Jacket: 624‐175

Title: Publication 4012 VITA/TCE Volunteer Resource Guide

Agency: IRS

Bid Opening: June 9, 2022 at 2:00PM

Bid Terms Discounted Total

$524,733.00 2.0% 20 days $514,238.34

$566,520.23 2.0% 20 days $555,189.83

NPC

Contractor Name

Incept LLC Print Package Postal
Specifications by TC Jacket 624-175

Page 1 of 15 IRS (4830-62) Req 2-05080

Reviewed by EBR

BID OPENING: Bids shall be opened at 2:00pm, prevailing Eastern Time, on June 9, 2022 at the U.S. Government 

Publishing Office, Atlanta GA. Due to the COVID-19 pandemic, this will NOT be a public bid opening.

ISSUE DATE: June 2, 2022

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS, CALL (404) 605-9160, EXT. 

4 (TRACI COBB) OR 7 (BETH NICOLAUS). 

SPECIFICATIONS

U.S. Government Publishing Office (GPO)

Atlanta Regional Office

3715 Northside Parkway, NW

Suite 4-305

Atlanta, Georgia 30327

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 (Rev. 09-19)).

PRODUCT: Consists of proofing, printing, trimming, drilling, collating, set assembly, shrink-wrapping, packaging,

and making distribution on the dates specified. Contractor must be prepared for delays at various stages and still 

meet the distribution deadlines (see quantities and dates as indicated under “SCHEDULE”).

SUBCONTRACTING: The predominant production function for this procurement is the printing of the book (with 

the exception of the tabs). Any contractor who cannot perform the predominant production function will be declared 

non-responsible.

Contract Clause 6, "Subcontracts," of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 

(Rev. 01-18)), is modified to permit subcontracting of the printing/production of the tabs.

FORM NO/TITLE: Publication 4012 VITA/TCE Volunteer Resource Guide

QUALITY LEVEL: III Quality Assurance Through Attributes (GPO Publication 310.1, effective May 1979 (Rev. 

09-19)) applies.

QUANTITY: 70,000 Shrink-wrapped Sets

Each Set consists of one Loose-leaf Book + one O-Ring + one piece of chipboard or equal.

PAGES: 368 Text + 19 Tab Dividers + 2-piece Cover + O-Ring 

TRIM SIZE: Covers & Text – 8-1/2 x 11”

 Tabs – 9* x 11” (*includes 1/2” lip for tabs)

 O-Ring – 2” round re-closeable metal O-Ring 

PRODUCTION PLAN: Prior to award, within 24 hours of notification from the Government Publishing Office, 

the apparent low bidder is to submit a detailed written production plan. The contractor is to email a copy of the plan 

to the following: Eugenia Collins (Eugenia.F.Collins@irs.gov), John Desmet (John.P.Desmet@irs.gov), Keith 

Hedgspeth (Keith.R.Hedgspeth@irs.gov), and Traci Cobb (tcobb@gpo.gov). The proposed plan is subject to 

Government approval. If necessary, a pre-award phone call may be required to discuss the elements of the 

production plan. Plan must address in specific form each of the below items:
Page 2 of 15 Jacket 624-175

1) Scheduled start-up dates for printing (all components), trimming/drilling, set assembly, and shrinkwrapping;

2) Sample of the Excel “Product Production Report with Quantities” that must be emailed to the agency daily 

throughout production and shipping; 

3) Anticipated number of sets to be assembled per day and how production will be monitored to ensure 

schedule requirements are met;

4) Contact information for the Government’s point of contact during the term of the contract (contractor must 

designate one person of contact).

POST AWARD CONFERENCE CALL: 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. Representatives from the IRS 

and a representative from GPO will participate in the call. To establish coordination of all required operations, the 

contractor must have a representative from each involved production area in attendance for the call. Everything 

outlined in the Production Plan will be reviewed during the post-award conference call. 

DESCRIPTION: 

Covers 1 through 4 print type, rule, solid, line art, and halftone matter in Pantone 286 Blue. Prints head to head. 

Text prints type, rule, solid, reversed type, line art, and screen matter in Black ink. Prints head to head. 

Tabs print text, facing out, in Black ink on the face and back of the tap lip. There are a total of 19 tabs. Tabs are 1/8 

cut, 2-3/8 banks of clear laminate tabs. Tab positions begin at foot (i.e. Tab position 1 is located at bottom of page). 

See “TRIMMING/DRILLING” for tab construction requirements.

NOTE: Covers and Text must be printed via conventional offset printing. Digital printing, direct imaging (toner), 

and inkjet printing are not acceptable for the Covers and Text. At contractor’s option, the Tab Dividers may be 

produced via conventional offset or digital printing provided that Quality Level 3 standards are maintained. Final 

output must be a minimum of 150 line screen and at a minimum resolution of 1200 x 1200 dpi x 1 bit or 600 x 600 

dpi x 4 bit depth technology. 

GOVERNMENT TO FURNISH: 

- Purchase Order will be emailed to the contractor upon award.

- Print files (see "ELECTRONIC MEDIA") will be emailed (Covers and Tab Dividers) or uploaded to an online site 

for contractor retrieval (Text). 

- IRS carton shipping labels (Form 6153) for the NDC bulk shipments to complete electronically will be furnished 

by IRS via e-mail after award (in a ZIP file with Form 2040)***. See "PACKING/LABELING" for additional 

labeling instructions.

- IRS Form 2040 in a fillable PDF file format will be furnished by IRS via e-mail after award (in a ZIP file with IRS 

Carton Shipping Labels) ***.

*** Contractor is required to have Adobe Acrobat 7.0 Professional (or more recent) software (not Adobe Reader) 

and the capability to receive via email and open file attachments compressed into a WinZIP (.zip) file format.

The contractor is required to complete and email IRS Form 2040 daily to the IRS when shipping to the NDC begins. 

Any delay or missed input could result in delay of payment. IRS Form 2040 is in a fillable PDF file format. The 

majority of the information in the form will be filled in by the IRS prior to being sent to the contractor. The 

contractor is responsible for the verification and correctness of information supplied back to IRS. Contractor must 

read instructions furnished with IRS Form 2040 which instructs the contractor on how to complete and submit the 

form. Please contact Eugenia Collins (Eugenia.F.Collins@irs.gov), Keith Hedgspeth (Keith.R.Hedgspeth@irs.gov),

and John Desmet (John.P.Desmet@irs.gov) for any questions or if there is any missing or incorrect information.

********************************************************************
Page 3 of 15 Jacket 624-175

ELECTRONIC MEDIA: 

- PLATFORM: Unknown 

- SOFTWARE: ADDITIONAL SYSTEM TIME IS REQUIRED! Three PDF files (one each for covers, text, and 

tab dividers) will be provided. 

NOTES: 

1) Contractor to create page layout to image as specified (trim size, margins, ink colors).

2) Contractor may be responsible for making minor type edits to the book cover and the tab dividers. 

3) Contractor may need to adjust margins/reposition image of book (covers and text) to allow for drilling

without loss of copy. 

- COLORS: May be identified as RGB, CMYK, and/or Spot Colors. If necessary, contractor to convert all colors to 

Pantone 286 Blue for the Covers and to Process Black for the Text and Tabs.

- FONTS: All fonts are Embedded and/or Embedded Subset. 

- OUTPUT: 150 line screen 

NOTE: GPO Imprint does NOT print on this order!

ADDITIONAL INFORMATION:

- Contractor must have the ability to edit PDF files (when furnished by the Government).

- Contractor is not to request that electronic files provided be converted to a different format. If contractor wishes to 

convert files to a different format, the final output must be of the same or higher quality and at no additional cost to 

the Government.

- The contractor is cautioned that furnished fonts are the property of the Government and/or its originator. All 

furnished fonts are to be eliminated from the contractor's archive immediately after completion of the contract.

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

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

- 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 your contract administrator.

- The contractor shall create/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.

- When PostScript Files are not furnished - prior to making revisions, the contractor shall copy the furnished files 

and make all changes to the copy. 

STOCK: 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.

Covers*: 

JCP Code A60, White Uncoated Text, Basis Size 25 x 38", Basis Weight 60#, 70#, or 80#

--OR--

JCP Code A80, White Opacified Text, Basis Size 25 x 38", Basis Weight 60# 

--OR--

White Opacified Text, Basis Size 25 x 38", Basis Weight 70# or 80# 

Text*: 

JCP Code A60, White Uncoated Text, Basis Size 25 x 38", Basis Weight 40#, 50#, or 60#

--OR--

JCP Code A80, White Opacified Text, Basis Size 25 x 38", Basis Weight 40#, 50#, or 60#

Tab Dividers*: 

JCP Code K10, White Index, Basis Size 25.5 x 30.5", Basis Weight 90# or 110#
Page 4 of 15 Jacket 624-175

*Contractor’s option to use any of the specified stocks. The contractor must use the same stock throughout the run

for each component (covers, text, tab dividers). Contractor must specify the stocks on the bid. See “OFFERS”.

INK: Covers 1 through 4 – Pantone 286 Blue; Text & Tabs – Black 

MARGINS: Covers & Text – adequate gripper*. Tabs – contractor to center image on tab lip.

*Contractor may need to adjust margins/reposition image to allow for drilling without loss of copy. 

PROOFS: Contractor furnished proof approval letters will not be recognized for proof approval/disapproval. Only 

GPO generated proof letters will be recognized for proof approval/disapproval. Contractor must not print prior to 

receipt of an "OK to print" via email.

Hard Proofs: Contractor is responsible for all costs incurred in the delivery and pickup of hard proofs(*). Only one 

set of cover proofs and one set of text proofs will be returned to the contractor. The contractor MUST include one

fully completed airbill (prepaid by the contractor), one airbill plastic sleeve, and one shipping envelope to one of the 

proof addresses (see “DISTRIBUTION”) for the covers and for the text so that the proofs can be returned to the 

contractor. In lieu of returning the proofs, at contractor’s option, the agency will email a marked up PDF of the 

changes. Contractor must notify GPO of proof carrier (FedEx or UPS) upon award.

NOTE: Hard proofs are required for the covers and text. Hard proofs are not required for the tab dividers.

Covers:

(*) CONTENT PROOFS: Three complete digital color CONTENT proofs created using the same Raster Image 

Processor (RIP) that will be used to produce the product. Proofs shall be collated with all elements in proper 

position (not pasted up), imaged face and back, and trimmed to the finished size/format of the product. Note: Proofs 

MUST show drilling placement.

(*) INKJET PROOFS: Three sets of INKJET proofs that are G7 profiled and use pigment-based inks. A proofing 

RIP that provides an option for high quality color matching (such as Device Links Technology and/or ICC Profiles 

Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for Graphic Technology (as of 

3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated #1 specifications (CGATS TR006) 

must be achieved. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified proofing media. 

Proofs must contain the following color control strip to be evaluated for accuracy: IDEAlliance ISO 12647-7 

Control Strip 2009 or 2013(i1). NOTE: Proofs MUST show drilling placement. 

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

sheet. Control bars must be placed parallel to the press’s ink rollers and must show areas consisting of minimum 1/8 

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

(if applicable). These areas must be repeated consecutively across the sheet.

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

contain all elements, be in press configuration, and indicate margins. Direct to plate must be used to produce the 

final product with a minimum of 2400 x 2400 dpi.

NOTE: Pantone color may be substituted with a similar color (with the exception of process yellow) but may not be 

built out of the four process colors. Contractor to submit ink draw downs on actual production stock of Pantone 

color used to produce the product. 

Text:

(*) CONTENT PROOFS: Ten complete digital color CONTENT proofs created using the same Raster Image 

Processor (RIP) that will be used to produce the product. Proofs shall be collated in page sequence with all elements 

in proper position (not pasted up), imaged face and back, and trimmed to the finished size/format of the product. 

NOTE: Proofs MUST show drilling placement.
Page 5 of 15 Jacket 624-175

Soft Proofs: Contractor must provide soft proofs(**) of the tab dividers and of any corrections indicated on the 

initial proofs of the covers, text, or tab dividers. 

Tab Dividers:

(**) PDF PROOF: One "Press Quality" PDF Proof (for content only) using the same Raster Image Processor (RIP) 

that will be used to produce the final printed product. Proof must show drilling placement, color, and contain all 

crop marks. PDF proof(s) will not be used/approved for color match or resolution.

Corrections:

(**) PDF PROOF: One "Press Quality" PDF Proof (for content only) each of the covers, text, and tab dividers after 

any corrections indicated on the initial proofs have been made. Proofs must use the same Raster Image Processor 

(RIP) that will be used to produce the final printed product. Proof must show drilling placement, color, and contain 

all crop marks. NOTE: If file size for the text is too large to be emailed as one file, the contractor is authorized to 

email as low resolution. PDF proof(s) will not be used/approved for color match or resolution.

Email all PDF proofs to Eugenia Collins (Eugenia.F.Collins@irs.gov), Traci Cobb (tcobb@gpo.gov), John Desmet 

(John.P.Desmet@irs.gov), and Keith Hedgspeth (Keith.R.Hedgspeth@irs.gov). NOTE: Contractor must call

Eugenia Collins (404-985-5724) to confirm receipt. 

CONTRACTOR TO FURNISH: All materials (including 2” round re-closeable metal O-Rings) and operations, 

other than those listed under "Government to Furnish," necessary to produce the product(s) in accordance with these 

specifications.

PRODUCT PRODUCTION REPORT: Contractor must email a product production report to Eugenia Collins 

(Eugenia.F.Collins@irs.gov), Traci Cobb (tcobb@gpo.gov), John Desmet (John.P.Desmet@irs.gov), and Keith 

Hedgspeth (Keith.R.Hedgspeth@irs.gov) DAILY by 10:00 AM Eastern once printing of the text begins and 

continue the report through shipping. The report must detail daily quantities for printing, trimming, drilling, set 

assembly/shrink-wrapping, and shipping. The information must be provided in an Excel spreadsheet and reflect 

daily quantities.

TRIMMING/DRILLING: 

-- Covers and Text: Trim 4 sides. Contractor to collate covers 1/2, text, and covers 3/4.

-- Tabs: There are a total of 19 tabs. Tabs are 1/8 cut, 2-3/8 banks of clear laminate tabs. Tab positions begin at foot 

(i.e. tab position 1 is located at bottom of page). Rounded corners on tabs. After printing, tabs must be reinforced 

by the lamination method of a single thickness of clear plastic, cellulose acetate, polyethylene terephthalate, or equal 

materials, securely bonded to each side of the divider which shall overlap at least 3/8” on the base sheet and extend 

at least 3/8” beyond the tab end. Contractor to collate tab dividers in alphabetical order.

-- Drill covers, text, and tab dividers with three holes (5/16” to 3/8” diameter); centered on the 11” dimension; 4-

1/4” center to center; center of holes 3/8” from left edge of product. Contractor to ensure no loss of copy due to drill 

hole placement. Size of holes must be consistent. 

SET ASSEMBLY/SHRINK-WRAP: Contractor to assemble set in the following order: one set of collated covers 

with text, one set of collated tab dividers, and one piece of 9 x 11” chipboard or equal to protect the tabs. Contractor 

must also include one O-Ring in each shrink-wrapped package. Contractor’s option to place the O-ring on top of 

Cover 1 or between the covers/text and tab dividers. Shrink-wrap each set individually. Cover 1 of the book will 

face out on the top of the set. The shrink-wrap must be suitable weight to support the sets in the shipping containers.

PACKING/LABELING: NDC bulk shipments must be packed in UNIFORM quantities per carton*. *Contractor 

must NOT deviate from the specified quantity. Product must be packed so copies are not damaged in transit. 

Contractor to place full size corrugated boards on top, bottom, and vertically between any stacks (if necessary to 

protect product).
Page 6 of 15 Jacket 624-175

All cartons must be packed solid with a maximum weight of 32 lbs per carton. Pack solid in corrugated or solid fiber 

shipping containers, bursting strength: 200p.s.i, minimum. Carton bottoms may be glued, stapled, or sealed with 

polyester tape (2 to 3 inches width, not reinforced), minimum 12kNm (65 lbs./inch) traverse tensile strength. If 

stapled, the cartons may only be stapled on the bottom and/or side; no staples are to be used on top. Cartons are to 

be sealed at the top with paper or polyester tape (2 to 3 inches width, not reinforced). Contractor will determine 

exact dimensions of carton in accordance with folded and/or trim size and weight of the product produced. NOTE: 

Packing peanuts/beads are not acceptable carton fillers.

*In some cases, there may be one carton with an odd quantity due to the quantity packed per carton not dividing 

equally in the quantity ordered. The label for that single carton MUST be labeled accurately with the carton quantity 

(see CARTON LABELING for electronically correcting label quantity). Place that odd carton at the top of the load.

CARTON LABELING: Contractor must reproduce shipping carton label at 100% on white paper from furnished 

PDF file, fill in appropriate fields and securely attach one label to each carton. Carton labels contain barcodes; 

therefore, dot matrix printing is NOT acceptable. 

NOTE: "BLUE LABEL" COPIES ARE REQUIRED. DO NOT AFFIX THE IRS CARTON LABEL TO THE 

"BLUE LABEL" COPIES. 

 

All cartons for the bulk shipments to the NDC must have IRS Shipping label affixed to one carton end only (never 

top, long side, or bottom). On cartons shipped via small package carrier (SPC), affix the SPC label on top of carton 

on the end nearest to IRS label. All shipments to IRS National Distribution Center via SPC are to leave "To 

(Consignee) Address" field blank. Correct labeling of shipping cartons, in strict accordance with the requirements 

of these specifications, is essential to the identification, distribution and warehousing activities of the IRS. Use of 

any other label is prohibited and may be cause for rejection of reimbursement for any expenses incurred to correct 

use of improper labels. 

The following must be updated ELECTRONICALLY by the contractor, when not entered by IRS on the PDF label 

using Adobe Acrobat 7.0. DO NOT MAKE HAND-WRITTEN UPDATES TO THE LABEL UNDER ANY 

CIRCUMSTANCES.

--Carton # of #

--From Address

--To Address

--Carton Quantity

Contractor must email a PDF proof of a completed label for copies shipping to the NDC. The email must be sent to 

Eugenia Collins (Eugenia.F.Collins@irs.gov), John Desmet (John.P.Desmet@irs.gov), Keith Hedgspeth 

(Keith.R.Hedgspeth@irs.gov), and Traci Cobb (tcobb@gpo.gov) at least two days prior to reproducing labels/carton 

labeling for inspection and approval of the title, product number, requisition number, and quantity match to barcode.

FAILURE OF THE CONTRACTOR TO COMPLETE THE PDF LABEL ELECTRONICALLY WILL RESULT 

IN THE SHIPMENT BEING REJECTED AND RE-LABELED AT THE CONTRACTOR'S EXPENSE. 

If a "0" is pre-filled in on the furnished PDF label, then contractor MUST change the "0" to reflect actual quantity 

inside cartons. Contractor must ensure that all cartons have the same quantity. The carton count field in the PDF 

file is directly linked to the barcode field; therefore, the contractor must press "enter" or "tab" after entering the 

quantity in order for the quantity to be reflected in the barcode. All changes to the carton count field MUST be 

made in the electronic label (not hand filled in) to whatever the true carton quantity is so that it is reflected on the 

label in both the quantity and barcode fields. NOTE: In the case of one carton with an odd quantity due to the 

quantity packed per carton not dividing equally into the quantity ordered, the label for that single carton must also be 

updated electronically to reflect the true quantity per carton.
Page 7 of 15 Jacket 624-175

Automated "Carton # of #" fields: To print the correct number of labels for each address with sequential carton 

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

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

PALLETS: All motor freight shipments require pallets.

Pallets for IRS consignments: Pallets must be type III and must conform to the Federal Specifications NN-P-71C, 

and any amendments thereto except for dimensions and single center stringer (see "EXHIBIT #1"). Pallets must be 

48" in length and 40" in width and must not exceed 5" in height. Full entry MUST be on the 40" width. Strict 

adherence to these dimensions is necessary to accommodate storage requirements of IRS National Distribution 

Center. Receipt of incorrect pallets may result in a charge for each incorrect pallet, which will be assessed against 

the contractor. This charge will cover additional costs incurred by IRS to repalletize the shipment onto correct 

pallets. 

PALLETIZING: Cartons shall be stacked on pallets using a reverse layer pattern with a maximum height of 55” 

including pallet or a maximum of 7 layers (see "EXHIBIT #1" for acceptable stacking methods). Cartons must be 

fastened securely to the pallet in a manner that will prevent movement during transit but permit ready removal, 

without damage to the cartons, at destination. Do not use metal strapping or pallet caps for securing material on 

pallets. There must be no more than one partial pallet per destination.

PACKAGING AND PACKING PROBLEMS: In addition to other inspection procedures detailed elsewhere in 

these specifications, the contractor is responsible for correcting all packaging and packing problems (i.e. mislabeled 

cartons, IRS carton labels not being used or securely attached, cartons not being packed solid, incorrect pallets, or 

pallets not being layered correctly). The delivery will either be returned to the contractor to be corrected or the 

contractor may be billed by GPO for the amount that accrued in fixing the problem by an outside vendor. 

"Mislabeling" means any error on the carton label, which incorrectly states or identifies the title of the form; the 

form identification number; or the quantity of forms actually contained in the carton, or has any missing 

information, or is not securely attached.

SCHEDULE: Contractor must be prepared for delays at various stages and still meet the distribution deadlines as 

indicated in the below schedule.

Production Plan: The apparent low bidder is required to submit a Production Plan, as part of the Pre-Award Survey, 

within 24 hours of notification by the Government Publishing Office. See “PRODUCTION PLAN”.

Purchase Order: The Purchase Order will be emailed to the contractor on or before June 17, 2022.

Print Files for the Covers and Tab Dividers: Print files will be emailed to the contractor on or before June 22, 2022.

Soft Proofs for the Tab Dividers and Hard Proofs for the Covers: Contractor must deliver proofs to the ordering 

agency on or before June 30, 2022. These proofs will be withheld not longer than 2 workdays from date of receipt 

by the Government to date of proof approval and/or corrections (via email for the tab dividers and made available 

for pickup by the contractor for the covers). NOTES: 1) The date of receipt by the Government is NOT considered 

the first workday. 2) Contractor must provide PDF proofs of any corrections within three workdays. Agency will 

approve/disapprove any corrections within one workday.

Post-Award Conference: The post-award conference to discuss the production requirements of this contract will be 

held within the first two weeks of September. 

Print Files for the Text: Print files will be available for download no later than 5:00pm Eastern Time on September 

15, 2022. Upon award, contractor must provide contact name and email of individual who will be downloading print 

files so that access to external download website can be created.
Page 8 of 15 Jacket 624-175

Hard Proofs for the Text: Contractor MUST deliver proofs to the ordering agency on September 20, 2022 (early 

AM/first overnight delivery). It is anticipated that the proofs and any corrections will be returned for the contractor 

to receive on or before September 28, 2022.

Soft Proofs (Text Corrections): Contractor must provide PDF proofs after corrections are made to the ordering 

agency on September 29, 2022. PDF proofs will be approved/disapproved on September 29, 2022.

Quantity per Carton, Set Weight, and Weight per Carton: Contractor must provide number of copies per carton,

weight of a single set , and weight per carton to the agency on or before October 5, 2022.

IRS 2040/Carton Label: IRS will email the 2040/carton label to the contractor on or before October 6, 2022.

Contractor must email a PDF proof of a completed label for copies shipping to the NDC (see “CARTON 

LABELING”).

F.O.B. Destination:

- Deliver a total of 4 advance sample sets (1 set each to four different addresses) via overnight delivery within 24 

hours after enough copies of all components are completed. See "DISTRIBUTION" section for address information.

F.O.B. Contractor’s City: 

-Ship 5 sets to one address on or before October 17, 2022 - see "DISTRIBUTION" for complete address.

-Ship approximately* 30,000 sets (2 truckloads) to one address on or before October 17, 2022 - see 

"DISTRIBUTION" for complete address.

-Ship approximately* 15,000 sets (1 truckload) to one address on or before October 24, 2022 - see 

"DISTRIBUTION" for complete address.

-Ship approximately* 15,000 sets (1 truckload) to one address on or before October 31, 2022 - see 

"DISTRIBUTION" for complete address.

-Ship approximately* 9,791 sets (partial truckload) to one address on or before November 7, 2022 - see 

"DISTRIBUTION" for complete address.

-Ship 200 sets to one address on or before November 7, 2022 - see "DISTRIBUTION" for complete address.

*It is estimated that 15,000 copies equal one truckload. Contractor must ship full truckloads (with possible exception 

of the last shipment); therefore, quantities shipped may slightly vary from the scheduled quantities.

NOTE: No shortages will be accepted. In addition, the Government will not pay for overs unless shipped at the 

Government’s request.

The following information applies to all F.O.B. Contractor's City shipments:

- All consignments weighing less than 750 pounds must be shipped GROUND via a furnished IRS Small Package 

Carrier (UPS) account number. Contractor must notify the GPO contract administrator if the contractor does not 

have such an account, and one will be established for that contractor. Contractor must not use their own small 

package carrier account.

The contractor must have the capability to generate the Small Package Carrier shipping labels electronically. Each 

label must provide the following 2 reference fields: Reference Field 1 - GPO Jacket Number; Reference Field 2 -

IRS Requisition Number.

- All consignments weighing over 750 pounds ship via IRS Government Bills of Lading. The contractor must email 

Eugenia Collins (Eugenia.F.Collins@irs.gov), John Desmet (John.P.Desmet@irs.gov), Keith Hedgspeth 

(Keith.R.Hedgspeth@irs.gov), and Traci Cobb (tcobb@gpo.gov) to provide IRS with the exact ship date, plant 
Page 9 of 15 Jacket 624-175

hours, total number of boxes and pallets shipping to each destination, and weight of each shipment. IRS must be 

notified a minimum of five workdays prior to shipping so that GBL's may be cut and forwarded to the contractor in 

time to meet scheduled ship date. Upon receipt of the GBL, the contractor is responsible for contacting the carrier to 

arrange for pickup.

The contractor cannot be reimbursed for using his or her own small parcel carrier account and/or BL's, nor may 

GPO GBL's be cut for this order.

Transportation charges are a factor in determining award.

DISTRIBUTION: 

- Deliver PDF proofs of the Tab Dividers on or before June 30, 2022 via email to Eugenia Collins 

(Eugenia.F.Collins@irs.gov), Traci Cobb (tcobb@gpo.gov), John Desmet (John.P.Desmet@irs.gov), and Keith 

Hedgspeth (Keith.R.Hedgspeth@irs.gov). NOTE: Contractor must call Eugenia Collins (404-985-5724) to confirm 

receipt.

- Deliver one content proof and one set of G-7 inkjet proofs of Covers 1 through 4 on or before June 30, 2022 to a 

residential address in Hiawassee, GA 30546. Complete address will be furnished after award.

- Deliver one content proof and one set of G-7 inkjet proofs of Covers 1 through 4 on or before June 30, 2022 to a 

residential address in Flowery Branch, GA 30542. Complete address will be furnished after award.

- Deliver one content proof and one set of G-7 inkjet proofs of Covers 1 through 4 on or before June 30, 2022 to a 

residential address in Dacula, GA 30019. NOTE: This address will receive the airbill, plastic sleeve, and shipping 

envelope to return the proof to the contractor. Complete address will be furnished after award.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Hiawassee, GA 30546.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Flowery Branch, GA 

30542.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Dacula, GA 30019. 

NOTE: This address will receive the airbill, plastic sleeve, and shipping envelope to return the proof to the 

contractor. 

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Atlanta, GA 30328.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Lilburn, GA 30047.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in McDonough, GA 30252.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Powder Springs, GA 

30127.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Franklin, PA 16323.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Loganville, GA 30052.

- Deliver* one content proof of the text on September 20, 2022 to a residential address in Chicago, IL 60653.

*NOTES: 

1) All proofs must be shipped via early AM/first overnight for delivery on September 20, 2022. 

2) Complete addresses will be furnished to the contractor on or before September 1, 2022.

3) Proof addresses are subject to change. On the day of shipping proofs, contractor must confirm proof shipping 

addresses and contact information with Eugenia Collins (Eugenia.F.Collins@irs.gov). 
Page 10 of 15 Jacket 624-175

4) Contractor MUST email the tracking numbers for all production proof shipments as soon as available to LaTonya 

Gordon (LaTonya.L.Gordon2@irs.gov), Eugenia Collins (Eugenia.F.Collins@irs.gov), John Desmet 

(John.P.Desmet@irs.gov), Keith Hedgspeth (Keith.R.Hedgspeth@irs.gov), and Traci Cobb (tcobb@gpo.gov).

- Deliver PDF proofs of the corrected text on September 29, 2022 via email to Eugenia Collins 

(Eugenia.F.Collins@irs.gov), Traci Cobb (tcobb@gpo.gov), John Desmet (John.P.Desmet@irs.gov), and Keith 

Hedgspeth (Keith.R.Hedgspeth@irs.gov). NOTE: Contractor must call Eugenia Collins (404-985-5724) to confirm 

receipt.

F.O.B. Destination:

- Deliver* 1 advance sample set via overnight delivery to a residential address in Hiawassee, GA 30546.

- Deliver* 1 advance sample set via overnight delivery to a residential address in Atlanta, GA 30328.

- Deliver* 1 advance sample set via overnight delivery to a residential address in Franklin, PA 16323.

- Deliver* 1 advance sample set via overnight delivery to a residential address in Conyers, GA 30094.

*Contractor must assemble 4 advance sample sets and deliver within 24 hours after enough copies of all components 

are completed. Complete addresses will be furnished to the contractor on or before September 1, 2022.

F.O.B. Contractor's City: 

-Ship 5 sets on or before October 17, 2022 to: IRS – SPEC, ATTN: LaTonya Gordon, IRS - Stop 45 W&I, 401 W. 

Peachtree St. NW, Atlanta, GA. 30308.

-Ship approximately* 30,000 sets (2 truckloads) on or before October 17, 2022 to: IRS/National Distribution Center, 

Receiving (309-556-5169), 2525 Revenue Drive, Bloomington, IL 61705-2500.

-Ship approximately* 15,000 sets (1 truckload) on or before October 24, 2022 to: IRS/National Distribution Center, 

Receiving (309-556-5169), 2525 Revenue Drive, Bloomington, IL 61705-2500.

-Ship approximately* 15,000 sets (1 truckload) on or before October 31, 2022 to: IRS/National Distribution Center, 

Receiving (309-556-5169), 2525 Revenue Drive, Bloomington, IL 61705-2500.

-Ship approximately* 9,791 sets (partial truckload) on or before November 7, 2022 to: IRS/National Distribution 

Center, Receiving (309-556-5169), 2525 Revenue Drive, Bloomington, IL 61705-2500.

-Ship 200 “Blue Label**” sets on or before November 7, 2022 to: IRS/National Distribution Center, Blue Label 

Copies, 2525 Revenue Drive, Bloomington, IL 61705-2500.

*It is estimated that 15,000 copies equal one truckload. Contractor must ship full truckloads (with possible exception 

of the last shipment); therefore, quantities shipped may slightly vary from the scheduled quantities.

Contractor is responsible for maintaining a shipping log that includes the contact, address, quantity ordered, and 

tracking/pro number(s) for each destination. Contractor must email shipping log to Traci Cobb (tcobb@gpo.gov), 

Eugenia Collins (Eugenia.F.Collins@irs.gov), John Desmet (John.P.Desmet@irs.gov), and Keith Hedgspeth 

(Keith.R.Hedgspeth@irs.gov) on day of shipping. Include GPO Jacket Number & IRS Requisition Number in the

subject line of the email.

**DEPARTMENTAL RANDOM COPIES (BLUE LABEL): The order must be divided into 200 equal sublots. A 

random set must be selected from each sublot. Do not choose copies from the same general area in each sublot. The 

contractor will be required to certify that copies were selected as directed using GPO Form 917-Certificate of 

Selection of Random Copies (located on GPO.gov). The random copies constitute a part of the total quantity 

ordered, and no additional charge will be allowed. 
Page 11 of 15 Jacket 624-175

These randomly selected copies must be packed separately and identified by a special label (GPO Form 2678-

Departmental Random Copies Blue Label) that must be printed on blue paper and affixed to each affected container. 

This form can be downloaded from GPO.gov. The container and its contents shall be recorded separately on all 

shipping documents and be sent in accordance with the distribution list (separately from any other distribution to the 

same destination). A copy of the purchase order/specification and a signed Certificate of Selection of Random 

Copies must be included.

QUALITY ASSURANCE THROUGH ATTRIBUTES: The bidder agrees that any contract resulting from 

bidder’s offer under these specifications shall be subject to the terms and conditions of GPO Pub. 310.1 “Quality 

Assurance Through Attributes – Contract Terms” in effect on the date of issuance of the invitation for bid. GPO 

Pub 310.1 is available without charge from: U.S. Government Publishing Office, Atlanta Regional Office, 3715 

Northside Parkway, NW, Suite 4-305, Atlanta, Georgia 30327.

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

Product Quality Levels:

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

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

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

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

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

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

Attribute Specified Specified Standard Alternate Standard*

P-7 Type Quality and Uniformity Approved Proof (Cover Only) File Setup

P-8 Halftone Match Approved Proof (Cover Only) File Setup

P-9 Solid or Screen Tints Color Match Pantone Matching System

*In the event that the Specified Standard is waived, the Alternate Standard will serve as its replacement.

NOTE: Prior to award, contractor may be required to provide information related to specific equipment that will be 

used for production.

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

with these specifications. In addition, a price must be submitted for additional sets (per each, per hundred, or per 

thousand). The price of the additional quantities must be based on a continuing run, exclusive of all basic or 

preliminary charges and will NOT be a factor for determination of award.

Award will be based on the lowest bid for one of the listed stocks per component (see “STOCK”). Contractor must 

specify on their bid which stock they will provide for each component (covers, text, tab dividers).

BID SUBMISSION: Due to the COVID-19 pandemic, the physical office will NOT be open. Based on this, 

bidders MUST submit email bids to bidsatlanta@gpo.gov for this solicitation. No other method of bid submission 

will be accepted at this time.

The Jacket number (624-175) and bid opening date (June 9, 2022) must be specified in the subject line of the 

emailed bid submission. Bids received after 2:00pm Eastern Time on the bid opening date specified above will not 

be considered for award.

NOTE: Bidders are to fill out, sign/initial, and return pages 13 and 14. 

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

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

1. Illegibility of bid. 

2. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails. 
Page 12 of 15 Jacket 624-175

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

not to exceed GPO’s stated limit. 

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

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

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

official time stamp for bid receipt at the specified location.

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

Government reserves the right to conduct an on-site preaward survey at the contractor's/subcontractor's facility or to 

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

award of a contract. As part of the financial determination, the contractor in line for award may be required to 

provide one or more of the following financial documents:

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

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

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

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

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

PAYMENT: Submitting invoices for payment via the GPO fax gateway 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. 

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

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

located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid.
Page 13 of 15 Jacket 624-175

CONTRACTOR: ____________________________

SHIPMENT(S): Shipments will be made from: City __________________________, State ________________

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

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

state shown below in the address block, and the bid will be evaluated and the contract awarded on that basis. If 

shipment is not made from evaluation point, the contractor will be responsible for any additional shipping costs 

incurred.

Bid Amount: ____________________________

Additional rate: _______________ Per _____ 

Contractor must indicate if the additional rate is per M Sets, per C Sets, or per E Set.

 

Cover Stock: ____________________________

Text Stock: ____________________________

Tab Divider Stock: ____________________________

__________________

(Contractor’s Initials)

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)
Page 14 of 15 Jacket 624-175

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

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

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.

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

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

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

solicitation and GPO Contract Terms – Publication 310.2. When responding by email, fill out and return one 

completed copy of all applicable pages that include the Jacket Number, Bid Price, Additional Rate, Discounts, 

Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing where indicated. Valid 

electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, § 2. Electronic 

signatures must be verifiable of the person authorized by the company to sign bids.

Failure to sign the signature block below may result in the bid being declared non-responsive.

Bidder ___________________________________________________________________________________

(Contractor Name) (GPO Contractor’s Code)

___________________________________________________________________________________________

(Street Address)

___________________________________________________________________________________________

(City – State – Zip Code)

By _________________________________________________________________________________________

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

___________________________________________________________________________________________

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

****************************************************************************************************

THIS SECTION FOR GPO USE ONLY

Certified by: ___________________________ Contracting Officer: ___________________________

 (Initials and Date) (Initials and Date) 

***************************************************************************************************

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)
Page 15 of 1

5 Jacket 624-175

Exhibit #1