Jacket: Page 1 of 5

Title:

Agency:

Basis of

Award

One Lot Bid

(a) Complete Cover

(1) Makeready/Setup 5 7,500.00 37,500.00 1,045.00 5,225.00 2,071.00 10,355.00

(2) Running Per 1,000 Copies 4,500 63.32 284,940.00 170.66 767,970.00 57.37 258,165.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 2,488,292.11 2,488,292.11 4,180.00 4,180.00 10,250,516.00 10,250,516.00

(2) Running Per 1,000 Copies--------- 4,500 888.88 3,999,960.00 2,673.77 12,031,965.00 631.04 2,839,680.00

(c ) 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 5 3,750.00 18,750.00 1,045.00 5,225.00 994.00 4,970.00

(2) Running Per 1,000 Copies--------- 4,500 95.16 428,220.00 379.25 1,706,625.00 78.36 352,620.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 5 3,750.00 18,750.00 1,045.00 5,225.00 718.00 3,590.00

(2) Running Per 1,000 Copies--------- 4,500 52.72 237,240.00 189.62 853,290.00 41.90 188,550.00

(e ) 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 5 3,750.00 18,750.00 1,045.00 5,225.00 438.00 2,190.00

(2) Running Per 1,000 Copies--------- 4,500 31.56 142,020.00 94.81 426,645.00 9.81 44,145.00

Subtotal $7,674,422.11 15,811,575.00 $13,954,781.00

Discount 0.50% $38,372.11 0.25% 39,528.94 2.00% $279,095.62

Total (one lot) $7,636,050.00 15,772,046.06 $13,675,685.38

Jacket:

Title:

Agency:

Basis of

Award

Two Lots Bid

(a) Complete Cover

(1) Makeready/Setup 10 7,500.00 75,000.00 1,930.00 19,300.00

(2) Running Per 1,000 Copies 9,000 79.15 712,350.00 56.05 504,450.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 4,710,695.73 4,710,695.73 14,983,112.00 14,983,112.00

(2) Running Per 1,000 Copies--------- 9,000 1,111.10 9,999,900.00 619.73 5,577,570.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 10 3,750.00 37,500.00 878.00 8,780.00

(2) Running Per 1,000 Copies--------- 9,000 118.95 1,070,550.00 75.36 678,240.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 10 3,750.00 37,500.00 613.00 6,130.00

(2) Running Per 1,000 Copies--------- 9,000 65.90 593,100.00 39.04 351,360.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 10 3,750.00 37,500.00 376.00 3,760.00

(2) Running Per 1,000 Copies--------- 9,000 39.45 355,050.00 9.31 83,790.00

Subtotal $17,629,145.73 $22,216,492.00

Discount 0.50% $88,145.73 2.00% $444,329.84

Total (two lots) $17,541,000.00 $21,772,162.16

Miami, FL Owensville, MD

Owensville, MD

420-181

Medicare and You 2023 (English Area-Specific Handbooks)

LSC COMMUNICATIONS LLC

CMS

ADVANTAGE/LIBERTY COLONIAL PRESS INTL

Anaheim, CA

Medicare and You 2023 (English Area-Specific Handbooks)

420-181

CMS

ADVANTAGE/LIBERTY LSC COMMUNICATIONS LLC

Anaheim, CA
Jacket: Page 2 of 5

Title:

Agency:

Basis of

Award

Three Lots Bid

(a) Complete Cover

(1) Makeready/Setup 15 7,500.00 112,500.00 2,183.00 32,745.00

(2) Running Per 1,000 Copies 13,500 89.04 1,202,040.00 55.42 748,170.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 6,931,251.78 6,931,251.78 17,039,273.00 17,039,273.00

(2) Running Per 1,000 Copies--------- 13,500 1,249.99 16,874,865.00 606.19 8,183,565.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 15 3,750.00 56,250.00 1,057.00 15,855.00

(2) Running Per 1,000 Copies--------- 13,500 133.82 1,806,570.00 75.67 1,021,545.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 15 3,750.00 56,250.00 825.00 12,375.00

(2) Running Per 1,000 Copies--------- 13,500 74.14 1,000,890.00 39.11 527,985.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 15 3,750.00 56,250.00 522.00 7,830.00

(2) Running Per 1,000 Copies--------- 13,500 44.38 599,130.00 10.02 135,270.00

Subtotal $28,695,996.78 $27,724,613.00

Discount 0.50% $143,479.98 2.00% $554,492.26

Total (three lots) $28,552,516.80 $27,170,120.74

Jacket:

Title:

Agency:

Basis of

Award

Four Lots Bid

(a) Complete Cover

(1) Makeready/Setup 20 7,500.00 150,000.00 2,650.00 53,000.00

(2) Running Per 1,000 Copies 18,000 95.72 1,722,960.00 55.00 990,000.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 8,612,919.21 8,612,919.21 18,147,060.00 18,147,060.00

(2) Running Per 1,000 Copies--------- 18,000 1,343.74 24,187,320.00 599.81 10,796,580.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 20 3,750.00 75,000.00 1,278.00 25,560.00

(2) Running Per 1,000 Copies--------- 18,000 143.86 2,589,480.00 74.91 1,348,380.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 20 3,750.00 75,000.00 1,077.00 21,540.00

(2) Running Per 1,000 Copies--------- 18,000 79.70 1,434,600.00 38.63 695,340.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 20 3,750.00 75,000.00 687.00 13,740.00

(2) Running Per 1,000 Copies--------- 18,000 47.71 858,780.00 10.26 184,680.00

Subtotal $39,781,059.21 $32,275,880.00

Discount 0.50% $198,905.30 2.00% $645,517.60

Total (four lots) $39,582,153.91 $31,630,362.40

Anaheim, CA Owensville, MD

Medicare and You 2023 (English Area-Specific Handbooks)

420-181

CMS

420-181

Medicare and You 2023 (English Area-Specific Handbooks)

CMS

ADVANTAGE/LIBERTY LSC COMMUNICATIONS LLC

Anaheim, CA Owensville, MD

ADVANTAGE/LIBERTY LSC COMMUNICATIONS LLC
Jacket: Page 3 of 5

Title:

Agency:

Basis of

Award

Five Lots Bid

(a) Complete Cover

(1) Makeready/Setup 25 2,930.00 73,250.00

(2) Running Per 1,000 Copies 22,500 54.74 1,231,650.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 18,540,848.00 18,540,848.00

(2) Running Per 1,000 Copies--------- 22,500 595.99 13,409,775.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 25 1,410.00 35,250.00

(2) Running Per 1,000 Copies--------- 22,500 74.46 1,675,350.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 25 1,229.00 30,725.00

(2) Running Per 1,000 Copies--------- 22,500 38.35 862,875.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 25 786.00 19,650.00

(2) Running Per 1,000 Copies--------- 22,500 10.40 234,000.00

Subtotal $36,113,373.00

Discount 2.00% $722,267.46

Total (five lots) $35,391,105.54

Jacket:

Title:

Agency:

Basis of

Award

Six Lots Bid

(a) Complete Cover

(1) Makeready/Setup 30 3,116.00 93,480.00

(2) Running Per 1,000 Copies 27,000 54.57 1,473,390.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 18,577,636.00 18,577,636.00

(2) Running Per 1,000 Copies--------- 27,000 593.44 16,022,880.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 30 1,498.00 44,940.00

(2) Running Per 1,000 Copies--------- 27,000 74.16 2,002,320.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 30 1,330.00 39,900.00

(2) Running Per 1,000 Copies--------- 27,000 38.16 1,030,320.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 30 852.00 25,560.00

(2) Running Per 1,000 Copies--------- 27,000 10.50 283,500.00

Subtotal $39,593,926.00

Discount 2.00% $791,878.52

Total (six lots) $38,802,047.48

CMS

LSC COMMUNICATIONS LLC

Owensville, MD

420-181

Medicare and You 2023 (English Area-Specific Handbooks)

CMS

420-181

Medicare and You 2023 (English Area-Specific Handbooks)

Owensville, MD

LSC COMMUNICATIONS LLC
Jacket: Page 4 of 5

Title:

Agency:

Basis of

Award

Seven Lots Bid

(a) Complete Cover

(1) Makeready/Setup 35 3,250.00 113,750.00

(2) Running Per 1,000 Copies 31,500 54.45 1,715,175.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 18,614,423.00 18,614,423.00

(2) Running Per 1,000 Copies--------- 31,500 591.62 18,636,030.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 35 1,562.00 54,670.00

(2) Running Per 1,000 Copies--------- 31,500 73.95 2,329,425.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 35 1,403.00 49,105.00

(2) Running Per 1,000 Copies--------- 31,500 38.02 1,197,630.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 35 900.00 31,500.00

(2) Running Per 1,000 Copies--------- 31,500 10.56 332,640.00

Subtotal $43,074,348.00

Discount 2.00% $861,486.96

Total (seven lots) $42,212,861.04

Jacket:

Title:

Agency:

Basis of

Award

Eight Lots Bid

(a) Complete Cover

(1) Makeready/Setup 40 3,350.00 134,000.00

(2) Running Per 1,000 Copies 36,000 54.36 1,956,960.00

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1 18,651,211.00 18,651,211.00

(2) Running Per 1,000 Copies--------- 36,000 590.25 21,249,000.00

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 40 1,609.00 64,360.00

(2) Running Per 1,000 Copies--------- 36,000 73.78 2,656,080.00

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 40 1,457.00 58,280.00

(2) Running Per 1,000 Copies--------- 36,000 37.92 1,365,120.00

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 40 935.00 37,400.00

(2) Running Per 1,000 Copies--------- 36,000 10.62 382,320.00

Subtotal $46,554,731.00

Discount 2.00% $931,094.62

Total (eight lots) $45,623,636.38

Owensville, MD

Medicare and You 2023 (English Area-Specific Handbooks)

CMS

LSC COMMUNICATIONS LLC

LSC COMMUNICATIONS LLC

Owensville, MD

420-181

420-181

Medicare and You 2023 (English Area-Specific Handbooks)

CMS
Page 5 of 5 Jacket:

Title:

Agency:

Basis of

Award

Nine Lots Bid

(a) Complete Cover

(1) Makeready/Setup 45

(2) Running Per 1,000 Copies 40,500

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1

(2) Running Per 1,000 Copies--------- 40,500

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 45

(2) Running Per 1,000 Copies--------- 40,500

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 45

(2) Running Per 1,000 Copies--------- 40,500

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 45

(2) Running Per 1,000 Copies--------- 40,500

Subtotal

Discount

Total (nine lots)

Jacket:

Title:

Agency:

Basis of

Award

Ten Lots Bid

(a) Complete Cover

(1) Makeready/Setup 50

(2) Running Per 1,000 Copies 45,000

(b) Basic 120-Pg Section..per section

(1) Makeready/Setup---------------------- 1

(2) Running Per 1,000 Copies--------- 45,000

(c 16-Pg Signature...per signature

(1) Makeready/Setup---------------------- 50

(2) Running Per 1,000 Copies--------- 45,000

(d) 8-Pg Signature...per signature

(1) Makeready/Setup---------------------- 50

(2) Running Per 1,000 Copies--------- 45,000

(e 4-Pg Signature...per signature

(1) Makeready/Setup---------------------- 50

(2) Running Per 1,000 Copies--------- 45,000

Subtotal

Discount

Total (ten lots)

420-181

Medicare and You 2023 (English Area-Specific Handbooks)

CMS

420-181

CMS

Medicare and You 2023 (English Area-Specific Handbooks)
Base Jacket 420-181 Page 1 of 47 

Requisition 2-00029 

Specifications by MRN 

Reviewed by JLF 

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Washington, DC Time, on March 4, 2022 at 

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

public bid opening.) 

BID SUBMISSION: Due to the COVID-19 pandemic, the Government Publishing Office’s physical office, 

Washington, DC, will NOT be open to the public. Based on this, bidders must submit email bids for this solicitation 

to: bidsapsdc@gpo.gov. 

No other method of bid submission will be accepted at this time. The jacket number and bid opening date must be 

specified in the subject line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date 

specified above will not be considered for award. 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

 For the Procurement of 

Medicare and You 2023 

(English Area-Specific Handbooks) 

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

Department of Health and Human Services (HHS) 

Centers for Medicare & Medicaid Services (CMS) 

Any questions concerning these specifications, contact Mary Newton at mnewton@gpo.gov or (202) 512-2132.
Medicare and You 2023 (English Area-Specific Handbooks) Page 2 of 47 

Base Jacket 420-181 

TABLE OF CONTENTS 

GPO CONTRACT TERMS ............................... 3 

CONTRACTOR .................................................. 3 

WORKING AND COMMUNICATING 

 WITH OTHER PLANTS AND 

 SUBCONTRACTORS ..................................... 3 

QUALITY ASSURANCE LEVELS 

 AND STANDARDS .......................................... 3 

DATA SECURITY .............................................. 4

 Data Custodians .............................................. 5 

 Preaward/Postaward Surveys .......................... 5 

 Personnel Security .......................................... 5 

 Physical Security ............................................. 5 

 Information Technology (IT) Security ............ 5 

 Security Liaison(s) .......................................... 5 

 Disposal of Waste Materials ........................... 5 

 Disposal of Electronic PII ............................... 5 

 Incident Reporting Requirements ................... 5 

 Expiration of Data Use Agreement ................. 6 

 Security Exhibits ............................................. 6 

LIQUIDATED DAMAGES ................................ 6

BUY AMERICAN ACT ...................................... 6 

PREAWARD SURVEY ...................................... 6

PREAWARD PAPER SAMPLES ..................... 7 

PROJECT PLANS .............................................. 8

 Security Plan ................................................... 8 

 Personnel Plan ................................................. 8 

 Production Facilities Plan ............................... 9 

 Production Plan ............................................... 9 

 On-Site Monitors Security/Safety Plan ........... 9 

 Continuity of Operations (COOP) Plan .......... 9

 Quality Assurance Plan ................................. 10 

 Transportation Management Plan ................. 10 

 Sequential Numbering Plan .......................... 10 

QUALITY ASSURANCE PROGRAM ........... 10

MONITORING AND INSPECTION 

 BY THE GOVERNMENT ............................ 11 

POSTAWARD CONFERENCE ...................... 12

WARRANTY ..................................................... 12 

PRIVACY ACT NOTIFICATION .................. 12 

PRIVACY ACT ................................................. 12

ADDITIONAL EMAILED BID 

 SUBMISSION PROVISIONS ....................... 13 

PAYMENT ......................................................... 13

TITLE ................................................................. 15

QUANTITY ....................................................... 15

NUMBER OF PAGES ...................................... 15

TRIM SIZE ........................................................ 15

GOVERNMENT TO FURNISH ......................... 15

CONTRACTOR TO FURNISH .......................... 16

ELECTRONIC PREPRESS ............................... 16 

PROOFS ............................................................... 17 

STOCK/PAPER ................................................... 18

PRINTING ........................................................... 20

VARIABLE COMPUTERIZED IMAGING 

 (ADDRESSING FOR SELF-MAILERS) ....... 21 

MARGINS ............................................................ 21

BINDING .............................................................. 21

PRODUCTION REPORT DURING 

 BINDING AND IMAGING PHASE ............... 21

PRESS SHEET, CONTENT, BINDING, AND 

 VARIABLE IMAGING INSPECTIONS ....... 22

 Cover Press Sheet Inspections ......................... 22 

 Content Inspections ......................................... 23 

 Binding and Variable Imaging Inspections ..... 23 

 Scheduling Inspections .................................... 23 

PRESS SHEETS AND SAMPLES ..................... 24 

PACKING ............................................................. 25

LABELING AND MARKING ............................ 25

QUALITY ASSURANCE RANDOM 

 COPIES ............................................................. 25

DISTRIBUTION .................................................. 26 

MAIL PREPARATION ...................................... 27

 Intelligent Mail Barcode (IMb) ....................... 27 

 Mail Processing ............................................... 28 

 DSF2

 Requirement ........................................... 28 

 DSF2

 Summary Reports/Files.......................... 28 

 Mail Storage/Staging ....................................... 29 

 USPS Mail Requirements ................................ 29 

 Mailing Dates .................................................. 29 

 Mail Service Disruption Reports ..................... 29 

 Final Logistics Report ..................................... 30 

 Mailing Statements .......................................... 30 

 Return of Government Furnished Material ..... 31 

SCHEDULE ......................................................... 31 

UNDELIVERABLES/RETURNED COPIES ... 32 

GPO KEY PERSONNEL .................................... 33

CMS KEY PERSONNEL .................................... 33

DETERMINATION OF AWARD ..................... 34 

SCHEDULE OF PRICES ................................... 35 

ALLOWABLE CHARGES ................................. 45 

TEXT AND COVER PRINTING 

 LOCATIONS .................................................... 46 

SHIPPING LOCATIONS ................................... 46 

SUBCONTRACTORS ......................................... 46 

DISCOUNTS ........................................................ 47 

AMENDMENTS .................................................. 47 

BID ACCEPTANCE PERIOD ........................... 47 

BIDDER’S NAME AND SIGNATURE ............. 47 
Medicare and You 2023 (English Area-Specific Handbooks) Page 3 of 47 

Base Jacket 420-181 

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

Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)) and Quality Assurance Through 

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

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

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

CONTRACTOR: Throughout this document, the term “contractor” refers to the printing company that is awarded 

the contract. The term “subcontractor” refers to any other company that is performing work on this contract as hired 

by the contractor. 

WORKING AND COMMUNICATING WITH OTHER PLANTS AND SUBCONTRACTORS: The 

contractor may employ the services of outside subcontractors to perform all or part of the non-printing requirements 

of this job. In addition, the contractor may utilize multiple plants within their own company to complete the 

requirements of this job. In such situations, the contractor MUST ensure that the subcontractors and additional 

plants have a copy of these specifications and meet all requirements stated within this document. In addition, it is 

the contractor’s responsibility to communicate with, and manage the work performed by, subcontractors and other 

plants. 

The contractor is responsible for enforcing all contract requirements outsourced to a subcontractor 

If the contractor needs to add a subcontractor at any time after approval of the contractor’s project plans (see 

“PROJECT PLANS” specified herein), the subcontractor must be approved by the Government prior to production 

starting in that facility. The contractor must submit the subcontractor’s information to the Government for approval 

24 hours prior to the start of production at that facility. 

If the contractor needs to add another contractor production facility at any time after approval of the contractor’s 

project plans, the contractor must notify the Government 24 hours prior to production starting in that facility. 

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

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

Regulation (GPO Publication 305.3; Rev. 4-14). (NOTE: For more information, see “PREAWARD SURVEY.”) 

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

these specifications: 

Product Quality Levels for Text Pages: 

 

 (a) Printing Attributes – Level III. 

 (b) Finishing Attributes – Level II. 

Product Quality Levels for Covers: 

 (a) Printing Attributes – Level II. 

 (b) Finishing Attributes – Level II. 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 4 of 47 

Base Jacket 420-181 

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

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

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

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

 Attribute Standard 

P-7. Type Quality and Uniformity O.K. Press Sheets (via On-Site Inspections) 

P-8. Gradient and Halftone Match O.K. Press Sheets (via On-Site Inspections) 

P-9. Solid and Screen Tint Color Match O.K. Press Sheets (via On-Site Inspections) 

P-10. Process Color Match O.K. Press Sheets (via On-Site Inspections) 

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

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

P-7. O.K. Virtual Inspection/O.K. Text signatures/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Average 

type dimension in publication/Electronic media. 

P-8. O.K. Virtual Inspection/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Electronic media. 

P-9. Pantone Matching System 

P-10. O.K. Virtual Inspection/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Electronic media. 

NOTE: For more information regarding quality levels, see “PREAWARD SURVEY.”

DATA SECURITY: These products contain Personally Identifiable Information (PII). Security of Personally 

Identifiable Information is a vital component of this contract. The contractor shall guarantee strict confidentiality, 

integrity, and limited availability of all PII provided by the Government during the performance of this contract. 

Disclosure of the information/data, in whole or in part, by the contractor can only be made in accordance with the 

provisions in the Data Use Agreement (DUA). (Instructions for the DUA will be provided after award.) 

It is the contractor’s responsibility to properly safeguard PII from loss, theft, or inadvertent disclosure and to 

immediately notify the Government of any loss of personally identifiable information. 

Personally Identifiable Information for the Medicare and You handbook includes a person’s name and address. 

The contractor shall not release or sell to any person any technical or other data received from the Government 

under the contract; nor shall the contractor use the data for any purpose other than that for which it was provided to 

the contractor under the terms of the contract. The contractor must guarantee that furnished PII will be used only 

in the performance of this contract. 

Proper control and handling must be maintained at all times to prevent any information or materials required to 

produce the products ordered under these specifications from falling into unauthorized hands. All PII furnished by 

the Government, or duplicates created by the contractor or their representatives, and any resultant printouts must be 

kept accountable and under security to prevent their release to unauthorized persons. Unsecured 

telecommunications, including the internet, to transmit PII is prohibited. 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 5 of 47 

Base Jacket 420-181 

Data Custodians: If any PII is to be forwarded to additional contractor-owned locations or to subcontractor-owned 

locations, all security requirements also apply to those locations (all parties involved). The contractor is responsible 

for the actions of all locations. The contractor’s project manager shall appoint up to two Data Custodians at each 

location and shall have them complete an Addendum to Data Use Agreement (instructions will be provided after 

award). The contractor’s project manager must have the selected Data Custodians fill out and submit completed 

forms electronically to CMS per instructions given before any PII may be sent to that location. 

Preaward/Postaward Surveys: At the Government’s option, preaward or postaward surveys may be conducted to 

review all data handling and production areas involved along with their specific functions, and the 

contractor’s/subcontractor’s personnel, production, security, and other requirements as outlined in this contract and 

in the contractor’s Security Plan. 

Personnel Security: CMS will perform background investigations on two contractor employees who will access 

the Gentran mailbox. (See Security Exhibits 2, 3, and 4 for more information.) 

Physical Security: The contractor shall have a secure work area(s) for the processing and production of all CMS 

PII in electronic and paper format. The work area(s) shall be accessible only to authorized employees, and all work 

shall be monitored closely by contractor management while CMS PII is being processed and/or produced. 

Information Technology (IT) Security: The contractor shall have a system in place to comply with CMS 

Information Security Clause 11 in (see Security Exhibit 1). 

Security Liaison(s): The contractor must appoint one or more Security Liaison(s) to handle issues regarding 

personnel, physical, and computer security; confidential issues that may arise at any point during the background 

investigation process; and serve as a point of contact to the Government for security issues. The liaison’s duties will 

include attending the Postaward Conference, submitting a security plan (see “Security Plan” specified herein), 

discussing confidential security issues with CMS staff, submitting background applications, and resolving any 

issues of inaccurate or incomplete data supplied by background investigation applicants. In the event CMS discovers 

sensitive information during the background investigation, CMS Security may need to contact the background 

investigation applicant directly. 

Disposal of Waste Material: All waste material containing PII must be destroyed in a manner where it is not 

possible to recreate the product or identity of a beneficiary (i.e., burning, pulping, shredding, macerating, or other 

suitable means). If the contractor selects shredding as a means of destruction, it must be a cross-cut shredder with 

a maximum size of 5/32 x 1-1/2” cross-cut particles. Strip shredding is not acceptable. 

Destruction of waste must occur inside the contractor’s secure production facility, close to the point of 

binding/imaging. Any waste material containing PII that is not shredded immediately must be covered at all times 

while awaiting destruction. A cover must be placed over any bins with waste material containing PII when being 

moved from one location to another within the contractor’s facility. Sending intact waste containing PII to a 

municipal incinerator, a recycler, or any other off-site processor is not acceptable and will be considered a data 

breach. 

Disposal of Electronic PII: Immediately after production is complete, all electronic files including any files 

(parallel printout) deriving from the originally furnished file containing PII furnished must be permanently 

destroyed in accordance with Federal Information Security Management Act (FISMA) of 2002. CMS will maintain 

an archive of furnished files. 

Incident Reporting Requirements: If there is a breach or a suspected breach of PII, the incident must be reported 

to CMS within one hour of discovery. Contractor to report breaches to the CMS IT Service Desk at (410) 786-2580 

or (800) 562-1963. 

 
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Expiration of Data Use Agreement: Upon expiration of the DUA, the contractor will be required to confirm the 

destruction of all CMS data files and that no copies have been kept. Failure to certify file destruction may cause the 

CMS Privacy Office to refuse to issue future DUA’s and data with the contractor’s company or to individuals listed 

on the DUA. (Instructions for the destruction of CMS data files will be provided after award.) 

Security Exhibits: The following Exhibits 1 through 4 contain security clauses, information, and forms (Exhibits 

follow Attachment C of these specifications). 

 Security Exhibit 1: CMS Clause 11: CMS Information Security (April 2008) 

 Security Exhibit 2: CMS Clause 09A-01 Security Clause – New Contract Awards (May 2007) (NOTE: 

This contract is designated as Low Risk.) 

 Security Exhibit 3: FAQ Supplement to CMS Security Clause 09A-01 (April 2008) 

 Security Exhibit 4: Secure One HHS, Information Security Program Rules of Behavior (2/12/08) 

After award, all contractor management and employees involved in this contract will be instructed on to how to 

apply for access to the Gentran mailbox system. Instructions for filling out the security documentation and the Data 

Use Agreement will also be provided after award. Submissions will be done electronically. 

LIQUIDATED DAMAGES: “Medicare and You” is a Congressionally mandated publication: Balanced Budget 

Act of 1997, section 4001, 1851 (d) (2) (A); and, Medicare, Prescription Drug, Improvement and Modernization 

Act of 2003. Liquidated damages will apply and will be computed at the rate of two and one half percent (2.5%) of 

the contract price for the total quantity per each lot in accordance with specifications for each workday the contractor 

is in default of the shipping schedule(s); provided that the minimum amount of liquidated damages shall not be less 

than $5.00 for the entire order and not more than $50,000.00 per day on the entire order, except the total damages 

assessed against a contractor shall in no case exceed 50% of the total value of the entire order. 

BUY AMERICAN ACT: In conjunction with the preaward survey (see “PREAWARD SURVEY” specified 

herein), bidders must state the paper supplier(s) that will be used in production of these handbooks. Refer to GPO 

Contract Terms (GPO Publication 310.2, Rev. 01-18). 

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

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

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

the award of a contract. 

As part of the financial determination, the contractor in line for award shall be required to provide the following 

financial documents: 

1) Most recent profit and loss statement 

2) Most recent balance sheet(s) 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

NOTE: The letter of commitment from each paper supplier(s) must state what percentage of paper from each paper 

supplier will be used in production of these handbooks. Additionally, the letters must state the location 

(city/state/country) of the mill supplying the paper. (See “BUY AMERICAN ACT” specified herein.) 

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

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

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

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

responsibility. 

Additionally, each of the contractor’s facilities that are proposed for the production of the Medicare and You 

Handbooks MUST be certified by the bid opening date (specified on page 1) by GPO’s Quality Control for 

Published Products at the requisite Quality Level, in accordance with the specified Quality Assurance Levels and 

Standards (specified on page 3). (NOTE: This requirement applies to the prime contractor and any contractor used 

through a joint venture.) 

Due to the time-sensitive nature of this contract, contractors will not be allowed to submit samples for quality level 

evaluation after the bid opening date (specified on page 1). 

Due to the time-sensitive nature of this contract, should a contractor’s submitted samples not garner the requisite 

quality level or are determined to be incomplete samples, the contractor may not be allowed to submit additional 

samples. 

A preaward survey of each of the contractor’s facilities that are proposed to be used for the production of the 

Medicare and You Handbooks will include a review of the contractor’s mail, material, personnel, facility, 

production, transportation, quality, and recovery plans as required by this contract. A listing of all subcontractors 

involved, along with their specific functions, will also be reviewed. 

PREAWARD PAPER SAMPLES: The Government does not anticipate testing paper samples; however, the 

Government retains the right to request paper samples for testing if deemed necessary. 

If required at the Government’s option, all bidders must have the required paper samples ready to submit at the 

time of bid opening date (specified on page 1). Contractor(s) being considered for award will be notified if paper 

testing is required and to submit their samples. Only contractors being considered for award will have their paper 

tested. The Government reserves the right waive the preaward paper samples. 

The sample requirement is no less than 25 sheets each of the required text and cover stock, as specified under 

“STOCK/PAPER.” Each sheet is to be 8-1/2 x 11” in size. 

All samples submitted by a paper mill(s) or a contractor must be labeled as to the JCP Code, paper weight, and 

paper manufacturer. Additionally, the package must clearly identify the jacket number and contractor on whose 

behalf the paper samples are being submitted. Any package not properly identified/labeled and/or has less than 

the specified 50 sheets will not be tested. 

NOTE: Random paper samples received by a paper supplier/mill that does not identify the contractor on whose 

behalf the samples are being submitted WILL NOT BE TESTED OR RETURNED. 

Contractors must notify their paper supplier(s)/mill(s) that the mill must submit separate paper samples for each 

contractor. A paper mill cannot submit the same set of paper samples for multiple contractors. 

Samples may be inspected and tested and must comply with the specifications as to kind and quality of materials. 

NOTE: Due to the time-sensitive nature of this contract, preaward paper samples may be tested after award; 

however, award of the contract prior to acceptance of the paper samples does not relieve the contractor of using 

paper that is in accordance with the Government Paper Specifications Standards or in accordance with the paper 

requirements specified under “STOCK/PAPER,” as applicable. If tested after award, should the paper samples be 

determined to be “not equal,” the contractor may be allowed to submit additional samples. 
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If required, the preaward paper samples are to be submitted to: U.S. Government Publishing Office, Chief of 

Testing and Technical Services, Attn: Tyler Wood, Loading Dock, Mail Stop: QC, 44 H Street, NW, Washington, 

DC 20401. NOTE: All samples are to be delivered via overnight carrier. Samples are NOT to be sent through the 

USPS. At time of delivery to GPO, contractor must notify Mary Newton at mnewton@gpo.gov AND 

QCIMD@gpo.gov. Email notification must include the name of the contractor, paper mill, shipper, and all tracking 

numbers. 

If the paper samples are disapproved by the Government, the Government, at its option, may require the contractor 

to submit additional samples for inspection and test, in the time and under the terms and conditions specified in the 

notice of rejection. 

In the event the additional samples are disapproved by the Government, the contractor shall be deemed to have 

failed to comply with the applicable requirements of these specifications for stock/paper, which may be reason for 

a determination of non-responsibility. 

Samples will not be returned to the contractor. No charges will be allowed for costs incurred for the preaward paper 

samples. 

PROJECT PLANS: Within 5 workdays of notification of contract award, the contractor shall submit one PDF 

copy of their Project Plans via email to the following email addresses: 

 Mary Newton at mnewton@gpo.gov

 Christine Crawford at christine.crawford@cms.hhs.gov

 Clinton Howard at clinton.howard@cms.hhs.gov

The proposed plans are subject to Government approval. The Government will review the project plans. If the 

project plans are lacking large portions of information or are considered too vague for the Government to evaluate, 

the plans may be rejected, and the contractor will be required to revise and resubmit the plans. If the Government 

has questions, these questions will be forwarded to the contractor to be addressed either before or at the postaward 

conference. After the postaward conference, the contractor may be required to resubmit revised project plans. 

Once approved, no changes to these plans may be made without written approval from the Contracting Officer. 

The contractor must present a detailed Project Plan that will include the following: 

Security Plan: The contractor must have a formal, documented Security Plan that will ensure their compliance with 

all of the security provisions of this contract and as referenced in the attached exhibits. Particular attention should 

be given to addressing compliance of the Federal Information Security Management Act of 2002 (FISMA) and the 

Privacy Act of 1974 as referenced in Exhibit 1, CMS Clause 11. Minimum security requirements for FISMA 

compliance are defined by the Department of Commerce, National Institute of Standards and Technology (NIST) 

in Federal Information Processing Standards Publication (FIPS) Publication 200 “Minimum Security Requirements 

for Federal Information and Information Systems.” This document can be found on the internet at 

http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf. 

Release of PII by CMS does not constitute CMS’ approval or acceptance of the Security Plan. At any time during 

this contract, if CMS finds deficiencies in the contractor’s Security Plan, CMS may require correction of the 

deficiency. 

Personnel Plan: This plan must contain the following information for the contractor’s Project Manager and 

Alternate (Backup) Project Manager: 

 Name 

 Work address 
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 Telephone numbers (office and cellular) 

 Fax number 

 Email address 

Additionally, the personnel plan must identify one main point of contact (POC) and a designated backup POC for 

all phases of the contract. The main POC and/or backup POC will be expected to attend all meetings, inspections, 

conference calls, virtual MS Teams meetings, etc. NOTE: The main POC will be the recipient of all email 

communications. 

Production Facilities Plan: The following information for all contractor and subcontractor production facilities 

that will be used for this project shall be provided: 

 Company name 

 Plant name 

 Street address 

 Name of contact person 

 Number and type of presses, binding lines, and imaging lines that will be used to produce these Handbooks 

 Contact person’s telephone numbers (office and cellular) 

 Contact person’s email address 

 Plant manager’s name (for each shift) 

 Plant manager’s telephone numbers (office and cellular) 

 Plant manager’s email address 

If the contractor needs to add another contractor production facility at any time after approval of the contractor’s 

project plans, the contractor must notify the Government 24 hours prior to production starting in that facility. 

If the contractor needs to add or change a piece of equipment other than what was specified in the project plans, 

that piece of equipment must be approved prior to starting production on it. 

If the contractor needs to add a subcontractor at any time after approval of the contractor’s project plans, the 

subcontractor must be approved by the Government prior to production starting in that facility. The contractor must 

submit the subcontractor’s information to the Government for approval 24 hours prior to production starting in that 

facility.

Production Plan: This plan must include: 

 The projected commencement dates for cover printing, text printing, binding, and address imaging for each 

production facility that will be producing these handbooks. 

 The daily quantity projections for cover printing, text printing, binding, and address imaging for each 

production facility that will be producing these handbooks. 

On-Site Monitors Security/Safety Plan: This plan must include a description of the security/safety procedures that 

the contractor has in place or will provide for all Government on-site monitors for each printing facility, including 

any outside areas, such as parking lots. Due to the COVID-19 pandemic, some or all of the monitoring and 

inspections may be done virtually. However, the contractor must still provide their On-Site Monitors 

Security/Safety Plan with the required information. 

Continuity of Operations (COOP) Plan: The failure to deliver the products required under this specification in a 

timely manner would have an impact on the Congressional Mandate for delivery of the handbooks. Therefore, if 

for any reason(s) (act of God, labor disagreements, pandemic, or national emergency, etc.) the contractor is unable 

to perform at said locations for a period longer than 2 workdays, the contractor must have a backup plan for 

producing the products required under this specification. 
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Plans for their contingency production must be prepared and submitted as part of the COOP Plan. These plans must 

include a detailed description with the location of the facility(ies) to be used, equipment available at each facility, 

and a timetable for the start of production at each facility. 

Plans must address how the contractor will handle large disruptions (pandemic, natural disaster, etc.) and small 

disruptions (piece of equipment breaks down, facility loses power, etc.). 

Part of the plan must also include the transportation (if applicable) of Government materials from one facility to 

another. 

COOP plans must address both the contractor’s main facilities and their backup facilities. All terms and conditions 

of this contract will apply to both the contractor’s main facilities and backup facilities. Due to the time sensitive 

nature of the handbooks produced on this contract, the contractor must maintain the original schedule set forth in 

this contract. 

Quality Assurance Plan: This plan must include, for each location, the names of all quality assurance personnel 

and a detailed description of the number, type, and frequency of inspections that will be performed as well as the 

records that will be maintained documenting these activities (see “QUALITY ASSURANCE PROGRAM” as 

specified herein). The plan must also include samples of detailed quality checklists that will be used at each 

identified type of inspection. Personnel responsible for performing these quality inspections will be required to sign 

the checklist for their specific task, certifying that they have read and understand the required checklist. A copy of 

the certified checklist must be posted at the site of the inspection for review and confirmation by the GPO monitor. 

A sample of the intended 5,000th book parallel printout format must be submitted with the contractor’s Project Plan 

for review and approval. 

Transportation Management Plan: This plan must describe the details of obtaining transportation services for the 

drop-shipment of single copies to appropriate postal facilities and for delivery of bulk copies. This plan must show 

how the transportation service providers are selected by the contractor’s firm as the best value for the Government. 

Plan must include the following information regarding the contractor’s methods for: 

 Soliciting and reviewing bids for transportation services to ensure that the Government is receiving “best 

value.” 

 Evaluating reasonableness of cost/price. 

 Evaluating on-time delivery record. 

 Controlling transportation costs. 

Sequential Numbering Plan: This plan must include sufficient detail to fulfill the contract requirements that there 

are no duplicate, damaged, or missing pieces. Each piece should have a unique number. An explanation of the 

contractor’s sequential numbering system is required to understand the required audit trail for each and every piece. 

QUALITY ASSURANCE PROGRAM: By submission of the bid, the contractor agrees to maintain a quality 

system in addition to GPO’s regular program. At a minimum, this program will include the following: 

 Random press sheet pulls during the run by the press operator, mechanically dated and time stamped, then 

signed by the person performing the inspection. The press pulls will consist of a pull from all streams being 

produced every 20 minutes with the attached GPO “Certificate of Selection” form (Attachment C) also 

being mechanically dated and time stamped then being filled out by the shift Pressroom Foreman at the end 

of each shift. 

 A designated company official who will be responsible for checking the first 10 addresses for each item 

printed in each location by comparing them with a parallel printout as well as every 5,000th piece. The 

results of these checks will be recorded and made available to the Government upon request. 
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 Any deviation from the parallel printout must indicate the steps taken for correction including going back 

to the last matching address and identifying the first and last pieces which had to be re-run as a result of the 

deviation. An accurate record of all complete publications and the anticipated release date for shipment to 

the U.S. Postal Service is essential. 

 The contractor is required to keep the press sheet pulls for 6 months after completion of distribution. After 

6 months, the press sheet pulls are to be destroyed in accordance with “Disposal of Waste Material” 

specified under “DATA SECURITY.” Contractor must furnish a certificate of destruction certifying that 

the press sheet pulls have been destroyed properly. 

NOTE: Although a Government representative may be on site during much of the binding and imaging phase, it 

still remains the contractor’s responsibility to follow their own quality assurance program. The Government 

representative is monitoring production and not performing quality assurance checks. 

MONITORING AND INSPECTION BY THE GOVERNMENT: 

On-Site Monitoring and On-Site Inspection: Performance of all elements and functions of the Quality Assurance 

Plan and the right of the Government to make general or specialized tests and inspections does not relieve the 

contractor of any responsibility for meeting all requirements in this contract. A Government representative may be 

on site during the startup of the binding and imaging portion of this job and may stay on site for all or part of the 

binding and imaging process. 

A desk, telephone, facsimile machine, and computer with Microsoft Office software (Microsoft Office 2000 or 

later), a CD-ROM drive, and Internet access in a non-smoking, temperature-controlled environment shall be 

available for the exclusive use of the Government representative(s) during this time and must be located within a 

reasonable distance and/or be reasonably accessible to the production lines. These requirements apply for all 

locations that are doing binding and/or imaging, including subcontractors. The Government representatives shall 

have full, unrestricted, and unescorted access to production facilities where CMS work is being produced. 

The Government on-site monitor will be monitoring the bindery and imaging production as a monitor/observer. 

The Government on-site monitor will not be responsible for any quality assurance checks. The contractor must 

continue to perform all scheduled quality assurance checks regardless of the presence of the Government on-site 

monitor. 

All binding/imaging equipment must be inspected and approved by the on-site monitor prior to use.

Virtual Monitoring and Virtual Inspection: Due to the COVID-19 pandemic, travel to the contractor’s facility(ies) 

may still be considered unsafe. In this event, some or all of the monitoring and inspections may be done virtually. 

Some or all of the communication may be accomplished using various methods of communication such as email, 

telephone, GPO File Sharing Site, and MS Teams application. 

Virtual monitoring and/or virtual inspecting to include, but is not limited to, the following – 

 Meetings, online training, and virtual inspections will be held via MS Teams. 

 All plants working on this product must have access to and be able to use all methods of communication 

listed in these specifications. 

 Transfer of mail files/parallel printout from the contractor to the GPO inspectors must be done via PDF 

files with passcode protection or via GPO File Share Site. 

 Some communications may require security requirements and restrictions, to include but not be limited to: 

o PII (including photos of PII) may not be shown in the MS Team conversations. 

o PII (including photos of PII) may not be recorded or transmitted by cell phones. 

o PII (including photos of PII) may not be emailed unless sent via password-protected, encrypted email. 
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 Content, binding, and image inspections for each state and each piece of equipment will be held via MS 

Teams. 

 Contractor must confirm that PII is not being recorded while it is being shared with the GPO inspectors. 

Virtual monitoring and inspections (in lieu of on-site monitoring/inspections) do not relieve the contractor of 

producing and distributing the products in accordance with the contract specifications at the requisite quality level. 

If inspections are done virtually, the contractor is required to submit a copy of the approval email, stapled to the 

approved sample, at the end of each week. Contractor to submit to: U.S. Government Publishing Office, Quality 

Control for Published Products (QCPP), Stop: CSPS, Room C848, 732 North Capitol Street, NW, Washington, 

DC 20401. Package must be identified by contractor’s name, jacket number, and “MY23 APPROVED 

SAMPLES.” Samples are to be mailed/shipped at the most economical means to the Government. 

The Government retains the right to conduct on-site monitoring and/or inspections at any point during production 

and distribution, at the Government’s discretion. 

All binding/imaging equipment must be inspected and approved by the on-site monitor prior to use. 

POSTAWARD CONFERENCE: Government representatives will conduct a conference with the contractor’s 

representatives, including at least one mailing representative, at the Government Publishing Office, Washington, DC, at 

a date and time determined by the Government (see “SCHEDULE” for dates). At the Government’s option, the 

postaward conference may be conducted via teleconference. NOTE: Based on discussions at the postaward conference, 

the contractor may be required to submit revised project plans. 

WARRANTY: Contract Clause 15, “Warranty,” of GPO Contract Terms (GPO Publication 310.2, effective 

December 1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED 

from 120 calendar days to 180 calendar days from the date the check is tendered as final payment. All other 

provisions remain the same. 

PRIVACY ACT NOTIFICATION: This procurement action requires the contractor to do one or more of the 

following: design, develop, or operate a system of records on individuals to accomplish an agency function in 

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

agency regulations. Violation of the Act may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a 

(i)(1) CRIMINAL PENALTIES. It is incumbent upon the contractor to inform its officers and employees of the 

penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a, specifically, 5 U.S.C. 552a 

(i)(1) CRIMINAL PENALTIES and m(1) GOVERNMENT CONTRACTORS. 

PRIVACY ACT 

(a) The contractor agrees: 

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

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

agency function when the contract specifically identifies (i) the system or systems of records and (ii) 

the work to be performed by the contractor in terms of any one or combination of the following: (A) 

design, (B) development, or (C) operation; 

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

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

proposed subcontract requires the design, development, or operation of a system of records on 

individuals to accomplish an agency function; and 

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

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

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

violation concerns the design, development, or operation of a system of records on individuals to 

accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of 

the agency where the violation concerns the operation of a system of records on individuals to accomplish 

an agency function. For purposes of the Act when the contract is for the operation of a system of records 

on individuals to accomplish an agency function, the contractor and any employee of the contractor is 

considered to be an employee of the agency.

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

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

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

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

by an agency, including, but not limited to, his education, financial transactions, medical history, and 

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

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

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

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

or other identifying particular assigned to the individual. 

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

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

1. Illegibility of bid. 

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

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

advised not to exceed GPO’s stated limit. 

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

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

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

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

PAYMENT: Contractor is required to submit their billing invoice and all supporting documentation in either hard 

copy format or as a PDF file via email (at contractor’s option), as follows: 

 Hard copy billing invoice and all supporting documentation must be mailed or delivered to: U.S. 

Government Publishing Office, Office of Financial Management, Attn: Comptroller, Stop: FMCE, 

Washington, DC 20401. 

OR 

 PDF file of billing invoice and all supporting documentation must be emailed to: invoice-inquiry@gpo.gov

AND Deidre Walker at dpwalker@gpo.gov. 

The invoice will be considered received and the examination/verification will start upon receipt of the billing invoice 

AND all supporting documentation (either in hard copy format or as a PDF file). 

NOTE: Contractor is not to fax the billing invoice or supporting documentation. 
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A copy of the billing invoice only must be emailed to Mary Newton at mnewton@gpo.gov and Christine Crawford 

at christine.crawford@cms.hhs.gov. For more information about the billing process, refer to the General 

Information of the Office of Finance web page located at: http://www.gpo.gov/finance/index.htm. 

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

PRICES” for each assigned state/region. 

 
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TITLE: Medicare and You 2023 (English Area-Specific Handbooks). 

PRODUCT: Multiple awards may be made for this solicitation. Unless otherwise indicated, all the requirements 

of these specifications apply equally to all jackets/items. 

NOTE: For the purpose of this contract, the term “item” refers to an “Area Specific Handbook,” and these terms 

will be used interchangeably throughout these specifications. 

QUANTITY: The total requirement of this product is approximately 45,000,000 handbooks, divided into 10 lots 

of approximately 4,500,000 Area-Specific Handbooks per lot (plus 10% or minus 25%). 

This includes Quality Assurance Random copies of each item. Bids may be submitted on a minimum of one lot, 

up to the maximum of 10 lots. Each lot will have approximately 3 to 10 items. 

Quantities for each item will vary from approximately 90,000 to 3,000,000 copies. This quantity is approximate, 

and the Government reserves the right to increase the quantity by up to 10% or decrease the quantity by up to 25%. 

Billing adjustment due to quantity change will be made in accordance with the contractor’s bid prices in the 

“SCHEDULE OF PRICES.” In the event quantity changes occur, the contractor will not be allowed any additional 

production time. 

NUMBER OF PAGES: There are approximately 3 to 10 items for each lot. Each item is an estimated 132 to 184-

page publication with separate, wraparound cover. Each item contains text and cover pages as follows: 

Text: Text consists of a fixed section and a variable section, as follows: 

 Fixed section is estimated to be approximately 120 pages and is common to all books. 

 Variable section is approximately 12 to 64 pages, is unique, and is located at the end of each Area-Specific 

Handbook. 

Covers: Covers 1, 2, and 3 are common to all handbooks; Cover 4 is unique to each area-specific handbook. 

NOTE: Refer to Exhibit 5 for historical data for variable pages counts from previous years. Exhibit 5 is for 

information purposes only. There is no guarantee that the variable page counts for the products produced on this 

contract will be the same for any item/state version. 

TRIM SIZE: 8-3/8 x 10-7/8”. 

NOTE: See “PRESS SHEET INSPECTION” for color control bar requirements. 

GOVERNMENT TO FURNISH: 

Data Files will be furnished via Electronic File Transfer in a Gentran Mailbox that will be setup by CMS to provide 

the contractor with access to data files. Immediately after award, the contractor must submit the names of two (one 

primary user and one backup user) to Christine Crawford at christine.crawford@cms.hhs.gov. 

Applicants must apply for access to the Gentran Mailbox via the following internet link: https://portal.cms.gov

(select the “New User Registration” tab). A Social Security Number is required for the persons completing the 

form (no exceptions). 

 
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Prior to submitting an online application, contractor to contact Christine Crawford to request a Gentran Mailbox 

number to use when applying online. When online applications are complete, contractor must notify Christine 

Crawford by email (christine.crawford@cms.hhs.gov). Notifications of access will be sent to each applicant when 

approved. 

Software: Contractor will need an Internet browser (the browser must be Internet Explorer 5.0 or above) or may 

use a GIS-compatible Secure File Transfer Protocol (SFTP) Client. 

The Government will furnish the following deliverables to the contractor at time of the postaward 

conference: 

 CD-ROM generated on a MAC computer with MAC OS Big Sur Version 11.6.1 using Adobe InDesign 

CC2021 in native application format and Adobe Acrobat DC via email (see below for additional 

specifications) 

 One set of color visuals for the pages common to all Handbooks 

 Bulk distribution list (an MS Excel file with these addresses will be emailed to the contractor prior to the 

postaward conference) 

 Record Layout for mailing addresses 

 One copy of USPS Form 3615, Mailing Permit Application and Customer Profile 

NOTE: Due to the COVID-19 pandemic, some or all of the above may be furnished electronically via email. 

Adobe InDesign CC2021 and Adobe Acrobat DC PDF Files: The 650 MB or 700 MB CD-ROM will be 

generated on a MAC computer with MAC OS Big Sur Version 11.6.1 using Adobe InDesign CC2021 in native 

application format. Printer and screen fonts will be provided. PDF files will be supplied to the contractor via email 

with the variable pages that will comprise the last portion of the Handbook. NOTE: Contractors must use CMS 

supplied fonts only. One set of color visuals for the pages common to all Handbooks and the pages that are unique 

for each item of the Handbook will be provided as a general guide. 

NOTE: All software upgrades (for specified applications) which may occur during the term of the contract must be 

supported by the contractor. 

The CD will contain electronic files for the fixed section of the Handbooks (the fixed section for the Area-Specific 

Handbooks are identical) and the covers for the Handbooks (Covers 1, 2, and 3 are identical for ALL Handbooks; 

Cover 4 is unique to each Area-Specific Handbook). The fixed section portion of the Handbook, which will 

comprise the first section of each Handbook, is approximately 120 pages. The variable sections, which will be 

unique to each Area-Specific Handbook is approximately 12 to 64 pages (either 12, 16, 20, 24, 28, 32, 36, 40, 44, 

48, 52, 56, 60, or 64 pages) and will follow the fixed section. NOTE: Each Area-Specific Handbook may contain 

a different page count for the variable section at the end of the Handbook. 

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

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

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

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

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

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

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

Howard at clinton.howard@cms.hhs.gov.
Medicare and You 2023 (English Area-Specific Handbooks) Page 17 of 47 

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

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

assigned quality level. 

Line screen resolution must be a minimum of 150 lpi for covers and 133 lpi for text. 

PROOFS: The following proof requirements must be submitted for each plant location used in the printing of the 

product. NOTE: The GPO imprint line must be visible on all proofs of Cover 3. The proof of Cover 4 must show 

the indicia. 

 *Three sets of digital color content proofs in book form of the “fixed” section of the Handbook 

(approximate circle folio pages 1 to 120) and Covers 1 through 4. 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.

*Covers 1, 2, and 3, and the “fixed” section of each Handbook are common to all Area-Specific Handbooks; 

therefore, only two sets from each plant are required. For Cover 4, two sets for each item are required. 

 Two sets of inkjet proofs that are G7 profiled and use pigment-based inks for Covers 1 through 4 only. A 

proofing RIP that provides an option for high quality color matching (such as Device Links Technology 

and/or ICC Profiles Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for 

Graphic Technology (as of 3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated 

#1 specifications (CGATS TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a 

GRACoL or SWOP certified proofing media. Proofs must contain the following color control strip to be 

evaluated for accuracy: IDEAlliance ISO 12647-7 Control Strip 2009 or 2013(i1). 

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

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

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

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

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

proofs must contain all elements, be in press configuration, and indicate margins. Proofs will be used for 

color match on press. Direct to plate must be used to produce the final product with a minimum of 2400 x 

2400 dpi.

Pantone colors must be simulated on proofs and must be proofed separately on a digital color content, 

overlay, or inkjet proof. 

Contractor to submit two sets of ink drawdowns on actual production stock of the black ink and the Pantone 

color(s) used to produce the product. Half of drawdown must show varnish or coating, as applicable. 

 One (1) press quality PDF soft proof of the “fixed” section of the Handbook (approximate circle folio pages 

1 to 120) and Covers 1 through 4 (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. 

NOTE: Covers 1, 2, and 3 and the “fixed” section of each Handbook are common to all Area-Specific 

Handbooks; therefore, only one PDF proof is required regardless of the number of contractor’s plants. For 

Cover 4, one PDF proof for each item is required. 

NOTE: Proofs will not be required for variable pages. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 18 of 47 

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Send two sets of digital color content proofs, one set of inkjet proofs, and one set of ink drawdowns directly to: 

CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, Baltimore, MD 21244-1850. Contractor must 

indicate Jacket Number, Requisition Number, Contractor Name and Plant, and “PROOFS” (specifically, proof type 

and/or ink drawdowns) on proof package(s). 

Send one set of digital color content proofs, one set of inkjet proofs, and one set of ink drawdowns directly to: 

Government Publishing Office, Publishing Support Operations, Attn: John Carey/Sarah Coffin, Stop: CSPS, 

Quality Control for Published Products, 732 North Capitol Street, NW, Washington, DC 20077-5496. (Telephone: 

(202) 512-0542) Contractor must indicate Jacket Number, Requisition Number, Contractor Name and Plant, and 

“PROOFS” (specifically, proof type and/or ink drawdowns) on the proof package(s). Contractor must notify Mary 

Newton (mnewton@gpo.gov) immediately upon submitting proofs. NOTE: This set will be held by the GPO and 

will not be returned to the contractor. 

Email PDF soft proofs to: christine.crawford@cms.hhs.gov; clinton.howard@cms.hhs.gov; jcarey@gpo.gov, and 

qcpp@gpo.gov. Email subject line must identify the Jacket Number, Requisition Number, Contractor Name and 

Plant, and “PROOFS.” 

Contractor must notify GPO Shared Support Services Compliance Section via email to compliance@gpo.gov and 

notify Mary Newton (mnewton@gpo.gov) immediately upon submitting proofs and immediately upon notification 

that the proofs are available for pickup at CMS. 

Due to the COVID-19 pandemic, the delivery addresses for the proofs may change. Contractor will be 

notified after award. 

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

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

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

The contractor must not print prior to receipt of an “O.K. to Print.” 

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

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

September 2019, as applicable. 

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

All text paper used in each handbook must be of a uniform shade if possible. If not possible, each section of the 

handbook must be of a uniform shade (i.e., the pages of the static section must be of a uniform shade and the pages 

of the variable section must be of a uniform shade). 

All cover paper must have the grain parallel to the spine. 

Cover: Coated Cover Stock – 

Stock: Groundwood not to exceed 30% mechanical pulp. 

Note: No post-consumer fiber is required. Any percentage of post-consumer fiber is encouraged provided that the 

requirements of this Standard are met. 

Basis weight: 20 by 26 inches, 500 sheets 

(pounds) ................................................................................................................................. 62.5 

(A tolerance of plus 2.5 lbs or minus 3.1 lbs. shall be allowed) 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 19 of 47 

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Acidity: pH value of the coating shall average not less than 5.0 

Bursting Strength: Average not less than (lb/in2

) .................................................................. 30 

Tearing Strength: Average each direction not less than (grams) .......................................... 75 

Opacity: Average not less than (percent) .............................................................................. 90 

Gloss (75o

): Average on each side not to exceed 

(percent) ................................................................................................ No less than 20%; no greater than 50% 

Smoothness: Average each side not to exceed 

(Sheffield units) ..................................................................................................................... 120 

General Appearance: Paper shall conform to the standard sample(s) established by the Government. 

Brightness: Average not less than ................................................................................... 85% 

Formation: Cover stock coating shall be uniform; shall be uniformly applied; shall not be gritty, mottled, 

stippled, or ribbed in appearance; and shall not exhibit cracks or flake off. 

Cleanliness: The dirt count for each side of the paper shall not exceed 100 specks per square meter. No sample 

sheet (8-1/2 x 11” in size) shall contain more than one defect with equivalent area of 0.25 mm2

 or greater. 

(Think this was the highest tolerance for dirt but this is not as pressing of an issue.) 

Text: Uncoated Text Stock – 

NOTE: All paper properties specified below apply separately to each section within a book (i.e., static text pages 

and variable text pages). 

Stock: Groundwood not to exceed 30% mechanical pulp. 

Note: No post-consumer fiber is required. Any percentage of post-consumer fiber is encouraged provided that the 

requirements of this Standard are met. 

Basis weight: 25 by 38 inches, 500 sheets 

(pounds) ................................................................................................................................. 50 

(A tolerance of plus 5 lbs. or minus 10 lbs. shall be allowed.) 

Acidity: pH value shall average not less than 5.0 

Bursting Strength: Average not less than (lb/in2

) .................................................................. 10 

Opacity: Average not less than (percent) .............................................................................. 84 

Thickness: Average (mils) ..................................................................................................... 3.9 

(A tolerance of plus 0.4 mils or minus 0.9 mils shall be allowed.) 

General Appearance: Paper shall conform to the standard sample(s) established by the Government. 

Brightness: Average not less than ................................................................................... 79% 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 20 of 47 

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Color: 

(Within a book) .......................................................... static text pages shall not exceed DE(CIELAB) = 1.0

(Within a book) .......................................................... variable text pages shall not exceed DE(CIELAB) = 1.0 

Finish and Formation: Shall be uniform for each section within a book. 

Cleanliness: The dirt count for each side of the paper shall not exceed 650 specks per square meter. No sample 

sheet (8-1/2 x 11” in size) shall contain more than one defect with equivalent area of 0.25 mm2

 or greater. 

(Think this was the highest tolerance for dirt but this is not as pressing of an issue.) 

PRINTING: Publication prints head-to-head, with an occasional head-to-side. 

Text: A minimum of 133-line screen for text is required. 

All text pages (fixed, base pages and variable pages) print in black and one Pantone color (Pantone 300 Blue) 

consisting of illustrations, gradient tones, and type, and line matter throughout. Text pages contain some bleeds. 

Fixed section (base pages) text is circle folioed 1 through 120 (estimated). The variable section, provided in the 

PDF file to be sent via email, is the balance of the book. 

There are no blank text pages. Some text pages may print “This page intentionally left blank,” or “NOTES.”

NOTE: Press sheet inspections for the text will NOT be required. In lieu of the press sheet inspections, the 

contractor must provide 10 signatures of the first printing of the text pages at color density. These signatures must 

be provided for each plant printing the text pages. The black ink and the Pantone color (Pantone 300 Blue) must 

be within plus or minus 5 points of the density mark on the ink drawdowns. The signatures must contain all color 

bars and information as required by GPO for a press sheet inspection and must be without perforations. NOTE: 

The color bars must be readable with a handheld densitometer. 

Due to the COVID-19 pandemic, the delivery addresses specified below may change. Contractor will be 

notified after award. 

 Contractor to deliver 5 text signatures to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, 

Baltimore, MD 21244-1850. Contractor must indicate Jacket Number, Requisition Number, Contractor 

Name and Plant, and “TEXT SIGNATURES” on the package. 

 Contractor to deliver 5 text signatures to: Government Publishing Office, Publishing Support Operations, 

Attn: John Carey/Sarah Coffin, Stop: CSPS, Quality Control for Published Products, 732 North Capitol 

Street, NW, Washington, DC 20077-5496. (Telephone: (202) 512-0542) Contractor must indicate Jacket 

Number, Requisition Number, Contractor Name and Plant, and “TEXT SIGNATURES” on the package. 

Contractor must notify Mary Newton (mnewton@gpo.gov) immediately upon submitting text sheets.

Text signatures to be delivered within 3 workdays of startup of printing. 

Cover: A minimum of 150-line screen for covers is required. 

Covers 1 and 2 print four-color process and one Pantone color (Pantone 300 Blue). Printing may consist of 

halftones, illustrations, bleeds, and type and line matter. 

Cover 3 prints black and one Pantone color (Pantone 300 Blue) with the GPO imprint line in black in lower righthand corner. NOTE: GPO imprint line MUST print on Cover 3 as specified. GPO imprint line must be in 

accordance with Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)). 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 21 of 47 

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Cover 4 prints black and one Pantone color (Pantone 300 Blue) consisting of type, line matter, and logo. Contractor 

may knock out address area to be inkjet, if necessary. NOTE: Mailing indicia on Cover 4 must not print on bulk 

shipment copies (see Attachment A). Contractors can use knock-out varnish window (from mailed versions) for 

the bulk versions. (See “ALLOWABLE CHARGES” on page 45 regarding billing information for covers.) 

The Pantone color (Pantone 300 Blue) must print as a solid color. It cannot be built out of the process colors. 

After printing, apply a non-yellowing, dull satin coating (varnish or aqueous) to prevent smearing and scratching. 

Coating must be dull satin (not gloss). 

All covers must be printed on a press capable of printing five colors in a single pass through the press (minimum of 

five printing units). 

VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR SELF-MAILERS): 

Contractor to address Cover 4 using inkjet, laser, or suitable method using a sans serif font that meets USPS 

guidelines (http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf). 

Address should read parallel to the short dimension of Cover 4 with placement and location in compliance with 

applicable USPS addressing guidelines (See Attachment A). Please note that furnished addresses can be up to eight 

lines of address information; it is possible for the address block to use 10 lines of data, including barcodes. 

After addressing, the addresses must not run or bleed when in contact with water and must be clear and legible. All 

address elements, components, ink characteristics, and barcodes must meet USPS automated flat mail processing 

equipment compatibility standards and comply with all related USPS requirements as cited in the Mailing Standards 

of the U.S. Postal Service, Domestic Mail Manual (DMM), and Flat Mail processing guidelines in effect at time of 

mailing (http://pe.usps.gov). 

MARGINS: Margins will be as indicated in the furnished electronic media for the Handbook. Inadequate gripper 

margins. Text pages throughout may bleed at the head, foot, and outside edge. Contractor is responsible for 

extending bleeds on furnished materials as necessary to ensure bleeds on final product. 

BINDING: Perfect-bind text and wraparound cover; trim three sides (bind on the left 10-7/8” dimension). Center 

hinge score front and back - not to extend beyond 1/4” from bind edge. Grain must run parallel to spine. Glue the 

front and back covers to the first and last text pages between the scores and the bind. 

PRODUCTION REPORT DURING BINDING AND IMAGING PHASE: During the binding and imaging 

phase of this project, the contractor must email production reports that compare “actual production” to the 

“projected production” quantities provided in the project plan to Christine Crawford 

(christine.Crawford@cms.hhs.gov), Clint Howard (clint.howard@cms.hhs.gov), and Mary Newton 

(mnewton@gpo.gov). 

The production report shall be a single-page Microsoft Excel spreadsheet with four columns: 

1) plant location 

2) projected number of books bound and imaged (should match the projected totals in the project plan) 

3) actual number of books bound and imaged 

4) difference 

Additionally, the contractor must provide hard copy daily production reports for each production facility to each 

on-site monitor assigned to that facility. These production reports must provide the quantity of handbooks bound, 

imaged, and shipped. In the event that the monitors are not on site, contractor to email the daily production reports 

to the assigned monitor (email address to be provided after award) and email qcpp@gpo.gov. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 22 of 47 

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The contractor is responsible for compiling this information from each location that is doing binding and imaging 

work. This report should be submitted every 3 calendar days that bindery and imaging work is being performed to 

Clint Howard and Mary Newton. At the postaward conference, a Microsoft Excel spreadsheet shall be provided to 

the contractor for this purpose. 

PRESS SHEET, CONTENT, BINDING, AND VARIABLE IMAGING INSPECTIONS: The following 

inspections will be held at the contractor’s production facility: 

 Cover pages press sheet inspection 

 Content inspection for the variable pages 

 Binding inspection (may be held concurrently with the variable imaging inspection) 

 Variable imaging inspection (may be held concurrently with the binding inspection) 

Due to the COVID-19 pandemic, some or all of the above inspections may be held on site or virtually. See 

“MONITORING AND INSPECTIONS BY THE GOVERNMENT.” 

Cover Press Sheet Inspections: Contractor is to print an open 8-point star symbol, or a similar pre-identified unique 

symbol, within the finished trim area on each cover, which will be honed off after color “O.K.” standards have been 

established during the press sheet inspection. 

Final makeready press sheets and imaged products will be inspected and approved at the contractor’s plant for 

the purpose of establishing specified standards for use during the actual press run. Upon approval of the sheets 

and imaged product, 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. See GPO 

Publication 315.3 (Guidelines for Contractors Holding Press Sheet Inspections) dated January 2015. NOTE: A 

press sheet inspection is for the purpose of setting specific standards that are to be maintained throughout the 

entire run. It does not constitute a prior approval of the entire run. 

GPO Publication 315.3: 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/contractors_holding_psi.pdf?sfvrsn=2

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

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

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

for process color (if applicable). These areas must be repeated across the entire press sheet. 

Viewing Light: Press sheets will be viewed under controlled conditions with 5000 degrees Kelvin overhead 

luminaries. The viewing conditions must conform to ISO 3664-2009; a viewing booth under controlled conditions 

with 5000 degrees Kelvin overhead luminaries with neutral gray surroundings must be provided. 

NOTE: If a contractor is printing covers in multiple locations, a single cover press sheet inspection will be held at 

the location that is printing first. The contractor is responsible for maintaining the same standards at all other 

printing locations. 

The contractor must have the signed and approved proofs available for the section being printed at the cover press 

sheet inspections. The contractor must not print prior to receipt of an “O.K. for Color.” NOTE: If multiple plants 

are being used to print, contractor must have a copy of the signed-off press sheet at each plant. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 23 of 47 

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Content Inspections: A Government inspector shall conduct a content inspection for the variable pages when the 

contractor starts to print these pages. The purpose of this content inspection is to ensure that the pages printed 

match the PDF file sent to the contractor. Since no proofs are required for these pages, only the content and color 

separation will be examined at the start of this press run. The Government inspector will not establish new standards 

for color or ink density; contractor must match color standards established by the contractor-furnished text 

signatures. 

The contractor must provide one set of laser prints of the variable pages (output at 100%). These laser prints must 

be printed directly from the furnished file and pre-rip. The laser prints must be either in color or run as separations 

to show color breaks. 

Binding and Variable Imaging Inspections: In the event that a contractor is binding or imaging in multiple 

locations, a binding and/or imaging inspection will be held in EACH location. This includes all plants the contractor 

uses for binding and/or imaging, as well as all subcontractor locations. 

Binding operations will be inspected at the contractor’s plant for binding quality conformance and to ensure that all 

GPO binding specifications are being met. 

Variable imaging inspections will be held to ensure that: 

 The variable computerized imaging specifications and pertinent GPO imaging specifications are being 

followed. 

 All address elements, components, ink characteristics, and barcodes meet USPS automated flat mail 

processing equipment compatibility standards. 

 The correct covers, text pages, and address files are being utilized for the specific book being printed. 

If imaging and binding are being done in line, then the imaging and binding inspections will be held concurrently. 

Contractor is not to bind prior to receipt of an “O.K. for Binding” and is not to image addresses and barcodes prior 

to an “O.K. for Imaging.” 

Scheduling Inspections: Cover press sheet inspections MUST be held during normal business hours (8:00 a.m. to 

5:00 p.m., prevailing local time) on Government workdays, Monday through Friday. Cover press sheet inspections 

will NOT be held on weekends or Federal holidays. 

If possible, contractors should attempt to conduct the content inspection, as well as the binding and imaging 

inspections, during normal business hours (8:00 a.m. to 5:00 p.m., local prevailing time) on Government workdays, 

Monday through Friday. However, since the binding and imaging schedules, as well as the printing schedule for 

the variable pages, are very tight, these inspections can be held on weekends, Federal holidays, and during evening 

hours. 

The Project Manager or Alternate Project Manager MUST notify GPO and CMS of the date and time the press 

sheet (cover only) inspection, content inspection, variable imaging inspection(s), and the binding inspection(s) will 

be performed. 

In order for proper arrangements to be made for on-site inspections, notification must be given at least 3 calendar 

days prior to EACH inspection. NOTE: For virtual inspections, 1-hour or 24-hour notification may be required for 

each inspection. Contractor will be notified prior to the inspections if an on-site or virtual inspection will take place. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 24 of 47 

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Notify both GPO and CMS, as follows: 

 U.S. Government Publishing Office, Quality Control for Published Products (QCPP), Washington, DC 

20401, telephone number (202) 512-0542 (telephone calls will only be accepted between the hours of 8:00 

a.m. and 2:00 p.m., Monday through Friday, prevailing Eastern Time). 

 Clint Howard, telephone number (410) 786-1962. 

It is the contractor’s responsibility to schedule all press sheet inspections with the Government, including 

inspections held at different plants. The Government will not accept press sheet inspection appointments 

communicated by subcontractors hired by the contractor. The Government will accept content/binding/imaging 

inspection appointments communicated by subcontractors hired by the contractor. 

It is the contractor’s responsibility to ensure that appropriate personnel are on site during all inspections that can 

make any potential corrections, adjustments, and repairs, including the creation of new plates, prepress adjustments, 

and mixing inks. 

NOTE: See contract clauses, paragraph 14(e)(1), Inspections and Tests of GPO Contract Terms (GPO Publication 

310.2, effective December 1, 1987 (Rev. 01-18)). When supplies are not ready at the time specified by the 

contractor for inspection, the Contracting Officer may charge to the contractor the additional cost of the inspection. 

PRESS SHEETS AND SAMPLES: Due to the COVID-19 Pandemic, the actual cover press sheet, content, 

binding, and/or variable imaging inspections may be canceled if travel is not advisable at the time of each 

inspection (see “MONITORING AND INSPECTIONS BY THE GOVERNMENT”). 

 If required, in lieu of a cover press sheet inspection, the contractor will be required to submit 10 untrimmed 

cover press sheets for each assigned state with all color bars and marks in place (for each assigned state - 5 

sheets to GPO and 5 sheets to CMS, as specified below). 

 If required, in lieu of a content inspection, the contractor will be required to submit 7 folded, untrimmed 

sets of each signature of the variable pages for each assigned state (for each assigned state - 2 sets to GPO 

and 5 sets to CMS, as specified below. One set will be signed and returned to the contractor). 

 If required, in lieu of a binding and/or variable imaging inspection, the contractor will be required to submit 

7 bound and imaged samples for each assigned state (for each assigned state - 2 samples to GPO and 5 

samples to CMS, as specified below. One sample will be signed and returned to the contractor). NOTE: 

For the imaging of addresses on the samples, contractor will either be furnished dummy addresses or be 

instructed to use any dummy address (such as the addresses provided in Attachment A, page 2). 

NOTE: The delivery addresses specified below may change. Contractor will be notified after award. 

All press sheets and/or samples are to be delivered as follows: 

 Contractor to deliver to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, Baltimore, MD 

21244-1850. Contractor must indicate Jacket Number, Requisition Number, Contractor Name and Plant, 

and “PRESS SHEETS” or “SAMPLES” (as applicable) on the package. 

 Contractor to deliver to: Government Publishing Office, Publishing Support Operations, Attn: John 

Carey/Sarah Coffin, Stop: CSPS, Quality Control for Published Products, 732 North Capitol Street, NW, 

Washington, DC 20077-5496. (Telephone: (202) 512-0542) Contractor must indicate Jacket Number, 

Requisition Number, Contractor Name and Plant, and “PRESS SHEETS” or “SAMPLES” (as applicable) 

on the package. Contractor must notify Mary Newton (mnewton@gpo.gov) immediately upon submitting 

press sheets and/or samples.
Medicare and You 2023 (English Area-Specific Handbooks) Page 25 of 47 

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Press sheets and/or samples, as applicable, are to be delivered within 3 workdays of startup of 

printing/binding/imaging, as applicable. 

PACKING:

Bulk Shipments: Pack each item separately and identify the shipping containers with the Area-Specific item name, 

item number, inventory control number, publication number, and publication revision date which will be provided 

at the postaward conference. Each shipping container in all shipments must contain this information on the 

actual shipping container. 

Pack suitable per shipping container not to exceed 40 pounds when fully packed. Shipping containers must be 

packed in a manner that will ensure there is no damage to the product during shipping and handling. 

Mailed Shipments: Pack suitably in mailing containers. Mail shipments must be packed in a manner that will 

ensure there is no damage to the product during shipping and handling. 

Pallets (required for motor freight ship only): Pallets must be type III and must conform to Federal Specifications 

NN-P-71C, and any amendments thereto except for dimensions and single center stringer. Full entry MUST be on 

the 40” width. Receipt of incorrect pallets may result in a charge for each incorrect pallet which will be assessed 

against the contractor. This charge will cover additional costs incurred by CMS to re-palletize the shipment onto 

correct pallets. Loaded pallets must be machine wrapped with shrinkable or stretchable plastic strong enough to 

retain the integrity of the pallet during transportation and handling. Do NOT use metal strapping or pallet caps for 

securing material on pallets. Copies on pallets must be consolidated so that there is no more than one partial pallet 

per destination. 

Pallet preparation and pallet sortation are subject to specific USPS standards. Pallets and related labeling must be 

prepared in accordance with the Mailing Standards of the U.S. Postal Service and DMM in effect at time of mailing 

as published at http://pe.usps.com. (See Attachment B for CMS Pallet Specifications.) 

LABELING AND MARKING: Contractor to download GPO Form 905 (R. 7-15) – Labeling and Marking 

Specifications which can be located on GPO.gov, fill in appropriate blanks, and attach to shipping containers, 

located to where CMS Warehouse can see on rack system. 

Address individual copies for mailing (see “VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR 

SELF-MAILERS”). 

Contractor to create and affix placards to the pallets according to the content and destination of the mail. At least 

two (2) clearly visible, white placards must be affixed to two (2) adjacent sides of each pallet. Contractor to label 

placards bearing Intelligent Mail Barcodes (IMb) in accordance with the current USPS Mailing Standards. 

For shipments to United Systems of Arkansas, Inc., pallets must be 40 x 48”, either stringer or block pallet type. 

Pallet stack height is a maximum of 56”, including pallet height. 

QUALITY ASSURANCE RANDOM COPIES: The contractor is required to submit 50 quality assurance 

random copies for each assigned state to test for compliance against specifications. The contractor must divide the 

entire order into equal sublots and select a copy from a different general area of each sublot. The contractor will be 

required to certify that copies were selected as directed using GPO Form 917 - Certificate of Selection of Random 

Copies (located on GPO.gov). Copies will be paid for at the running rate offered in the contractor’s bid and their 

cost will not be a consideration for award. A copy of the purchase order/specifications must be included. 

NOTE: If a state quantity is divided between printing plants, the number of quality assurance random copies must 

be divided evenly among each those plants (for example, if two plants are printing the quantity for one state, 25 

random copies would come from one plant, and 25 random copies would come for the other plant.) 
Medicare and You 2023 (English Area-Specific Handbooks) Page 26 of 47 

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

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

identified by Jacket and Purchase Order numbers must be furnished with billing as evidence of mailing. (NOTE: 

At Government’s option, the Business Reply Mail label may be furnished via email. Contractor is to produce the 

number of labels needed (on YELLOW stock) and destroy any remaining labels upon completion of the contract. 

The Business Reply Mail label furnished is only to be in used in the production of this contract.)

DISTRIBUTION: 

Single copies: Mail f.o.b. contractor’s city approximately 4,500,000 single copies (per lot) via the Governmentfurnished mailing permit, as specified below. Contractors will be notified of final quantities, as well as the specific 

books they will be printing, at the postaward meetings, or shortly thereafter. NOTE: Drop-shipments to USPS’ 

Destination Network Distribution Center (DNDC) Entry, Destination Sectional Center Facility (DSCF) Entry, 

Destination Delivery Unit (DDU) Entry, and Destination Flat Sequencing System (DFSS) Entry are required. 

NOTE: One lot will have approximately 2,000 copies destined for Puerto Rico as part of the total quantity. These 

copies mail in accordance with the requirements specified under “Single Copies” above. 

Bulk Shipments: 

 Ship f.o.b. contractor’s city approximately 1,000 to 30,000 books (per lot) to approximately 20 to 150 

locations via reimbursable small parcel carrier (must be by traceable means with signed signature receipt). 

(See “SCHEDULE” for dates.) 

 Ship f.o.b. contractor’s city the Quality Assurance Random Copies to the address specified on the furnished 

business reply label. 

 Ship f.o.b. contractor’s city approximately 200 to 1,000 copies of each item to: CMS, CMS Receiving 

Clerk, 7500 Security Boulevard, Baltimore, MD 21244. (Telephone: (410) 786-2948) The contractor will 

be notified about the final quantity at the postaward conference, or shortly thereafter. The inventory control 

number, publication number, and revision date must appear on each container. 

 Ship f.o.b. contractor’s city approximately 200 to 5,000 copies of each item to: United Systems of Arkansas, 

Inc., Attn: PODFO, 4949 West Bethany Road, Little North Rock, AR, 72117. (Telephone: (800) 264-

0812) NOTE: The contractor will be notified about the final quantity at the postaward conference, or 

shortly thereafter. 

 Ship f.o.b. contractor’s city 1 copy of each version marked “Depository Copies Item No. 0512-A-39” to: 

U.S. Government Publishing Office, Federal Depository Library Program, Mail Stop: FDLP, 44 H Street, 

NW, Loading Dock, Washington, DC 20401. 

 Ship f.o.b. contractor’s city 15 copies of each version to: Library of Congress, U.S. Serials and Government 

Documents Section, U.S. Anglo Division, Stop: 4276, 101 Independence Avenue, SE, Washington, DC 

20540-4276, Marked: “Depository File Copies.” NOTE: All shipments to this destination must be via 

FedEx, UPS, or USPS. 

Bulk ship the number of handbooks specified at the postaward conference, or shortly thereafter, via a reimbursable, 

small parcel carrier (see “SCHEDULE” of dates). These shipments must be by traceable means with a signed 

receipt. Some deliveries may require INSIDE DELIVERY. Contractor will be reimbursed for all shipping costs by 

submitting all shipping receipts with billing invoice for payment. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 27 of 47 

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CMS Delivery Appointment: Receiving hours are Monday through Friday, 7:30 a.m. to 3:30 p.m., on a “first come, 

first serve” basis (no appointment necessary). The contact number is (410) 786-2948. 

United Systems of Arkansas, Inc. Delivery Appointment: Normal receiving hours are 6:00 a.m. to 5:00 p.m., Central 

Standard Time (CST), Monday through Friday. (No after hours or weekend deliveries are accepted unless preapproved through shipping/receiving.) No appointments are necessary. Contractor to email Robert Bluejacket at 

bluejacket@usaimages.net with the delivery date of bulk items. 

Cost for transporting the mailed copies to the USPS mailing facility is reimbursable upon receipt of the contractor’s 

delivery receipts with their billing invoice. Additionally, the contractor is responsible for the mailed copies until 

the copies have been accepted by an official USPS representative at a physical postal facility, regardless of whether 

an on-site USPS representative at the contractor’s facility has filled out and signed a PS Form 8125 for those copies. 

NOTE: It is the contractor’s responsibility to ensure that all required paper work and the furnished agency mailing 

indicia is filled out correctly and issued/on file with the appropriate mailing/shipping facilities. Contractor to 

contact Erika Grant at (410) 786-1067 with any questions. 

MAIL PREPARATION: All items mailed will have a printed CMS Standard Mail “Postage and Fees Paid” Permit 

(#G-845). The contractor is cautioned to use the permit imprint only for mailing material produced under this 

contract. The contractor is required to prepare all mail in accordance with appropriate USPS rules and regulations, 

including the Mailing Standards of the U.S. Postal Service, DMM (http://pe.usps.com), and other USPS procedural 

publications in effect at time of mailing. 

The contractor is required to obtain the maximum USPS postage discounts possible in accordance with the USPS 

Standard Class mail automated and non-automated mail discount structure in effect at time of mailing, except when 

any address data enhancement will negatively affect deliverability and/or omit any required address fields.

Contractor shall follow indicia, address, and barcode placement found on the facsimile copies in the “Attachment” 

section of this document, which is consistent with current USPS Address Quality Standards, and in accordance with 

appropriate USPS rules and regulations including the Mailing Standards of the United States Postal Service and 

DMM in effect at time of mailing (http://pe.usps.gov/DMM300/Index). 

The typestyle must be sans serif and consistent with the guidelines in USPS Publication 28, Postal Addressing 

Standards, (http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf) and must consist of all upper case characters, 

comparable to the typestyle and font size illustrated in the “Attachment” section. No contractor alterations to this 

copy will be permitted without written authorization from CMS and GPO. 

In compliance with USPS Mail Preparation and Sortation Regulations, all mail must be: appropriately marked; 

barcoded if necessary; supported with documentation generated by PAVE-certified software; or, printed in a 

standardized format to ensure USPS acceptance. Full Service Intelligent Mail Barcode barcoding and delivery 

address placement used for this mailing must comply with the CMS specifications cited and USPS requirements 

for automation-compatible mail in effect at the time of the mailing. The contractor will be responsible for payment 

of any additional postage resulting from a loss of a discount due to irresponsible and careless application of USPS 

mail preparation and sortation standards. Addresses for this mailing come from a Government maintained file. 

Intelligent Mail Barcode (IMb): During the term of this contract, CMS mailers will be required to meet the FullService option using Intelligent Mail barcodes to access automation postal rates for flats. 

The contractor must understand and be able to implement all mail preparation requirements enacted by the Postal 

Service related to using Intelligent Mail. The requirements include, but are not limited to, preparing the Intelligent 

Mail barcodes meeting USPS quality acceptance standards. Experience with assigning unique numbers for each 

mail piece, preparing electronic manifests, making electronic appointments, producing revised tray/pallet label 

formats, and other similarly-detailed IMb requirements as mandated by the Postal Service is essential. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 28 of 47 

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Mail Processing: The contractor must process the address files by using National Change of Address (NCOA) and 

Delivery Sequence File 2nd Generation (DSF 2) certified mail processing software to qualify for the most costefficient Standard/Bulk automation rates available. The contractor must furnish the appropriate, properly filled-out 

forms to the U.S. Post Office. The files must be matched against the postal database to update and correct the ZIP 

codes, provide ZIP codes, and provide the data required to print delivery point barcode for each address. After the 

contractor has processed the address files, they are to drop the undeliverables (DSF2

: Vacants and records containing 

no forwarding address) and notify both GPO and CMS. 

Contractor is to forward the unmatched file to CMS for approval/disapproval of the NEW quantity. 

For the final quantity counts for the basis of this contract’s distribution, the address files only need to be processed 

through NCOA one time and must not be processed prior to 8/5/2022. All related costs to perform this one-time 

operation must be included in submitted bid pricing. No additional reimbursement will be authorized. In addition 

to the Government’s one-time requirement, the contractor may process the address files through NCOA at any time 

for their own internal needs, at the contractor’s expense. 

DSF2

 Requirement: It is incumbent upon the contractor to ensure the maximum postage discount possible is 

received for this mailing. 

DSF2

 is a licensed, address hygiene product that contains information on all addresses (except general delivery 

addresses) served by the Postal Service. DSF2 includes the ZIP Codes, ZIP+4® codes, carrier route code, walksequence information, and all other delivery attributes related to each specific address. DSF2

 is one of the approved 

methods under USPS Mailing Standards for preparing mail to meet the walk-sequence criteria required for carrier 

route periodicals, mail pieces, and Enhanced Carrier Route Standard Mail pieces mailed at high density, high density 

plus, and saturation rates. Walk sequence is the exact order in which a carrier delivers mail from one delivery point 

to the next. As provided in current DMM (http://pe.usps.com), walk sequence may be used at the mailer’s option to 

satisfy the LOT sequencing criteria required for carrier route periodicals, mail pieces, and Enhanced Carrier Route 

Standard Mail pieces mailed at basic rates. 

In order to ensure that CMS is receiving the maximum postage discounts available, the contractor is required to 

have the mail files they are working with processed through DSF2

 so that the Handbooks are in walk-sequenced 

order when delivered to the NDC’s and SCF’s. As a result of this process, a significant portion of the Handbooks 

will qualify for high density, high density plus, and saturation rates. 

The contractor is required to work directly with one of the vendors that are licensed by the USPS to provide DSF2

services or indirectly with one of these vendors (i.e., through another company that works with one of the approved 

DSF2

 vendors). A list of the vendors approved by the USPS to provided DSF2 services can be found at the following 

website: https://postalpro.usps.com/address-quality/dsf2 (click on “DSF 2nd Generation”). 

DSF2

 Summary Reports/Files: The contractor is required to submit a summary DSF2 report/file indicating: 

 the number and percentages of addresses that qualify for either a high density, high density plus, or 

saturation rate; 

 the amount of money saved by qualifying for these rates; and, 

 a file with all the undeliverables (vacant addresses, no forwarding addresses, and no ZIP codes). 

The contractor must forward copies of the DSF2

 summary reports/file to: CMS, Attn: Erika Grant, SL-12-18, 7500 

Security Boulevard, Baltimore, MD 21244-1850; or email to: erika.grant@cms.hhs.gov. (See “SCHEDULE” for 

dates.) 

 
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Mail Storage/Staging: Mailing must be assembled and stored for eventual turnover to the USPS. Mailing for 

delivery to all destinations must be turned over to assure on-time delivery to partners and beneficiaries. If trucktrailers (vans) will be needed from the USPS, it is the contractor’s responsibility to schedule an advance planning 

meeting with the USPS and request these services. However, physical loading is the contractor’s responsibility, in 

conformance with the USPS loading plan. The Government may inspect the storage and staging operations at the 

contractor’s facilities. 

USPS Mail Requirements: Contractors are required to abide by the USPS requirements for Full-Service IMb 

mailings, including the use of eDoc, ePostage, and electronic FAST appointments. Contractors are required to 

provide logistical information to CMS and the USPS prior to production. This information must include load plans 

indicating quantities by version by USPS Entry Point. During production, contractors are required to utilize 

available USPS services and data (Full-Service IMb Start the Clock), combined with their own tracking and delivery 

information to provide a daily snapshot of quantities delivered to USPS facilities and an in-home estimate based on 

current published USPS standards. 

Mailing Dates: Contractor must arrange delivery dates to the USPS facilities in the states which are receiving 

deliveries by the dates specified in the “SCHEDULE.” 

Mail Service Disruption Reports: The contractor is required to provide a report on disruption to the mail service 

due to weather or any unforeseen situations, such as accidents (vehicle, boat, etc.) or pandemic situations (H1N1, 

COVID-19, etc.) as follows: 

 A report for areas with weather/health impacted delays or pandemic situations (H1N1, COVID-19, etc.), to 

include, but is not limited, to the following: 

o Mail that is en route. 

o Non-delivery of mail. 

o Pull back of non-postal transportation. 

o Refund request for non-delivery/acceptance. 

o Completion of refund request and that the refund has occurred. 

o Mail staged until end of event for both the contractor facility and USPS facility. 

o Mail destroyed for both the contractor facility and USPS facility. 

o Volume of mail impacted by state. 

o Instructions provided that are contrary to contract language (e.g., non-strapping of handbooks). 

 Situations such as accidents (vehicle, boat, etc.) rendering mail damaged or destroyed, to include, but is not 

limited, to the following: 

o Letter to CMS explaining the details of the incident. 

o Truck and load report. 

o Original postage statement copies. 

o Bill of lading from trucking company, if available. 

Contractor to provide these reports only when the mailing/delivery of the handbooks will be impacted by weatherrelated events, situations such as accidents (vehicle, boat, etc.) or pandemic situations (H1N1, COVID-19, etc.). 

Contractors must notify the Government of any changes in processing instructions received from the U.S. Postal 

Service, which contradicts contract specifications, as soon as the contractor is made aware of them (e.g., nonstrapping of books, changes in documentation, usage of containers). 

The contractor must forward copies of the Mail Service Disruption Reports to: CMS, Attn: Erika Grant, SL-12-18, 

7500 Security Boulevard, Baltimore, MD 21244-1850; or email to: erika.grant@cms.hhs.gov.
Medicare and You 2023 (English Area-Specific Handbooks) Page 30 of 47 

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Final Logistics Report: Contractor is required to provide a detailed analysis of all expenses related to postage, 

drop shipment freight, and bulk copy shipping for each item. This report must include the following data elements: 

 Item/Load number 

 Consignee key/consignee zip (Mailshop) 

 Number of pieces 

 Running total 

 Weight 

 USPS Fast appointment number 

 USPS delivery confirmation 

 Track/Trace report showing the appointment dates and USPS confirmation numbers 

Enter Point Optimization Report (template to be provided and to be used by all contractors): 

 Postal One verify date 

 Postal One postage costs 

 Postal One running total costs 

 Net savings 

A copy of this report must accompany all mailing statements and shipping receipts required below. The contractor 

must submit this report via email (see “SCHEDULE” for dates) to: Erika Grant at erika.grant@cms.hhs.gov and 

Mary Newton at mnewton@gpo.gov. PLEASE NOTE: This is a critical deliverable, and this job is not 

considered to be complete until a correctly formatted report is submitted. Contractor will not be paid until 

this report is delivered. 

Mailing Statements: 

Contractor must provide the following to: CMS, Attn: Erika Grant, SL-12-18, 7500 Security Boulevard, Baltimore, 

MD 21244-1850 (method of delivery must require CMS acknowledgment of receipt) (see “SCHEDULE” for dates): 

 Copies of all commercial freight bills for bulk shipments 

 Contractor-prepared ZIP Code Count Listing (format must show 3-digit, 5-digit, and carrier route ZIP Code 

destinations.) 

 Copies of 3607-R (Postage Statement – Standard Mail) for ALL postage receipts (form can be obtained 

from: www.uspspostalone.com). 

o One copy of the aggregate count report in totality. 

o Every shipment must contain an individual receipt. Receipt(s) cannot be combined totality. 

o All states must be indicated on the actual 3607-R. 

o All receipts may be emailed to: Erika.grant@cms.hhs.gov. 

 Copies of 8125 (Plant-Verified Drop Shipment (PVDS) Verification and Clearance) - If contractor is using 

eInduction or Seamless Acceptance at the Business Mail Acceptance Entry Unit (BMEU): 

o It enables quicker appointment processing in the Facility Access Shipment Tracking (FAST) online 

system, eliminates the need for clerks to manually reconcile containers against paper documentation 

(PS Forms 8125), and provides 24/7 appointment resolution. 

o The contractor will be required to provide the pre-induction validations and e8125 communication 

message sent from PostalOne!. This will replace the hardcopy 8125. 

 These statements must be packaged in an individual container for each item/state. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 31 of 47 

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Contractor must notify the Contract Administrator, Mary Newton, at mnewton@gpo.gov when the Mailing 

Statements have been emailed to CMS (as specified above) and/or sent out for delivery. 

PLEASE NOTE: These are critical deliverables, and this job is not considered to be complete until a correctly 

formatted report is submitted. Contractor will not be paid until this report is delivered. 

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

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

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

contractor’s invoices showing actual charges to the contractor. Reimbursed freight costs will not be subject to any 

prompt payment discounts. 

Return of Government Furnished Material: All Government furnished materials must be returned to CMS (if 

applicable). (See “SCHEDULE” for dates.) 

As applicable, all expenses incidental to picking up and returning furnished materials (if applicable), submitting 

proofs, press sheets/signatures, sample copies, invoices, postal receipts, drop-shipment plans, Project Plans, and 

other materials associated with this contract, must be borne by the contractor. PLEASE NOTE: Any shipments sent 

to CMS using FedEx must use FedEx containers and boxes. 

SCHEDULE: This publication is mandated by the following Congressional legislation and must be met without 

exception: Balanced Budget Act of 1997, Section 4001, 1851 (d) (2) (A) and (B), and, the Medicare, Prescription 

Drug, Improvement and Modernization Act of 2003. It is critical that the contractor meets all production and 

delivery dates. 

Submit proofs and drawdowns as soon as the contractor deems necessary in order to comply with the shipping and 

mailing schedule. 

Proofs and ink drawdowns will be withheld no later than 10 workdays from receipt by CMS until they are made 

available for pickup by the contractor for hard copy proofs or until changes/corrections/“O.K. to Print” is provided 

via email or phone call for PDF soft proofs. (NOTE: The first workday after receipt of proofs and drawdowns is 

day one of the hold time.) 

If revised proofs and/or ink drawdowns are required due to contractor errors, the revised proofs and/or ink 

drawdowns will be withheld up to 10 workdays until they are made available for pickup by the contractor for hard 

copy proofs or until changes/corrections/“O.K. to Print” is provided via email or phone call for PDF soft proofs. 

(NOTE: The first workday after receipt of proofs and ink drawdowns is day one of the hold time.) This process 

may be repeated until CMS determines that the proofs and/or drawdowns are satisfactory. 

DATE EVENT 

3/4/2022 Bid Opening Date 

Approximately 10 

workdays after bid 

opening date 

Anticipated award notification and issuance of purchase order. 

Within 5 workdays of 

notification of contract 

award 

Deadline for Submitting Contractor Project Plans to CMS and GPO 

Week of 7/5/2022 Contractor receives address file counts per item (Area-Specific Handbooks). 

Counts are prior to final contractor NCOA/IMb processing. 

6/17/2022 Contractor will receive the page count for the fixed section. The fixed section is 

common to all books. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 32 of 47 

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Week of 6/27/2022 (or 

sooner if possible) 

Contractors will receive InDesign files for the covers and fixed section for the 

Area-Specific Handbook. 

TBD Postaward Conference. 

Week of 7/18/2022 Contractor receives bulk copy distribution address Excel files via email to the 

designated, main POC. 

TBD by contractor Text Signatures due to CMS/GPO 

TBD by contractor Cover Press Inspection 

8/5/2022 (no earlier) Contractor must process the address files through NCOA for final quantities 

8/25/2022 Contractor receives one completed file of the variable section for preflighting 

No later than 9/9/2022 Contractor receive page counts for the variable section (NOTE: If this information 

is available sooner, CMS will notify GPO and the contractors.) 

No later than 9/9/2022 Contractor receives PDF file pages for the variable sections. 

TBD by contractor Content inspection for variable pages 

TBD by contractor Binding/Imaging Inspections 

9/9/2022 – 9/30/2022 Mailing of all bulk copies and self-mailers 

9/30/2022 Last day for contractor to ship self-mailers from plant (Form 8125 verification) 

12/6/2022 Deadline for contractor to submit their DSF2 report

12/6/2022 Deadline for contractor to return all Government furnished materials 

12/6/2022 Deadline for contractor to submit Final Logistics Report 

12/6/2022 Deadline for contractor to submit all required mailing statements 

The ship/deliver date indicated is the date products ordered for mailing/shipping f.o.b. contractor’s city must be 

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

NOTE: In order to meet the scheduled mailing date, all mailed copies must be accepted by a USPS 

representative (with a signed/dated PS Form 8125) AND must have left the contractor’s plant(s) no later 

than 9/30/2022. 

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. 

For compliance reporting purposes, the contractor must notify the U.S. Government Publishing Office of the date 

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

Services Compliance Section via email at compliance@gpo.gov. Personnel receiving email will be unable to 

respond to questions of a technical nature or to transfer any inquiries. 

UNDELIVERABLES/RETURNED COPIES: For mailed copies that are determined to be unmailable (prior to 

entering into the mail stream) or for any bulk deliveries that are returned or are undeliverable, contractor must notify 

CMS immediately. CMS may direct the contractor to deliver to another address or destroy the copies. 

NOTE: During times of natural disasters or national emergencies, the contractor may be required to hold/store 

copies, pick up mailed/delivered copies, re-mail copies, and/or re-deliver copies to another address. 

Contractor may be required to hold/store copies for up to 15 calendar days at no cost to the Government or destroy 

copies (up to and including 5,000 copies) at no cost to the Government. Contractor will be entitled to financial 

compensation for copies held/stored longer than 15 calendar days or for a quantity over 5,000 copies to be destroyed. 

If required, the Contracting Officer will issue a modification. 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 33 of 47 

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NOTE: Copies for destruction must be destroyed in accordance with “Disposal of Waste Material” specified under 

“DATA SECURITY.” 

GPO KEY PERSONNEL: 

 Contracting Officer: Jamie Fowler, (202) 512-2132, jlfowler@gpo.gov

 Contract Administrator: Mary Newton, (202) 512-2132, mnewton@gpo.gov

CMS KEY PERSONNEL: 

 Medicare and You Project Manager: Christine Crawford, (410) 786-1887, christine.crawford@cms.hhs.gov

 Printing and Technical Issues: Clinton Howard, (410) 786-1962, clinton.howard@cms.hhs.gov

 Mail File Content and Formatting Issues: Tammy Johnson, (410) 786-6326, tammy.johnson@cms.hhs.gov 

 Mailing and Shipping Issues: Erika Grant, (410) 786-1067, erika.grant@cms.hhs.gov

 Mailing and Shipping Issues Backup: Tina Dickens, (410) 786-3895, tina.dickens@cms.hhs.gov
Medicare and You 2023 (English Area-Specific Handbooks) Page 34 of 47 

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DETERMINATION OF AWARD FOR ONE LOT:

The total requirement of this product is approximately 45,000,000 handbooks divided into 10 lots of approximately 

4,500,000 copies each. Offers must include the cost of all materials and operations for one lot listed in accordance 

with these specifications. An offer for a quantity less than a full lot will not be considered. Prices for additional 

quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not be a factor 

for determination of award. 

It is the Government’s intent to award 1 to 10 separate contracts for individual lots of approximately 4,500,000 

copies each, plus 10% or minus 25%. Award will be made based on the combination of lots that results in the 

lowest overall cost to the Government and to responsible offerors whose offer(s) the Government has determined 

to be fair and reasonable by applying the prices listed in the “SCHEDULE OF PRICES” to the following units of 

production. 

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

All Items 

 (1) (2) 

(a) 5 4,500 

(b) 1 4,500 

(c) 5 4,500 

(d) 5 4,500 

(e) 5 4,500 

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

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. 
Medicare and You 2023 (English Area-Specific Handbooks) Page 35 of 47 

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SCHEDULE OF PRICES FOR ONE LOT (Prices offered are based on printing 4,500,000 copies (one lot)):

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for two or more lots, an offer for one lot must be submitted. If a contractor 

wishes to submit a bid for two or more lots, they must submit copies of each of the SCHEDULE OF PRICES for 

each multiple lot, up to the maximum lots for which they are bidding (Example: If a contractor wishes to bid on a 

maximum of 4 lots, a bid for 1 lot, 2 lots, 3 lots, and 4 lots must be submitted). 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the contractor. In the event text 

page count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge 

be permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 36 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR TWO LOTS (Prices offered are based on printing 9,000,000 copies (two 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for two lots, an offer for one lot must be submitted. The DETERMINATION OF 

AWARD figures on page 34 will be multiplied by 2 for the prices offered for two lots with the exception of line 

item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials) 
Medicare and You 2023 (English Area-Specific Handbooks) Page 37 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR THREE LOTS (Prices offered are based on printing 13,500,000 copies (three 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for three lots, an offer for one lot and two lots must be submitted. The 

DETERMINATION OF AWARD figures on page 34 will be multiplied by 3 for the prices offered for three lots 

with the exception of line item (b)(1) which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 38 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR FOUR LOTS (Prices offered are based on printing 18,000,000 copies (four 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for four lots, an offer for one lot, two lots, and three lots must be submitted. The 

DETERMINATION OF AWARD figures on page 34 will be multiplied by 4 for the prices offered for four lots 

with the exception of line item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials) 
Medicare and You 2023 (English Area-Specific Handbooks) Page 39 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR FIVE LOTS (Prices offered are based on printing 22,500,000 copies (five 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for five lots, an offer for one lot, two lots, three lots, and four lots must be 

submitted. The DETERMINATION OF AWARD figures on page 34 will be multiplied by 5 for the prices offered 

for five lots with the exception of line item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 40 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR SIX LOTS (Prices offered are based on printing 27,000,000 copies (six lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for six lots, an offer for one lot, two lots, three lots, four lots, and five lots must 

be submitted. The DETERMINATION OF AWARD figures on page 34 will be multiplied by 6 for the prices 

offered for six lots with the exception of line item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials) 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 41 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR SEVEN LOTS (Prices offered are based on printing 31,500,000 copies (seven 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for seven lots, an offer for one lot, two lots, three lots, four lots, five lots, and six 

lots must be submitted. The DETERMINATION OF AWARD figures on page 34 will be multiplied by 7 for the 

prices offered for seven lots with the exception of line item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 42 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR EIGHT LOTS (Prices offered are based on printing 36,000,000 copies (eight 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for eight lots, an offer for one lot, two lots, three lots, four lots, five lots, six lots, 

and seven lots must be submitted. The DETERMINATION OF AWARD figures on page 34 will be multiplied by 

8 for the prices offered for eight lots with the exception of line item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 43 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR NINE LOTS (Prices offered are based on printing 40,500,000 copies (nine 

lots)): 

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for nine lots, an offer for one lot, two lots, three lots, four lots, five lots, six lots, 

seven lots, and eight lots must be submitted. The DETERMINATION OF AWARD figures on page 34 will be 

multiplied by 9 for the prices offered for nine lots with the exception of line item (b)(1), which will remain 1. 

See “ALLOWABLE CHARGES” (specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 44 of 47 

Base Jacket 420-181 

SCHEDULE OF PRICES FOR TEN LOTS (Prices offered are based on printing 45,000,000 copies (10 lots)):

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, and will not 

be a factor for determination of award. 

Before an offer will be considered for ten lots, an offer for one lot, two lots, three lots, four lots, five lots, six lots, 

seven lots, eight lots, and nine lots must be submitted. The DETERMINATION OF AWARD figures on page 34 

will be multiplied by 10 for the prices offered for ten lots with the exception of line item (b)(1), which will remain 

1. 

See “ALLOWABLE CHARGES” specified herein for billing of makeready charges. 

The bidder must make an entry in each of the spaces provided. 

 Makeready Running Per 

 and/or Setup 1,000 copies 

(1) (2) 

 (a) Complete Cover ............................................... per complete cover ...... $__________ $__________ 

 (b) Basic 120-page section ........................................ per basic section ...... $__________ $__________ 

 (c) 16-page signature ...................................................... per signature ...... $__________ $__________ 

 (d) 8-page signature ....................................................... per signature ...... $__________ $__________ 

 (e) 4-page signature ....................................................... per signature ...... $__________ $__________ 

For informational purposes only, the bidder must state the administrative cost of preparing and implementing the 

drop-shipment plans, processing the addresses through NCOA and DSF2

, and any other mail processing services 

required by the specifications stated above for all items combined and included in the above bid prices. 

 ............................................................................................................................................................ $___________ 

NOTE: This cost must be included in the above bid prices and is not reimbursable. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s)/location(s) from which this product will be shipped with approximate quantities for 

each plant/location on page 46. If shipment is not made from this location, contractor may be responsible for any 

additional shipping costs incurred. The bidder must also provide the name and location (city and state) of any 

subcontractors that will be used. Allocation of lots after award will be based upon price and location. Additionally, 

the bidder must provide the name and location (city and state) where the text and covers will be printed (including 

plant-specific GPO Contractor’s Code). 

______________ 

(Initials) 
Medicare and You 2023 (English Area-Specific Handbooks) Page 45 of 47 

Base Jacket 420-181 

ALLOWABLE CHARGES: Charges will be allowed on the basis of that combination of the basic 120-page 

section and other signatures for the variable pages as may be required, plus the cover. EXCEPTION: Unless 

otherwise specified, no more than three blank pages will be permitted at the end of the text. 

Complete Cover Pricing: For each state version, contractor will be allowed only one makeready charge for each 

state cover regardless of the number of plants used to produce each state’s covers. Additionally, this one makeready 

charge must include all plate changes required for the bulk covers and the self-mailer covers. Contractor is not 

entitled to separate makeready charges for bulk covers and self-mailer covers for the same state. 

Basic 120-Page Section Pricing: For the basic 120-page section, contractor will be allowed only one makeready 

charge for the 120-page basic section regardless of the number of plants used to produce the product; the number 

of awarded lots; or, the total number of assigned states. 

If the basic section page count is other than 120 pages, but within a 16-page difference, the contractor will charge 

for the basic 120-page section at their originally submitted bid prices for that line item. 

Variable Section Pricing: For each state version, contractor will be allowed only one makeready charge for each 

required signature, as needed, regardless of the number of plants used to produce each state’s variable pages. 

In all cases, billing invoices presented to the GPO must reflect the most economical method (to the Federal 

Government) of production at the prices offered. 

Fractional parts of 1,000 will be prorated at the per-1,000 rate. 

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

PRICES” for each state. 

Contractor is to fill out and submit pages 45 through 47 with their bid, for each individual lot they are bidding 

on, making copies as necessary. Contractor is to indicate clearly the lot number for which each sheet applies. 

______________ 

(Initials) 

 
Medicare and You 2023 (English Area-Specific Handbooks) Page 46 of 47 

Base Jacket 420-181 

LOT NUMBER: _____________ 

TEXT AND COVER PRINTING LOCATIONS: If more space is needed, contractor may attach a separate 

sheet. NOTE: The location and contractor’s code must be for the actual facility used in production. 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Text Printing Location: _________________________________ GPO Contractor’s Code _________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

Cover Printing Location: ________________________________ GPO Contractor’s Code_________________ 

SHIPPING LOCATIONS: If more space is needed, contractor may attach a separate sheet. 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

SUBCONTRACTORS: If more space is needed, contractor may attach a separate sheet. 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

______________ 

(Initials)
Medicare and You 2023 (English Area-Specific Handbooks) Page 47 of 47 

Base Jacket 420-181 

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

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

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

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

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

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

points(s), in exact accordance with specifications. 

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

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

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

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

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

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

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

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

Bidder ______________________________________________________________________________

 (Contractor Name) (GPO Contractor’s Code – Primary Facility) 

 ___________________________________________________________________________________________ 

(Street Address) 

 ___________________________________________________________________________________________ 

(City – State – Zip Code) 

By _________________________________________________________________________________________ 

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

 ___________________________________________________________________________________________ 

 (Printed Name) (Telephone Number) 

___________________________________________________________________________________________ 

 (Email) (Fax Number) 

___________________________________________________________________________________________ 

THIS SECTION FOR GPO USE ONLY 

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

 (Initials) (Initials) 

___________________________________________________________________________________________ 
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Please note that furnished addresses can be up to eight lines of address information, and it is possible for the address 

block to use 10 lines of data, including barcodes. 

JANE BENEFICIARY 

JOE BENEFICIARY 

MAILSTOP SL-12-16 

SOUTH BUILDING 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

JANE BENEFICIARY 

JOE BENEFICIARY 

MAILSTOP SL-12-16 

SOUTH BUILDING 

DIVISION OF PUBLICATIONS 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

JANE BENEFICIARY 

JOE BENEFICIARY 

BUILDING ENGINEERS 

MAILSTOP SL-12-16 

ADMINISTRATIVE SERVICES GROUP 

SOUTH BUILDING 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

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