Jacket: 428‐042

Title: OTC Self Mailer

Agency: IRS

Bid Opening: 11/14/2023 at 11:00am

Bid Terms Discounted Total Additional Price

$241,978.92 5.0% 21 days $229,879.97 74.88/m

$278,670.35 0.50% 20 days $277,277.00 75.00/m

$289,355.00 0.00% 0 days $289,355.00 88.33/m

Contractor Name

Amsive

Speciality Print Communications

A Advantage Mailing LLC ‐ Anaheim

A=Award
Specifications by TS Jacket 428-042 

Page 1 of 30 Department of the Treasury 24-00812 

Reviewed by SG 

 

BID OPENING: Bids shall be opened at 11:00 AM., prevailing Eastern Standard Time (EST), on November 14, 2023 by 

the U.S. Government Publishing Office, in Washington, DC 20401. Due to the COVID-19 pandemic, this will NOT be a 

public bid opening. 

 

BID SUBMISSION: Bidders must email bids to bidsapsdc@gpo.gov for this solicitation. No other method of bid 

submission will be accepted at this time. The program number and bid opening date must be specified in the subject line 

of the emailed bid submission. Bids received after 11:00 AM on the bid opening date specified above will not be 

considered for award. This will not be a public bid opening. 

Note: The GPO 910 “BID” Form is no longer required; bidders are to fill out, sign/initial, as applicable, and return 

pages 29 and 30. 

The Jacket Number 428-042 and bid opening date must be specified in the subject line of the e-mailed bid submission. 

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

 

For information regarding the solicitation requirements prior to award, email tsankey@gpo.gov. For contract administration 

after award, contact Tim Sankey at 202-512-0488. 

 

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

2. The vendor’s email provider may have different size limitations for sending e-mail, however vendors are advised 

not to exceed GPO’s stated limit. The bidder’s email provider may have different size limitations for sending 

email; however, bidders are advised not to exceed GPO’s stated limit. 

3. Illegibility of bid. 

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 e-mailed bid prior to bid opening. GPO will use the prevailing time 

(specified as the local time zone) and the exact time that the e-mail is received by GPO’s email server as the 

official time stamp for bid receipt at the specified location. 

 

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

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

1, 1987 (Rev. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding 

(GPO Publication 310.1, effective May 1979 (revised 9-19)). 

 

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

 

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

specifications. 

Specifications for contract printing of OTC Self Mailer

Table of Contents 

Section 1 SCHEDULE 

1.1 Post-Award Conference 

1.2 Post-Award Production Plans 

1.3 Quality Systems Plan 

1.4 Pre-production Telephone Conference 

1.5 Quality Systems Audit 

1.6 Daily Production Report 
Page 2 of 30 428-042 

Section 2 MATERIALS 

2.1 Furnished by the Government 

2.2 Furnished by the Contractor 

2.3 Stock/Paper 

Section 3 PAMPHLET SPECIFICATIONS 

3.1 Item 

3.2 Estimated Quantity 

3.3 Trim Size 

3.4 Estimated Number of Pages

3.5 Printing

3.6 Binding/Construction 

3.7 Margins

Section 4– PROOFS 

4.1 PDF Proof - Static 

4.2 PDF Proof – Static/Variable 

Section 5 - DISTRIBUTION 

Section 6 – PRIVACY AND SECURITY REQUIREMENTS 

 

Section 7 - QUALITY ASSURANCE 

7.1 Quality Assurance Levels and Standards 

 

Section 8 – OFFERS (BIDS) 

 

 EXHIBITS 

Exhibit 1 – Declaration of Federal Employment 

Exhibit 2 – Form 15269 

Exhibit 3 – Form 13340 

Exhibit 4 – Form 9659 

Exhibit 5 – Form 13456 

Exhibit 6 – Form 6153 

 

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

other contract. 

SCOPE: These specifications cover the production of four (4) separate mailers consisting of static text and variable data 

requiring such operations as the receipt and processing of transmitted data; printing/variable imaging; perforating; folding; 

presorting; and mailing. 

NOTE: A copy of the exhibit pages are included at the end of the specifications.

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

up to 25% of the total estimated quantity until the date specified in the schedule listed below under “Government 

Furnished Materials”. These quantity adjustments may be made via email and will be the FINAL quantity. These 

adjustments will not change the scheduled turnover dates. Billing adjustments for scheduled quantity changes (+ or -) will 

be at the contractor's quoted "ADDITIONAL RATE". If no changes have been received by the scheduled date for final 

quantity adjustments, the bid quantities will stand as the FINAL contract quantity. 
Page 3 of 30 428-042 

SECTION 1: BIDDING AND PRODUCTION SCHEDULE 

 Date Event 

11-07-23 Specifications posted for bid. 

11-14-23 Bidding ends.

11-21-23 Award of contract (Purchase Order Number by phone). Electronic Media or Self-Mailer & 

construction dummy available. 

 

11-28-23 Production & Quality Plans (See Sec. 1.2 & Sec. 1.3), Security Letter and Safeguarding IRS 

Confidential Information (See Sec. 2.2). 

12-02-23 Preproduction conference. 

12-13-23 Address files / Core record layout provided to contractor.

 

12-13-23 Self-mailer quantity adjustments (may be by telephone/email).

 

01-05-24 Earliest turnover of self-mailers to Postal Service. 

01-08-24 Complete turnover of mail self-mailers to Postal Service.</Ship> 

01-09-24 Contractor must electronically submit postage summary reports (See Section 5).

SCHEDULE: Adherence to this schedule must be maintained 

This is a time sensitive procurement. However, uncontrollable circumstances such as Congressional Legislation may 

delay IRS in providing the furnished materials to the contractor. In the event of any uncontrollable delays by the 

Government, no schedule adjustments or extensions will be allowed. 

The ship/deliver date indicated on the GPO jacket number is the date products ordered for mailing f.o.b. contractor’s 

city must be delivered to the U.S. Postal Service. 

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

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

be relieved of any responsibility in meeting the shipping schedule because of failure to request such information. 

All security/training documentation, procedures, protocols must be in place at time of award and contractor must 

be an IRS security cleared vendor. Extra time will not be provided to meet security requirements, no exceptions. 

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

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

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

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

discussed are: 

 

1) Processing and sorting electronic distribution files 

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

3) Coordination/communication from one production phase to another 

4) Who will be responsible for each phase 

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

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

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

8) Any other special requirements which are specific to this 
Page 4 of 30 428-042 

 

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

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

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

contractor. 

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

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

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

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

updated plans within one (1) workday of request. 

The contractor shall submit the plans as a PDF file to: tsankey@gpo.gov, Glenn.R.Pelishek@irs.gov, and 

Andre.J.Jones@irs.gov. 

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

waive some or all of these plans. 

Items to be included in the Production Plans are: 

1) Processing and sorting master file CD-ROMS, as well as the security of the CD-ROMs and taxpayer information 

2) Scheduled startup dates for all phases of production at all locations (i.e., multiple facilities) 

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

4) Who will be responsible for each phase 

5) How will subcontractors be involved and kept informed 

6) Specific production dates of all subcontractors 

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

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

9) Any other special requirements which are specific to this contract 

1.3 QUALITY SYSTEMS PLAN: In conjunction with the Postaward Production Plans, the prime contractor shall submit a 

PDF file of their plans outlining the Quality Systems, as specified below. The plans shall be submitted to: apsdc@gpo.gov, 

Glenn.R.Pelishek@irs.gov, and Andre.J.Jones@irs.gov at the IRS and to the Government Publishing Office. The proposed 

Quality Systems Plans are subject to Government approval. 

Failure to maintain the quality systems in accordance with the contractor’s quality plan approved by the Government may 

result in the Government’s termination of the contractor for default. 

Quality Systems: The prime contractor shall initiate, prior to startup and maintain throughout the term of this contract, a 

Quality Systems to assure conformance to all requirements of this contract. The plan should also address what actions will be 

initiated when defects are detected. 

The Quality Systems shall assure the quality of components from subcontractors and subsidiary plants. This element includes 

assuring that components from different sources will be compatible BEFORE the start of production. 

The Quality Systems shall include procedures for assuring that all variable data elements are accurately and completely 

imaged and that all addressed items are mailed. These procedures shall explicitly describe the methods to be used to assure 

that no records are missed or duplicated when an interruption of variable imaging occurs (e.g., due to equipment 

malfunction) during all phases of production. 

Quality Systems Official: The prime contractor shall designate an official who shall monitor and coordinate the Quality 

Systems. This official shall serve as the Government’s main point of contact on quality matters during the term of this 

contract. The name of the official shall be provided in the plan along with title, position, and telephone number. 
Page 5 of 30 428-042 

Records: Records of tests, inspections, and critical process controls shall be time stamped and maintained on file. The 

records must be made available to the GPO and/or IRS inspector until the expiration of the warranty period of this contract 

(see GPO Contract Terms). Copies of the forms used to record the inspections and test results shall be submitted with the 

plan. 

Inspection by the Government: The right of the Government to make general or specialized tests and inspections does not 

relieve the contractor of any responsibility. Quality Systems shall not relieve the contractor of responsibility for meeting all 

requirements in this contract. 

1.4 PREPRODUCTION TELECONFERENCE CALL: A preproduction teleconference call will be held within two (2) 

workdays of certification. The purpose of the conference will be to discuss and review all aspects of the contractor’s internal

and external operations required to complete this contract. Attending this meeting will be representatives from the Internal 

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

preproduction conference call. 

The estimated time of call will be four (4) hours. 

The contractor will conduct this preproduction conference call during which the postaward production plans will be 

discussed and the Quality Systems Plans will be reviewed in depth. 

To establish coordination of all required operations, a representative of all subcontractors involved should also be present as

well as representatives from each involved production area for the prime contractor. It may also be required that the 

contractor have the local Postal Service representative in attendance. 

1.5 QUALITY SYSTEMS AUDIT: In connection with the preproduction conference call (see “PREPRODUCTION 

TELECONFERENCE CALL”), should the Government elect, a quality systems audit could be conducted. Following the 

conference call, IRS/GPO may conduct an in-depth audit of all contractor quality control methods, quality systems, and 

quality plans in a formal review of the previously approved written plan. This audit would require the contractor to plan, in 

advance, all quality related functions which would be required to complete the contract. Should subcontractors be involved, a 

complete audit of their quality systems may also be performed. This procedure will be mandatory for all contractors doing 

IRS Tax Notice mail-out work for the first time. 

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

and Mailing Report” (see Exhibit 4) and email Form 9659 each workday, by 1:00pm (Eastern Standard Time), to 

Glenn.R.Pelishek@irs.gov, and Andre.J.Jones@irs.gov.

SECTION 2: MATERIALS 

2.1 FURNISHED BY THE GOVERNMENT: 

Data files furnished via secure email or SFTP. Electronic transfer will be via secure email attachment in a PDF file(s) 

generated from Adobe Acrobat 9.1 or later. The Government will supply a composite PDF file, and all fonts will be 

embedded in the files at the PDF level. (Do not un-embed fonts. This may result in a loss of data.) The PDF files are 

backward-compatible to Adobe Acrobat 8.0. 

Contractor must be capable of reading files produced in Extended Binary Coded Decimal Interchange Code 

(EBCDIC) format. The data will be encrypted/password protected using WinZip 9.0 (256-Bit AES encryption). The 

Secure File Transfer Protocol (SFTP) will be used for the taxpayer’s data transfer to the contractor. The contractor 

will be required to retrieve the data file(s) using SFTP protocol. 

Core Record Layout: IRS will furnish core record layout via email. 

United States Postal Service (USPS) pallets made available by the USPS upon request. 
Page 6 of 30 428-042 

IRS Form 9558 – Inspection Notification Report. 

Mailing permit number and indicia for the First-Class Mail. 

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

6153 (IRS carton label), will be emailed to the contractor shortly after award. See Exhibits 4-6. 

 

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. 

2.2 FURNISHED BY THE CONTRACTOR:

All materials and operations, other than those listed under “GOVERNMENT TO FURNISH,” necessary to produce 

the product(s) in accordance with these specifications. 

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

provider. Contractor must meet all IMb preparation and postage documentation requirements as required in the 

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

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

The contractor is required to have Internet access provided through an Internet Service Provider (ISP Completing 

Forms 13456 and 13456A), an email account, and a web browser equivalent to Internet Explorer 6.0 or Microsoft 

Edge version 96.0.1054.57. The contractor is also required to have Adobe Acrobat 9.1 (or higher) software (not 

Adobe Reader). The contractor must furnish an email address for the IRS to email the forms mentioned above. 

 Furnished Data and Security/Security Letter: The contractor must guarantee that they, and any 

subcontractor(s), will not reproduce or allow reproduction of any information furnished by IRS, nor use or 

allow any person to use the furnished information, for any other purpose than producing/mailing the 

notices on this contract. For the Security Letter, the contractor must email on company letterhead to the 

Andre Jones Andre.J.Jones@irs.gov, Glenn Pelishek Glenn.R.Pelishek@irs.gov period the contractor 

and/or subcontractor(s) have possession of taxpayer information. (See IRS Publication 4812 “Contractor 

Security & Privacy Controls.” A copy may be obtained either at http://www.irs.gov (click “forms and 

pubs”) or from the IRS Andre Jones Andre.J.Jones@irs.gov.

. 

Unusable Data: Data received in an unusable condition or any missing data will be replaced by IRS on an expedited basis. 

If the contractor has not reported any discrepancy to the Government within five (5) workdays of receipt of data, it will 

be understood that none exists. The contractor may notify Andre Jones directly only if there is a problem with the data. 

Contractor to provide the following: Job Run File ID; Batch Cycle Group; and a brief explanation of the problem. 

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

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

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

agency. 

As applicable, 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. Contractor will be required to create all bleeds. 

The contractor must verify the accuracy of the Postal barcodes, output as part of the carrier sheet/mail-out envelope 

printing, with the USPS. 

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

that the Government will make all major revisions. 

Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy. 
Page 7 of 30 428-042 

DATA SUPPRESSION OPERATIONS (When Required): 

When required by IRS, contractor must perform a search of IRS-furnished data files, locate specified records, and 

remove them from the files, ensuring those notices are not mailed. In addition, contractor must perform a beforeand-after count of records demonstrating removal of the records and provide IRS a separate, encrypted file of 

suppressed records. 

When required by IRS, contractor must search, identify, and suppress any records containing missing element fields 

In addition, contractor is required to provide IRS a separate, encrypted file containing the suppressed records for 

the missing element fields. 

Contractor will be required to perform this process as many times at the IRS deems necessary to cycle the files and 

complete the above data suppression operations. 

2.3 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. https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf 

 

JCP Code* A60, Uncoated Text, White, Basis Size 25 X 38", 70 or 80 lbs. 

SECTION 3: SPECIFICATIONS 

3.1 ITEM: OTC Self Mailers. 

Mailer 1A 

Mailer 1B 

Mailer 2A 

Mailer 2B 

3.2 QUANTITY (estimated): 

Mailer 1A – Approximately 1,600,000 self-mailers per order. 

Mailer 1B – Approximately 5,000 self-mailers per order. 

Mailer 2A – Approximately 1,600,000 self-mailers per order. 

Mailer 2B – Approximately 5,000 self-mailers per order. 

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

NOTE: The quantity provided at the time the order is offered is an approximate quantity only. The exact, final 

quantity will be provided when the furnished materials are provided to the contractor. 

QUANTITY VARIATION: No shortages or overruns will be allowed. 

3.3 TRIM SIZE: 

 Letter 1A and Letter 1B 

 8-1/2 x 11” flat* 

 8-1/2 x 5-1/2” folded* 

 Letter 2A and Letter 2B 

 8-1/2 x 11” flat* 

 8-1/2 x 3-2/3” folded* 

 Letter 1 A&B are 8-1/2” x 11” flat and folded to 8-1/2” x 5-1/2” with stubs left and right, seal glue on top or stub 

 Letter 2 A&B are 8-1/2’ x 11’ flat and folded to 8-1/2’ x 3-2/3” with stubs left and right, seal glue on top or stub 

1/2” firm glued perforated tear-off stubs on the left and right (11” side) and top or seal on top after folding. 

3.4 NUMBER OF PAGES: 

2 pages (one leaf) 
Page 8 of 30 428-042 

3.5 PRINTING: 

Prints face and back, head-to-head, with type/rule matter, and an agency logo in black ink with a 10% screen on 

face (security tint). Image variable elements from the IRS record layout on all printed pages of the notice in black. 

Refer to “IMAGING/ADDRESSING” for more information regarding the variable imaging. Contractor may use 

their own design on security tint but must guarantee that the product will ensure complete opacity and prevent 

show through of any material contained therein. 

IMAGING/ADDRESSING: The imaging and addressing may be accomplished by either impact printers or nonimpact printers. Imaging must meet the following requirements: 

 The size of the type must be at least 12 point (in height, not characters to the inch) and the font may be 

Helvetica, Siemens Gothic Text, Siemens Essay Standard, Scitex Gothic International Medium, or Kodak 

Gothic. Any other font must be approved before the preproduction teleconference call. 

 Imaging must be black. 

 All characters must align. 

 No missing data or entries. 

 No duplicate data or entries. 

 Addresses will have no more than 5 lines (7 lines including carrier route line and delivery point barcode). 

 There will be a maximum of 39 characters per line and spaced 6 lines per inch vertically. 

 No broken characters. 

 No smearing. 

 No visible wicking. 

 No visible gloss. 

 Reflectance of characters shall be visually uniform. 

Face and Back of Notice (as applicable): Image letter text data, mail date of notice, the first name line, second name 

line, street address, city, state, zip code, using position 1 to 162 on the record layout. Contractor will be required 

to take information from the furnished data and format it to create an 11-digit Delivery Point Barcode to achieve 

lowest the postage costs to the Government. This Barcode is to be imaged below the last line of the address, in 

accordance with the USPS Domestic Mail Manual (DMM). It must be on all 3/5 digit and basic mail and may print on 

carrier route mail. 

3.6 BINDING/CONSTRUCTION: (Self Mailer): Trim four sides. 1/2” firm glued perforated tear-off stubs on the left 

and right (11” side) and top or seal on top after folding. 

Separate leaf to be constructed as a self-mailer Trim size of self mailer must be suitable to completely enclose the 

folded. 

Contractor to perforate along the entire left and right vertical edges. Perforations are to be 1/2” in from the left and 

right edges of sheet creating tear-off stubs. 

Completely secure all parts of carrier sheet only at left and right or top in the tear-off stubs with a firm glue that 

will hold securely during the mailing process. 

The open, horizontal side must be sealed either with a firm glue that will hold securely during the mailing process but 

permit easy opening by the recipient; or, by creating another perforated, tear-off stub the same as the left/right tear-off 

stubs. 

NOTE: Wafer seals/tabs are not allowed. 

Perforations (slit or slot, with or without ink) must be clean and of sufficient strength to ensure that they do not tear or 

break away during the mailing process yet allow for easy separation by the recipient. 

Construction of self-mailing must meet all USPS requirements for First-Class Mail. 
Page 9 of 30 428-042 

3.7 MARGINS: The minimum margins will be 1/4” head; center left and right. Unless otherwise specified, contractor 

must follow the margins as indicated in the furnished electronic media. NOTE: The margins may vary based on the Self 

mailer being produced. 

SECTION 4: PROOFS 

4.1 PDF PROOF (STATIC): One (1) press quality PDF soft proof will be required (of static 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. 

Proofs must show margins. Proofs must show all margins and dimensions, and indicate trim marks. For mail-out 

envelopes, proofs must show flap, window size and placement (if applicable), and security tint; or, at contractor’s option, 

for carrier sheets, proofs must show perforation placement and security tint. 

4.2 PDF PROOF (STATIC/VARIABLE): Upon approval of the PDF soft proof for the notice (static content only)) – 

One (1) PDF soft proof (of static content and populated with variable content) of the notice 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. Proofs must show margins. Contractor to use 

variable data from the furnished data files. 

Contractor to furnish a random sampling of not less than 100 PDF soft proofs. NOTE: Contractor is not to use the first 100 

names in the furnished data files. Proofs must contain all notice information as required (see “IMAGING/ADDRESSING” 

specified herein). Proof will be evaluated for proper font type, spacing, alignment, etc. 

Proofs must contain all the live variable data for each name as provided in the furnished data. The variable data may 

consist of taxpayer name and address, dollar amount to be received, method to be furnished, and date. Additional variable 

data fields may be required. 

Proofs must show all margins and dimensions, and indicate trim marks. 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.” 

 No specific date is mandatory for submission of proofs (for static content only). Proofs must be submitted 

as soon as possible to allow for revised proofs if contractor’s errors are judged serious enough to require 

them. 

 Proofs will be withheld no more than two (2) workdays from their receipt at the ordering agency until 

changes/corrections/“O.K. to Print” are provided via email. 

 Contractor to submit populated proof (for static and variable content) within two (2) workdays of “O.K. 

to Print” on proofs (for static content only). 

 All proof and transit time is included in the specified schedule. 

 The IRS request daily image PDF sample during product for review. Send PDF sample to 

Glenn.R.Pelishek@irs.gov, and Andre.J.Jones@irs.gov.

Proofs must show all margins and dimensions, and indicate trim marks. 

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 
Page 10 of 30 428-042 

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.” IRS requests 2 day hold on proofs. 

All expenses incidental to submitting PDF soft proofs and furnishing printed/imaged samples must be borne by the 

contractor. 

 Contractor to email PDF soft proofs containing static matter only to the IRS Andre Jones 

Andre.J.Jones@irs.gov.

 All PDF soft proofs containing variable data are to be securely emailed as an encrypted zip file to the IRS 

Andre Jones Andre.J.Jones@irs.gov.

 The password must be provided in a separate email. The email to be marked “POPULATED PROOFS” and 

must include the GPO jacket number. 

SECTION 5: DISTRIBUTION 

Mail f.o.b. contractor’s city each individual notice mailer to domestic (nationwide, including APO/FPO and the U.S. 

Territories) and foreign destinations. Contractor is responsible for all costs associated with transporting mailers to the 

USPS. 

NOTE: Total weight must not exceed 1 oz. to minimize postage costs. 

These self-mailers must meet USPS height to length ratio requirements for “First-Class” mail. 

 Contractor must mail to furthest destinations (from the contractor’s facility) first. 

USPS Regulations: The contractor must comply with all U.S. Postal Service regulations governing the preparation of 

First-Class rate mailings which are in effect at the time of the mailing for both domestic and international mail, including 

the issuance of the required forms (mailing statements) and the weighing of shipments. The contractor must meet with 

local postal authorities before the start of production. 

The Domestic Mail Manual has specific requirements regarding the minimum and maximum package sizes and must be 

adhered to by all mailers. 

Carrier Route Presort: The contractor must utilize a commercially prepared software package for assigning a portion 

of the mail file in an approved carrier route format (carrying carrier route endorsement and number on the first line of 

the mailing address). 

 Intelligent Mail Barcode (IMb): Contractor will be required to create and apply the proper USPS IMb coding for 

tracking purposes for billing and research for the IRS. 

 Contractor will utilize the USPS Informed Visibility (IV) Mail Tracking & Reporting (IV-MTR) service that provides 

end-to-end mail tracking information for letter and flat pieces, bundles, handling units, and containers. Contractor will 

provide mail scanned events reports or provide access to reports that include, at a minimum: mail drop date, quantities, 

postage, and last delivery scan event. If the contractor elects to provide reports, the reports will be made available by 

close of business Friday for the week in which a mailing has occurred. Contractor must adhere to all USPS Domestic 

Mail Manual and USPS IV Mail Tracking and Reporting Guide requirements. 

 The contractor is to furnish documentation on 100% of mail turnover to USPS by the date specified on the contract. 

Zip Code Count Report: Contractor’s software must provide 3-digit, 5-digit, and carrier route zip code count report for 

the contractor’s use during the addressing operation. Mailed must be Presorted to maximize postal discount to USPS 

First Class Letter Commercial Automation 5-digit and AADC levels whenever possible. 
Page 11 of 30 428-042 

Presort Palletization: As outlined by the Postal Service in the Domestic Mail Manual, the carrier route presort 

palletization program requires that in most cases, depending on thickness and weight, individual mailers of 10 or more 

pieces be prepared for carrier routes. This may take the form of packages or packages in bundles presented on pallets. 

See DMM for specific requirements. 

 

Internal Wrapping or Tying: All bundles containing mixed carrier routes or 3/5-digit zip codes require internal 

wrapping or tying in direct packages of 10 or more letters. See DMM for specific requirements. 

Postal Pallets: The USPS will provide pallets upon contractor’s request, or contractor may use their own pallets that 

meet postal requirements, at their own expense. Loaded pallets must be wrapped with a shrinkable or stretchable plastic 

strong enough to retain the integrity of the pallet during transportation and handling. Pallets must be prepared in 

accordance with the requirements in the Domestic Mail Manual for (Notices and Bundles Presented on Pallets) and 

(Palletizing Sacks). See the DMM for preparation requirements for palletizing First-Class Mail. Letters must be 

palletized separately from sacks. The sack tags must be barcoded and readable by USPS equipment. Further details on 

pallet loading and flagging may be obtained by consulting local Postal Customer Representatives, bulk mail acceptance 

personnel. 

 

Coding Accuracy Support System (CASS): Addresses for this contract must be verified against a USPS certified Coding 

Accuracy Support System (CASS) certified software address hygiene program. 

 

National Change of Address (NCOA): Addresses for this contract must verified against the USPS NCOA Link program. 

All related costs to perform this operation must be included in submitted bid pricing. No additional reimbursement will 

be authorized. 

 

Presort Accuracy Validation and Evaluation (PAVE): Contractor’s software must be PAVE certified. 

 

USPS Secure Destruction: Upon contract award, IRS shall provide a designated Mailer ID and the USPS Service Type 

Indicator (STID) to be used for the USPS service Secure Destruction. Contractor must include provided Mailer ID and 

STID within the Intelligent Mail Barcode. 

 

Pallet Assembly and Storage/Staged: Loaded pallets must be assembled and stored/staged for eventual turn over to 

U.S. Postal Service beginning no sooner than the date specified on the contract. The pallets are to be staged in order so 

that the furthest destinations from the contractor’s facility will be turned over first and the closest destinations last. 

 Contractor must specify the location of the staging area(s) and the proposed point of entry(ies) for each notice mailer 

they are producing. (See “SCHEDULE OF PRICES.”) 

 

First Class Mail: The Postal Service will verify the total weight of the mailing. The contractor must comply with all 

Domestic Mail Manual regulations governing use of First-Class Mail. Due to the IRS’s 100% delivery requirement, 

optional mail procedures that do not weigh each pallet of mail are not allowed or authorized. 

 

Vehicles Provided: Truck/trailers (vans) will be provided by U.S. Postal Service. However, physical loading is the 

contractor’s responsibility, in conformance with the U.S. Postal Service loading plan. Vans will not be provided before 

earliest turnover date as indicated in the schedule for each order without demurrage costs. 

 

Turnover Requirements: Contractor must ship to furthest designations (from the contractor’s facility) first. Contractor 

must release the notices to USPS no later than the schedule for each order. 

 

APO/FPO: APO/FPO mail is to be addressed by the contractor, tied into 5-digit packages, placed in regular canvas 

bags for each unique zip code, and mailed to San Francisco/Oakland or New York per the DMM requirements. The 

contractor must obtain bag tags (or produce tags at their own expense) from the Postal Service for each APO/FPO 

destination. Each bag tag should contain the following: 
Page 12 of 30 428-042 

 APO Destination and code (e.g., APO AE 09028) 

 First-Class Mail (STD A FLATS) 

 IRS Washington, DC 20224 

Postage Statements/IRS Postal Forms: The contractor is required to complete and submit (via email) Form 13456 to 

the IRS within three (3) workdays after the final turnover of mail packages to the USPS. Contractor to email Form 

13456 to postage@publish.no.irs.gov and to the IRS Andre Jones Andre.J.Jones@irs.gov.

For contractor’s convenience, Form 13456 is provided as a fillable PDF file. The IRS will complete the top portion 

of the form prior to emailing to the contractor. If there is any information missing or incorrect, please contact Andre 

Jones Andre.J.Jones@irs.gov 

The contractor is responsible for capturing five (5) data elements from every postage statement (i.e., USPS Form 3602, 

3602-R, 3600). The five (5) elements are: 

(1) Barrel stamped post office zip code 

(2) Postage statement date 

(3) Quantity mailed 

(4) Postage amount 

(5) Postage statement type 

NOTE: The form must contain only postage information for the designated GPO contract number.

 

Prior to submitting Form 13456, the contractor must rename the file “GPO number_date.pdf (e.g., “000-000_9-02-

03.pdf”). If the contractor completes an additional form per day, they should add a suffix to the file name starting with 

the letter “a” then “b”, etc., (e.g., “a 000-000_09-02-03.pdf). The contractor is also responsible for the accuracy of the 

information returned to the IRS. Any delay or missing input could result in delay of payment. 

 

All Postage Statements (USPS Form 3600, 3602-R, 3600) must contain the IRS Agency Cost Code “67039” in the 

“Federal Agency Cost Code” box. The GPO contract numbers must be included in the mailer information located in the 

upper portion of the postage statement. 

 Daily Mailing Report: Contractor is required to email a daily report showing completed mailing to the 

Andre Jones Andre.J.Jones@irs.gov.

 Daily Postage Summary Report: Contractor is required to submit daily postage summary reports, showing 

the number of pieces and cost of Carrier Route, 3/5 digit, and Basic broken out by weekly mailings and 

the grand total. The reports are to be submitted following Delivery Point Validation processing. Contractor 

to email the daily reports to the IRS Andre Jones Andre.J.Jones@irs.gov.

Final Shipping Notification: Contractor is required to submit a final shipping notification on the final day of shipping 

confirming that the order is completed. Contractor to email the final shipping notification to the IRS Andre Jones 

Andre.J.Jones@irs.gov.

 

Daily Production Report: Contractor is required to provide daily addressing production information required to 

complete Report Form 9659. Contractor to email the report to the IRS Andre Jones Andre.J.Jones@irs.gov.

 

PRODUCTION SAMPLES: Contractor must send fifty (50) production samples per the schedule via traceable means 

to: IRS/NCFB, 5000 Ellin Road, Attn: Andre Jones, C6-175, Mail stop: C6-175, Lanham, Maryland 20706, 202-468-

0350. NOTE: These copies are to be considered sample copies (therefore, these must have no sensitive data) and WILL 

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

must be borne by the contractor and sent overnight. In addition, contractor must NOT include these copies on IRS 

Form 9659. 
Page 13 of 30 428-042 

Contractor to image using dummy address information specified below: 

 ECRLOT **CO l7 

8900025764325 

JAMES A & ANDREA A TAXPAYER 

16305 Main Ave NW 

ANYTOWN US 99999-9999 

(Apply Delivery Point Barcode here) 

 Upon completion of each order, the contractor must delete/scrub all furnished data from their systems. 

Contractor must provide a destruction certificate to IRS Andre Jones Andre.J.Jones@irs.gov.

SECTION 6: PRIVACY AND SECURITY REQUIREMENTS - Protection of Confidential Information 

The contractor/subcontractor shall comply with all Federal, state, and local laws, and IRS policies and regulations to 

include but not limited to: 

(a) The contractor/subcontractor shall restrict access to all IRS Sensitive But Unclassified (SBU) 

information obtained in the performance of this contract to those employees and officials who need it 

to perform the specific services outlined in this contract. 

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

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

protect the confidentiality of the records and in such a way that the unauthorized persons cannot gain 

access to any such records. 

(c) The contractor/subcontractor shall inform all personnel with access to the confidential 

information obtained from the IRS in the performance of this contract of the confidential nature of 

the IRS SBU information and the safeguards required to protect this information from improper 

disclosure. 

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

work knows the prescribed rules of conduct and that each contractor/subcontractor employee is aware 

that he/she may be subject to criminal penalties for violations of the Privacy Act. 

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

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

(f) All contractor/subcontractor employees shall either be literate in English or have a translator available 

at all times who can read, speak, and understand the language in order to ensure all operational, 

security, and contract requirements are met. The contractor/subcontractor shall ensure 

communications are provided at a level such that employees can understand instructions and converse 

with the customer. 

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

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

only IRS cleared employees may enter. All phases of work will be staged in one main area for each 

process and sufficiently protected from unauthorized access or commingling with non-IRS work. If 

dedicated production areas with fixed barriers are not possible, all employees with access to the 

production area will need to be security screened. All IRS work areas will be open to IRS for 

contractor/ subcontractor, at least one supervisory employee must be permanently assigned to the 

secured areas to always visually observe the printing, imaging, binding, construction, inserting, 

storing, shipping, and destruction of any spoiled materials. presentative for inspection at all times. 

(h) For contractor/subcontractor, at least one supervisory employee must be permanently assigned to the secured 
Page 14 of 30 428-042 

areas to always visually observe the printing, imaging, binding, construction, inserting, storing, shipping, and 

destruction of any spoiled materials. 

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

2021) 

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

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

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

programs, or the privacy to which individuals are entitled under Section 552a of Title 5, United States Code 

(USC) (the Privacy Act) but which has not been specifically authorized under criteria established by an 

executive order or an act of Congress to be kept secret in the interest of national defense or foreign policy.’ 

SBU may be categorized in one or more of the following groups — 

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

 Returns and Return Information 

 Sensitive Law Enforcement Information 

 Employee and Personnel Information 

 Personally Identifiable Information (PII) 

 Information Collected or Created from Surveys 

 Other Protected Information 

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

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

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

and 7431). This contract is covered by IRC 6103(n) and the related regulation - 26 CFR §301.6103(n)-1. 

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

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

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

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

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

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

controls and guidance. 

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

United States or its territories and possessions and who require staff-like access, wherever the location, to 

IRS-owned or controlled facilities or work on contracts that involve the design, operation, repair, or 

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

eligibility requirements under IRM 10.23.2, Personnel Security, Contractor Investigations, and shall be 

subject to security screening and investigative processing, commensurate with the position sensitivity level, 

and in accordance with IRM 10.23.2, and TD P 15-71. Contractor (including subcontractor) personnel must 

be found both eligible and suitable, and approved for staff-like access (interim or final) by IRS Personnel 

Security prior to starting work on the contract/order, and before being granted access to IRS information 

systems or SBU information. 

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

created by the contractor (including subcontractor) personnel shall be treated as confidential information and 

shall be used only for the purposes of carrying out the requirements of this contract. Inspection by or 

disclosure to anyone other than duly authorized officer or personnel of the contractor (including 

subcontractor) shall require prior written approval of the IRS. Requests to make such inspections or 

disclosures shall be addressed to the Contracting Officer (CO). 
Page 15 of 30 428-042 

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

Nondisclosure Agreement for Sensitive but Unclassified Information, each contractor (including 

subcontractor) personnel who requires staff-like access to SBU information shall complete, sign and submit to 

Personnel Security – through the CO (or COR, if assigned) — an approved Nondisclosure Agreement prior to 

being granted staff-like access to SBU information under any IRS contract or order. 

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

information must complete IRS-provided privacy and security awareness training, including the Privacy, 

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

Training for Information Systems, Information Protection and Facilities Physical Access. 

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

external communications). The contractor (including subcontractor) shall employ encryption methods and 

tools to ensure the confidentiality, integrity, and availability of SBU information. 

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

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

 For email and text messaging, the contractor/subcontractor shall abide by IRM 10.8.1.4.17.2.2“Electronic 

Mail (Email) Security”, IRM 10.5.1.6.8 “Email” plus all subsections, and IRM 10.8.2.2.1.18 “Contractor”; 

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

content, and restrictions on personal email accounts.

 For alternate work sites the contractor/subcontractor shall abide by IRM 10.8.1.4.11.16 “PE-17Alternate 

Work Site” or Publication 4812 section 21.16 “PE-17 Alternate Work Site”. Included are requirements 

for incident reporting, encryption, and secure access.

10. Incident and Situation Reporting. Contractors and subcontractors are required to report a suspected or 

confirmed breach in any medium or form, electronically, verbally or in hardcopy form immediately upon 

discovery. All incidents related to IRS processing, information or information systems shall be reported 

immediately upon discovery to the CO, COR, and CSIRC. Contact the CSIRC through any of the following 

methods: 

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

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

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

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

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

Administration (TIGTA) hotline at (800) 366-4484. 

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

(including subcontractor) shall not allow contractor or subcontractor personnel to access, process or store 

SBU on Information Technology (IT) systems or assets located outside the continental United States and its 

outlying territories. 

Contractors (including subcontractors) utilizing their own IT systems or assets to receive or handle IRS SBU 

data shall not commingle IRS and non-IRS data. 

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

to which the contractor (or subcontractor) was given staff-like access (as well as all related output, 

deliverables, or secondary or incidental by-products, information or data generated by the 

contractor/subcontractor or others directly or indirectly from the source material), regardless of form or 

format, shall be completely purged from all data storage components of the contractor’s (or subcontractor) 

facilities and computer systems, and no SBU/Personally Identifiable Information (PII) information will be 
Page 16 of 30 428-042 

retained by the contractor either — 

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

(including subcontractor) other, continuing contractual obligations to the IRS or

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

The contractor (including subcontractor) shall completely purge from its systems and Electronic Information 

Technology, and/or return all SBU data, including PII and tax information (originals, copies, and derivative 

works) within 30 calendar days of the point at which it has served its useful contractual purpose, or the 

contract expires or is terminated by the IRS(unless, the CO determines, and establishes, in writing, a longer 

period to complete the disposition of SBU data including PII and tax information). 

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

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

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

destroyed or returned. 

13. Records Management. 

A. Applicability 

This language applies to all contractors/subcontractors whose personnel create, work with, or otherwise 

handle Federal records, as defined in Section B, regardless of the medium in which the record exists. 

Contractor/subcontractor personnel are bound by the Records Management by Federal Agencies (44 

U.S.C. Chapter 31) regarding the care and retention of Federal records. 

B. Definitions 

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

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

transaction of public business and preserved or appropriate for preservation by that agency or its 

legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, 

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

The term Federal record: 

1. includes IRS records. 

2. does not include personal materials. 

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

their IRS contract; and 

4. may include deliverables and documentation associated with deliverables. 

C. Requirements 

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

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

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

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

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

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

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

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

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and 
Page 17 of 30 428-042 

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

disposition only as permitted by statute or regulation. 

3. In accordance with 36 CFR 1222.32, contractor/subcontractor shall maintain all records created for 

Government use or created in the course of performing the contract and/or delivered to, or under the 

legal control of the Government and must be managed in accordance with Federal law. Electronic 

records and associated metadata must be accompanied by enough technical documentation to permit 

understanding and use of the records and data. 

4. IRS and its contractors/subcontractors are responsible for preventing the alienation or unauthorized 

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

custody of IRS or destroyed except for in accordance with the provisions of IRM 1.15.5, 

Relocating/Removing Records, the agency records schedules and with the written concurrence of the 

CO. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines 

and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, 

defacing, alteration, or destruction of records, contractor/subcontractor must immediately notify the 

appropriate CO. The CO must report the loss using the PII Breach Reporting Form. Privacy, 

Governmental Liaison and Disclosure (PGLD, Incident Management) will review the PII Breach 

Reporting Form and alert the Records and Information Management (RIM) Program Office that a 

suspected records loss has occurred. The agency must report promptly to NARA in accordance with 

36 CFR 1230. 

5. The Contractor/subcontractor shall immediately notify the appropriate CO immediately upon 

discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, 

records or equipment. Disclosure of non-public information is limited to authorized personnel with a 

need-to-know as described in the contract. The contractor/subcontractor shall ensure that the 

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

security and confidentiality of this information, data, documentary material, records and/or 

equipment is properly protected. The contractor/subcontractor shall not remove material from 

Government facilities or systems, or facilities or systems operated or maintained on the 

Government’s behalf, without the express written permission of the Head of the Contracting Activity. 

When information, data, documentary material, records and/or equipment is no longer required, it 

shall be returned to the IRS control or the contractor/subcontractor must hold it until otherwise 

directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely 

electronically transmitted to the CO or address prescribed in the 160-M contract. Destruction of 

records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 

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

relationship (subcontractor) in support of this contract requiring the disclosure of information, 

documentary material and/or records generated under, or relating to, contracts. The contractor (and 

any subcontractor) is required to abide by Government and IRS guidance for protecting sensitive, 

proprietary information, and controlled, unclassified information. 

7. The contractor/subcontractor shall only use Government IT equipment for purposes specifically tied 

to or authorized by the contract and in accordance with IRS policy. 

8. The contractor/subcontractor shall not create or maintain any records containing any non-public IRS 

information that are not specifically tied to or authorized by the contract. 

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

contains information covered by the Privacy Act of 1974 or that which is generally protected from 

public disclosure by an exemption to the Freedom of Information Act. 

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

the contract are the property of the U.S. Government for which IRS shall have unlimited rights to use, 
Page 18 of 30 428-042 

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

contractor/subcontractor rights in the data or deliverables must be identified as required by FAR 

52.227-11 through FAR 52.227-20. 

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

otherwise handle records are required to take IRS-provided records management training. The 

contractor/subcontractor is responsible for confirming training has been completed according to 

agency policies, including initial training and any annual or refresher training. 

D. Flow down of requirements to subcontractors 

1. The Contractor shall incorporate the substance of this language, its terms, and requirements including 

this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor 

acknowledgment of same. 

2. Violation by a subcontractor of any provision set forth in this language will be attributed to the 

Contractor. 

3. Other Safeguards. 

(End of clause) 

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

Physical Access (JUN 2021) 

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

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

operation of Federal information and information systems. In addition, contractor/subcontractor personnel are subject 

to the Taxpayer Browsing Protection Act of 1997, which prohibits willful unauthorized inspection of returns and 

return information and details that any violation of the Act could result in civil and criminal penalties. 

Contractor/subcontractor personnel are subject to the Privacy Act of 1974 (5 U.S.C. 552a; Pub. L. No. 93-579), 

December 1974. Contractor/subcontractor personnel are bound by the Records Management by Federal Agencies (44 

U.S.C. Chapter 31) regarding the care and retention of Federal records. 

1. The contractor must ensure all new contractor/subcontractor personnel complete all assigned briefings which 

are based on the responses provided on the Risk Assessment Checklist Form 14606. These responses 

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

Unclassified (SBU) data; and access to any IRS facility. Since new contractor/subcontractor personnel will 

not have access to the IRS training system, the COR shall provide softcopy versions of each briefing. 

i. Exception: Contractor personnel (including subcontractor) performing under IRS contracts with Nonprofit 

Agencies Employing People Who Are Blind or Severely Disabled (as described in FAR Subpart 8.7) are 

exempted from the a forementioned briefing requirements, unless the contractor/subcontractor requests 

access to the training, or there is a compelling justification for requiring the training that is approved by 

the Contracting Officer (CO). An example of this would be in an instance where visually impaired 

personnel is assigned to perform systems development and has potential staff-like access to IRS 

information. 

ii. Service Personnel: Inadvertent Sensitive Information Access Training contractor/subcontractor personnel 

performing: (i) janitorial and cleaning services (daylight operations), (ii) building maintenance, or (iii) 

other maintenance and repair and need staff-like access to IRS facilities are required to complete 

Inadvertent Access to Sensitive Information (SBU) Access training. 

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

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

to Taxpayer Data, Records Management, Inadvertent Sensitive Information Access and Insider Threat. The 
Page 19 of 30 428-042 

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

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

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

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

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

4. Training completion process: 

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

contractor/subcontractor personnel by either: 

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

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

have an IRS network account. 

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

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

multiple year basis, the contractor/subcontractor must ensure that personnel complete assigned SAT 

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

submit confirmation of completed annual SAT on all personnel unable to complete the briefings in the IRS 

training systems by submitting completed Form 14616 assigned to this contract/order/agreement, via email, to 

the COR, upon completion. 

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

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

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

7. Flow down of clauses. The contractor shall include and flow down, in its subcontracts (or arrangements or 

outsourced service agreements) that entails staff-like access to SBU information by a subcontractor, at any 

tier, the same Federal Acquisition Regulation (FAR) and local privacy and security or safeguard clauses or 

provisions for protecting SBU information or information systems that apply to and are incorporated in its 

prime contract with IRS. 

(End of clause) 

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

The Treasury Security Manual (TD P 15-71) sets forth investigative requirements for contractors and subcontractors 

who require staff-like access, wherever the location, to (1) IRS-owned or controlled facilities (unescorted); (2) IRS 

information systems (internal or external systems that store, collect, and/or process IRS information); and/or (3) IRS 

Sensitive But Unclassified (SBU) information. 

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

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

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

IRS information);

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

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

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

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

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

For details see IRM 1.4.6.5.1, Minimum Protection Standards); or,

 Enter physical areas storing/processing SBU information (unescorted)
Page 20 of 30 428-042 

Staff-like access is granted to an individual who is not an IRS employee (and includes, but is not limited to: 

contractor/subcontractor personnel, whether procured by IRS or another entity, vendors, delivery persons, experts, 

consultants, paid/unpaid interns, other Federal employee/contractor personnel, cleaning/maintenance personnel, etc.), 

and is approved upon required completion of a favorable suitability/fitness determination conducted by IRS Personnel 

Security. 

For security requirements at contractor/subcontractor facilities using contractor-managed resources, please reference 

the latest version of Publication 4812, Contractor Security & Privacy Controls. The contractor/subcontractor shall 

permit access to IRS SBU information or information system/assets only to individuals who have received staff-like 

access approval (interim or final) from IRS Personnel Security. 

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

favorable adjudication or affirmative results with respect to) the following eligibility/suitability pre-screening criteria, 

as applicable: 

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

compliance while actively working on IRS contracts);

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

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

website at www.sss.gov; 

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

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

Number (“A” Number);

 Background investigation forms;

 Credit history;

 Federal Bureau of Investigation fingerprint results; and,

 Review of prior Federal Government background investigations.

In this regard, contractor shall furnish the following electronic documents to the COR within 10 business days (or 

shorter period) of assigning (or reassigning) personnel to this contract/order/agreement and prior to the contractor 

(including subcontractor) personnel performing any work or being granted staff-like access to IRS SBU or 

IRS/contractor (including subcontractor) facilities, information systems/assets that process/store SBU information 

thereunder: 

 IRS-provided Risk Assessment Checklist (RAC); 

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

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

COR. Contract Duration: 

a. Contractor (including subcontractor) personnel whose duration of employment is 180 calendar days or more 

per year must meet the eligibility/suitability requirements for staff-like access and shall undergo a background 

investigation based on the assigned position risk designation as a condition of work under the Government 

contract/order/agreement. 

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

access, the contractor (including subcontractor) personnel must meet the eligibility requirements for staff-like 

access (Federal tax compliance, Selective Service Registration, and U.S. Citizenship or Lawful Permanent 

Residency), as well as an FBI Fingerprint result screening. 

c. For contractor (including subcontractor) personnel not requiring staff-like access to IRS facilities, IT systems, 

or SBU data, and only require infrequent access to IRS-owned or controlled facilities and/or equipment (e.g., 

a time and material maintenance contract that warrants access one or two days monthly), an IRS background 
Page 21 of 30 428-042 

investigation is not needed and will not be requested if a qualified escort, defined as an IRS employee or as a 

contractor who has been granted staff-like access, escorts a contractor at all times while the escorted contractor 

accesses IRS facilities, or vendor facilities where IRS IT systems hardware or SBU data is stored. As 

prescribed in IRM 10.23.2, escorting in lieu of staff-like access for IT systems and access to SBU data 

(escorted or unescorted) will not be allowed. 

The contractor (including subcontractor) personnel will be permitted to perform under the contract/order/agreement 

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

staff-like approval from IRS Personnel Security, as defined in IRM 10.23.2 – Contractor Investigations, and is 

otherwise consistent with IRS security practices and related IRMs, to include, but not limited to: 

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

- Policy and Guidance.

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

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

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

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

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

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

Flow down of clauses: The contractor shall include and flow down, in its subcontracts (or arrangements or 

outsourced service agreements) that entails access to SBU information by a subcontractor, at any tier, the same 

Federal Acquisition Regulation (FAR) and local security or safeguard clauses or provisions for protecting SBU 

information or information systems that apply to and are incorporated in its prime contract with IRS. 

(End of clause) 

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

(JUN 2021) 

The contractor, via email (Suitability Requirements.ps.contractor.security.onboarding@irs.gov), shall notify the 

Contracting Officer (CO), Contracting Officer’s Representative (COR), and Personnel Security within one (1) 

business day of the contractor (including subcontractor) becoming aware of any change in the employment status, 

information access requirement, assignment, or standing of a contractor (or subcontractor) personnel under this 

contract or order – to include, but not limited to, the following conditions: 

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

contract/order;

 Knowledge of the personnel’s voluntary separation from employment or performance on this contract/order (if 

no prior notice was given);

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

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

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

designation);

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

or release from employment.

 Anticipated extended absence of more than 45 calendar days.

 Change of legal name.

 Change to employment eligibility.

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

individual.

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

explanation); or

 When required by the COR, the contractor/subcontractor may be required to provide the information required 
Page 22 of 30 428-042 

by this clause to the IRS using the Risk Assessment Checklist (RAC) or security documents as identified 

by Personnel Security. The notice shall include the following minimum information:

 Name of contractor/subcontractor personnel.

 Nature of the change in status, assignment or standing (i.e., provide a brief non-personal, broadbased explanation);

 Affected contract/agreement/order number(s);

 Actual or anticipated date of departure or separation.

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

access to when performing work under this contract/order.

 When applicable, contractor (including subcontractor) using contractor (or subcontractor) owned systems for 

work must ensure that their systems are updated to ensure personnel no longer have continued staff-like 

access to IRS work, either for systems administration or processing functions; and

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

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

or badges – also referred to as Smart ID Cards) provided to the contractor/subcontractor personnel and its 

whereabouts or status.

In the event the subject contractor (including subcontractor) is working on multiple contracts, orders, or agreements, 

notification shall be combined, and the cognizant COR for each affected contract or order (using the Contractor 

Separation Checklist (Form 14604 (Rev. 8-2016)) shall be included in the joint notification along with Personnel 

Security. These documents (the RAC and security forms) are also available by email request to Personnel Security. 

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

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

Management is notified of Federal workspace that is vacant. 

The change in the employment status, assignment, or standing of a contractor (or subcontractor) personnel to this 

contract or order would not form the basis for an excusable delay for failure to perform under the terms of this contract, 

order or agreement. 

Flow down of clauses. The contractor shall include and flow down, in its subcontracts (or arrangements or outsourced 

service agreements) that entails staff-like access to SBU information by a subcontractor, at any tier, the same Federal 

Acquisition Regulation (FAR) and local security or safeguard clauses or provisions for protecting SBU information or 

information systems that apply to and are incorporated in its prime contract with IRS. 

(End of clause) 

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

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

screening or investigation. 

Immediately upon certification, the contractor must furnish the Government with a description of all positions requiring 

staff-like access to IRS data. The Government (including an IRS personnel security officer) will assess the risk level for 

each position and determine the need for individual security investigations. 

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

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

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

Security clauses. 

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

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

or Standing.

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

 IR1052.224-9001 Mandatory IRS Security Training for Information Systems, Information Protection and 
Page 23 of 30 428-042 

Facilities Physical Access.

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

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

risk background investigation for staff-like access. 

 The IRS shall bear the cost of conducting a security screening and fingerprinting contractor employees 

requiring one.

 The Government will provide electronic copies of the required forms.

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

must complete mandatory annual security training. 

The COR is responsible for ensuring contractors receive Security Awareness Training (SAT) within five (5) business 

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

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

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

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

Eligibility Requirements Include the Following: 

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

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

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

residency, from the date of legal entry, as a LPR. 

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

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

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

Security. 

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

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

contract. 

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

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

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

“Print an Official Selective Service Registration Acknowledgment Letter” button and follow the prompts for 

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

registered, he must provide a waiver of registration requirement from SS. 

Suitability Requirements Include the Following: 

         

 Documents Required for Security Screening: 

The following forms are required for each subject assigned to the contract: 

1. A completed Risk Assessment Checklist (RAC) spreadsheet (this spreadsheet should be completed by the 

contractor point of contact to provide the requested information about each employee who will be working 

on the contract.) 

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

3. A signed Non-Disclosure Agreement form (Exhibit 2) 
Page 24 of 30 428-042 

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

5. A completed Questionnaire for Public Trust Positions/Standard Form 85P (SF-85P) to be submitted 

through eAPP. The IRS Personnel Security team will send instructions for completing eAPP to the subject’s 

individual email address listed on the RAC spreadsheet. 

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

7. Each subject shall receive a copy of Notice 1379 (Tax Record Check Notice). 

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

(to be determined by Personnel Security): 

1. Privacy, Information Protection & Disclosure Briefing Mandatory Briefing 

2. Records Management Overview 

3. Introduction to UNAX Briefing for Contractors 

4. Certification of Annual UNAX Awareness Briefing 

5. Cybersecurity Awareness Training 

6. Contractor Security Awareness Training (SAT) Certification 

7. Inadvertent Sensitive Information Access 

8. Insider Threat and/or Facilities Physical Security. 

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

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

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

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

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

30th, of the current calendar year. 

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

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

this contract. 

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

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

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

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

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

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

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

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

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

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

of the current calendar year. 

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

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

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

Separation of Contractor’s Employee From this Contract:

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

Form 14604, Contractor Separation Checklist (to be provided upon request). 
Page 25 of 30 428-042 

The contractor shall email the Form 14604 to Andre Jones and assigned COR (name will be provided at time of 

award) within one (1) workday of the contractor becoming aware of any change in the employment status, 

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

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

hard copy) are removed from the separated employee. 

The change in the employment status, assignment, or standing of contractor personnel to this contract or order 

would not form the basis for an excusable delay for failure to perform under the terms of this contract, order, or 

agreement. 

Briefings: IRS will conduct a 1-hour privacy awareness briefing by teleconference with the contractor employees, 

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

account for shift work. Contractor must provide a site interpreter for services for hearing-impaired employees and 

translators for non-English speaking employees. This briefing is required before the subject’s work on the contract 

begins. 

Secure Shredding of Damaged Photocopies: Damaged photocopies must be securely shredded to a size that is 

unreadable to prevent disclosure of SBU information. (See “DISPOSAL OF WASTE MATERIALS.”) Chain of 

custody with material must be documented, and contractor personnel will conform to security requirements. 

100% ACCOUNTABILITY: Contractor must maintain 100% accountability in the accuracy of imaging and mailing 

of all pieces throughout the run. The contractor must ensure that there are no missing or duplicate pieces and that no 

pieces with mis-imaged data or imaged data derived from more than one record is on the same piece. The contractor 

must also ensure that no outgoing mailer contains IRS statements for more than one individual. 

UNIQUE NUMBER: The contractor will be required to produce a unique number for each notice produced on this 

contract, using their own equipment, so the contractor may retrieve and reproduce records for any unusable package or 

when packages are pulled as Quality Assurance (QA) Samples. If the unique number contains more than 10 characters, 

it must NOT begin with 1800, 1866, 1877, 1888, or 1900. The unique number must not appear on any labels. 

SPOILED NOTICES: The contractor must replace all spoiled imaged notices. The contractor must provide sufficient 

detail to fulfill the contract requirements for 100% mailing that there are no missing pieces. 

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

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

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

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

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

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

disposal. 

NOTE: Disposal of waste materials is a predominant production function and cannot be subcontracted. 

GPO SECURITY REQUIREMENTS 

SECURITY WARNING: It is the contractors responsibility to properly safeguard personally identifiable information 

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

identifiable information. PII is information which can be used to distinguish or trace an individuals identity, such as their 

name, social security number, biometric records, etc., alone, or when combined with other personal or identifying 

information which is linked or linkable to a specific individual, such as date and place of birth, mothers maiden name, etc. 

(Ref.: OMB Memorandum 07-16.) Other specific examples of PII include, but are not limited to:(a) Personal identification 

number, such as passport number, drivers license number, taxpayer identification number, or financial account or credit 

card number; 
Page 26 of 30 428-042 

(b) Address information, such as street address or personal email address; and, 

(c) Personal characteristics, including photographic image (especially of face or other distinguishing characteristic), 

fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, voice signature, facial geometry). 

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system whereby 

materials used to perform the contract are manufactured and/or stored (e.g. while awaiting distribution or disposal) so as to 

ensure against theft and/or the unauthorized possession of the materials. Contractor is cautioned that Government provided 

information shall not be used for non-government business. Specifically, Government information shall not be used for the 

benefit of a third party. 

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

1. The plan shall contain at a minimum how government files (data) will be secured to prevent disclosure to a third party 

prior to and after termination of contract; 

2. Explain how all accountable materials will be handled throughout all phases of production; 

3. How the disposal of waste materials will be handled; and, 

4. How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract shall be 

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

This proposed plan is subject to review and approval by the government and award will not be made prior to approval of 

same. 

NOTE: Contractor MUST submit security control plan within an hour from the "Review and Confirm" call. 

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 l974 and the rules and regulations issued pursuant to the Act in the design, 

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

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

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

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

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

design, development, or operation of a system of records on individuals to accomplish an agency function; and 

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

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

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

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

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

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

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

any employee of the contractor is considered to be an employee of the agency. 
Page 27 of 30 428-042 

(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. 

Contractor must comply with both IRS Privacy and Security Requirements and GPO Security/PII Requirements. 
Page 28 of 30 428-042 

SECTION 7 – QUALITY ASSURANCE 

 

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

specifications: 

 

Product Quality Levels: 

(a) Printing Attributes -- Level IV. 

(b) Finishing Attributes -- Level IV. 

Inspection Levels (from ANSI/ASQC 21.4): 

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

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

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

Attribute Specified Standard 

P-7. Type Quality and Uniformity Ok’d proofs/Furnished electronic files 

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

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

 

SECTION 8 – OFFERS (BIDS): 

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

specifications. 

 

Transportation charges are NOT a factor in determining award. 

 

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 pre-award survey at the contractor's/subcontractor's facility or to 

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

of a contract. As part of the financial determination, the low contractor may be required to provide one or more of the 

following financial documents: 

 

1) Most recent profit and loss statement 

2) Most recent Balance Sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

 

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

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

Government. Failure to provide the requested information in a timely manner may result in the Contracting Officer not 

having adequate information to reach an affirmative determination of responsibility. 

 

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

barcode coversheet program application is the most efficient method of invoicing. Instruction for using this method can be 

found at the following web address: http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html. 

 

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

Stop: FMCE, Washington, DC 20401. For more information about the billing process refer to the General Information of 

the Office of Finance web page located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid. 
Page 29 of 30 428-042 

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

will be made to the low responsible offeror whose offer is determined to be fair and reasonable. Bidder must fill out, 

initial/sign as indicated on pages 29 and 30 of these specifications. 

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

will perform on this contract. 

 

_________________________________________________________________________________________________ 

 

_________________________________________________________________________________________________ 

 

8.2 Location of shipping point/staging area: 

 

City___________________________________________________ State_____________ Zip Code________________ 

 

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

 

City__________________________________________________ State_____________ Zip Code________________ 

 

8.4 Name of Contact person: _________________________ Phone Number: ___________________________ 

 

FAX Number: _______________Email address (required)________________________________________________ 

 

8.5 At the same time invoice and associated documentation is submitted to GPO for payment, contractor MUST 

email a copy to Andre.J.Jones@irs.gov.

 

 
Page 30 of 30 428-042 

JACKET NUMBER BID PRICE: ADDITIONAL/M 

Jacket 428-042: $_________________ Additional Rate: $________________ 

 

BID PRICE AFTER DISCOUNT: $______________

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

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

 

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

 

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

 

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

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

accordance with specifications. 

 

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

 

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

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

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

 

 

Bidder 

   (Contractor Name) (GPO Contractor’s Code) 

 

 (Street Address) 

 

 (City – State – Zip Code) 

 

By 

 

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

 

 

 

   (Signature) (Date) 

 

 

 

   (Telephone Number) (Email) 

 

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

   (Initials) (Initials) 
 EXHIBIT 1 Pages 1 of 2 
 EXHIBIT 1 Pages 2 of 2
 EXHIBIT 2 Pages 1 of 3
 EXHIBIT 2 Pages 2 of 3
 EXHIBIT 2 Pages 3 of 3
 EXHIBIT 3 Pages 1 of 3
 EXHIBIT 3 Pages 2 of 3 
 EXHIBIT 3 Pages 3 of 3
Exhibit 4 
Exhibit 5