing Management Branch, within 24 hours whenever a systems security violation is 

discovered or suspected.

Applicability: The responsibility to protect personally identifiable information applies during the entire term of this 

contract and all option year terms if exercised. All contractors must secure and retain written acknowledgement from 

their employees stating they understand these policy provisions and their duty to safeguard personally identifiable 

information. These policy provisions include, but are not limited to, the following:

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

applicable.

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

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

to and from contractor’s facility.

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

safeguarded:

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

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

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

break-room or on an employee’s desk).

 Storing electronic files containing Government information on a computer or access device (flash drive, CD, 
Section 1144 Outreach Notices Page 8 of 39

413-S (12/17)

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

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

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

authorized to access Government information that contains sensitive or personally identifiable information and, due to 

the employee’s failure to exercise due care, the information is lost, stolen or inadvertently released.

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

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

Administrator.

PUBLIC TRUST SECURITY REQUIREMENTS: This contract has been designated Public Trust Position Level 5C. 

Due to the sensitive nature of the information contained in the products produced under this contract, contractor 

employees performing under this contract will be subject to a thorough civil and criminal background check.

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

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

Within two (2) workdays following contract award, the contractor must provide to SSA an applicant listing of all 

individuals for whom the contractor is requesting a suitability determination (i.e., background investigation). This listing

should include the following:

 Contractor’s name the contract number 

 Contractor’s point of contact (CPOC) name 

 CPOC’s contact information including email address 

 Each applicant’s full name, Social Security Number (SSN), date of birth, place of birth (must show city and state 

if born in the United States (U.S.) OR city and country if born outside of the U.S.)

 

The background investigation process will not start until the applicant listing is submitted. Send the applicant listing via 

Fax to Center for Personnel Security and Project Management (CPSPM) Suitability Team (410) 966-0640 or via traceable 

means via common carrier to the Social Security Administration, CPSPM Suitability Team, 2601 Annex Building, 6401 

Security Boulevard, Baltimore, MD 21235.

Once SSA receives and reviews the applicant listing, SSA will initiate the e-QIP. SSA will Email notification to the 

CPOC the name of each applicant invited into the e-QIP website to complete their background investigation form. The 

CPOC will provide the website to the applicants to complete their e-QIP form electronically. The applicant will have 

up to 14 calendar days following SSA notification to the CPOC of the e-QIP invitations to complete the e-QIP form.

The applicant must print the signature pages of the SF 85P form prior to releasing the application in e-QIP, sign the 

signature pages and provide the signed originals to the CPOC. See Exhibit C: Questionnaire for Public Trust Positions -

Sample Form SF85P) 

The following is a list of documents the contractor employees will be responsible for completing:

 Original signed and dated e-QIP signature pages as specified in the above paragraph.

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

fingerprints.

 One (1) “Declaration for Federal Employment” (Optional Form 306). See Exhibit E.

 One (1) “Fair Credit Reporting Act Authorization Form”. See Exhibit F.
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 For a non-U.S. citizen, one (1) legible photocopy of the work authorization permit and social security card. 

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

fingerprinting cards must be submitted at least 15 workdays prior to the date work is to begin on the contract. Fingerprint 

cards and all paper forms must be legible or typed in black ink and all signatures must be in black ink. There must be no 

“breaks” in residences or employment. SSA requires complete addresses, including zip codes and phone numbers with 

area code. SSA must receive forms and fingerprint cards within 30 calendar days after notification of the e-QIP 

invitation. It is the responsibility of the contractor to ensure fingerprint cards are processed through their local police 

departments or other authorized finger printers. SSA will return incomplete forms back to the contractor. Forms may be 

obtained by calling SSA Personnel Security Suitability Program Officer (SPO).

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

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

applicant’s Social Security Number (SSN), each applicant’s date of birth, and each applicant’s place of birth. The CPOC 

will submit this cover sheet along with the completed paper forms and two FD-258 fingerprint charts for each applicant 

via traceable means via common carrier to: SSA, CPSPM Suitability Team, 2601 Annex Building, 6401 Security 

Boulevard, Baltimore, MD 21235.

The CPOC will also email a copy of the cover sheet to the Contracting Officer Technical Representative (COTR) to 

the email address shown in the contract. Before forwarding, the CPOC will remove all personal information from the 

applicant list (SSN, date of birth and place of birth).

NOTE: IT IS THE RESPONSIBILITY OF THE CPOC TO ENSURE CLEARANCES ARE OBTAINED PRIOR 

TO ANY CONTRACT TESTING.

Contractors may call the e-QIP Help Line at 1-844-874-9940 for any e-QIP related issues. 

The CPOC will follow this instruction for new contract employees hired during the contract term.

SUITABILITY DETERMINATION: A Federal Bureau of Investigation fingerprint check is part of the basis used for 

making a suitability determination. This determination is final unless information obtained during the remainder of the full 

background investigation, conducted by the Office of Personnel Management, is such that SSA would find the contactor 

personnel unsuitable to continue performing under this contract. CPSPM will notify the CPOC, COTR, and Contracting 

Officer of the result of these determinations.

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 of all of the contractor’s and subcontractor’s 

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

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

The Preaward Survey will include a review of: all subcontractors involved, along with their specific functions; and the 

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

facility plans as required by this specification.

Note: If a subcontractor for any operation is added at any time after award, the subcontractor must be approved by 

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

then the contractor has 30 calendar days prior to production to submit to the Government the new subcontractor’s 

information.

If award is predicated on the purchase of production and/or systems equipment to meet the file transmission 

requirements, the contractor must provide purchase order(s) with delivery date(s) at least 120 calendar days prior to the

issuance of the first production order, scheduled for May/June 2018.
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If the Government, during the pre-award survey, concludes that the contractor does not or cannot meet all of the 

requirements as described in this contract, the Government reserves the right to deem the contractor unresponsive and 

will proceed to the next responsive bidder, if applicable.

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

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

activities below. Five (5) additional workdays will be permitted to provide a Security Assessment Package as required. 

The contractor, at SSA discretion, may be granted five (5) additional workdays if additional information is required for 

the Security Assessment Package. The workday after notification to submit will be the first day of the schedule. If the 

government request additional information after review of the plans, the contractor must submit updated plans within two 

(2) workdays of request. 

THE PROPOSED PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT AND 

AWARD WILL NOT BE MADE PRIOR TO APPROVAL. 

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

Backup Facility: The failure to deliver these notices/forms/publications in a timely manner would have an impact on the 

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

perform at said locations for a period longer than five (5) workdays, contractor must have a backup facility with the 

capability of producing the notices/forms/publications.

Plans for their contingency production must be prepared and submitted to the Contracting Officer as part of the preaward 

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

timetable for the start of production at that facility. 

Part of the plan must also include the transportation of Government materials from one facility to another. The contractor 

must produce items from a test file at the new facility for verification of software prior to producing notices at this 

facility.

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

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

assurance organization of sufficient size and expertise to monitor the operations performed and inspect the products of 

each operation to a degree and extent that will ensure the Government’s quality assurance, inspection and acceptance 

provisions herein are met. The contractor must perform, or have performed, the process controls, inspections and tests 

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

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

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

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

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

on each run.

Furthermore, the plan must include the names of all quality assurance officials and describe their duties in relationship to 

the quality control plan.

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

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

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

samples for periodic samplings to be taken during the production run, and must contain control systems that will detect 

defective or missing/mutilated pieces.

The plan should include the sampling interval the contractor intends to utilize. The contractor will be required to create 

two (2) quality control sample every 4,000 notices. Mailers with low volumes will require at least one set of samples to 
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be produced. The sample will be drawn, inspected and retained as part of the contractor’s quality assurance records.

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

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

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

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

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

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

there are no missing or duplicate pieces.

One sample will be drawn, inspected and retained as part of the contractor’s quality assurance records. The second sample 

drawn for the Social Security Administration will be packed with the remaining samples associated with each task order 

and shipped to the Social Security Administration, Attn: Jamey Cunningham, Printing Management Branch, 1340

Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401.

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

workdays subsequent to the date of the check tendered for final payment by the Government Publishing Office. The 

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

copies. 

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

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

electronic transmission of 1144 Outreach files from SSA. The plan must also include the media type of which files from 

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

contractor’s production facility. The Computer System Plan (Exhibit G) must demonstrate the contractor’s ability to 

provide complete hardware and software compatibility with SSA’s existing network.

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

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

either task, a resume must still be included.

Mail Plan: This plan should include sufficient detail as to how the contractor will comply with all applicable U.S. Postal 

Service (USPS) mailing requirements as listed in the USPS Domestic Mail Manual in effect at the time of the mailing 

and other USPS instructional material such as the Postal Bulletin. The contractor must also disclose how they will 

achieve multi-level USPS presort postal discounts as outlined in the contract.

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

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

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

Personnel Plan ─ In conjunction with the required applicant listing (See “PUBLIC TRUST SECURITY 

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

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

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

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

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

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

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

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

installation dates are required.
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Security Control Plan ─ The contractor shall maintain in operation, an effective security system where items by these 

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

ordered falling into unauthorized hands.

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

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

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

The plan shall contain at a minimum:

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

(b) How the disposal of waste materials will be handled;

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

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

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

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

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

of sensitive SSA records (records containing PII information as identified in “SECURITY WARNING”) will be 

definitively destroyed (e.g., burning, pulping, shredding, macerating, or other suitable similar means). Electronic records 

must be definitively destroyed in a manner that prevents reconstruction.

Sensitive records are records that are national security classified or exempted from disclosure by statute, including the 

Privacy Act or regulation.

Definitively destroying the records means the material cannot be reassembled and used in an inappropriate manner in 

violation of law and regulations.

The contractor, at a minimum, must crosscut shred all documents into squares not to exceed one-quarter inch. All 

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

cannot be subcontracted. The contractor must specify the method planned to dispose of the material.

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

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

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

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

equipment to be used, and the printing and finishing locations. The plan must include a description of the physical security 

of the facility as well as the physical security of this notice contract as it progresses to completion.

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

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

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

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

Contractors using Cloud Service Providers (CSP) must adhere to additional FedRAMP security control requirements. 

CSPs must have a security control assessment performed by a Third Party Assessment Organization. Contractor may refer 

to “SSA EXTERNAL SERVICE PROVIDER SECURITY REQUIREMENTS” for additional information.
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The Contractor shall submit a System Security Plan which documents how they will implement security controls 

in accordance with the designated FIPS 199 security categorization and the Minimum Security Requirements for Federal 

Information and Information Systems which requires the use of NIST SP 800-53 and the vendor shall provide a Security 

Assessment Package completed by either an independent assessor or another federal agency. Contractor may refer to 

“SSA EXTERNAL SERVICE PROVIDER SECURITY REQUIREMENTS” for additional information.

Note: Contractor must disclose in their production plan their intentions for the use of any subcontractors. If a 

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

all items contained under “SECURITY REQUIREMENT” and “PREAWARD SURVEY”. If the subcontractor is added 

after award, contractor must submit the subcontractors proposed plans, which are then subject to review and approval by 

the Government.

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

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

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

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

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

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

have been produced.

The contractor may create their own sequence number and run date to facilitate their presorting and inserting process but 

must maintain the original SSA identification number.

Sequential Number Plan: An explanation of the contractor’s sequential numbering system is required to understand the 

audit trail required for each piece. The sequential numbers will be used to track each individual notice, thereby providing 

100% process.

Recovery Plan: A recovery system will be required to ensure that all defective, missing or mutilated pieces detected are 

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

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

missing or mutilated pieces, and must be capable of tracking and/or locating any individual piece of mail from the time it 

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

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

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

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

100% ACCOUNTABILITY OF PRODUCTION AND MAILING: Contractor must have a closed loop process* to 

determine that the data from the original print file is in the correct envelope with the correct number of pages and inserts.

Notices requiring print regeneration are to be reprinted from their original print image with the original job ID and piece 

ID remaining unchanged as each mail piece continues through the inserting life cycle. This process will repeat itself 

(since subsequent reprint runs may yield damages) until all mail pieces from the original print run have been inserted and 

accounted for.

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

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

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

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

the diverted mail pieces.
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Contractor will be responsible for providing a unique identifying number that will be used to track each individual 

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

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

postal system.

NOTE: Contractor must have all hardware, programming and finalized reports in place to meet this at least 90 calendar 

days prior to the issuance of the first production order scheduled for May/June 2018. Contractor must submit a sample of 

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

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

not complying with any part of this requirement. 

Notice integrity must be defined as follows:

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

the print files received from SSA.

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

when detected, and identify, remove and reprint all effected notices.

 Mailing integrity must be defined as follows:

 All noticesreceived fromSSA for each print order (PO) were printed, inserted and entered correctly into the United

States postal system.

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

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

inserts are accounted for, inserted and mailed correctly. 

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

capable of:

(a) Uniquely identifying each notice and corresponding notice leaves within a print order.

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

and accounted for.

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

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

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

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

logged.

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

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

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

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

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

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

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

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

noticesthat were lost or spoiled during production for each print order or mail date (if PO requires multiple mail 

dates). This system ensures that no missing mail pieces have been inadvertently inserted into another mail piece. 

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

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

immediately after must be diverted. The equipment must divert all products that exhibit missing or out of order 
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sequence numbers and any other processing errors. All diverted pieces are to be automatically recorded and 

regenerated in a new print file for reprint.

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

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

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

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

be taken to locate the mail pieces that are causing any difference between the input and outputs of the inserting 

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

reconciliation is complete.

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

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

order and for each notice (manual inputs are not allowed). This audit report will contain detailed information for 

each notice as outlined above for each print order. Contractor must maintain this information for a six month 

period after mailing. 

(i) Audit report must contain the following information:

1. Job name 

2. Print order number and mail date(s)

3. Machine ID

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

5. Start and end sequence numbers in each run 

6. Status of all sequence numbers in a run

7. Total volume in run

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

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

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

of duplicates, duplicates verified and pulled, total completed. 

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

showing that all pieces for each print order are accounted for (see Exhibit H- Audit and Summary 

Reports).

(j) Contractor must generate a final automated 100% accountability summary report for each print order. This 

information must be generated directly from the audit report, manual inputs are not allowed. The summary 

report must contain the following (see Exhibit H- Audit and Summary Reports) these reports must be approved 

in the production plans prior to start-up:

1. Job name 

2. Print order number and mail date(s) (must show sequence numbers for each section i.e. first pass and 

then reprints)

3. Sequence number range for each print order and/or mail date. 

4. Volume of all sequence numbers associated with a print order and/or mail date were inserted. 

5. Volume of reprints that were inserted for each print order or mail date. 

6. Volumes for each file date or print order and date that each print order or mail date was completed. 

NOTE: A PDF copy of the summary report(s) and matching GPO 712 form(s) must be submitted to Jamey Cunningham

at jamey.cunningham@ssa.gov for each print order within 2 days of mailing. 

NOTE: Contractor must submit a sample of their audit and Summary Reports (Exhibit H) with the required Preaward 

production plans for approval. 
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Contractor must generate an automated audit report when necessary showing the tracking of all notices throughout all 

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

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

MS word, MS Excel or PDF.

All notice tracking/reporting data must be retained in electronic form for 180 days after mailing, and must be made 

available to SSA for auditing of contractor performance upon request.

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

days subsequent to the date of the check tendered for final payment by the Government Publishing Office. 

NOTE: The Government will periodically verify that the contractor is complying with the approved quality control plan 

through on-site examinations and/or requesting copies of the contractor’s quality assurance records and quality assurance 

random copies.

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

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

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

ON-SITE REPRESENTATIVES: One or two full-time Government representatives may be placed on the contractor’s 

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

The contractor will be required to provide one private office of not less than 150 square feet, furnished with one desk, 

one swivel arm chair, two telephone lines (one for a PC and one for a telephone) and one facsimile machine (the 

Government will supply hookups and cover the cost of the telephone/facsimile machine service), two work tables, and 

two four-drawer letter-size files with combination padlock and pendaflex file folders or equal.

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

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

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

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

defects detected, to the attention of the company Quality Control Officer. The coordinators must have full and 

unrestricted access to all production areas where work on this program is being performed.

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

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

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

Pulling of Notices from Production: The Government may request that certain notices be removed from the production 

stream based on Social Security Number (SSN). When this occurs, the Government will supply the contractor with a list 

of Social Security Numbers (SSNs) that need to be pulled.

The contractor must be able to run a sort to find and eliminate the notice from the production run. If the list is provided 

after the notice had been produced, the contractor must be capable of identifying the notice and pulling it from the 

production floor. It is anticipated that this will be an infrequent occurrence.

Option Years: For each option year that may be exercised, the contractor will be required to review their plans and 

re-submit in writing the above plans detailing any changes and/or revisions that may have occurred. The revised plans are 

subject to Government approval and must be submitted to the Contracting Officer or his/her representative within five (5) 

workdays of notification of the option year being exercised.

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

representative a statement confirming that the current plans are still in effect.
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POSTAWARD CONFERENCE: In order to ensure that the contractor fully understands the total requirements of 

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

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

immediately after award. 

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

attendance.

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

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

to establish coordination of all operations. Attending this meeting will be representatives from the GPO, SSA, and USPS. 

The contractor must present and explain their final plan for the printing, imaging, folding, inserting, and mailing of all 

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

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

The contractor must meet with SSA and USPS representatives to present and discuss their plan for mailing. The preproduction meeting will include a visit to the contractor's mailing facility, where the contractor is to furnish specific mail 

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

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

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

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

SSA may conduct unscheduled visits during the term of this contract at the contractor’s mailing facility. In addition, 

a mail plan detailing how the contractor will obtain maximum automation postage discounts will be e-mailed to: 

Francine.Moore@ssa.gov after the contract award. The contractor is to provide the name of the representative responsible 

for the mailing operation and that individual's backup.

NOTE: THE GOVERNMENT RESERVES THE RIGHT TO WAIVE THE PRE-PRODUCTION MEETING.

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

purchase order issued to the contractor to cover the 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 December 31, 2018, plus any option 

periods. 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 will be “issued” for purposes of the contract and shall 

detail the volume of notices required.

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 items 

set forth herein do not result in orders in the amounts or quantities described as “estimated”, it shall not constitute the 

basis for an equitable price adjustment under this contract.

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

which are required to be purchased by the Government activity identified on page 1.
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The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total 

orders under this contract, if any.

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

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

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

effective period of this contract.

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

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

providing for the accelerated shipment/delivery, the Government may procure this requirement from another source.

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

Subject to any limitations elsewhere in this contract, the contractor 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.

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.

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

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

identifying particular assigned to the individual.

CRIMINAL/CIVIL SANCTIONS:

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

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

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

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

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

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

information may also result in an award of civil damages against the officer or employee in an amount not less than 

$1,000 with respect to each instance of unauthorized disclosure. These penalties are prescribed by IRC Sections 7213 

and 7431 and set forth at 26 CFR 301.6103(n).

(2) Additionally, it is incumbent upon the contractor to inform its officers and employees of the penalties for improper 

disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5 U.S.C. 552a(i)(1), which is made 

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

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

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

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

manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than 

$10,000.
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SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of mailing packages from six (6) workloads*, consisting of either a 

English personalized notice or a Spanish personalized notices, printing in black and one PMS color, and one (1) mailout envelope requiring such operations as composition; programming; printing and imaging; folding; inserting; 

elimination of International mail addresses from data files, follow mailing schedule, presorting, and mailing. All 

variable information shall be limited to page one only which consist of name and address from files transmitted and 

mail date. All other information for each notice type will consist of static information.

TITLE: Section 1144 Outreach Notices

*The six (6) workloads identified thus far are as follows:

1. Medicare Savings Programs Eligible Letters (SSA-L447)

2. Medicare Savings Programs Eligible Letters (SSA-L447-SP)

3. Medicare Savings Programs Eligible Letters (SSA-L448)

4. Medicare Savings Programs Eligible Letters (SSA-L448-SP)

5. Qualified Disabled and Working Individuals Letters (SSA-L441)

6 Qualified Disabled and Working Individuals Letters (SSA-L441-SP)

 Future workload:

7. New Notices (during term of contract*)

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

requirements as the six (6) notice workloads described by these specifications. All terms and conditions in this 

specification will apply to these future notice workloads. It is estimated that approximately one (1) to three (3) 

new notice workloads may be added during the term of this contract.

Personalized Medicare Savings Programs Eligible Letters and Qualified Disabled and Working Individuals notice 

mailers are English and Spanish represented by the following data set names: 

 DATA SET NAMES 

 Mailer 1(SSA-L447) OLBG.BTI.vendor *.L44.L447E.Ryymmdd 

 Mailer 2(SSA-L447-SP) OLBG.BTI.vendor *.L44.L447S.Ryymmdd 

 Mailer 3(SSA-L448) OLBG.BTI.vendor *.L44.L448E.Ryymmdd

 Mailer 4(SSA-L448-SP) OLBG.BTI.vendor *.L44.L448S.Ryymmdd

 Mailer 5(SSA-L441) OLBG.BTI.vendor *.L44.L441E.Ryymmdd

 Mailer 6(SSA-L441-SP) OLBG.BTI.vendor *.L44.L441S.Ryymmdd

* Vendor – is the vendor identifier. This is assigned after contract is awarded.

QUANTITY AND FREQUENCY OF ORDERS:

Combined total for all Mailers for the Section 1144 Outreach Notices will be approximately 3,000,000 notices per year.

Mailers 1 through 4 – Approximately 2,956,500 total copies of Mailers 1 through 4. (See breakdown of quantity for 

each mailer below.)

Mailers 1 through 4 will be ordered on the same print order. The mailings for Mailers 1 through 4 shall be made daily 

(Monday through Friday) and to commence six (6) workdays after files have been approved by SSA. The workload will 

mail over 25 consecutive workdays with the daily mailing volume determined by dividing the total number of notices to 

mail by 25 days.
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Mailers 5 and 6 – Approximately 43,500 total copies of Mailers 5 and 6. (See breakdown of quantity for each mailer 

below.) Mailers 5 and 6 will be ordered on the same print order. The mailing for Mailers 5 and 6 will take place on the 

Wednesday after Thanksgiving each year.

Mailer Notice Quantity Per Mailer

1 SSA-L447 550,000

2 SSA-L447-SP 30,000

3 SSA-L448 2,346,500

4 SSA-L448-SP 30,000

5 SSA-L441 43,000

6 SSA-L441-SP 500

 7 New Notices TBA

NOTE: The above quantities per mailer are approximates and are based on historical data and are for the purpose of 

establishing a basis of award. Exact quantities by mailer are not known in advance and will be furnished with live 

production files.

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

This 25% does not include the additional notices occasioned by the one (1) to three (3) new notice workloads 

developed during the term of this contract.

Mailers 1 through 4: SSA will supply each file to the contractor in a random zip code order. The contractor shall not 

presort the files provided but will extract the quantity needed for each daily mailing from the approximately 2,956,500 

records contained in the production files. The contractor can then presort the records extracted for that day to obtain 

maximum postage discounts (see “DISTRIBUTION” herein for details). The remaining portion, of the approximately 

2,956,500 records, must be maintained in random order. 

NOTE: the contractor can mail Mailers 1 through 4 in any order but must complete each mailer before proceeding to the 

next mailer; contractor must disclose the order Mailers are to be mailed prior to start of production. The contractor will 

be provided with a excel spreadsheet log to track production throughout the run. An updated spreadsheet will be 

required to be completed and emailed each morning to Jamey.cunningham@ssa.gov from the start of production until 

the run is completed. (See Exhibit L -Postage Excel Spreadsheet).

Mailers 5 and 6: The contractor shall re-sequence the approximately 43,500 records in ZIP Code order to obtain 

maximum postage discounts (see “DISTRIBUTION” herein for details).

NO SHORTAGES WILL BE ALLOWED.

Section 1144 Outreach Mail-out Envelopes:

The six (6) different Mailers for the Section 1144 Outreach Notices each utilize the same mail-out envelope.

Mail-out Envelopes –

Address First Mailing Volume (Mailers 1 – 4)

Social Security Administration 2,956,500

P.O. Box 17717

Baltimore, MD 21235-7717

Address Second Mailing Volume (Mailers 5and 6)
Section 1144 Outreach Notices Page 22 of 39

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Social Security Administration 43,500

P.O. Box 17717

Baltimore, MD 21235-7717

NUMBER OF PAGES: Each notice (mailer) will consist of 1 to 6 printed pages. Exact number of printed pages will 

not be known until copy is provided with each print order.

TRIM SIZES:

Notices: 8-1/2 x 11” flat size (tri-fold down to 8-1/2 x 3-11/16”.) 

Mail-out Envelopes: 4-1/8 x 9-1/4” (with window).

NEW NOTICE WORKLOADS: The new Mailers could be English and/or Spanish notices. Notices will consist of 1 

to 6 pages, up to 3 leaves. These mailers will consist of a personalized notice and mail-out envelope. All notices and 

envelopes requirements will match those described in Mailers 1 through 6.

GOVERNMENT TO FURNISH:

Manuscript for one Mail-out envelope

Manuscript for six (6) notices, which SSA will provide Word documents for each notice.

Camera Copy, TIF, JPEG, or PDF for SSA and CMS logos

PS Form 3615, Mailing Permit Application and Customer Profile

National Change of Address (NCOA) Certificate

Coding Accuracy Support System (CASS) Certificate

Postage and Fee Paid Mailing Indicia

Official Government Postage Meter head only, not the machine base. All meter equipment and supplies must be borne 

by the contractor.

Exhibit A, Form SSA-301, “Contractor Personnel Security Certification”

Exhibit B, References for External Service Providers (ESP)

Exhibit C, Questionnaire for Public Trust Positions (Standard Form 85P)

Exhibit D, Fingerprint Cards

Exhibit E, Declaration for Federal Employment (Optional Form 306)

Exhibit F, Fair Credit Reporting Act Authorization Form

Exhibit G, Computer System Plan

Exhibit H, Audit and Summary Report
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Exhibit I, Record Layout Specifications

Exhibit J , Notice (Sample Only)

Exhibit K, Daily Production Report

Exhibit L, Postage Excel Spreadsheet

Exhibit M, Envelopes

Exhibit N, Meter Activity Log

A data connection between the contractors specified location and the nearest available SSA Network Interface location 

or SSA’s National Computer Center in Baltimore, Maryland if necessary. 

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

NOTE: All files provided by the Government or duplicates made by the contractor or their representatives and any 

resultant printouts must be kept accountable and under reasonable security to prevent their release to any unauthorized 

persons. Files may not be duplicated in whole or part for any other purpose than to create material to be used in the 

performance of this contract. All duplicate files or resultant printouts shall be destroyed by the contractor pursuant to 

subsequent directions of the Contracting Officer or his authorized representative.

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

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

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

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

connectivity method will be through the Internet using an encrypted VPN tunnel or the Government will place an order 

for a dedicated circuit under GSA’s Networx contract to be installed within 60 to 90 calendar days between the 

contractor’s location and SSA’s network interface location. Either connectivity method will be encrypted with the 

AES256 encryption algorithm. For the Internet option to be used the contractor must have an Internet ready VPN IPSec 

capable hardware device. The Government will not be responsible for any cost associated with the VPN Internet 

connection that the contractor may incur. The connection method is at the sole discretion of the Government. The cost of 

the dedicated circuit connection will be borne by the Government. The Government shall not be responsible for 

installation delays of data connections due to any external influences such as employee strikes, weather, supplies, etc.; 

which conditions are beyond the control of the Government.

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

firewall at the contractor’s specified locations. The contractor shall provide adequate rack space for securing the router 

and firewall; the contractor shall provide a dedicated analog dial-up line within 8 feet of the router. This dedicated analog 

dial-up line will be used for router management and access for troubleshooting. The line must be in place and active prior 

to the installation of the circuit/router.

In addition, upon contract award, the contractor shall provide a complete delivery address with nearest cross-street, 

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

person shall be available for delivery of services at the specified location. The Government shall not be responsible for 

incorrect or lack of address information, nor for non-availability of contact person(s) at the delivery site.

It is the contractor’s responsibility to notify SSA when systems or data line problems arise and transmission(s) cannot take

place. SSA’s first point of contact for systems or data line problems shall be the HELP DESK at 877-697-4889. The 

contractor must also notify OPAMS at jamey.cunningham@ssa.gov or by phone: (410) 965-3350.
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Any reprogramming and/or reformatting of data supplied by wire transmission or VPN Internet transmission necessitated 

due to the contractor's method of production shall be the responsibility of the contractor. It is solely the contractor’s 

responsibility to ensure proper printing and inserting in their environment.

SECURE FILE TRANSFER PROTOCOL (SFTP) SITE: The contractor is required to have a Secure SFTP site set-up 

that will permit SSA to transmit files electronically. The site must allow SSA the ability to upload and download files for 

proofing and validation. The contractor cannot send PDF notices with PII via email.

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

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

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

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

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

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

their equipment and software.

SSA utilizes, and the contractor must provide compatibility with, Managed File Transfer (formerly known as Cyberfusion 

Integration Suite) software from TIBCO. The contractor may implement the Managed File Transfer Platform Server that 

has embedded software encryption capable of being enabled. The personal computers/servers must have the capability to 

run Managed File Transfer software with encryption enabled using IP protocols on Windows, UNIX (i.e., IBM’s AIX, 

SUN or HP), or z/OS platforms.

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

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

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

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

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

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

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

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

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

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

z/OS operating systems are not permitted under this contract. The contractor’s storage format must not preclude the 

availability of the Managed File Transfer software Checkpoint/Restart feature.

NOTE: The contractor may not use VM/VSE/ESA on a mainframe system, as this hampers automated file 

transmission.

The contractor’s FTMS software shall be operational for the receipt of data files 24 hours a day, 7 days a week, unless 

otherwise specified by the Government. The communications protocol between SSA and the contractor shall be the 

Internet Protocol (IP). The contractor must specify the type of Local Area Network (LAN) connection that will be used at 

the location where the SSA connection is to be installed. The contractor is responsible for providing complete hardware 

and software compatibility with SSA’s existing network. Production file transfers will be established according to SSA’s 

standard procedures for transmission control, dataset naming, and resource security. The contractor’s file management 

system must accommodate multiple file transmission sessions without intervention at either end. The contractor must have 

sufficient capacity to support the number of concurrent transmission file sessions as dictated by SSA.

The above will apply, regardless of the number of workloads transmitted to the contractor daily. If the contractor is 

awarded multiple SSA notice workloads, there must be sufficient capacity at the contractor’s production facility to accept 

transmission of all files according to their schedules.
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In the event that any transmission cannot be processed due to media problems, link problems or data transmission

circuit/connection outages, the contractor shall notify SSA’s HELP DESK operations immediately at 877-697-4889 and 

report required observations and findings.

Wire transmission of production files shall be the standard, automated technique. In the event that the transmission 

network is unavailable for a time period deemed critical by the Government, the files may, at the Government’s option, be 

processed at the SSA print/mail facility.

NOTE: THE CONTRACTOR MUST NOT COMPRESS FILES!

All data provided by the Government or duplicates made by the contractor or his representatives and any resultant 

printouts must be accounted for and kept under strict security to prevent their release to any unauthorized persons. Data 

may not be duplicated in whole or in part for any other purpose than to create material to be used in the performance of 

this contract. 

Any duplicate data and any resultant printouts must be destroyed by the contractor. Data provided to the contractor must 

be retained for 21 workdays after mailing.

.

WIRE TRANSMISSION TEST: After the appropriate bandwidth data connection has been installed, the contractor will 

be required to receive within one (1) workday, data for 3,000,000 notices. The contractor will be required to perform a 

record count verification broken down by dataset name within one (1) workday after the complete transmission of the test 

files. 

When the count verification has been successfully completed, the contractor will be required to complete programming 

required for variable data, following the record layout specifications (Exhibit I), and provide SSA within five (5) 

workdays, samples of variable data from 150 records (25 records from each of the six mailers (Mailers 1 through 6). The 

samples will be produced using the data from each of the files that were transmitted during the wire transmission test.

Samples shall be provided as PDFs and uploaded to the SFTP site containing the variable information and marked 

with the correct Mailer.

PREPRODUCTION PRESS AND MAIL RUN TEST: Prior to commencement of production of the contract, 

the contractor will be required to perform a 12-hour preproduction press and mail run test utilizing the test files 

transmitted electronically shortly after the postaward conference.

NOTE: At the Government’s option, the Government may delay the test until the data connection line is installed 

between the contractor’s locations and SSA’s network interface.

Mailer Form/Notices Quantity

 1 SSA-L447 -- 11,000

Medicare Savings Program Eligible Letters (English)

 2 SSA-L447-SP -- 600

Medicare Savings Program Eligible Letters (Spanish)

 3 SSA-L448 -- 46,930

Medicare Savings Program Eligible Letters (English)

 4 SSA-L448-SP -- 600

Medicare Savings Program Eligible Letters (Spanish)

 5 SSA-L441-

Qualified Disabled and Working Individuals Letters (English) 4,300

6 SSA-L441- Sp--
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Qualified Disabled and Working Individuals Letters (Spanish) 50

The contractor must produce a minimum of 63,480 complete mail packages from Mailers 1-6 in a continuous 12-hour 

period that will prove to the Government representatives that the contractor can satisfactorily complete the requirements 

of this contract during live production. The 12-hour period for the printing process will begin when an “O.K. to Print” is 

given by the Government representative on site. The 12-hour period for the inserting and mail process will begin within 2-

hours of the start of the printing process allowing the contractor sufficient time to produce printed materials to begin the 

inserting process. For this test, the contractor is required to mimic live production and use the same equipment as for the 

live run. The contractor will be allowed to pre-print logos and static base forms prior to test if it resembles their live 

production run.

The Contractor will be issued a Print Order for the 12-hour test. Upon successful completion of all test 

requirements the contractor will be reimbursed for all applicable costs, according to the SCHEDULE OF PRICES. 

If the contractor fails to meet all test requirements they will not be reimbursed for any associated costs. 

The contractor must perform the preproduction press and mail run test on their equipment and using their personnel. The 

test run will incorporate all aspects of the program consisting of processing the electronically transmitted test files; the 

duplex/simplex imaging of notices/forms; gathering; folding; inserting; manifesting and metering; presorting; and, 

preparing finished notices for delivery to the USPS. To simulate actual production conditions, the product to be produced 

must be in accordance with all contract specifications and all USPS regulations. Prior to the beginning of the test, the 

contractor will be required to have all composition, proofing, and envelopes (necessary for the test) completed. Mailers 

are to be completed in accordance with contract requirements, inserted into envelopes and prepared for mailing. 

All samples must be manufactured at the facilities in which the contract production quantities are to be manufactured. 

Samples of the preproduction press and mail run test will be brought back to SSA for validation. The Government will 

approve, conditionally approve, or disapprove the validation output within five (5) workdays of receipt thereof. Approval 

or conditional approval must not relieve the contractor from complying with the specifications and all other terms and 

conditions of the contract. A conditional approval shall state any further action required by the contractor. A notice of 

disapproval shall state the reasons thereof. 

NOTE: Failure of the contractor to perform any of the tests (Preproduction Press and Mail Run Test or Wire 

Transmission Test) satisfactorily may be cause for default. The Government reserves the right to waive the 

requirements of any of these tests. The contractor will be notified at the post award conference if any test(s) is to be

waived.

COMPOSITION: Contractor must typeset six (6) notices as follows:

Notices: Flush left, ragged right, made up into pages of approximately 40 x 52 picas each. Notice font will be in 12 or 

13 point Bookman Old Style typeface, Century Schoolbook typeface or agency preferred typeface determined 

at the time manuscript copy is provided. (Exhibit J)

Mail-out Envelopes: Also set type for the mail-out window envelope in Helvetica typeface. (Exhibit M).

PROOFS:

Notices – Three (3) sets of digital color content proofs for all six (6) different notices. At contractor’s option, a film-based 

composite blueline may be submitted. 
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a. Content Proofs: set(s) of digital color content proofs of the entire product. Direct to plate must be used to 

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

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

elements in proper position (not pasted up), imaged face and back, trimmed and folded to the finished size 

of the product.

b. PDF Proofs: EMAIL PROOFS (margins are listed in specifications): One set of emailed electronic page 

proofs. Contractor to submit one Press Quality PDF soft proof (for content only) using the same Raster 

Image Processor (RIP) that will be used to produce the final printed product. PDF proof will be evaluated 

for text flow, image position, and color breaks. Proof will not be used for color match. Email proofs to 

(mark with Jacket/Req) jamey.cunningham@ssa.gov. 

Envelopes – PDF Proofs for typesetting and envelope layout with size of envelope and window positioning clearly marked 

and three (3) sets of construction samples once PDFs are approved. The contractor will be responsible for performing 

all necessary proofreading to ensure that the proofs are in conformity with the copy submitted.

The contractor must not print prior to receipt of an “OK TO PRINT”.

NOTE: Proofs will be required with the initial order and any time a copy change is required during the term of the 

contract. 

NOTE: SSA reserves the right to make changes to all proofs . The Government may require one (1) or more sets 

of revised proofs before rendering an “O.K. to print”.

NOTE: Notice Proofs will be required with each print order during the term of the contract.

PRESS SAMPLE VALIDATION WITHOUT VARIABLE DATA:

The contractorshallsubmit the presssampleswithout variable data within five (5) workdays after receipt of furnished 

materials. Submit the Press Samples without Variable Data as follows:

This shall be five(5) samples of each letter L447 English, L447 Spanish, L448 English, L448 Spanish, L441 English, 

L441 Spanish. 

The Government will approve, conditionally approve, or disapprove the presssamples without variable data within five

(5) workdays of receipt thereof.

If necessary, the contractor must submit revised press samples without variable data within five (5) workdays of 

notification.

The Government will approve, conditionally approve or disapprove the revised press samples without variable data 

within three (3) workdays of receipt thereof.

Approval or conditional approval shall not relieve the contractor from complying with the specifications and all other 

terms and conditions of the contract. A conditional approval shall state any further action required by the contractor. A 

notice of disapproval shall state reasons thereof.

NOTE: The Governmentreservesthe right to waive the Press Samples without Variable Data. The contractorwill be 

notified if these samples are waived.

PRESS SAMPLES VALIDATION WITH VARIABLE DATA:

The contractor shall submit the samples with the variable data within five (5) workdays after Government approval of 

press samples without variable data.
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Submit 20 Press Samples with Variable Data Validation for Mailers 1 through 6 L447 English, L447 Spanish, L448 

English, L448 Spanish, L441 English, L441 Spanish. 

The Government will approve, conditionally approve, or disapprove the press samples with variable data validation 

output within five (5) workdays of receipt thereof.

If necessary, the contractor must submit revised press samples without variable data within five (5) workdays of 

notification.

The Government will approve, conditionally approve or disapprove the revised press samples without variable data 

within three (3) workdays of receipt thereof.

Approval or conditional approval shall not relieve the contractor from complying with the specifications and all other terms

and conditions of the contract. A conditional approvalshallstate any further action required by the contractor. A notice of

disapproval shall state reasons thereof

LIVE PRODUCTION VALIDATION SAMPLES: (Required with each print order, each year)

May/June run: Within 24 HOURS after live files are transmitted for the May/June run the contractor shall furnish a total 

of 200 complete notice samples via PDF (50 samples for each of Mailers #1-#4) for programming validation. The 

Government will approve, conditionally approve, or disapprove PDF’s within 24 hours of receipt thereof.

November run: Within 24 HOURS after live files are transmitted for the November run the contractor shall furnish a 

total of 100 complete notice samples via PDF (50 samples for each of Mailers #5-#6) for programming validation. The 

Government will approve, conditionally approve, or disapprove PDF’s within 24 hours of receipt thereof.

NOTE: For each run, within five (5) workdays after approval of validation samples by the Government, the contractor 

shall furnish a total of 10 printed/imaged inserted notice samples for each Mailer. Notices must be complete and include 

all variable data furnished from live production files transmitted. Mail samples to : SSA, Printing Management Team, 

Attn: Jamey Cunningham, 1340 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401.

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

the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 11” dated February

1999.

Government Paper Specification Standards No. 11 - http://www.gpo.gov/vendors/vol11.htm

All paper used in each copy must be of a uniform shade.

Personalized Notices – White Offset Book, basis weight: 50 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A60. or, at 

contractor’s option, White Writing, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP Code D10.

Mail-out Envelopes – White Wove, basis weight: 24 lbs. per 500 sheets, 17 x 22”, or at contractor’s option, White

Offset Book, basis weight: 60 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A60.

PRINTING/IMAGING:

Contractor will be required to convert furnished data for either laser or ion deposition printing. All imaging/printing must

have a minimum resolution of 600 x 600 dpi.

Notices – Notices print in black ink (text), and one PMS color. (SSA and CMS logos) on Page 1 only. All other pages 

print head- to-head in black ink only. (See manuscript or camera copy for color breaks).
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NOTE: it is the contractor’s responsibility to ensure that the mailing address show through the envelope window 

correctly, any loss of mail discounts due to misalignment will be borne by the contractor and deducted from the final 

invoice.

NOTE: The contractor is responsible for dating the notices with the actual mail date.

Computerized imaging of variable data, using the supplied record layout specifications (Exhibit I), on page one only in 

black ink only. Imaging consists of a date and up to a 6-line name/address with Intelligent Mail bar code. Name and 

address data will be furnished from files transmitted to contractor.

Mail-out Envelope:

Envelopes print text matter face and back (after manufacture) in black ink. Imaging on the face (side opposite the 

seams) consists of type and line matter (Exhibit M).

Printing must be in accordance with the requirements for the style envelope ordered. All printing must comply with all 

applicable U.S. Postal Service regulations. The envelope must accept printing without feathering or penetrating to the 

reverse side.

Envelopes must have a security tint (lining is acceptable) printed on the inside (back before manufacture) in black ink. 

Contractor may use their own inside tint design but must be approved by SSA. Design must guarantee that the product 

will ensure complete opacity and prevent show through of any material contained therein.

NOTE: The Government reserves the right to make changes to the envelopes and notices any time during the term of the 

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

and submit proofs to the Government.

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

on the notices and envelopes.

Notices - The recycled paper logo/legend must be digitized by the contractor and imaged in the bottom right corner 

aligned with the contractor’s control number on the first page of each notice.

Envelopes - The logo/legend must be printed on the back of all envelopes in the bottom left hand corner.

MARGINS: For text follow furnished manuscript copy.

LOGO POSITIONS: (see Exhibit J)

SSA Logo placement on Notice- 1/4” from top edge of paper to logo and 1-7/8” from left edge of paper to logo. 

CMS Logo placement on Notice- 3/4” from top edge of paper to logo and 1” from right edge of paper to line 

under CMS logo.

NEW WORKLOAD NOTE: If new workloads are required, press samples without variable data will be required prior to 

the commencement of production. The contractor will be required to furnish 200 sets of press samples (English and 

Spanish) for each new workload. Initially the contractor must email encrypted zipped PDF samples. Once PDF samples 

are approved the contractor must produce these press samples on their equipment (that will be used in production), and 

with their personnel. The press samples must print on the paper required by these specifications.

PRESS SHEET INSPECTION: PRESS SHEET INSPECTION: Call (202) 512-1162, between the hours of 8:00 a.m. 

and 2:00 p.m., prevailing eastern time, with 3 workdays notice. Press sheets will be inspected at the contractor’s plant for 

quality conformance. Note: A press sheet inspection is for the purpose of setting specific standards that are to be 

maintained throughout the entire run. It does not constitute a prior approval of the entire run.
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Press Sheet inspection(s) are required at the contractor’s/subcontractor’s plant for the purpose of establishing that the 

receipt of transmitted files, the printing of notices and/or envelopes, the imaging, collating, folding, inserting and mailing 

is being accomplished in accordance with contract quality attributes and requirements. A production inspection is for the 

purpose of setting specific standards that are to be maintained throughout the entire run. It does not constitute a prior 

approval of the entire run.

Press sheets must contain one color bar for each color place parallel to the press’s ink rollers. The control bars must show 

areas consisting of 1/8 x 1/8” minimum solid color patches; tint patches of 25, 50, and 75%; dot gain scale (GATF, 

BRUNNER, or GRETAG); and gray balance patches for process color, repeated across the entire press sheet. The density 

must be constant across the full width of the sheet with deviations not to exceed plus or minus 5%. For viewing of the 

press sheets, the contractor must provide a densitometer and controlled lighting using overhead viewing lights with 5000 

degree Kelvin lamination.

Upon approval of the sheets, contractor is charged with maintaining those standards throughout the press run (within 

QATAP tolerances when applicable) and with discarding all makeready sheets that preceded approval. When a press 

sheet inspection is required, it will be specified on the individual print order. See GPO Publication 315.3 (Guidelines for 

Contractors Holding Press Sheet Inspections) issued August 2002. 

NOTE: If the contractor uses a backup facility for the production of the static portion of the notices, the Government 

will require a press sheet inspection at that location.

CONSTRUCTION: Mail-out Envelope (4-1/8 x 9-1/4”): Envelope must be open side, with gummed fold-over flap for 

sealing. Flap is at contractor’s option, but must meet all USPS requirements. Flap must be coated with suitable glue that 

will securely seal the envelope without adhering to contents, not permit resealing of the envelope and permit easy opening 

by the recipient. Face of envelope to contain a 1-7/8 x 4- 1/2” die cut address window with slightly rounded corners. Die 

cut is to be located 1/2” from the bottom edge of the envelope and 3/4” from the left edge of the envelope (the long 

dimension of the window is to be parallel to the long dimension of the envelope). Contractor has the option to adjust the 

size of the window opening (subject to Government approval), providing the visibility of the computer generated mailing 

address and barcode on the notice is not obscured, and other extraneous information is not visible when material is 

inserted into the envelope. Window is to be covered with a suitable, poly- type, transparent low gloss material that must 

be clear of smudges, lines, and distortions. Poly-type material must be securely affixed to the inside of the envelope so as 

not to interfere with insertion of contents. Window material must meet the current U.S. Postal Service’s (USPS) 

readability standards/requirements.

PACKING: Gather the appropriate number of leaves per notice in numerical sequence. Notices are to be nested 

together with all faces forward. Fold from a flat size of 8-1/2 x 11” down to 8-1/2 x 3-11/16”, title out, either 

wraparound or accordion folds will be acceptable, with the recipient’s name and address on the first page facing out for 

visibility through window envelope. 

It is the contractor’s responsibility to assure that only the name, address and Intelligent Mail barcode on the notice will 

be visible through the window in the envelope and that only one notice is inserted into each envelope.

DISTRIBUTION: Mail f.o.b. contractor’s city the balance of each order. (The contractor is responsible for all costs 

incurred in transporting this product to the USPS.

DOMESTIC FIRST-CLASS LETTER-SIZE MAIL:

The contractor is required to prepare domestic First-Class letter-size mail in accordance with appropriate USPS rules and 

regulations, including the USPS Domestic Mail Manual and Postal Bulletins, in effect at the time of the mailing.

SPECIAL REQUIREMENT: When volumes warrant, SSA requires the use of Permit Imprint. The contractor must 

use SSA’s “Postage and Fees Paid First Class Mail” permit imprint mailing indicia printed on each mail piece. Each mail 
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piece sent under this payment method must bear a permit imprint indicia showing that postage is paid. Permit imprint 

indicia may be printed directly on mail pieces. Permit imprint mailings must contain at least 200 pieces or 50 pounds. 

The contractor is cautioned to use the permit imprint only for mailing material produced under this contract.

The contractor is strongly encouraged to use manifest mail when postal regulations allow. The contractor must have a 

Manifest Mailing System (MMS) for First-Class Mail, which has been approved by USPS to document postage charges 

for this mailing. Each mail piece must be identified with a unique identification number or with a keyline containing a 

unique identification number and rate information about the piece. Requirements for the MMS are contained in 

Publication 401 “USPS Guide to the Manifest Mailing System” in effect at the time of the mailing. A copy of the USPS 

approval for the MMS must be presented at the postaward conference.

Workload orders that result in mailings of less than 200 pieces or less than 50 pounds will require the contractor to apply 

the appropriate postage to each piece. When postage is applied to the mail piece, the permit imprint indicia must be 

covered/concealed by a meter strip. The contractor will be reimbursed for postage by submitting a properly completed 

U.S. Postal Service form (or equivalent).

NOTE: All meter equipment and supplies must be borne by the contractor. 

NOTE: There is an exception in the Domestic Mail Manual (DMM) called the Minimum Volume Reduction;

contractors are strongly encouraged to apply for the Minimum Volume Reduction through their local BMU and 

USPS Headquarters in Washington, DC. With the Minimum Volume Reduction exception contractors will be 

allowed to mail pieces under the 200 pieces or less than 50 pounds on a permit imprint eliminating metering. 

If a government meter is required: 

 The contractor is responsible for the security of the SSA postage meters and access is to be restricted to 

authorized personnel only. Contractors are to place SSA postage meters in a locked position and place them in a 

secure server room or safe when not in use. The contractor is to advise all staff there is a penalty for the private 

use of official postage meters (39USC3203). 

 Contractors should always maintain sufficient postage on the SSA meters. The contractor should contact SSA if 

they are not sure of how much postage to load or frequency. 

 The contractor is required to submit spoiled postage/postage error envelope(s)/meter strip(s) and prepare a Postal 

Service Form 3533, Application for Refund of Fees, Products and Withdraw of Customer Accounts. Forms are 

not obtainable from the United States Postal Service (USPS) website since they contain a barcode making each 

form unique. Contractors will go to local Post Offices, postal retail units, or Bulk Mailing Units to obtain the 

hardcopy version of the revised PS Form 3533. USPS will credit the postage refund to SSA through the Official 

Mail Accounting System (OMAS). SSA requires the contractor to submit a copy of Form 3533 along with the 

associated print order in which the spoilage occurred and all other postal documentation to the SSA Program 

Lead.

 The contractor must have approval from SSA’s Postage Meter Accountability Team for turn-in of SSA postage 

meter(s) to the meter manufacturer (e.g., excess meter, defective meter, etc.). If the contractor requires a 

replacement postage meter, USPS credits any remaining postage to SSA through the USPS’ Official Mail 

Accounting System (OMAS) or the meter manufacturer may transfer the remaining postage from the old meter to 

the new meter. The contractor should be sure to document the last meter reading (postage remaining amount) 

before the meter is checked out of service. The Contractor may receive a PS Form 3601-C, Postage Meter 

Activity Report from the meter manufacturer. The contractor is to forward a copy of this report to SSA within 

three workdays of the transaction. 

 On the first workday of each month, the contractor must load $5.00 on all SSA postage meters (including back-up 
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413-S (12/17)

postage meters). In addition to the monthly upload, the government reserves the right to request the contractor to 

upload additional funds at any time. These uploads are in addition to any routine meter replenishments. As a 

result of the postage uploads, the contractor may receive a Postage Meter Reset Activity Report Statement from 

the meter manufacturer. If received, the contractor should retain this documentation for 12 months. 

 Do not relocate SSA postage meters to any other building. Contactors are required to contact the SSA Program 

Lead before any movement of an SSA postage meter. 

 The contractor is required to prepare all metered mail in accordance with the rules and regulations in USPS’s 

Domestic Mail Manual and International Mail Manual. 

 Note - Contractors should not receive invoicing for meter rentals. If you do receive an invoice, contact your 

SSA Program Lead immediately.

Contractor Sites Using “Official Government” Postage Meters with Automated Reporting Capability (detailed and 

limited): 

 

 Postage meters with “Detailed Account Reporting” are capable of providing trend reports, postal class reports, 

summary reports, chart production, accounts, sub-accounts, operator ID’s, etc. These meters provide SSA with 

remote tracking per print program of postage used. This is SSA’s preferred meter type. This meter type is ideal 

for use when processing multiple SSA workloads because of the account and sub-account feature. Contractors 

will be required to utilize the postage meter account feature for each SSA print program. Contractors may also be 

required to use sub-account features for each SSA program. If a contractor requires assistance with set-up and 

operating the “accounting” features of the postage meters, SSA will provide a contact to assist them. 

 Postage meters with “Limited Account Reporting” are capable of providing SSA with remote tracking of the 

meter date, contractor/location, meter used, start funds available, any refills/refunds, number of pieces (postage 

applied), total cost, end funds available, and postage used. This meter is best suited for use when processing one 

single SSA workload. No action is necessary on the part of the contractor since SSA will be view postage meter 

usage remotely for the individual workload. 

Contractor Sites Using an SSA Postage Meter Activity Log (manual process):

 Contractors using mailing equipment that cannot support a postage meter with an internal accounting feature 

and/or capable of remotely providing SSA with the detailed data it requires when producing multiple workloads 

will receive a compatible meter but will be required to complete an SSA Postage Meter Activity Log (Exhibit N). 

 The contractor will forward a completed SSA Postage Meter Activity Log to the appropriate SSA Program 

Lead/or back-up for each print order. If the contractor is producing multiple workloads using the same postage 

meter, the contractor is required to send the log to each Program Lead/back-up. Every field must contain an entry 

or an N/A if the field does not apply. SSA will return incomplete or incorrect activity logs to the contractor for 

correction. Note: If a primary meter fails and a back-up meter is needed to complete the workload, the contractor 

will need to document the primary meter log in the note field (i.e., meter failed, out of postage, etc.) and create a 

new activity log (documenting the necessary fields) to use with the back-up meter. 

Note: Use of the above accounting feature or manual logs does not alter the current postal process. Contractors will 

continue to forward all postal documentation as required in the contract requirements.

The contractor is required to obtain the maximum USPS postage discounts possible in accordance with the USPS FirstClass Domestic Mail automated and nonautomated mail discount structure in effect at the time of the mailing:
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413-S (12/17)

(a) Automation (5-digit);

(b) Automation (3-digit);

(c) Automation (AADC);

(d) Automation (Mixed AADC)

(e) Nonautomation (Presorted); and

(f) Nonautomation (Single Piece).

NOTE: Mail addressed to United States possessions (e.g., American Samoa, Federated States of Micronesia, Guam, 

Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico and U.S. Virgin Islands, Wake Island) and 

Military Overseas Addresses (APO/FPO mail) is Domestic Mail, not International Mail, and should be included in 

the discount sorting above.

To maximize automation discounts, Intelligent Mail Barcode (IMB) barcoding, delivery address placement and envelopes 

used for the mailing are among the items that must comply with USPS requirements for automation-compatible mail in 

effect at the time of the mailing.

NOTE: Contractor will be required to produce and use a USPS Intelligent Mail Barcode (IMB) Full-Service option and 

achieve the maximum postage discounts available with this option. The contractor will be required to comply with USPS 

requirements and place the IMB on all mailpieces of this workload. The contractor is required to be capable of achieving 

the postage discounts available with the Full-Service option of the IMB program. The Full-Service option requires the 

contractor to use Postal One.

SSA will provide the contractor with a six-digit Mailer Identifier (MID) for the mailing. The Mailer Identifier (MID) is a 

field within the Intelligent Mail barcode that is used to identify the owner of the mail. 

NOTE: USPS has instituted a verification procedure called a “tap” test. This test is used to screen all mailings with 

barcoded inserts for proper barcode spacing within the envelope window. When the insert showing through the 

window is moved to any of its limits inside the envelope, the entire barcode must remain within the barcode clear 

zone. In addition, a clear space must be maintained that is at least 0.125 (1/8) inch between the barcode and the left 

and right edges of the window and at least 0.028 inch clearance between the Intelligent Mail Barcode and the top 

and bottom edges of the window.

All letters in a mailing must pass the "tap" test in order to obtain the maximum postal discounts for the agency.

The contractor will be responsible for payment of any additional postage resulting from a loss of postage discounts 

due to failure to pass the “tap” test because of inaccuracy or failure to conform to USPS specifications

The contractor should be aware that the USPS uses the Mail Evaluation Readability Lookup Instrument (MERLIN) to 

evaluate barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor must ensure that all 

barcoded mail meets the new barcode standards. The contractor will be responsible for payment of any additional postage 

resulting from a loss of such discounts due to failure of the contractor-generated barcodes to pass the MERLIN test 

because of inaccuracy or failure to conform to USPS specifications.

The contractor is required to fill in all applicable items on USPS form(s) and submit in duplicate to the entry post office. 

The post office will return a verified copy of USPS form(s) to the contractor. The contractor must immediately forward a 

copy to the ordering agency identifying the Program Number, Print Order, Jacket Number as appropriate.

CERTIFIED MAIL: In the event that any of these notices are Special Notice Option (SNO), the mailpieces included in 

these mailings will be required to be mailed using USPS Certified Mail. The contractor will prepare these mailpieces 

according to USPS regulations contained in the Domestic Mail Manual (DMM) under Section 503.3.0, Certified Mail.

Notices associated with the certified mail file shall be inserted into envelopes and processed as certified mail. The 

contractor must place the current U.S. Postal Service 20 digit certified number and barcode on the envelope. The 

contractor must prepare the file as a separate permit imprint mailing of identical weight pieces using the appropriate U.S. 

Postal Service mailing statement. 
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INTERNATIONAL MAIL:

If the contractor receives International mail addresses in the data files, the contractor is NOT to produce them. The 

contractor is to delete the information from the record and report to SSA the quantity deleted for each mailer.

MAILING DOCUMENTATION: The contractor shall provide SSA with complete copies of all documents used by 

USPS to verify and accept the mail (e.g., computer records of presort ZIP+4, barcode breakdown, press runs, etc.) 

including USPS 3607R and/or GPO’s Form 712 (Certificate of Conformance) and/or Certificate of Bulk mailing, etc. 

each noted with file date and mailer number. The contractor must place the number that is on top of the GPO Form 712 

(the number that starts with “A”) in the space provided on the USPS mailing statements. If no space is provided on the 

mailing statement, place the number in the upper right margin of the mailing statement. The contractor will also use 

SSA’s Federal Agency Cost Code number (276-00045) which is to be placed on all mailing documents.

The contractor must provide the copies to SSA’s Printing Management Team via overnight/next day delivery carrier (at 

contractor’s expense) or faxed to within 72 hours of being provided to USPS. All copies must be legible and include 

both front and back and should be addressed to the Social Security Administration, Printing Management Team, Attn: 

Jamey Cunningham, 1340 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401, fax (410)965-6400.

SSA will supply an excel spreadsheet to the contractor that is to be updated daily for each mailing showing the number of 

notices printed, folded, inserted, and delivered to the post office. These reports are to begin on the day of printing and 

continue daily until mailing is completed. The report is to be emailed to SSA, Printing Management Team, Attn: Jamey 

Cunningham at Jamey.cunningham@ssa.gov or faxed to on (410) 965-6400.

NOTE: One (1) copy of billing payment voucher form 1034 showing amount of billing invoice, automated summary 

reports and GPO 712s for each print order must be sent within 10 days of mailing date to: SSA, Attn: Jamey 

Cunningham 1340 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. The original voucher and 

GPO 712s will be sent to the Comptroller FMCE, U.S. Government Publishing Office.

CHANGE-OF-ADDRESS AND CODING ACCURACY SUPPORT SYSTEM (CASS):

For the address for the Section 1144 Outreach Notices, SSA will provide certificates indicating that the addresses have 

been matched against both the USPS-certified Coding Accuracy Support System (CASS) software and the National 

Change of Address (NCOA) service database. Updated CASS and NCOA certificates will be provided to the contractor 

by SSA throughout the duration of the contract.

Upon termination of the contract, all furnished material, and all USPS validated copies of postal documentation must be 

delivered (via overnight carrier) to the Social Security Administration, Printing Management Team, Attn: Jamey 

Cunningham, 1340 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401.

All expenses incidental to picking up and/or returning materials, submitting proofs, and furnishing sample copies must be 

borne by the contractor.

PAYMENTS ON PURCHASE ORDER: Processing vouchers for payment, FAX the completed invoice to GPO by 

utilizing the GPO barcode coversheet program application. Access the hyperlink below and follow the instructions as 

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

Facsimile transmission should only be used when no samples are required with your invoice, otherwise payment will be 

held up while the invoice is returned to you for the required sample(s).

ALL voucher packages and envelopes MUST be mailed to: COMPTROLLER-FMCE, Office of Financial Management, 

U.S. Government Publishing Office, Washington, DC 20401

Note: Do not mail your invoice to any other GPO Procurement Office as this will delay payment.

SCHEDULE: Adherence to this schedule must be maintained.
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Furnished material and proofs must be picked up from and delivered to: SSA, Printing Management Team, Attn: Jamey 

Cunningham, 1340 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401.

Manuscript and/or camera copy for envelopes will be provided at the post-award meeting. Manuscript and/or camera 

copy for notices will be provided with the each print order placed.

Manuscript and/or camera copy must be returned with proofs.

The print order for Mailers 1 through 4 will be placed in May of each contract year. The print order for Mailers 5 and

6 will be placed in November of each contract year.

Proof Schedule –

Contractor must submit all proofs for envelopes and static notices within five (5) workdays after receipt of furnished 

materials.

The Government will hold proofs for five (5) workdays from receipt thereof until made available for pickup.

The contractor must submit revised proofs, if necessary due to author’s alterations, within three (3) workdays after 

receipt of author’s alterations.

The Government will either approve or mark for corrections within two (2) workdays of receipt from contractor.

VALIDATION SCHEDULE With and Without Variable data:

Contractor must submit test file PDF validation sample notices within five (5) workdays after receipt of test files.

The Government will either approve or mark for corrections within five (5) workdays from receipt. 

The contractor must submit revised proofs, if necessary due to author’s alterations, within five (5) workdays after receipt 

of author’s alterations.

The Government will either approve or mark for corrections within three (3) workdays from receipt thereof until made 

available for pickup. 

LIVE PRODUCTION VALIDATION SCHEDULE: 

Contractor must submit PDF validation sample notices within 24 hours after receipt of live production files.

The Government will approve, conditionally approve, or disapprove PDF’s within 24 hours of receipt thereof.

NOTE: The contractor will not be given any additional time in the production schedule to complete this validation.

PRODUCTION SCHEDULE:

Workday - The term “workday” is defined as Monday through Friday each week, exclusive of the days on which 

Federal Government holidays are observed. Also excluded are those days on which the Government Publishing Office is 

not open for the transaction of business, such as days of national mourning, hazardous weather, etc.

May/June Schedule: Files for Mailers 1-4 are to be transmitted to the contractor in the month of May of each year. 

Mailings of Mailer 1 through 4 must be made daily (Monday through Friday) starting eight (8) workdays after files have 

been provided by SSA (validation of files is to take place and be completed during this 8 day timeframe). The daily 

mailing volume will be determined by dividing the total number of notices to mail by 25 days. Contractor must be able 

to maintain an even distribution of mailing throughout the 25-day period. If the contractor is unable to meet this 

requirement they will be declared non-responsible.
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November Schedule: Files for Mailers 5 and 6 are to be transmitted to the contractor on or before the Monday prior to 

Thanksgiving and mailed on the Wednesday following Thanksgiving of each year.

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

The contractor must notify the GPO of the date and time the production inspection can be performed. In order for proper 

arrangements to be made, notification must be given at least three (3) workdays prior to the inspection. Notify the U.S. 

Government Publishing Office, Quality Assurance Division, telephone area code (202) 512-0542. Telephone calls will 

only be accepted between the hours of 8:00 a.m. and 2:00 p.m., prevailing Eastern Time, Monday through Friday. Note: 

See contract clauses, paragraph 14(e)(1), Inspections and Tests of GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 (Rev. 9-88)). When supplies are not ready at the time specified by the contractor for 

inspection, the Contracting Officer may charge to the contractor the additional cost of the inspection.

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

with the order or shortly thereafter. In the event such information is not received in due time, the contractor will not be 

relieved of any responsibility in meeting the shipping schedule because of failure to request such information.

Upon completion of each order, the contractor is to notify the U.S. Government Publishing Office of the date of shipment 

(or delivery, if applicable). Call (202) 512-0516 or 0517; callers outside the Washington, DC area may call toll free 1-

800-424-9470 or 9471.

SECTION 3. - DETERMINATION OF AWARD

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

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

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

ordered for a like period of time.

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

I. (a) 1

 (b) 12

II. 12

III. (a) 6

 (b) 60,000

(c) 30,000

(d) 30,000

III. (a) 30,000 

(b) 30,000

V. 30,000

VI. 1
Section 1144 Outreach Notices Page 37 of 39

413-S (12/17)

SECTION 4 - SCHEDULE OF PRICES

Bids offered are f.o.b. destination to Baltimore, MD, and f.o.b. contractor’s city for all mailing.

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

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

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

Government.

Bids submitted with NB (No Bid) or blank spaces for an item may be declared non-responsive.

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

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

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

interest of the Government.

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

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

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

I. COMPOSITION/PROOFS: Prices offered must be all-inclusive, and must include the cost of all operations 

necessary in accordance with the terms of these specifications for the mail-out envelope and each notice.

(a) Envelopes ..............................................................................per envelope ..........................$

(b) Notices........................................................ .......................... per page .......................................$ _____________

II. VALIDATION SAMPLES (Test and Live production files): Price offered must include all costs incurred in 

furnishing validation samples as specified in these specifications. These costs shall cover but are not limited to: 

machine time, personnel, all required materials, wire transmissions, plates, paper, printing, imaging, collating, 

inserting, mail preparation, PDFs and any other operations necessary to produce the required quantities of the 

product in the time specified and in accordance with specifications.

Validation Samples ......................................................................per Mailer............ .....................$

III. PRINTING/IMAGING AND BINDING: Prices offered must be all-inclusive and include the cost of all films, 

proofs, materials and operations necessary for the complete printing/imaging and binding listed in accordance with 

these specifications.

(a) Makeready/setup charge* ..........................................................................................................$

*Contractor will be allowed only one (1) makeready/setup charge per Mailer. This combined charge shall include 

all materials and operations necessary to makeready and/or setup the contractor’s equipment for each of the six (6) 

mailers. Invoices submitted with more than one (1) makeready/setup charge per Mailer will be disallowed.

(b) Static information and Logos on notices.......................... per 100 pages .....................$

 ...... _____________
Section 1144 Outreach Notices Page 38 of 39

413-S (12/17)

 (Initials)

(c) Personalized variable information

(printing/imaging per page) .................................................. per 100 pages................... ......$

 (d) Mail-out Envelope (4-1/8 x 9-1/4”) .......................................per 100 envelopes .....................$

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

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

applicable “Trim Size” group. The cost of any paper required for makeready or running spoilage must be included 

in the prices offered.

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

Notices (8-1/2 x 11): A charge will be allowed for each page-size leaf.

Mail-out Envelopes (4-1/8 x 9-1/4”): One leaf will be allowed for each envelope.

 Per 100 Leaves

(a) Notices: White Offset Book (50-lb.) or White Writing (20-lb.).................................................$

(b) Mail-out Envelopes: White Wove (24-lb.) or White Offset Book (60-lb.) ...............................$

V. INSERTING AND MAILING: Prices offered must include the cost of all required materials and operations 

necessary for the mailing of the notices including cost of collating notices (single or multiple leaves) in proper 

sequence and folding to required size in accordance with these specifications, insertion of notices into mail-out 

envelope and mailing in accordance with these specifications.

 Per 100

 Complete

 Mailers

All Mailers......................................................................................................................................... $

VI. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the Wire Transmission 

test as specified in these specifications. 

(a) Wire Transmission Test.....................................................................................per test................ $____________

 .......... _____________

 (Initials)
Section 1144 Outreach Notices Page 39 of 39

413-S (12/17)

LOCATION OF POST OFFICE: All mailing will be made from the _______________________________ 

Post Office located at Street Address__________________________________________________________, 

City___________________________, State____________________________, Zip Code________________.

INSTRUCTIONS FOR BID SUBMISSION: Fill out "Section 4.- Schedule of Prices," initialing or signing each page 

in the space(s) provided. Submit two copies (original and one exact duplicate) of the "Schedule of Prices" with two 

copies of the GPO Form 910, "BID" form. Do not enter bid prices on GPO Form 910; prices entered in the "Schedule of 

Prices" will prevail.

Bidder_____________________________________________________________________________________

__________________________________________________________________________________________

 (City - State)

By________________________________________________________________________________________

 (Signature and title of person authorized to sign this bid)

__________________________________________________________________________________________

 (Person to be contacted) (Telephone number)