ONE-TIME BID ABSTRACT

JACKET : 402-910

TITLE: Instruction 1040 (rev 2018) Bulk

CONTRACTOR GROSS BID PRICE DISC / DAYS

The Strathmore Co. $358,578.00 3% 20

LSC Communications $386,596.00 0% 0

Signature Graphics $388,569.20 5% 20

RR Donnelley $401,355.00 0% 0

NPC $473,620.00 2% 20

Gray Graphics $797,707.00 2% 20

IPMG $10,681,160.00 0% 0
Specifications by YVB Jacket 402-910

Page 1 of 10 IRS Req. 8-07880

Reviewed by IRS 

BID OPENING: OCTOBER 24, 2018.

BIDS SHALL BE PUBLICLY OPENED AT 11:00 A.M., PREVAILING WASHINGTON, D.C. TIME.

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS CALL YVETTE VENABLEBROOKS, AFTER AWARD, REFER ALL QUESTIONS TO YOUR CONTRACT ADMINISTRATOR WHOSE 

NAME APPEARS IN THE UPPER PORTION OF THE PURCHASE ORDER. (202) 512 1239. NO COLLECT 

CALLS.

FACSIMILE BID SPECIFICATIONS

U.S. Government Publishing Office (GPO)

Washington, D.C.

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 8-02)).

NOTE: The GPO 910 “BID” Form is no longer required. Bidders are to fill out, sign/initial, all applicable pages.

BIDDERS, PLEASE NOTE: GPO has issued a new GPO Publication 310.2, GPO Contract Terms – Solicitation

Provisions, Supplemental Specifications, and Contract Clauses (Rev 1-18). Prospective bidders should carefully 

read this publication as the applicable terms within become an integral part of this contract. The document is posted 

at https://www.gpo.gov/how-to-work-with-us/vendors/forms-and-standards along with a list of major revisions.

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

SPECIFICATIONS FOR CONTRACT PRINTING OF TAX INSTRUCTION 1040 FULL CARTONS SHIPPING 

BULK FOR TAX YEAR 2018

 

Table of Contents

Section 1 - SCHEDULE

1.1 Daily Production Report

1.2 Electronic Distribution Shipping Report (Form 2040)

Section 2 - MATERIALS

2.1 Furnished by the Government

2.2 Furnished by the Contractor

2.3 JCP Standards

Section 3 - PAMPHLET SPECIFICATIONS

3.1 Item

3.2 Estimated Quantity

3.3 Trim Size

3.4 Number of Pages

3.5 Printing

3.6 Binding

3.7 Margins

3.8 GPO Imprint Line

3.9 Electronic Proofs

Section 4 – PACKING/CARTONS/LABELING 

4.1 Packing

4.2 Cartons

4.3 Labeling and Marking

4.4 Copies Damaged in Transit 

4.5 Pallets

Section 5 - DISTRIBUTION

5.1 Motor Freight (MF)

5.2 Air Shipments (if required)

5.3 Blue Label Copies

Section 6 - QUALITY ASSURANCE

6.1 Quality Assurance Levels and Standards

Section 7 – PRODUCTION SAMPLES

Section 8 – OFFERS (BIDS)

 EXHIBITS

Exhibit 1 – Production and Mailing Report

Exhibit 2 – Electronic Distribution/Shipping List

Exhibit 3 – IRS Carton Label

Exhibit 4 – IRS Pallet Specs
Page 2 of 10 Jacket 402-910

SCOPE: These specifications cover the printing and binding of approx. 1,525,880 (incl 200 Blue Labels) self-covered 

pamphlets containing approx. 120 pages and shipping f.o.b contractor city via Motor Freight (IRBLs) to Bloomington, IL. In 

addition, addressing/labeling, packing and sealing cartons, palletizing, storing, and staging will be required.

NOTE: Due to the numerous exhibit pages in this specification, the exhibits will not be accessible via the Internet. A complete 

copy of the specifications including exhibit pages may be obtained by contacting GPO’s bid room @ (202) 512-0526. 

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

30% 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.

CHANGES IN PAGE COUNTS: Pages counts may vary when the print files are received. The contractor must submit a price 

per thousand that the Government can increase/decrease the purchase order price by based on the final page counts and final 

quantities. See Offers Sections 8.2, 8.2.1, and 8.2.2.

NOTE: Must be full Final Quantity to all consignees. No shortages will be allowed. However, the Government reserves the 

right to accept or reject overages.

Section 1 - SCHEDULE

 Date Event

10-24-2018 Bid Opening

10-26-2018 Purchase Order and camera copy for Blue label.

NOTE: Immediately upon award contractor must notify Terri Skyrm at Theresa.L.Skyrm@irs.gov to provide two (2) or 

less email addresses for the IRS electronic files to be furnished.

12-11-2018 Pdf print repro for Instruction 1040 and final distribution list (IRS Form 2040) to contractor via email. 

 

01-15-2019 Start to ship date. Contractor must ship at least two (2) full truckloads by this date. If authorized by the 

Government, contractor may start to ship earlier. 

 

01-18-2019 Ship complete date. If authorized by the Government, contractor may ship complete earlier.

The Government will attempt to meet the schedules as stated in these specifications. However, uncontrollable circumstances 

such as Congressional Legislation may delay the furnishing of printing media. In such event, the schedule will be adjusted in

accordance with contract terms.

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

“Schedule” 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.

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

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

Theresa.L.Skyrm@irs.gov. 

1.2 ELECTRONIC DISTRIBUTION/SHIPPING REPORT (Form 2040): Distribution/Shipping List is used for larger 

shipment address information, shipping verification, updating IRS’ databases, and to inform the destination(s) of the shipping 

and quantity status. See Exhibit 2.

The contractor MUST update the Electronic Form 2040 and transmit via email to IRS, every day the product ships, on a 

computer using a “full version” of Adobe Acrobat 9.0 Professional (or more recent) software. Any delay or missed input could 

result in delay of payment. The contractor must update the Shipping Status, Ship Quantity and Date Shipped fields with their 
Page 3 of 10 Jacket 402-910

information as per instructions included in Form 2040 PDF. If there is any information missing or incorrect, please contact Terri 

Skyrm at Theresa.L.Skyrm@irs.gov.

SECTION 2 – MATERIALS

2.1 FURNISHED BY THE GOVERNMENT: 

Print pdf with fonts embedded for face and back form generated from Adobe Acrobat 9.0 or later via email. DO NOT 

UNEMBED FONTS. This may result in loss of data. The pdf is backward compatible to Adobe Acrobat 8.0. Contractor is 

cautioned that furnished fonts are the property of the Government and/or it’s originator. Using fonts on any job other than the 

one for which the fonts were submitted violates copyright law. All furnished fonts are to be eliminated from the contractor’s 

archive immediately after completion of the contract.

IRS fillable pdf Form 9659 (Production and Mailing Report) will be emailed to the contractor shortly after award. See 

Exhibit 1.

IRS fillable Form 2040 (Electronic Distribution/Shipping Report) will be emailed to the contractor by the date cited in the 

“Schedule”. See Exhibit 2.

IRS Form 6153 (Carton Label) will be emailed to the contractor shortly after award. See Exhibit 3. 

Internal Revenue Bills of Lading (IRBLs) will be furnished to the contractor via email. 

IRS Pallet Specifications. See Exhibit 4.

2.2 FURNISHED BY CONTRACTOR: All materials and operations, other than those listed under “GOVERNMENT TO 

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

Electronic Prepress: Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished 

publishing files to assure correct output of the reproduction image. Any errors or data corruption that might interfere with 

proper file image processing must be reported immediately to Terri Skyrm at Theresa.L.Skyrm@irs.gov. This preflight should 

identify any problem areas with the digital file submission and should include, but not be limited to, missing or damaged fonts, 

improper trim size and/or margins, only low-resolution files are included for illustrations, and improper color definition. 

Contractor must supply all 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.

The contractor is responsible for adjusting copy for trim size and binding style.

All electronic files generated must be produced on a high-resolution output device producing quality equal to or better than an 

image resolution of 1200 dpi. Adjustments to the margins and/or images may be required by the contractor to meet required 

specifications.

All halftones are to be 110-line screen or finer.

Contractor is required to have Internet access provided through their Internet Service Provider (ISP) with email and a web 

browser equivalent to Internet Explorer 6.0. The contractor is also required to have Adobe Acrobat 9.0 Professional (or more 

recent) software (not Adobe Reader) and the capability to receive and open file attachments compressed into a Zip (.zip) file 

format. The contractor must furnish no more than two (2) addresses for the IRS to email all electronic files to avoid any lapse in 

service.

Any use of public address or web-based mail servers (i.e. Hotmail, Yahoo, Juno etc.) IS Forbidden.

2.3 JCP STANDARDS: The specifications of all papers furnished must be in accordance with those listed herein or listed 

for the corresponding JCP Code numbers in the "Government Paper Specification Standards No. 12" dated March 2011.

Government Paper Specification Standards No. 12 – http://www.gpo.gov/pdfs/customers/sfas/vol12/vol_12.pdf. 
Page 4 of 10 Jacket 402-910

White or Natural (MUST be light shade) Newsprint, basis weight: 28 - 30lbs. per 500 sheets, “24 x 36”, must equal JCP 

Code A15. 

All paper used in each copy must be of uniform shade. In addition, the weight of the newsprint paper must remain 

constant throughout the entire run.

SECTION 3 – PAMPHLET SPECIFICATIONS---

3.1 ITEM: Instruction 1040 (rev 2018)--Bulk

3.2 QUANTITY (estimated): Approximately 1,525,880 (incl 200 blue labels) IRS copies.

3.3 TRIM SIZE: 8-3/8 x 10-7/8”

3.4 NUMBER OF PAGES: The page count of 120 pages is approximate and subject to change. See SECTION 8 “OFFERS” 

(BIDS).

3.5 PRINTING: Print head-to-head, in black ink. Halftones may be scattered throughout.

3.6 BINDING: Saddle-wire stitch in two (2) places and trim three (3) sides. Each product must contain complete four-page 

signatures after trimming. Single leaves connected with a lip (i.e., binding stub) to the left or right side of stitches will be 

allowed provided the lip does not extend past the bind margins of the adjacent pages. At contractor’s option, contractor may 

paste on fold in lieu of saddle-stitching.

All binding will be on 10-7/8” dimension, as applicable.

3.7 MARGINS: 3/8” head, unless otherwise furnished in electronic file; center left and right.

3.8 GPO IMPRINT LINE: Contractor must set and insert a GPO imprint line on each form, per GPO Pub. 310.2 (page 16). 

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.

3.9 ELECTRONIC PROOFS: Contractor must email a soft proof using the same Raster Image Processor (RIP) that will be 

used to produce the final product. Proof must be emailed to Theresa.L.Skyrm@irs.gov as soon as the contractor deems 

necessary to comply with the shipping schedule in the contract. Email must include the Jacket and Requisition Number.

Proof will be evaluated for image position, margins, pagination, and final trim size. All elements of the product must remain 

legible. Proof will be withheld not more than two (2) workdays from receipt in the IRS to receipt via email in the contractor’s 

plant. Contractor must not print prior to receiving an “Ok-to-Proceed”.

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.

SECTION 4 – PACKING/CARTONS/LABELING/ADDRESSING/PALLETIZING FOR IRS COPIES:

4.1 PACKING: Pack approximately 1,525,880 copies into approximately 19,074 shipping containers. Each carton must contain 

80 copies packed in two (2) even stacks of 40 copies each with full size corrugated boards on top and bottom of stacks. 

Containers must be packed solid to avoid copies being damaged during transit. Container weight must not exceed 32lbs when 

fully packed.

4.2 CARTONS: Cartons must be corrugated or solid fiber shipping containers, 1380 kPa (200 psi) minimum bursting strength 

and minimum edge crush strength of 35 psi. Bottom flaps must be glued or sealed with polyester tape 2 to 3" width, minimum 

12 kNm (65 lbs./inch) transverse tensile strength). If bottom flaps are stapled, they must be stapled before packing and without 

damage to the product enclosed. Top flaps of cartons must be securely sealed at top with 2 to 3" paper or polyester tape (not 

reinforced). Cartons must be packed solid. Cartons must not have excessive air space (dunnage) when fully packed to prevent

crushing or deformation. Cartons must not open nor split during transit through the motor freight/airfreight carrier delivery 

systems.
Page 5 of 10 Jacket 402-910

Stapling of top or bottom flaps on cartons, furnishing cartons with separate lids, overstuffing or crowning cartons, and sealing 

cartons with plastic strapping is strictly prohibited. 

If carton weight exceeds 32lbs when fully packed, contractor must email Terri Skyrm at Theresa.L.Skyrm@irs.gov for 

resolution prior to packing. Carton filler (if necessary) must be composed of material that can be easily removed without 

damaging contents. Packing peanuts or beads are strictly prohibited. Contractor must determine exact dimensions of carton in 

accordance with the trim size and weight of product produced. The exterior dimensions of all cartons must not exceed 17-

1/2” (L) x 11-1/2” (W) x 9” (D).

4.3 LABELING/MARKING: EACH carton must contain an IRS carton label Form 6153 (see Exhibit 3) generated from the 

provided pdf. Handwritten labels and contractor stream-lined or recreated labels are strictly prohibited. Contractor is required 

to produce the appropriate number of IRS carton labels needed for this contract on white paper or white adhesive label stock, in 

black ink, and reproduced the same size as the pdf provided. The completed IRS carton label must be affixed securely to one 

end of the carton only (never on top, long-side, or bottom). The IRS carton label MUST NEVER be affixed such that it extends 

over the edge and onto an adjacent side.

For all IRS carton labels (Form 6153), the contractor is required to update/enter the Carton # of # for each address; the “To 

(Consignee---complete address)”; and the “From---contractor’s address,” fields electronically in black ink, and minimum 12pt 

type. If the remaining fields on the furnished IRS carton label are blank, or the quantity stated on the carton label is not the same 

quantity being packed within the carton, the contractor must notify Terri Skyrm @ Theresa.L.Skyrm@irs.gov to resolve the 

discrepancy prior to packing.

In addition to a completed IRS Form 6153 being applied to each carton, contractor must securely affix a completed IRS 

carton label to all four sides of the stretch wrap and to the top of each pallet. In addition, the labels affixed to cartons on 

pallets must be facing out to be easily read, once palletized. 

Caution: In the event that cartons are mislabeled, incorrect carton labels and/or incorrect pallets are utilized, cartons are 

crushing, collapsing, or bursting due to the cartons not being packed per contract, labels are not securely affixed to the 

cartons/pallets or labels are affixed to the incorrect area of the cartons/pallets, cartons are not layered correctly on the pallets, 

pallets are not wrapped properly and securely, the shipment will either be returned to the contractor to be corrected/replaced or 

the contractor will be required to make the corrections/replacements on site, with all costs borne by the contractor. Contractor 

must make all corrections and/or replace all damaged materials within 24 hours of notification via email. If the corrections and 

or replacements are not completed by the contractor within 24 hours of notification, the Government will hire an outside vendor 

to make all corrections and/or replacements (except printed product contained within cartons) and the contractor will borne all 

costs incurred by the Government.

4.4 COPIES DAMAGED IN TRANSIT: CONTRACTOR MUST REPLACE AND SHIP ALL COPIES DAMAGED IN 

TRANSIT WITHIN 24 HOURS OF DEFICIENCY NOTIFICATION, VIA OVERNIGHT DELIVERY. CONTRACTOR 

WILL BE NOTIFIED OF THE DEFICIENCY VIA EMAIL. CONTRACTOR WILL INCUR ALL CHARGES TO REPLACE 

AND SHIP DAMAGED COPIES.

4.5 PALLETS: All shipments to a single destination weighing more than 750lbs., require pallets. Pallets must be type III and 

must conform to Federal Specifications NN-P-71C, and any amendments applicable except for dimensions and single center 

stringer. Pallets must be 48” in length, 40” in width, and must not exceed 5” in height. Full entry MUST be on the 40” width. 

See Exhibit 4. Strict adherence to these dimensions is necessary to accommodate storage requirements as well as ease of 

packing into freight carrier trailers. Cartons shall be stacked on pallets using a reverse layer pattern, 9 cartons per layer, with a 

maximum height of 55”, including pallet. Each carton contained on a pallet must show the completed IRS label (Form 

6153) on the exposed side, once palletized. 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 destinations. The use of metal strapping or 

pallet caps for securing material on pallets is strictly prohibited. NOTE: More than one partial pallet per destination is 

strictly prohibited.

Bill of materials list: A list must be compiled detailing the items on each truck and the quantities per item. Each pallet must be 

identified on two sides with a minimum 3" high number in black. The number on the pallet must correspond to the number on 

the list. The list is to be on a bright color stock and inserted into a minimum 4 x 4" plastic sleeve or on white stock and inserted 

into a bright colored sleeve and affixed to the last pallet on each truck.

DOUBLE-STACKING PALLETS WHEN LOADING INTO TRUCK/TRAILER FOR SHIPPING IS STRICTLY 

PROHIBITED. 
Page 6 of 10 Jacket 402-910

SECTION 5 – DISTRIBUTION:

Approx. 1,525,880 (incl 200 Blue Labels) copies ship f.o.b. contractor city to Bloomington, IL. Complete address will be 

furnished on IRS Form 2040. 

All expenses incidental to picking up GPO government furnished materials and furnishing five (5) production samples to 

Lanham, Maryland, must be borne by the contractor.

5.1 MOTOR FREIGHT (MF) Contractor’s City Shipments: Contractor must ship via Motor Freight when the total 

shipping weight to a single destination is 750lbs or more, unless otherwise instructed by the Government. All Motor Freight 

shipments will be completed by an Internal Revenue Bill of Lading. IRBL(s) will be furnished to the contractor electronically 

by the IRS Postal & Transport Policy Office. If an IRBL(s) is/are not provided at least seven (7) workdays prior to the shipment 

date, the contractor must notify Roy Murdoch @ 309-556-5076 or Roy.M.Murdoch@irs.gov , or Joseph Anidiobi @ 469-801-

0747 or Joseph.i.Anidiobi@irs.gov immediately to make arrangements to receive IRBLs. The contractor will be required to 

complete information including but not limited to: total weight of shipment; number of cartons; number of pallets on the 

IRBL(s) prior to shipment.

The IRBL(s) will have designated carriers identified that provide special negotiated freight rates for IRS shipments. The 

contractor must not change the designated carrier(s) without prior written approval from the IRS. In the event the designated 

carrier(s) cannot be utilized, or if the contractor experiences a problem with the designated carrier, the contractor must 

immediately contact Roy Murdoch @ 309-556-5076 or Roy.M.Murdoch@irs.gov , or Joseph Anidiobi @ 469-801-0747 or 

Joseph.i.Anidiobi@irs.gov to obtain alternate carrier(s) authorization. NOTE: If the contractor uses a carrier other than the 

designated carrier without prior written approval from the IRS, the contractor will be held responsible for any additional 

shipping costs incurred.

Multiple Truckload Shipments: Whenever possible full truckloads should be utilized (e.g., use a full truckload and a partial 

truckload rather than two partial truckloads). The contractor will be provided multiple IRBLs for shipments to an individual 

destination exceeding a truckload. Only one bill of lading should be released for each truckload.

The contractor is accountable to the IRS for all IRBL(s) furnished under this contract. Use of IRBLs for shipments not 

authorized by the IRS is strictly prohibited. 

Within three (3) workdays of shipping complete, the contractor must email IRBLs containing truckers’ signatures to 

Theresa.L.Skyrm@irs.gov. In addition, contractor must notify IRS of all unused IRBL numbers furnished under this contract. 

Notification of unused IRBL numbers must be emailed to Theresa.L.Skyrm@irs.gov. Any unused bills of lading must be 

destroyed by the contractor.

5.2 AIR FREIGHT SHIPMENTS (if required): The contractor will be notified by the IRS if Air Freight Shipments are 

required. Air bills will be provided by the IRS for shipments weighing 500lbs or more to a single destination. The 

contractor must contact the designated air freight carrier to coordinate all air shipments and verify acceptance of pallets and 

the maximum pallet weight is within that specific carrier’s allowable weight limit. 

5.3 DEPARTMENTAL RANDOM “BLUE LABEL” COPIES: The contractor MUST submit 200 departmental random 

copies at the completion of production to test for compliance against specifications. The contractor must divide their total 

quantity into equal sublots and select 1 copy from a different general area of each sublot. The contractor will be required to 

execute the "Certificate of Selection of Random Copies", furnished by GPO, certifying that copies were selected as directed. 

These randomly selected copies must be packed and identified by a special Government-furnished Blue label, affixed to each 

affected container. Additional labels, if needed, are to be reproduced by contractor on Blue stock. The container and its contents 

shall be recorded separately on all shipping documents and sent to Internal Revenue Service, National Distribution Center, 1201 

N. Mitsubishi Motorway, Bloomington, IL 61705-6613. Submit a copy of the SPECIFICATIONS and the signed Governmentfurnished "Certificate of Selection of Random Copies", along with the Departmental Random Copies.
Page 7 of 10 Jacket 402-910

SECTION 6 – QUALITY ASSURANCE

6.1 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 Government furnished electronic files

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

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

SECTION 7-----PRODUCTION SAMPLES:

Contractor must send 5 production samples within 3 workdays after bindery startup to: IRS, Room C6-446, Attention: Terri 

Skyrm, (240) 613-5497, 5000 Ellin Road, Lanham, MD 20706. NOTE: These copies are to be considered sample copies 

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 by traceable means. In addition, contractor must NOT 

include these copies on IRS Forms 2040 and 9659.

SECTION 8 – OFFERS (BIDS): 

OFFERS: Offers must include the cost of all materials and operations listed in accordance with these specifications. Award will 

be based on the lowest total price for the jackets listed. Prices for additional quantities must be based on a continuing run, 

exclusive of all basic or preliminary charges and will not be a factor for determination of award.

BILLING ADJUSTMENTS DUE TO SCHEDULED QUANTITY CHANGES (+ or -) AND THE SUBTRACTION OF 

UNDELIVERABLES WILL BE AT THE CONTRACTOR'S "ADDITIONAL RATE". Prices for these "ADDITIONAL 

RATES" submitted must be based on a continuing run and must be EXCLUSIVE of all preliminary charges and will not be a 

factor in determining award.

Bidder MUST submit a price or NC (No Charge) for each line item in Sections 8.1, 8.2.1, 8.2.2, 8.2.3, and 8.2.4 on the 

following page. If an entry of NC is entered it shall be held the bidder intends to furnish those individual items at no charge to 

the Government. 

Transportation charges are NOT a factor in determining award.

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.

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 9 and 10 of these specifications.
Page 8 of 10 Jacket 402-910

PREAWARD SURVEY: In order to determine the responsibility of the contractor, the Government reserves the 

right to conduct an on-site pre-award survey at the contractor’s facility or to require other evidence of technical, 

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

BID SUBMISSION: Submit bid in pre-addressed envelope furnished with solicitation or send to: U.S. Government 

Publishing Office, Bid Section, Room C-848, Stop: CSPS, 732 North Capitol Street, NW, Washington, DC 20401. 

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

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

Facsimile Bids in Solicitation Provisions of GPO Contract Terms, GPO Publication 310.2, as revised January 2018. Hand 

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

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

submission instructions posted in the Bid Submission/Opening area. If further instruction or assistance is required, call 

(202) 512-0526.
Page 9 of 10 Jacket 402-910

8.1 Printing and Binding approx. 1,525,880 copies of an approx. 120-page pamphlet requiring addressing, labeling and 

marking, packing and sealing, palletizing, staging, and shipping approx. 19,074 cartons of pamphlets.

................................................................................................................................................. $_________________

8.2 Prices for Page Count Changes: The page count may change from the originally stated page counts at the time the print 

files are received. The contractor must enter a price or NC (no add’l charge to Government) below in 8.2.1 and 8.2.2. If 

contractor fails to enter a price or NC in 8.2.1 and 8.2.2, the contractor will be deemed non-responsive. The appropriate figures

listed below in 8.2.1 and 8.2.2 must include all set-up charges and will be used to increase/decrease the purchase order price 

based on FINAL page counts and FINAL quantities. These prices are not a factor in award. Although these prices are not a 

factor in award, the Government reserves the right to reject/renegotiate any prices it deems unreasonable at time of award. 

 

8.2.1--- If page count increases from originally stated in the specifications, the price submitted below will increase the original 

Purchase Order price accordingly.

4 Pg. Increase.....................................................................................................$____________/M

8.2.2--- If page count decreases from originally stated in the specifications, the price submitted below will decrease the original 

Purchase Order price accordingly.

4 Pg. Decrease....................................................................................................$___________/M

8.2.3--- Prices for Quantity Changes: Regardless of final page count, the price submitted in 8.2.3 will decrease/increase the 

original Purchase Order price by the difference between the bid quantity and the final quantity ordered. 

 

 "ADD’L RATE"

Printing and Binding............................................................................... per l, 000 copies....$_________

 

8.2.4--- Labeling, addressing, packing and sealing, palletizing, etc.: Price submitted in 8.2.3 will decrease/increase the original 

Purchase Order price by the difference between the number of approximate cartons stated in the bid quantity and the number of 

cartons utilized based on the final quantity........................................... per carton ................. $__________

8.3 Company name, address, contact name and telephone number, and production function of subcontractor(s), if any, who will 

perform on this contract.

_________________________________________________________________________________________________

_________________________________________________________________________________________________

8.4 Location of shipping point/staging area:

City___________________________________________________ State_____________ Zip Code________________.

 

8.5 Name of Contact person: _________________________ Phone Number: ____________ FAX Number: ____________

Email address (required)___________________________________________________.

8.6 At the same time invoice and associated documentation issubmitted to GPO for payment, contractor MUST email a 

copy to Theresa.L.Skyrm@irs.gov.

 __________

 INITIALS
Page 10 of 10 Jacket 402-910

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)
Production and Mailing Report

Contractor

Form 9659 (Rev. 6-2008) Cat. No. 20827R Department of the Treasury - Internal Revenue Service

City, State

Product(s) GPO Jacket(s)

publish.no.irs.gov

QM Submitting Date Submitted

Comments

(EX: SC or

BMC mail

totals or

production

notes.)

Complete this form daily for each product monitored. Be sure to change the Date Submitted field each day. The QM Submitting field must show the name of the QM

submitting this report. The entry in a production operation (printed, imaged, etc.) must be the total for that day and that operation. Do not use commas in the

quantities, they format automatically and the total will display in the Cumulative Totals row.

Date Printed Bound/Finished Imaged Inserted Other ( ) Mailed

Cumulative Totals

Exhibit 1
Distribution / Shipping List

Form 2040 (9-2005) Catalog number 71120B www.irs.gov Department of The Treasury - Internal Revenue Service

 Remarks

 Item (Form, Document, Publication, Notice etc.) Catalog number Revision date Ship date

 Printing specialist Phone number Distribution analyst Phone number Carton quantity Weight factor

each pads sheets sets rolls

 Quantities stated below are

FOB contractor city

FOB destination

Reprint

Revison

Shipping Status: Start Partial Complete

Requisition number Jacket number Print order number Originator symbols Contractor code Date

 Title/Description

OPN IRS Centers Order Quantity Ship Quantity Date Shipped

Exhibit 2
Carton Shipping Label

Read Prior to Producing or Labeling Cartons

1) Contact the IRS for a new carton label if any of the following fields are blank when the label is received:

(a) Catalog number, (b) Revision, (c) Requisition number, (d) Product number, or (e) Product title.

2) Fields for Contractor to Update Electronically: (a) Carton # of # (see number Section I, 3 below); (b) From address;

(c) To address (see exception under Section II, 2, Cartons via Small Package Carrier (SPC) below); and (d) Carton quantity

(if carton quantity is blank, it must be updated with the correct packing quantity).

3) Automated Carton # of # fields: To print the correct number of labels for each address with sequential carton numbers,

input the total number of cartons in second # field 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.

4) Printing: Labels must be produced same-size in black ink on white paper.

5) Proof: An electronic proof of the label may be required if indicated on the contract or print order.

cut here cut here

Form 6153 (Rev. 3-2006) Catalog Number 62724N Department of Treasury - Internal Revenue Service

 GPO Jacket number Print order number Program number

Labels MUST be generated from the PDF file provided. Handwritten updates are not allowed on any label.

If these instructions are not followed, the Contractor will be held responsible for all re-labeling charges.

Section II – Labeling for Shipment 

1) Cartons: All cartons must have IRS shipping label affixed to one end of the carton only (never on top, long-side, or bottom).

2) Cartons via Small Package Carrier (SPC): Affix SPC label to top of carton on edge nearest to IRS label. If shipping via SPC

to the IRS National Distribution Center, leave the "To (Consignee)" address field blank.

3) Small SPC packages/boxes/envelopes via SPC: Affix IRS label to front of package and SPC label to the back. This includes

advance distributions and IRS samples.

Section I – Prior to Producing Label

 Department of the Treasury

Internal Revenue Service

 Publishing analyst Phone number Carton # of #

 From (Contractor name and address) To (Consignee)

 Catalog number Revision (YYYY-MM-DD)

 Product number (Form, Document, Publication, etc) Product title

 Carton quantity Requisition number (YY-nnnnn)

Exhibit 3
Document 12321 (Rev. 1-2013) Catalog Number 47403N Department of the Treasury Internal Revenue Service publish.no.irs.gov

10"

9"

9"

10"

10"

(40") 101.6 cm width

(48") 121.9 cm

length

1 2 3 4 5 6 7 8 9 10 11

14 15 12 13 1

2

3

4 5 6

7

9 8

All shipments delivered to the National Distribution Center (NDC), must conform to the specifications outlined in this document. To ensure shipments are 100% compliant 

and received by the NDC, please reference Publication 4803 and any relating information outlined in the work contract specifications. Non-conformance to the specifications 

of this document, the standards described in Publication 4803 and or specific instructions outlined in the work contract specifications, may result in corrections at the 

vendor’s expense.

IRS Pallet Specifications

For IRS products the maximum full pallet 

height (pallet + cartons) must not exceed 55”.

Shipments requiring palletization of cartons for non-Standard (i.e products that are not and 

can not be folded down to an 8.5’ x 11’ size without destroying the functionality or integrity of 

the product) IRS products should be stacked using this 15 tier method.

Products that are 8.5’ x 11’ or can be folded to those dimensions are considered standard 

IRS products and should be stacked using this 9 tier method.

”55

15 tier stacking method 9 tier stacking method

Pallet Measurements Stacked Pallet Height

Exhibit 4