Program: 284-S

Term: DATE OF AWARD to October 31, 2016

Title: VA Survey Mailers

ITEM BASIS OF

 NO. DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE COST

I. PROOFS:

 (a) Digital one-piece composite laminated color proof / 

digital one-off.................................................per trim/page-size unit...... 15 $50.00 $750.00 No Charge $0.00 $15.00 $225.00 $20.00 $300.00

 (b) Adobe Acrobat PDF soft proof......................per item / per proof...... 890 $5.00 $4,450.00 No Charge $0.00 $5.00 $4,450.00 $10.00 $8,900.00

II. PRINTING, VARIABLE IMAGING, BINDING, AND CONSTRUCTION:

 (a) Postcards: Printing face and back in a single ink color, including variable 

imaging in black and binding...........per postcard.........

 (1) Makeready and/or Setup.................................................................... 33 $125.00 $4,125.00 $25.00 $825.00 $150.00 $4,950.00 $40.00 $1,320.00

 (2) Running Per 1,000 Copies.................................................................... 350 $50.00 $17,500.00 $14.00 $4,900.00 $25.00 $8,750.00 $48.00 $16,800.00

 (b) Cover Letters: Printing face only in black ink only, including 

binding ................................................per letter......

 (1) Makeready and/or Setup.................................................................... 116 $125.00 $14,500.00 $25.00 $2,900.00 $175.00 $20,300.00 $30.00 $3,480.00

 (2) Running Per 1,000 Copies.................................................................... 742 $40.00 $29,680.00 $12.00 $8,904.00 $22.00 $16,324.00 $25.00 $18,550.00

 (c) Cover Letters: Printing face only in black ink and one additional color, 

including binding..................................per letter.......

 (1) Makeready and/or Setup.................................................................... 29 $125.00 $3,625.00 $25.00 $725.00 $200.00 $5,800.00 $68.00 $1,972.00

 (2) Running Per 1,000 Copies.................................................................... 186 $60.00 $11,160.00 $12.00 $2,232.00 $30.00 $5,580.00 $30.00 $5,580.00

 (d) Four-Page Questionnaires: Printing in two ink colors, including variable 

imaging in black and binding ........per questionnaire......

 (1) Makeready and/or Setup.................................................................... 73 $125.00 $9,125.00 $25.00 $1,825.00 $225.00 $16,425.00 $48.00 $3,504.00

 (2) Running Per 1,000 Copies.................................................................... 515 $80.00 $41,200.00 $58.00 $29,870.00 $110.00 $56,650.00 $240.00 $123,600.00

 (e) Six-Page Questionnaires: Printing in two ink colors, including variable 

imaging in black and binding .....per questionnaire......

 (1) Makeready and/or Setup.................................................................... 72 $125.00 $9,000.00 $30.00 $2,160.00 $250.00 $18,000.00 $68.00 $4,896.00

 (2) Running Per 1,000 Copies.................................................................... 413 $80.00 $33,040.00 $83.00 $34,279.00 $125.00 $51,625.00 $360.00 $148,680.00

 (f) BRE Envelope: Printing face only in a single ink color, including 

construction....................................................per envelope......

 (1) Makeready and/or Setup.................................................................... 145 $35.00 $5,075.00 No Charge $0.00 $150.00 $21,750.00 $30.00 $4,350.00

 (2) Running Per 1,000 Copies.................................................................... 928 $13.60 $12,620.80 $22.00 $20,416.00 $45.00 $41,760.00 $37.00 $34,336.00

 (g) OME Envelope: Printing face only in a single ink color, including 

construction...................................................per envelope.......

 (1) Makeready and/or Setup.................................................................... 145 $35.00 $5,075.00 No Charge $0.00 $200.00 $29,000.00 $30.00 $4,350.00

 (2) Running Per 1,000 Copies.................................................................... 928 $17.30 $16,054.40 $24.00 $22,272.00 $55.00 $51,040.00 $46.00 $42,688.00

III. INSERTING AND MAILING:

Per 1,000 Survey Mailers.............................................................................. 928 $40.00 $37,120.00 $21.00 $19,488.00 $40.00 $37,120.00 $189.00 $175,392.00

CONTRACTOR TOTALS $254,100.20 $150,796.00 $389,749.00 $598,698.00

DISCOUNT 0.00% $0.00 2.00% $3,015.92 2.00% $7,794.98 1.00% $5,986.98

DISCOUNTED TOTALS $254,100.20 $147,780.08 $381,954.02 $592,711.02

WBC, INC. dba

ALBUQUERQUE, NM

GRAY GRAPHICS

LOS ANGELES, CA CAPITOL HEIGHTS, MD

CENVEO, LOS ANGELES DATA INTEGRATORS INC. LITHEXCEL

FREDERICKSBURG, VA

1 of 2
Program: 284-S

Term: DATE OF AWARD to October 31, 2016

Title: VA Survey Mailers

ITEM BASIS OF

 NO. DESCRIPTION AWARD

I. PROOFS:

 (a) Digital one-piece composite laminated color proof / 

digital one-off.................................................per trim/page-size unit...... 15

 (b) Adobe Acrobat PDF soft proof......................per item / per proof...... 890

II. PRINTING, VARIABLE IMAGING, BINDING, AND CONSTRUCTION:

 (a) Postcards: Printing face and back in a single ink color, including variable 

imaging in black and binding...........per postcard.........

 (1) Makeready and/or Setup.................................................................... 33

 (2) Running Per 1,000 Copies.................................................................... 350

 (b) Cover Letters: Printing face only in black ink only, including 

binding ................................................per letter......

 (1) Makeready and/or Setup.................................................................... 116

 (2) Running Per 1,000 Copies.................................................................... 742

 (c) Cover Letters: Printing face only in black ink and one additional color, 

including binding..................................per letter.......

 (1) Makeready and/or Setup.................................................................... 29

 (2) Running Per 1,000 Copies.................................................................... 186

 (d) Four-Page Questionnaires: Printing in two ink colors, including variable 

imaging in black and binding ........per questionnaire......

 (1) Makeready and/or Setup.................................................................... 73

 (2) Running Per 1,000 Copies.................................................................... 515

 (e) Six-Page Questionnaires: Printing in two ink colors, including variable 

imaging in black and binding .....per questionnaire......

 (1) Makeready and/or Setup.................................................................... 72

 (2) Running Per 1,000 Copies.................................................................... 413

 (f) BRE Envelope: Printing face only in a single ink color, including 

construction....................................................per envelope......

 (1) Makeready and/or Setup.................................................................... 145

 (2) Running Per 1,000 Copies.................................................................... 928

 (g) OME Envelope: Printing face only in a single ink color, including 

construction...................................................per envelope.......

 (1) Makeready and/or Setup.................................................................... 145

 (2) Running Per 1,000 Copies.................................................................... 928

III. INSERTING AND MAILING:

Per 1,000 Survey Mailers.............................................................................. 928

CONTRACTOR TOTALS

DISCOUNT 

DISCOUNTED TOTALS

UNIT RATE COST UNIT RATE COST UNIT RATE COST

$75.00 $1,125.00 $10.00 $150.00 $10.00 $150.00

$10.00 $8,900.00 $5.00 $4,450.00 $5.00 $4,450.00

$100.00 $3,300.00 $500.00 $16,500.00 $90.00 $2,970.00

$20.00 $7,000.00 $40.00 $14,000.00 $17.50 $6,125.00

$100.00 $11,600.00 $90.00 $10,440.00 $62.85 $7,290.60

$15.00 $11,130.00 $45.00 $33,390.00 $11.80 $8,755.60

$100.00 $2,900.00 $115.00 $3,335.00 $84.75 $2,457.75

$15.00 $2,790.00 $50.00 $9,300.00 $12.65 $2,352.90

$100.00 $7,300.00 $600.00 $43,800.00 $212.50 $15,512.50

$70.00 $36,050.00 $135.00 $69,525.00 $72.75 $37,466.25

$100.00 $7,200.00 $1,450.00 $104,400.00 $250.00 $18,000.00

$85.00 $35,105.00 $175.00 $72,275.00 $103.50 $42,745.50

$100.00 $14,500.00 $50.00 $7,250.00 $30.50 $4,422.50

$27.50 $25,520.00 $40.00 $37,120.00 $31.80 $29,510.40

$100.00 $14,500.00 $50.00 $7,250.00 $30.50 $4,422.50

$30.00 $27,840.00 $55.00 $51,040.00 $39.00 $36,192.00

$39.50 $36,656.00 $125.00 $116,000.00 $39.50 $36,656.00

$253,416.00 $600,225.00 $259,479.50

0.00% $0.00 0.25% $1,500.56 0.25% $648.70

$253,416.00 $598,724.44 $258,830.80

AWARDED

CURRENT CONTRACTOR

NPC, INC.

MPM COMM. LLC

WALDORF, MD

NPC, INC.

CALYSBURG, PA

2 of 2
Program 284-S Page 1 of 30 

Specifications by MRN 

U.S. GOVERNMENT PUBLISHING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

VA Survey Mailers 

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

U.S. Department of Veterans Affairs (VA) 

Single Award 

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

October 31, 2016, plus one (1) optional 12-month extension period that may be added in accordance with the 

“OPTION TO EXTEND THE TERM OF THE CONTRACT” clause in SECTION 1 of this contract. 

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on November 12, 

2015. 

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

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

20401. Facsimile bids in response to this solicitation are permitted. Facsimile bids may be submitted directly to 

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

the bid. Refer to Facsimile Bids in Solicitation Provisions of GPO Contract Terms, GPO Publication 310.2, as 

revised June 2001. Hand delivered bids are to be taken to: GPO Bookstore, 710 North Capitol Street, NW, 

Washington, DC, between the hours of 8:00 a.m. and 4:00 p.m., prevailing Washington, DC, time, Monday through 

Friday. The contractor is to follow the instructions in the Bid Submission/Opening area. If further instruction or 

assistance is required, call (202) 512-0526. 

BIDDERS, PLEASE NOTE: These specifications have been extensively revised; therefore, all bidders are 

cautioned to familiarize themselves with all provisions of these specifications before bidding.

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

For information of a technical nature call David Love (202) 512-0310 (No collect calls). 
VA Survey Mailers Page 2 of 30 

284-S (10/16) 

SECTION 1. - GENERAL TERMS AND CONDITIONS 

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

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

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

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

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

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

DISPUTES: GPO Publication 310.2, GPO Contract Terms, Contract Clause 5. Disputes, is hereby replaced with 

the June 2008 clause found at www.gpo.gov/pdfs/vendors/contractdisputes.pdf. This June 2008 clause also cancels 

and supersedes any other disputes language currently included in existing contractual actions. 

SUBCONTRACTING: Subcontracting is allowed for manufacturing of the envelopes only. 

GPO IMPRINT REQUIREMENTS: The GPO imprint requirement, GPO Contract Terms, Supplemental 

Specifications, No. 9, is waived. 

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

these specifications: 

Product Quality Levels: 

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

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

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

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

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

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

 Attribute Specified Standard 

P-7. Type Quality and Uniformity O.K. Proofs/Average type dimension/ 

 Electronic media 

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

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

for production. 

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

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

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

clause, except, the total duration of the contract may not exceed two (2) years as a result of, and including, any 

extension(s) added under this clause. Further extension may be negotiated under the “EXTENSION OF 

CONTRACT TERM” clause. See also “ECONOMIC PRICE ADJUSTMENT” for authorized pricing 

adjustment(s). 
VA Survey Mailers Page 3 of 30 

284-S (10/16) 

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

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

contractor. 

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract shall be adjusted in accordance with this 

clause, provided that in no event will any pricing adjustment be made that would exceed the maximum permissible 

under any law in effect at the time of the adjustment. There will be no adjustment for orders placed during the first 

period specified below. Pricing will thereafter be eligible for adjustment during the second and any succeeding 

performance period(s). For each performance period after the first, a percentage figure will be calculated as 

described below and that figure will be the economic price adjustment for that entire next period. Pricing 

adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper 

prices are subject to adjustment by separate clause elsewhere in this contract. 

For the purpose of this clause, performance under this contract will be divided into successive periods. The first 

period will extend from Date of Award to October 31, 2016, and the second and any succeeding period(s) will 

extend for 12 months from the end of the last preceding period, except that the length of the final period may vary. 

The first day of the second and any succeeding period(s) will be the effective date of the economic price adjustment 

for that period. 

Pricing adjustments in accordance with this clause will be based on changes in the seasonally adjusted “Consumer 

Price Index For All Urban Consumers - Commodities Less Food” (Index) published monthly in the CPI Detailed 

Report by the U.S. Department of Labor, Bureau of Labor Statistics. 

The economic price adjustment will be the percentage difference between Index averages as specified in this 

paragraph. An index called the variable index will be calculated by averaging the monthly Indexes from the 12-

month interval ending three (3) months prior to the beginning of the period being considered for adjustment. This 

average is then compared to the average of the monthly Indexes for the 12-month interval ending July 31, 2015, 

called the base index. The percentage change (plus or minus) of the variable index from the base index will be the 

economic price adjustment for the period being considered for adjustment. 

The Government will notify the contractor by contract modification specifying the percentage increase or decrease 

to be applied to invoices for orders placed during the period indicated. The contractor shall apply the percentage 

increase or decrease against the total price of the invoice less reimbursable postage or transportation costs and 

separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted. 

SECURITY – PRIVACY REQUIREMENTS: 

General - All contractors and contractor personnel shall be subject to the Federal laws, regulations, standards and 

VA Directives and Handbooks, regarding information system security as delineated in this contract. Contractors 

must follow policies and procedures outlined in VA Directive 6500, Information Security Program and its 

handbooks to ensure appropriate security controls are in place.

SECURITY REQUIREMENTS: Protection of Confidential Information – 

(a) The contractor shall restrict access to all confidential information obtained from the Department of Veterans 

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

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

contract will be determined at the postaward conference between the Contracting Officer and the 

responsible contractor representative. 

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

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

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

records. 
VA Survey Mailers Page 4 of 30 

284-S (10/16) 

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

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

to protect this information from improper disclosure. 

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

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

made applicable to contractors by 5 U.S.C. 552a (m)(1) to the same extent as employees of the VA. For 

knowingly disclosing confidential information as described in section 1106 of the Social Security Act (42 

U.S.C. 1306), the contractor and contractor’s employees may also be subject to the criminal penalties as set 

forth in that provision. 

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

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

criminal penalties for violations of the Privacy Act. 

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

be stored in an area that is physically safe from unauthorized access. (See “PREAWARD SURVEY, 

Security Control Plan - Production Area” for more information.) 

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

in-house procedures for protection of confidential information. (See “PREAWARD SURVEY” for more 

information.) 

SECURITY REQUIREMENTS: This contract has been designated Public Trust Position Level 1 (Limited). Due 

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

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

“Performing under this contract” is defined as working on-site at a VA facility (including visiting the VA site for 

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

The contractor shall submit a completed Background Investigation Request Worksheet (Attachment A) for each 

contractor employee who will be working on this contract within seven (7) calendar days of contract award. VA 

will process all required background checks. Contractor employees are required to be fingerprinted within 14 

calendar days of contract award, unless otherwise notified by VA. It is the responsibility of the contractor to ensure 

fingerprint cards are processed through their local police departments or other authorized fingerprinters. VA will 

provide additional information on fingerprinting requirements at contract award. 

The general requirements as listed above are required of any new and current contractor employees performing 

contract work, and any project supervisors and management officials who have access to Government sensitive 

information. 

The contractor is responsible for updating the background investigation template as personnel are added to the 

contract. The contractor must submit the updated roster to the Contracting Officer within seven (7) calendar days 

after the added personnel are approved by VA. The background investigation forms and fingerprinting must be 

completed within seven (7) calendar days of the personnel being added to the contract. 

Access to VA Information and VA Information System – 

1. A contractor shall request logical (technical) and/or physical access to VA information and VA information 

systems for employees only to the extent necessary: (1) to perform the services specified in the contract; 

(2) to perform necessary maintenance functions for electronic storage or transmission media necessary for 

performance of the contract; and, (3) for individuals who first satisfy the same conditions, requirements and 

restrictions that comparable VA employees must meet in order to have access to the same type of VA 

information. 
VA Survey Mailers Page 5 of 30 

284-S (10/16) 

2. All contractor employees working with VA Sensitive Information are subject to the same investigative 

requirements as those of regular VA appointees or employees who have access to the same types of 

information. The level of background security investigation will be in accordance with VA Directive 0710, 

Handbook 0710, which are available at: http://www1.va.gov/vapubs/ and VHA Directive 0710 and 

implementing Handbook 0710.01 which are available at: http://www1.va.gov/vhapublications/index.cfm. 

Contractors are responsible for screening their employees. The following are VA’s approved policy 

exceptions for meeting VA’s background screenings/investigative requirements for certain types of 

contractors: 

 Contract personnel not accessing VA information resources such as personnel hired to maintain the 

medical facility grounds; construction contracts; utility system contractors; etc. 

 Contract personnel with limited and intermittent access to equipment connected to facility networks 

on which no VA sensitive information is available, including contractors who install, maintain, and 

repair networked building equipment, such as fire alarm; heating, ventilation, and air conditioning 

equipment; elevator control systems, etc. If equipment to be repaired is located within sensitive 

areas of a VA facility (e.g., computer room/communications closets), VA IT staff must escort 

contractors while on site. 

 Contract personnel with limited and intermittent access to equipment connected to facility networks 

on which limited VA sensitive information may reside including medical equipment. Contractors 

who install, maintain, and repair networked medical equipment such as CT scanners, EKG systems, 

ICU monitoring, etc. In this case, Veterans Health Administration facilities must have a duly 

executed VA business associate agreement (BAA) in place with the contractor in accordance with 

the VHA Handbook 1600.01, Business Associates, to assure compliance with the Health Insurance 

Portability and Accountability Act of 1996 (HIPAA) in addition to this contract. Contract 

personnel, if on site, must be escorted by VA IT staff. 

 3. Contract personnel who require access to national security programs must have a valid security clearance. 

The National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that 

cleared U.S. defense industry safeguards the classified information in their possession while performing 

work on contracts, programs, bids, or research and development efforts. Defense Security Service (DSS) 

administers the NISP on behalf of the Department of Defense and 23 other federal agencies within the 

Executive Branch. VA will verify clearance through DSS. 

VA Information Custodial Requirements – 

1. Information made available to the contractor by VA for the performance and/or administration of this 

contract or information developed by the contractor in performance and/or administration of the contract 

shall be used only for those purposes and shall not be used in any other way without the prior written 

agreement of the Contracting Officer. This clause expressly limits the contractor’s rights to use data as 

described in Rights in Data - General, Federal Acquisition Regulation (FAR) 52.227-14(d) (1). 

2. Information generated by a contractor as a part of the contractor’s normal business operations, such as 

medical records created in the course of providing treatment, is subject to a review by the Office of General 

Counsel (OGC) to determine if the information is the property of VA and subject to VA policy. If the 

information is determined by OGC to not be the property of VA, the restrictions required for VA 

information will not apply. 

3. VA information will NOT be commingled with any other data on the contractor’s information 

systems/media storage systems in order to ensure VA requirements related to data protection and media 

sanitization can be met. VA also reserves the right to conduct IT resource inspections to ensure data 

separation and on-site inspection of information destruction/media sanitization procedures to ensure they 

are in compliance with VA policy requirements. 
VA Survey Mailers Page 6 of 30 

284-S (10/16) 

4. Prior to termination or completion of this contract, the contractor will not destroy information received 

from VA or gathered or created by the contractor in the course of performing this contract without prior 

written approval by VA. Any data destruction done on behalf of VA by a contractor must be done in 

accordance with National Archives and Records Administration (NARA) requirements as outlined in VA 

Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management 

Procedures, and applicable VA Records Control Schedules. These Directives are available at: 

http://www1.va.gov/vapubs/. 

5. The contractor will receive, gather, store, back up, maintain, use, disclose and dispose of VA information 

only in compliance with the terms of the contract and applicable Federal and VA information confidentiality 

and security laws, regulations and policies. Applicable Federal information security regulations include all 

Federal Information Processing Standards (FIPS) and Special Publications (SP) issued by the National 

Institute of Standards and Technology (NIST). If Federal or VA information confidentiality and security 

laws, regulations and policies become applicable to the VA information or information systems after 

execution of the contract, or if NIST issues or updates applicable FIPS after execution of this contract, the 

parties agree to negotiate in good faith to implement the information confidentiality and security laws, 

regulations and policies, including FIPS or SP, in this contract. 

6. Contractors collecting, storing, or disseminating personal identifiable information (PII) or protected health 

information (PHI) data must conform to all pertinent regulations, laws, and VA directives related to privacy. 

Contractors must provide access for VA privacy reviews and assessments and provide appropriate 

documentation as directed. 

NOTE: Personally identifiable information is defined as any information which can be used to distinguish 

or trace and individual’s identity, such as their name, social security number, Veterans identification 

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, mother’s maiden name, 

etc. 

7. The contractor shall not make copies of VA information except as necessary to perform the terms of the 

agreement or to preserve electronic information stored on contractor electronic storage media for restoration 

in case any electronic equipment or data used by the contractor needs to be restored to an operating state. 

8. If VA determines that the contractor has violated any of the information confidentiality, privacy, and 

security provisions of the contract, it shall be sufficient grounds for the Government to terminate the 

contract for default or terminate for cause under the GPO Printing Procurement Regulations (GPO 

Publication 305.3). 

9. If a Veterans Health Administration (VHA) contract is terminated for cause, the associated business 

associate agreement (BAA) will also be terminated and appropriate actions taken in accordance with VHA 

Handbook 1600.01 Business Associates. 

10. Contractor will store, transport or transmit VA sensitive information in an encrypted form, using a VAapproved encryption application that meets the requirements of NIST’s FIPS 140-2 standard. 

11. The contractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s 

minimum requirements. VA directives are available on the VA directives Web site at 

http://www1.va.gov/vapubs/. 

12. Except for uses and disclosures of VA information authorized by this contract for performance of the 

contract, the contractor may use and disclose VA information only in two other situations: (1) in response 

to a qualifying order of a court of competent jurisdiction; or, (2) with VA’s prior written approval. The 

contractor will refer all requests for, demands for production of, or inquiries about, VA information and 

information systems to VA for response. 
VA Survey Mailers Page 7 of 30 

284-S (10/16) 

13. Notwithstanding the provision above, the contractor shall NOT release medical quality assurance records 

protected by 38 U.S.C. 5705 or records pertaining to drug addiction, sickle cell anemia, alcoholism or 

alcohol abuse, or infection with human immunodeficiency virus protected under 38 U.S.C. 7332 under any 

circumstances, including in response to a court order, and shall immediately refer such court orders or other 

inquiries to VA for response. 

14. The contractor will not use technologies banned in VA in meeting the requirements of the contract (e.g., 

Bluetooth enabled devices). 

Information System Design and Development – 

1. Information systems that are designed or developed for, or on behalf of, VA at non-VA facilities shall 

comply with all VA policies developed in accordance with Federal Information Security Management Act 

(FISMA), Health Insurance Portability and Accountability Act (HIPAA), NIST, and related VA security 

and privacy control requirements for Federal information systems. This includes standards for the 

protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security 

categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all 

baseline security controls commensurate with the FIPS 199 system security categorization (reference 

Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle, a 

privacy impact assessment will be completed, provided to the VA representative, and approved by the VA 

Privacy Service in accordance with VA Privacy Impact Assessment Handbook 6500.3. 

2. The security controls must be designed, developed, approved by VA, and implemented in accordance with 

the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-

37 and VA Handbook 6500. 

3. The contractor will be required to design, develop, or operate a System of Records on individuals to 

accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, 

December 31, 1974 (5 U.S.C.552a) and applicable agency regulations. Violation of the Privacy Act may 

involve the imposition of criminal and civil penalties. (NOTE: Contractor is to retain records for a period 

of no less than 120 calendar days subsequent to the date of the check tendered for final payment by the 

GPO.) 

4. The contractor agrees to – 

a. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the 

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

agency function when the contract specifically identifies the systems of records; and the design, 

development, or operation work that the contractor is to perform; 

b. Include the Privacy Act notification contained in this contract in every solicitation and resulting 

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

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

individuals that is subject to the Act; and, 

c. Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this 

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

5. In the event of violations of the Act, a civil action may be brought against the agency involved when 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 when 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 is considered to be an employee of the 

agency. 
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6. “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. 

7. “Record” means any item, collection, or grouping of information about an individual that is maintained by 

an agency, including, but not limited to, education, financial transactions, medical history, and criminal or 

employment history and contains the person’s name, or the identifying number, symbol, or other identifying 

particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. 

8. “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. 

Information System Hosting, Operation, Maintenance and/or Use –

1. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, 

contractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, 

FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. The contractor security 

control procedures must be identical, not equivalent, to those procedures used to secure VA systems (see 

Attachment B, “Contractor Rules of Behavior”). A privacy impact assessment (PIA) must also be provided 

to the VA representative and approved by VA Privacy Service prior to operational approval. All external 

Internet connections involving VA information must be reviewed and approved by VA prior to 

implementation. 

2. Adequate security controls for collecting, processing, transmitting, and storing of personally identifiable 

information, as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior 

to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. 

These security controls need to be stated within the PIA and supported by a risk assessment. If these 

controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must 

be submitted and approved prior to the collection of PII. 

3. Outsourcing (contractor facility/contractor equipment/contractor staff) of systems or network operations, 

telecommunications services, or other managed services requires certification and accreditation of the 

contractor’s systems in accordance with NIST Special Publication 800-37 and VA Handbook 6500 and a 

privacy impact assessment of the contractor’s systems prior to operation of the systems. Governmentowned (Government facility/Government equipment), contractor-operated systems, third party or business 

partner networks require a system interconnection agreement and a memorandum of understanding (MOU) 

which detail what data types will be shared, who will have access, and the appropriate level of security 

controls for all systems connected to VA networks. 

4. The contractor must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security 

controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be 

provided to the VA Contracting Officer and the Information Security Officer (ISO) for entry into VA’s 

Plan of Action and Milestone management process. The contractor will use VA’s POA&M process to 

document planned remedial actions to address any deficiencies in information security policies, procedures, 

and practices, and the completion of those activities. Security deficiencies must be corrected within the 

timeframes approved by the Government. Contractor procedures will be subject to periodic, unannounced 

assessments by VA officials. The physical security aspects associated with contractor activities will also 

be subject to such assessments. As updates to the system occur, an updated PIA must be submitted to the 

VA Privacy Service through the VA representative for approval. 

5. All electronic storage media used on non-VA leased or owned IT equipment that is used to store, process, 

or access VA sensitive information must have all VA sensitive information removed, cleared, sanitized, or 

destroyed in accordance with VA policies and procedures upon: (1) completion or termination of the 

contract or (2) disposal or return of the IT equipment by the contractor or any person acting on behalf of 

the contractor, whichever is earlier. 
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6. Contractor must have physical and environmental security controls to protect system, buildings and related 

infrastructures from individuals and environmental threats. Building physical security requirements will 

meet or exceed the physical security standards and practices as established with VA Directives and 

Handbook 0730, Security and Law Enforcement. There will be an Annual physical security survey 

conducted. Specific requirements and options are found in VA Directive and Handbook 0730 appendix B 

(Agent Cashier). 

Security Incident Investigation – 

1. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss 

of, or damage to VA assets or sensitive information, or an action that breaches VA security procedures. 

The contractor shall immediately notify the GPO and VA representative and simultaneously, the designated 

ISO/Privacy Officer for the contract of any known or suspected security/privacy incidents, or any 

unauthorized disclosure of sensitive information, including that contained in system(s) to which the 

contractor has access. 

2. To the extent known by the contractor, the contractor’s notice to GPO and VA will identify the information 

involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA 

information/assets were placed at risk or compromised), and any other information that the contractor 

considers relevant. 

3. The contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of 

jurisdiction, including the GPO and VA Offices of the Inspector General and Security and Law 

Enforcement, in instances of theft or break-in or other criminal activity. The contractor and its employees 

will cooperate with VA and any law enforcement authority responsible for the investigation and prosecution 

of any possible criminal law violation(s) associated with any incident. The contractor will cooperate with 

VA in any civil litigation to recover VA information, obtain monetary, or other compensation from a third 

party for damages arising from any incident, or obtain injunctive relief against any third party arising from, 

or related to, the incident. 

4. To the extent practicable, the contractor shall mitigate any harmful effects on individuals whose VA 

Information was accessed or disclosed in a security incident. In the event of a data breach with respect to 

any VA sensitive information processed or maintained by the contractor under the contract, the contractor 

is responsible for liquidated damages to be paid to VA. 

 5. If a security incident (as described above) occurs at the contractor’s facility, the actual damage to the 

Government for the incident will be difficult or impossible to determine. Therefore, pursuant to the 

“Liquidated Damages” clause (GPO Contract Terms, Publication 310.2), in lieu of actual damages, the 

contractor shall pay to the Government as fixed, agreed, and liquidated damages for each record, or part 

thereof, involved in the incident, the amount set forth below. Liquidated damages will be assessed against 

that record, or part thereof, which has been compromised. Liquidated damages will not be assessed against 

that record or part thereof that has not been compromised. The amount of damages will be computed at 

$37.50 per record, or part thereof, compromised; provided that the minimum amount of liquidated damages 

shall not be less than $5.00 for the entire order and not more than 50% of the total value of the entire order. 

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

order. Payment of an order will be withheld until evidence of steps taken to prevent the recurrence of a 

security incident has been taken. 

Security Controls Compliance Testing – On a periodic basis, VA, including the Office of Inspector General, 

reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor 

under the clauses contained within this contract. With 10 workday’s notice, at the request of the Government, the 

contractor will fully cooperate and assist in a Government-sponsored security controls assessment at each location 

wherein VA information is processed or stored, or information systems are developed, operated, maintained, or 

used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct 

a security control assessment on shorter notice (to include unannounced assessments) determined by VA in the 

event of a security incident or at any other time. 
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Security Training –

1. All contractor employees requiring access to VA sensitive information and/or VA information systems shall 

complete the following before being granted access to VA networks or sensitive information: 

 Sign and acknowledge understanding of, and responsibilities for, compliance with the Contractor Rules 

of Behavior (Attachment B) relating to access to VA information and information systems; 

 Successfully complete VA Cyber Security Awareness training and annual refresher training as required; 

 Successfully complete VA General Privacy training and annual refresher training as required; and 

 Successfully complete any additional cyber security or privacy training, as required for VA personnel 

with equivalent information system access.

2. The contractor shall provide to the Contracting Officer a copy of the training certificates for each applicable 

employee (for the required training as stated above) within seven (7) calendar days of notification of 

contract award and annually thereafter, as required. These online courses are located at the following web 

site: https://www.tms.va.gov. 

3. Failure to complete this mandatory training within the timeframe required will be grounds for suspension 

or termination of all physical and/or electronic access privileges and removal from work on the contract 

until such time as the training is completed. 

Contractor Personnel Security –

1. All contractor employees who require access to the Department of Veterans Affairs’ computer systems 

shall be the subject of a background investigation and must receive a favorable adjudication from the VA 

Security and Investigations Center (07C). The level of background security investigation shall be in 

accordance with VA Directive 0710, dated May 18, 2007, and is available at: 

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1569 (VA Handbook 0710, Appendix 

A, and Tables 1 - 3). 

Appropriate Background Investigation (BI) forms shall be provided upon contract award and are to be 

completed and returned to the VA Security and Investigations Center (07C) within three (3) calendar days 

for processing. Contractor shall be notified by 07C when the BI has been completed and adjudicated. If the 

security clearance investigation is not completed prior to the start date of the contract, the employee shall 

not work on the contract while the security clearance is being processed. Work will commence as soon as 

the contractor and the contractor employee receives an email message that states the following: “We show 

that the background investigation request on the individual listed below has been completed, and the case 

has been initiated by the Security Investigations Center.” When the case is completed, all adjudicative 

paperwork will be returned to the requesting office. The contractor can provide this email to the Station 

ISO as proof the investigation has been initiated and access can be granted. This notice does NOT ensure 

completion of VetPro or other required security training. Those individuals that require VetPro 

Credentialing or additional security training must receive those completion notifications from the proper 

authority prior to start date of contract. 

2. The investigative history for contractor personnel working under this contract must be maintained in the 

databases of either the Office of Personnel Management (OPM) or the Defense Security Service (DSS). 

Should the contractor use a vendor other than OPM or DSS to conduct investigations, the investigative 

company must be certified by OPM/DSS to conduct contractor investigations. 
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Background Investigation – 

The position sensitivity impact for this effort has been designated as Low Risk and the level of background 

investigation is NACI.

Contractor Responsibilities – 

1. The contractor shall bear the expense of obtaining background investigations. If the investigation is 

conducted by OPM through the VA, the contractor shall reimburse the VA within 30 calendar days of 

receipt of invoice from VA. 

2. Background investigations from investigating agencies other than OPM/DSS are permitted if the agencies 

possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be 

provided to the Security and Investigations Center (07C), which shall verify the information and advise the 

Contracting Officer whether access to the computer systems can be authorized. 

3. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they 

maintain a U.S. citizenship and are able to read, write, speak, and understand the English language. 

 

4. After contract award but prior to contract performance, the contractor shall submit a completed Background 

Investigation Request Worksheet (Attachment A) for each contractor employee who will be working on 

this contract. 

5. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the 

employee from consideration from working under the contract. 

6. Failure to comply with the contractor personnel security requirements may result in termination of the 

contract for default. 

7. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA 

under this contract. In the event that damages arise from work performed by contractor provided personnel, 

under the auspices of this contract, the contractor shall be responsible for all resources necessary to remedy 

the incident. 

Government Responsibilities – 

1. The VA Security and Investigations Center (07C) shall provide the necessary forms to the contractor or to 

the contractor’s employees after receiving a list of names and addresses. 

2. Upon receipt, the VA Security and Investigations Center (07C) shall review the completed forms for 

accuracy and forward the forms to OPM to conduct the background investigation. The VA facility shall pay 

for investigations conducted by the OPM in advance. In these instances, the contractor shall reimburse the 

VA facility within 30 calendar days of receipt of invoice from VA. 

3. The VA Security and Investigations Center (07C) shall notify the VA representative and contractor after 

adjudicating the results of the background investigations received from OPM. 

4. The VA representative will ensure that the contractor provides evidence that investigations have been 

completed or are in the process of being requested. 
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ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS: 

Intranet/Internet – 

1. The contractor shall comply with the U.S. Department of Veterans Affairs Directive 6102 and VA 

Handbook 6102 (Internet/Intranet Services). 

2. VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, 

and any other functions related to the administration of a VA Internet/Intranet Service Site or related service 

(hereinafter referred to as “Internet”). This directive applies to all organizational elements in the 

Department. This policy applies to all individuals designing and/or maintaining VA Internet Service Sites, 

including but not limited to, full time and part time employees, contractors, interns, and volunteers. This 

policy applies to all VA Internet/Intranet domains and servers that utilize VA resources. This includes, but 

is not limited to, va.gov and other extensions such as, “.com, .eddo, .mil, .net, .org,” and personal Internet 

service pages managed from individual workstations. 

3. VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and 

presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as “Internet”). The 

handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This 

includes, but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple 

Mail Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers. 

4. VA Directive 6102 and VA Handbook 6102 are available at: 

Internet/Intranet Services Directive 6102 

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=409&FType=2

Internet/Intranet Services Handbook 6102 

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2

5. Internet/Intranet Services Handbook 6102 Change 1 – updates VA’s cookie use policy, Section 508 

guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors. 

Internet/Intranet Services Handbook 6102 Change 1 is available at: 

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2

6. In addition, any technologies that enable a Network Delivered Application (NDA) to access or modify 

resources of the local machine that are outside of the browser’s “sand box” are strictly prohibited. 

Specifically, this prohibition includes signed-applets or any ActiveX controls delivered through a browser’s 

session. ActiveX is expressly forbidden within the VA while .NET is allowed only when granted a waiver 

by the VA CIO PRIOR to use. 

7. JavaScript is the preferred language standard for developing relatively simple interactions (i.e., forms 

validation, interactive menus, etc.) and Applets (J2SE APIs and Java Language) for complex network 

delivered applications. 
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SECTION 508 COMPLIANCE: 

1. The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by 

the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. 

2. In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), 

pursuant to Section 508(2) (A) of the Rehabilitation Act Amendments of 1998, established Information 

Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when 

Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology 

(EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use 

of information and data that is comparable to the access to and use of information and data by other Federal 

employees. The Section 508 requirement also applies to members of the public seeking information or 

services from a Federal department or agency. 

3. Section 508 text is available at: 

 http://www.opm.gov/HTML/508-textOfLaw.htm

 http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 

DATA RIGHTS: All data and materials furnished and/or produced in the performance of this contract shall be the 

sole property of the Government. The contractor agrees not to assert rights or to establish any claim to such 

data/materials in whole or in part in any manner or form, or to authorize others to do so, without prior written 

consent of the Contracting Officer. 

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

right to conduct an on-site preaward survey at the contractor’s facility of all of the contractor’s computer, printing, 

and mailing equipment which will be used on this contract or to require other evidence of technical, production, 

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

survey will be representatives from the GPO and the VA. 

Contractors must complete Attachment C “Contractor Security Control Assessment (CSCA), Self-Assessment 

Questionnaire for Contract Service Providers” for VA review and use during the preaward survey security review. 

The preaward survey will include a review of the contractor’s backup facility, quality control, mail, recovery 

program, computer systems, material, personnel, production, and security plans, as required by this specification. 

The contractor shall present, in writing, to the Contracting Officer within seven (7) calendar days 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. 

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

AND AWARD WILL NOT BE MADE PRIOR TO APPROVAL OF SAME. 

Backup Facility – The failure to distribute the postcards and mailers in a timely manner would have an impact 

on the daily operations of VA. Therefore, if for any reason(s) (act of God, labor disagreements, etc.) the 

contractor is unable to perform at said location for a period of longer than seven (7) calendar days, the contractor 

must have a contingency plan in place for a backup facility with the capability of producing the postcards and 

mailers. 
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Plans for this contingency production must be prepared and submitted to the Contracting Officer as part of the 

preaward survey. These plans must include the location of the facility to be used, security plans at the facility, 

equipment available at the facility, and a timetable for the start of production at that facility. Part of the plan 

must also include the transportation of Government materials from one facility to the other. The contractor 

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

postcards and mailers at this facility. 

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

Quality Control Plan – The contractor shall provide and maintain, within his own organization, an independent 

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

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

inspection, and acceptance provisions are met. The contractor shall perform, or have performed, the process 

controls, inspections and tests required to substantiate that the products provided under this contract conform 

to the specifications and contract requirements. The contractor shall describe in detail their quality 

control/quality assurance and recovery plans describing how, when, and by whom the plans will be performed. 

The plan must provide for periodic samplings to be taken during the production run, a control system that will 

detect defective, missing, or mutilated pieces, and the actions to be taken by the contractor when 

defective/missing/mutilated pieces are discovered. These actions must be consistent with the requirements 

found in GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987, (Rev. 6-01)). A recovery 

system is required to replace all defective, missing, or mutilated pieces. This control system must use a unique 

sequential number to aid in the recovery program which has to be maintained in order to recover any missing 

or damaged pieces. These pieces must be reprinted and 100% accountability must be maintained throughout 

the run. The contractor must ensure that there are no missing or duplicated pieces. 

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

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

each run. The plan must provide for a complete audit trail (i.e., it must be possible to locate any piece of mail 

(postcard or mailer) at any time from the point it leaves the press up to and including the point at which the mail 

is delivered to a USPS facility). An explanation of the contractor’s sequential numbering system is required to 

understand the audit trail required for each and every piece. 

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

transit within the plant, however, the contractor must demonstrate that they have an audit trail established that 

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

The quality control plan must also include examples of the documentation and a detailed description of the 

random samples that document all of the contractor’s activities. Furthermore, the plan must include the names 

of all quality assurance officials and describe their duties in relationship to the quality control plan. The plan 

must include a detailed description of the number and types of inspections that will be performed as well as the 

records maintained documenting these activities. 

The quality control plan must account for the number of pieces mailed daily, including days when no pieces are 

mailed. 

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

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

assurance random copies. 

Quality Control Sample Plan – The plan must provide a description of how the contractor will create quality 

control samples for periodic samplings to be taken during the production run and provide for backup and 

rerunning in the event of an unsatisfactory sample. The plan shall contain control systems that will detect 

defective, missing, or mutilated pieces. 
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The plan should include the sampling interval the contractor intends to utilize. The contractor will be required 

to create a quality control sample from each file, to be drawn from the production stream. Mailers samples 

should be in unsealed envelopes with contents inserted. Mailer number and file date must be indicated on each 

sample. The contractor must maintain samples as indicated in the contract specifications. 

The plan shall detail the actions to be taken by the contractor when defective/missing/mutilated items are 

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

Publication 310.2, effective December 1, 1987, (Rev. 6-01)). 

Verification of Production and Mailing Plan – Contractor will be responsible for validating the integrity of 

every item produced in all phases of printing, packaging, and mailing and to ensure all mailpieces were correctly 

entered into the United States Postal System. 

Mailpiece Integrity shall be defined as follows: Each mailpiece shall include all components (and only those 

components) intended for the designated recipient as contained in the print files received from VA. 

The contractor is responsible for providing the automated print integrity control systems and processes required 

to prevent the commingling of mailer items intended for different recipients into a completed package. The 

contractor’s printing process must have automated systems that include coding and scanning technology 

capable of – 

1. Validating the count of items in a set. 

2. Validating the sequence of items in a set. 

3. Validating the sequence of sets in a production batch. 

4. Interrupting production if variances are detected. 

Mailing integrity shall be defined as follows: All records received from VA that are designated for printing 

were printed, inserted (if applicable) and entered correctly into the U.S. Postal System. 

The contractor is responsible for providing the automated inserted mailpiece tracking/reporting systems and 

processes required to validate that 100% of all records received from VA which are designated for printing 

were printed, inserted (if applicable), and mailed correctly. The contractor’s inserting equipment must have 

automated systems that include coding and scanning technology capable of – 

1. Reconciling letter counts and quantity counts from VA provided files to print order control totals provided 

by VA; reporting variances. 

2. Uniquely identifying each Product Types within a print order. 

3. Unique identifier to be scanned after insertion to ensure all products are present and accounted for. 

4. Tracking and reporting all products produced and mailed within a print order at the Product Type level. 

5. Identifying and reporting all missing products that were lost or spoiled during production within a print 

order. 

6. Generating a new production file for all missing products. 

7. Tracking and reporting all products that were reproduced and mailed within a print order at the Product 

Type level. 

8. Reconciling the total of all products produced and mailed within a print order to the control totals provided 

by VA; reporting all variances. 
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9. Reconciling the total of all products mailed to mailing totals contained on Postal Entry Forms within a print 

order; reporting all variances. 

10. Generating a final automated summary report which provides information that all mail pieces have been 

scanned, after insertion, verifying that all pieces for each mail package and file date are accounted for after 

contents are inserted, and event information on any spoiled or missing pieces verifying that they were 

scanned and accounted for. A copy of the summary report must be submitted with the matching GPO 712 

form(s). 

The contractor must generate an automated audit report when necessary showing the tracking of all products 

throughout all phases of production for each mailpiece. This audit report will contain all information identified 

above for each phase of printing, packaging, and mailing. 

All product tracking/reporting data must be retained in electronic form for 120 calendar days after mailing, and 

must be made available to VA for auditing of contractor performance upon request. 

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

than 120 calendar days subsequent to the date of the check tendered for final payment by the GPO. The 

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

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

assurance random copies. 

Unique Identification Number Plan – Unique identifying numbers will be used to track each individual 

product, thereby providing 100% accountability. This enables the contractor to track each product through 

completion of the project. The contractor may create their own sequence number and run date to facilitate their 

presorting and inserting process but must maintain the original Unique ID (UID) for Management Information 

(MI) reporting. 

Recovery System – A recovery system will be required to ensure all defective, missing, or mutilated pieces 

detected are identified, reprinted, and replaced. The contractor’s recovery system must use unique sequential 

alpha/numeric identifiers assigned to each piece (including quality control samples) to aid in the recovery and 

replacement of any defective/missing/mutilated pieces, and must be capable of tracking and/or locating any 

individual piece of mail from the time it leaves the press, up to and including when it is off-loaded a the USPS 

facility. An explanation of the contractor’s sequential numbering system is required to understand the audit 

trail required for each and every piece. NOTE: The Government will not, as a routine matter, request that the 

contractor produce individual pieces in transit within the plant, however, the contractor must demonstrate they 

will have an audit trail established that has the ability to comply with this type of request if and when the need 

arises. 

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

platform and file transfer system necessary to interface with VA’s File Transfer Management System (FTMS) 

for electronic transmission of files from VA. The plan must also include the media type on which files from 

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

contractor’s production facility. The Computer System Plan shall demonstrate the contractor’s ability to provide 

complete hardware and software compatibility with VA’s existing network. 

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

and the programming of the contractor’s computer system and file transmissions. 

Material Handling and Inventory Control – This plan should explain in detail how the following materials 

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

USPS inspection materials; and all outgoing materials cleared for USPS pickup/delivery. 
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Personnel Plan – This plan should include a listing of all personnel who will be involved with this contract. 

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

programs the employee’s will be given to familiarize them with the requirements of this program. 

NOTE: If employees have current and adequate security clearances, please notate. 

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

a. A listing of all production equipment and equipment capacities to be utilized on this contract. 

b. The production capacity currently being utilized on this equipment. 

c. The capacity that is available for managing and producing the volume of work products identified 

within this contract. 

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

and installation dates are required. 

Security Control Plan – The contractor shall provide a security plan that addresses all aspects of physical and 

logical data file handling, processing and transfer, including publication and all associated mail handling as 

required. The security plan will address employee requirements for security training, background investigations, 

and credit checks. The security plan will address inventory controls, network security, visitor controls and 

applicable miscellaneous aspects of production. The security plan shall meet or exceed the mandated VA 

security requirements and be approved by a designated VA Information Security Officer and the Privacy 

Officer. 

The contractor shall review the security plan at least quarterly and update it as soon as changes are indicated. 

The security plan will be maintained throughout the life of the contract. After acceptance of the security plan, 

the contractor shall inform the VA representative in writing, within seven (7) calendar days of changes made 

to the document. In addition to the above, the contractor is also required to complete the Contractor Security 

Control Assessment (Attachment C) annually and keep a copy with the Security Control Plan. 

The contractor shall enter into a Business Associate Agreement (BAA) and establish an Interconnection 

Security Agreement (ISA) with the VA, and be in accordance with HIPAA with VA prior to initial production 

of VA’s Health Benefits Communications materials. The system must comply with Federal Information 

Security Management Act (FISMA) requirements for Government systems. 

The proposed Security Control Plan must address the following: 

Materials – How all accountable materials will be handled throughout all phases of production. This plan 

shall also include the method of disposal of all production waste materials in accordance with VA directive 

6371 and the NIST publication 800-88. 

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

the production of sensitive VA records will be definitively destroyed (ex. burning, pulping, shredding, 

macerating, or other suitable similar means). Electronic Records must be definitively destroyed in a manner 

that prevents reconstruction. Definitively destroying the records means the material cannot be reassembled 

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

are national security classified or exempted from disclosure by statute, including the Privacy Act or 

regulation.

If the contractor selects shredding as a means of disposal, it is preferred that a cross cut shredder be used. 

If a strip shredder is used, the strips must not exceed one-quarter inch. The contractor must provide the 

location and method planned to dispose of the material. The plan must include the names of all contract 

officials responsible for the plan and describe their duties in relationship to the waste material plan. 
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284-S (10/16) 

Production Area – The contractor must provide a secure area(s) for the processing and storage of data for 

the postcard and mailer items, either a separate facility dedicated to this product, or a walled-in limited 

access area within the contractor’s existing facility. Access to the area(s) shall be limited to security-trained 

employees involved in the production of the postcards and mailers. 

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

walls, equipment to be used, and the printing and finishing locations. 

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

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

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

wire transmissions; verify addresses; monitor the printing, imaging, folding, inserting, mail processing, quality 

control, sample selections, and inspections; and monitor the packing and staging of the mail. These coordinators 

will not have contractual authority, and cannot make changes in the specifications or in contract terms, but will 

bring any and all defects detected to the attention of the company Quality Control Officer. The coordinators must 

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

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

one desk, two swivel arm chairs, secure internet access for Government laptop computers, a work table, and two 

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

NOTE: In the event that a Government representative cannot be on-site, and upon completion of the individual 

print order, the contractor is to ship overnight the quality sample pulls from that print order and send to one 

destination in Washington, DC. The remainder of the mailers mail per contract requirements. (See “QUALITY 

SAMPLE PULLS.”)

POSTAWARD CONFERENCE: Unless waived by the Government, the total requirements of the job as indicated 

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

contractor’s facility immediately after award. The contractor will be notified of the exact date and time. 

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

and a purchase order issued to the contractor to cover work performed. The purchase order will be supplemented 

by an individual print order for each job placed with the contractor. The print order, when issued, will indicate the 

quantity to be produced and any other information pertinent to the particular order. 

ORDERING: Items to be furnished under the contract shall be ordered by the issuance of print orders by the 

Government. Orders may be issued under the contract from Date of Award through October 31, 2016, plus for 

such additional period(s) as the contract is extended. All print orders issued hereunder are subject to the terms and 

conditions of the contract. The contract shall control in the event of conflict with any print order. A print order 

shall be “issued,” for purposes of the contract, when it is either deposited in the U.S. Postal Service mail or otherwise 

furnished to the contractor in conformance with the schedule. 

REQUIREMENTS: This is a requirements contract for the items and for the period specified herein. 

Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in accordance 

with the clause entitled “ORDERING.” The quantities of items specified herein are estimates only, and are not 

purchased hereby. Except as may be otherwise provided in this contract, if the Government's requirements for the 

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

constitute the basis for an equitable price adjustment under this contract. 

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

which are required to be purchased by the Government activity identified on page 1. 

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total 

orders under this contract, if any. 
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284-S (10/16) 

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

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

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

completed during the effective period of this contract. 

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

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

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

source. 

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

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set 

forth herein which are called for by print orders issued in accordance with the “ORDERING” clause of this contract. 

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

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

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

agency regulations. Violation of the Act may involve the imposition of criminal penalties. 

 PRIVACY ACT 

(a) The contractor agrees: 

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

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

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

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

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

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

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

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

individuals to accomplish an agency function; and 

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

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

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

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

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

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

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

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

considered to be an employee of the agency. 

 
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284-S (10/16) 

(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. 

CRIMINAL SANCTIONS: It is incumbent upon the contractor to inform its officers and employees of the 

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

(i)(1) which is made applicable to contractors by 5 U.S.C. 552a (m)(1), provides that any officer or employee of an 

agency, who by virtue of his/her employment of official position, has possession of or access to agency records 

which contain individually identifiable information, the disclosure of which is prohibited by the Privacy Act or 

regulations established there under, and who knowing that disclosure of the specific material is prohibited, willfully 

discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a 

misdemeanor and fined not more than $10,000.00. 
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SECTION 2. - SPECIFICATIONS 

SCOPE: These specifications cover the production of postcards and survey mailers consisting of cover letters, 

questionnaires, business reply envelopes (BRE), and outbound mail envelopes (OME) requiring such operations as 

electronic prepress, printing, variable imaging, binding, construction, inserting, and distribution. 

TITLE: VA Survey Mailers. 

FREQUENCY OF ORDERS: 

Postcards: Up to approximately 6 orders per month. 

Survey Mailers: Approximately 5 to 15 orders per month. 

NOTE: The first order placed will be for proofs only (see “PROOFS”). Multiple orders requiring the same schedule 

may be placed on the same day. Separate print orders will issued for the each different postcard and each different 

survey mailer. 

QUANTITY: 

Postcards: Approximately 3,000 to 60,000 copies per order. 

Survey Mailers: Approximately 800 to 60,000 copies per order. 

NUMBER OF PAGES: 

Postcards: Face and back. 

Cover Letters: Face only. 

Questionnaires: 4 pages (2 face and back leaves) or 6 pages (3 face and back leaves) per order. 

BRE Envelopes: Face only (after construction). 

OME Envelopes: Face only (after construction). 

NOTE: Number of pages for the questionnaire will vary between 4 or 6 pages depending on the survey mailer. 

TRIM SIZES: 

Postcards: 4-1/4 x 6”. 

Covers Letters: 8-1/2 x 11”. 

Questionnaires: 8-1/2 x 11”. (NOTE: A variance of 1/16” or less on either side of the 11” dimension is allowed; 

however product cannot be larger than 8-1/2 x 11”.) 

BRE Envelopes: No. 9 (3-7/8 x 8-7/8”), plus flap. 

OME Envelopes: No. 10 (4-1/8 x 9-1/2”), plus flap. (NOTE: OME envelopes will contain a window.) 

GOVERNMENT TO FURNISH: 

The static text matter and artwork for all items will be furnished as an electronic file via SFTP. Files will be 

furnished as an Adobe Acrobat PDF file (current/near current version). All fonts will be embedded. 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. NOTE: Files for static 

text matter/artwork will be furnished immediately after contract award and are to be held for re-use throughout the 

term of the contract. In the event that any of the static text matter/artwork changes, new files will be furnished to 

the contractor. 

The variable data will be transferred to the contractor’s SFTP site for retrieval by the contractor with each order. 

The variable data will be furnished as a flat (fixed column) ASCII file. 

Identification markings such as register marks, commercial identification marks of any kind, etc., carried in the 

electronic files, must not print on finished product. 
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CONTRACTOR TO FURNISH: All materials and operations, other than those listed under “GOVERNMENT 

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

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

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

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

ordering agency as specified on the print order. 

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. 

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. 

PROOFS: 

On the First Order Only: 

Contractor to submit proofs (as applicable below) for the postcard, cover letter, 4-page questionnaire, 6-page 

questionnaire, BRE envelope, and OME Envelope. NOTE: Proofs will be for the static text matter only. 

If produced via conventional offset printing – One (1) set of digital one-piece composite laminated halftone proofs 

on the actual production stock (Kodak Approval, Polaroid PolaProof, CreoSpectrum, or Fuji Final Proof) with a 

minimum resolution of 2400 x 2400 dpi. 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. Proofs must show dot structure. NOTE: In lieu of digital one-piece laminated proofs, at contractor’s option, 

inkjet proofs that are G7 profiled and use pigment-based inks may be submitted. 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. 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 2009. 

 

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

contain all elements, be in press configuration and indicate margins. Proofs will be used for color match on press. 

Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi. 

Pantone colors may be substituted with a similar color. (NOTE: This requirement does not apply to inkjet proofs.) 

Contractor to submit ink draw downs on actual production stock of Pantone color(s) used to produce the product. 

If produced via digital printing – One (1) set of digital color one-off proofs created using the same output device 

that will be used to produce the final printed product on the actual production stock. Proofs shall be collated with 

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

of the product, as applicable. Proof will be used for color match on the press on the production run. 
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284-S (10/16) 

On Every Order: 

Contractor must submit proofs (as specified below) for the postcard (when ordered on a print order) or the 4- 

and 6-page questionnaires (when ordered on a print order). A PDF soft proof must be submitted for the first 

five (5) names in the furnished file and must include the variable data for those five (5) names. 

One (1) Adobe Acrobat (current version) PDF soft proof. PDF proof must show all artwork, static information, and 

variable data, as applicable for each item. Proof will be transferred to the agency via SFTP site. The PDF proof will 

be evaluated for text flow, image position and color breaks. Proofs will not be used for color match. 

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. 

CONTRACTOR MUST NOT PRINT PRIOR TO THE RECEIPT OF AN “O.K. TO PRINT.” 

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

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

2011. 

Government Paper Specification Standards No. 12 – http://www.gpo.gov/pdfs/customers/sfas/vol12/vol_12.pdf. 

Postcards: White Offset Cover, basis weight: 100 lbs. per 500 sheets, 20 x 26”, equal to JCP Code L23. 

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

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

EXCEPTION: Stock must NOT contain any recycled content. NOTE: Stock MUST match MOCR stock (24-lb.) in 

brightness and cleanliness. 

BRE Envelopes (No. 9): White Writing Envelope, basis weight: 24 lbs. per 500 sheets, 17 x 22”, equal to JCP 

Code V20. 

OME Envelopes (No. 10): White Writing Envelope, basis weight: 24 lbs. per 500 sheets, 17 x 22”, equal to JCP 

Code V20. 

PRINTING AND VARIABLE IMAGING: At contractor’s option, the products may be produced via 

conventional offset or digital printing provided that Quality Level III standards are maintained. Final output must 

be a minimum of 150-line screen and at a minimum resolution of 2400 x 2400 x 1 dpi or 600 x 600 x 8 bit depth 

technology. Digital device must have a RIP that provides an option for high quality color matching such as Device 

Links Technology and/or ICC Profiles. 

GPO imprint is waived and must not print on the items in the mailer. 

Match Pantone color as indicated on the print order. 

NOTE: For products that contain variable data, the contractor must print and variable image in a single pass. 

Postcards: Print face and back in a single ink color. Printing consists of text and line matter, and agency seal. 

Variable image face only in black. Imaging consists of text and line matter (name, address, eSurvey passcode, and 

barcode). 

Cover Letters: Print face only in black ink only, or in black ink and one additional Pantone color. Printing consists 

of text and line matter, and agency seal. Majority of cover letters ordered will print in black ink only. 
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Questionnaires: Print head-to-head in black ink and Pantone 185U. Printing consists of text and line matter. 

Variable image in black on multiple pages throughout. Variable imaging consists of text and line matter (name, 

address, barcode, and survey sequence number). 

BRE Envelopes: Print face only (after construction) in a single ink color. Printing consists of text and line matter. 

NOTE: Return envelopes must be printed in Business Reply Format. 

OME Envelopes: Print face only (after construction) in single ink color. Printing consists of text and line matter, 

and agency seal. 

Printing on envelopes shall be in accordance with the requirements for the style envelope ordered. All printing 

shall comply with all applicable U.S. Postal Service regulations, including automation guidelines/requirements. 

The envelope shall accept printing without feathering or penetrating to the reverse side. 

Both the BRE and OME envelopes require a security tint printed on the inside (back - before manufacture) in black 

ink. Contractor may use his own design but must guarantee that the product will ensure complete opacity and 

prevent show through of any material contained therein. 

MARGINS: Margins will be as indicated on the print order or furnished electronic media. 

BINDING (Postcards, Cover Letters, and Questionnaires): 

Postcards: Trim four sides. 

Cover Letters: Trim four sides. 

Questionnaires: Trim four sides. 

CONSTRUCTION (Envelopes): 

All Envelopes (BRE and OME): Envelopes must be open side, side seam, with gummed fold-over flap for sealing. 

Flap depth is at the contractor’s option but must meet all USPS requirements. Flap must be coated with suitable 

glue that will securely seal the envelope without adhering to contents, not permit resealing of the envelope, and 

permit easy opening by the recipient. Envelopes shall be sufficiently high cut so as to prevent the flap adhesive 

from coming in contact with the envelope’s contents. The sealed seam shall not adhere to the inside of the envelope. 

Envelopes shall be free from cuts, folds, tears, machine marks, foreign matter, dirt, ink smears, and adhesive stains. 

OME envelopes will require one die-cut window (1-3/8 x 4-1/2” in size) located 7/8”from left edge of envelope and 

1/2” from bottom edge of envelope for viewing of mailing address on questionnaire. Window must have slightly 

rounded corners. Die-cut window is to be covered with a suitable poly-type, transparent, low-gloss material that 

must be clear of smudges, lines and distortions. Poly-type material must be securely affixed to the inside of the 

envelope so as not to interfere with insertion of contents. Window material must meet the current U.S. Postal 

Service’s (USPS) readability standards/requirements. 

INSERTING: Gather questionnaire leaves in sequence with cover letter behind and letter-fold (with a barrel fold) 

to 3-5/8 x 8-1/2”, with mailing address (on page 1 of questionnaire) on top for visibility through window on OME 

envelope. Place folded questionnaire/letter on top of BRE envelope and insert into OME envelope. (NOTE: Face 

of BRE envelope should be facing the inside back of the OME envelope, when inserted.) 

NOTE: It is the contractor’s responsibility to assure that only the mailing address and barcode on the questionnaire 

is visible through the window on the OME envelope, and that only one questionnaire, cover letter, and BRE 

envelope is inserted into each OME envelope. 

After inserting, seal OME envelopes. 
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QUALITY SAMPLE PULLS: The contractor will be required to pull one (1) test sample every 1,000 postcards 

or mailers, as applicable. NOTE: For orders placed with a quantity of less than 1,000 copies, contractor must pull 

1 random test sample. 

For quality sample pulls of mailers, the mailers must be complete – all required items printed/imaged, 

bound/constructed, and inserted in accordance with these specifications. 

Quality sample pulls for an order must be signed and dated by the contractor operator and placed in a container. 

The Government on-site representative will review. Once approved, these samples will be mailed at a later date. 

(See “ON-SITE REPRESENTATIVES.”) 

The samples constitute a part of the total quantity ordered, and no additional charge will be allowed. 

DISTRIBUTION: 

 Mail f.o.b. contractor’s city each individual postcard or survey mailer to domestic addresses nationwide. 

(NOTE: The contractor is responsible for all costs incurred in transporting the postcards and mailers to the 

U.S. Postal Service facility.) 

 Deliver f.o.b. destination approximately 2 to 25 samples of the postcard and the complete survey mailer (as 

ordered) to: Clara Chafee, 2625 Townsgate Road, Suite 100, Westlake Village, CA 91361. 

All mailing (postcards and mailers) shall be made at the Presorted First Class rate. 

Contractor will mail using departmental mailing permit imprint through VA’s Centralized Account Processing 

System (CAPS). Contractor is responsible for establishing the CAPS account. 

NOTE: The contractor is required to obtain the maximum postage discount allowed by the USPS in accordance 

with appropriate USPS rules and regulations, including the USPS Domestic Mail Manual, and Postal Bulletins, in 

effect at the time of the mailing. 

The contractor is cautioned that mailing permit imprint may be used only for the purpose of mailing material 

produced under this contract. 

Orders which result in mailings of less than 200 pieces or less than 50 pounds will require the contractor to apply 

the appropriate postage to each mailing. Contractor will be reimbursed for postage by submitting a properly 

completed Postal Service Certificate of Mailing with the invoice for billing. 

Certificate of Conformance: When using Permit Imprint Mail the contractor must complete GPO Form 712 - 

Certificate of Conformance (Rev. 2-91), supplied by GPO and the appropriate mailing statement or statements, 

supplied by USPS. 

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for “Domestic 

Mail” or “International mail” as applicable. 

Upon completion of each order, the contractor must notify the ordering agency on the same day that the product 

mails via email to the email address specified on the print order. The subject line of the email shall be “Distribution 

Notice for Program 284-S, P.O. XXXXX, Jacket XXX-XXX, Print Order XXXXX.” The notice must provide all 

applicable tracking numbers and mailing method. Contractor must be able to provide copies of all mailing receipts 

upon agency request. 

All expenses incidental to submitting proofs must be borne by the contractor. 
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284-S (10/16) 

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job 

prior to receipt of the individual print order (GPO Form 2511). 

Print order and all furnished materials will be provided via SFTP. 

When required, PDF soft proofs must be sent via SFTP. 

When required, hard copy proofs must be delivered to and picked up from: Clara Chafee, 2625 Townsgate Road, 

Suite 100, Westlake Village, CA 91361. 

No definite schedule for pickup of material can be predetermined. 

The following schedule begins the workday after notification of the availability of print order and furnished 

material; the workday after notification will be the first workday of the schedule. 

Contractor must complete production and distribution within five (5) workdays. 

 No specific date is set for submission of proofs. 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 they 

are made available for pickup or the corrections/changes/“O.K. to print” are provided to the contractor (via 

email), as applicable. (The first workday after receipt of proofs at the ordering agency is day one (1) of the 

hold time.) 

 All proof and transit time is included in the 5-workday schedule. 

The ship/deliver date indicated on the print order is the date products ordered for delivery f.o.b. destination must be 

delivered to the destinations specified, and 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. 

For compliance reporting purposes, contractors are to report information regarding each order with date of shipment 

or delivery, as applicable, in accordance with the contract requirements by contacting the Shared Support Services 

Compliance Section via email at compliance@gpo.gov, via telephone at (202) 512-0520, or via facsimile at (202) 

512-1364. Personnel receiving the email, call, or facsimile will be unable to respond to questions of a technical 

nature or to transfer any inquiries. 
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SECTION 3. - DETERMINATION OF AWARD 

The Government will determine the lowest bid by applying the prices offered in the “SCHEDULE OF PRICES” to 

the following units of production which are the estimated requirements to produce one (1) year’s production under 

this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of work which 

may be ordered for a like period of time. 

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.” 

I. (a) 15 

 (b) 890 

 (1) (2) 

II. (a) 33 350 

 (b) 116 742 

 (c) 29 186 

 (d) 73 515 

 (e) 72 413 

 (f) 145 928 

 (g) 145 928 

III. 928 

 
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THIS PAGE IS INTENTIONALLY BLANK.
VA Survey Mailers Page 29 of 30 

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SECTION 4. - SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor’s city for all mailing and f.o.b. destination for all other shipments. 

Prices must include the cost of all required materials and operations for each item listed in accordance with these 

specifications. 

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or 

alteration of the order and manner of submitting bids may be declared non-responsive. 

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the 

Government. Bids submitted with NB (No Bid) or blank spaces for an item may be declared non-responsive. 

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production 

(whether or not such items are included in the DETERMINATION OF AWARD) that are inconsistent or unrealistic 

in regard to other prices in the same offer or to GPO prices for the same operation if such action would be in the 

best interest of the Government. 

All invoices submitted to the GPO shall be based on the most economical method of production. Fractional parts 

of 1,000 will be prorated at the per-1,000 rate. 

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

PRICES.” 

I. PROOFS: For line item I.(a), the face of each envelope will be charged as one trim/page-size unit. 

 (a) Digital one-piece composite laminated color proof/ 

 digital one-off ............................................................................. per trim/page-size unit ...... $___________ 

 (b) Adobe Acrobat PDF soft proof .......................................................... per item/per proof ...... $___________ 

II. PRINTING, VARIABLE IMAGING, BINDING, AND CONSTRUCTION: Prices offered must be all 

inclusive and include the cost of materials and operations (including stock) necessary for the printing, variable 

imaging, binding, and construction listed in accordance with these specifications. 

 Makeready Running Per 

 and/or Setup 1,000 Copies 

(1) (2) 

(a) Postcards: 

 Printing face and back in a single ink color, 

 including variable imaging in black and binding ....... per postcard ...... $___________ $___________ 

(b) Cover Letters: 

 Printing face only in black ink only, 

 including binding ............................................................. per letter ...... $___________ $___________ 

(c) Cover Letters: 

 Printing face only in black ink 

 and one additional color, including binding .................... per letter ...... $___________ $___________ 

_____________ 

(Initials) 
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 Makeready Running Per 

 and/or Setup 1,000 Copies 

(1) (2) 

(d) Four-Page Questionnaires: 

 Printing in two ink colors, 

 including variable imaging in black 

 and binding ......................................................... per questionnaire ...... $___________ $___________ 

(e) Six-Page Questionnaires: 

 Printing in two ink colors, 

 including variable imaging in black 

 and binding ......................................................... per questionnaire ...... $___________ $___________ 

(f) BRE Envelope: Printing face only 

 in a single ink color, including construction.............. per envelope ...... $___________ $___________ 

(g) OME Envelope: Printing face only 

 in a single ink color, including construction.............. per envelope ...... $___________ $___________ 

 

III. INSERTING AND MAILING: Prices offered must be all inclusive and include the cost of all required 

materials and operations necessary for the mailing of the survey mailers, including cost of collating 

questionnaire leaves and cover letter, lettering-folding to required size in accordance with these specifications, 

insertion of questionnaires/cover letters and BRE envelopes into OME envelope, and mailing, in accordance 

with these specifications. 

 Per 1,000 Survey Mailers ............................................................................................................. $___________ 

INSTRUCTIONS FOR BID SUBMISSION: Fill out “SECTION 4.-SCHEDULE OF PRICES,” initialing or 

signing each page in the space(s) provided. Submit two copies (original and one exact duplicate) of the 

“SCHEDULE OF PRICES” with two copies of the GPO Form 910 “BID” form. Do not enter bid prices on GPO 

Form 910; prices entered in the “SCHEDULE OF PRICES” will prevail. 

Bidder ____________________________________________________________________________________ 

 __________________________________________________________________________________________ 

(City - State) 

By _______________________________________________________________________________________ 

(Signature and title of person authorized to sign this bid) 

 __________________________________________________________________________________________ 

 (Person to be contacted) (Telephone Number) 
VA Survey Mailers Page 31 of 30 

 ATTACHMENT A Page 1 of 1 284-S (10/16) 

Background Investigation Request Worksheet 
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 ATTACHMENT B Page 1 of 5 284-S (10/16) 

Contractor Rules of Behavior 
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 ATTACHMENT B Page 2 of 5 284-S (10/16) 

Contractor Rules of Behavior 
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 ATTACHMENT B Page 3 of 5 284-S (10/16) 

Contractor Rules of Behavior 
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 ATTACHMENT B Page 4 of 5 284-S (10/16) 

Contractor Rules of Behavior 
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 ATTACHMENT B Page 5 of 5 

Contractor Rules of Behavior 
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 ATTACHMENT C Page 1 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 2 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 3 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 4 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 5 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 6 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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Contractor Security Control Assessment 
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 ATTACHMENT C Page 8 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 9 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 10 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 12 of 18 

Contractor Security Control Assessment 

 ATTACHMENT C Page 11 of 18 
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Contractor Security Control Assessment 
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 ATTACHMENT C Page 14 of 18 284-S (10/16) 

Contractor Security Control Assessment 
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Contractor Security Control Assessment 
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Contractor Security Control Assessment 
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Contractor Security Control Assessment 
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 ATTACHMENT C Page 18 of 18 

Contractor Security Control Assessment