Program: 811-S 

Term: August 25, 2017 to May 31, 2019TITLE: SOCOAL SECURITY ADMINISTRATION (SSA) 

BASIS OF

ITEM NO. DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RAT

I. COMPOSITION:

(a) Per Page .................................. 96 No Charge No Charge 50.00 4,800.00 50.00 4,800.00 200.0

II. PRE-PRODUCTION TESTS:

(a) Transmission Test, ............................per test 1 No Charge No Charge 500.00 500.00 2,500.00 2,500.00 No Charg

(b) Preproduction Validation Test...................per test 14 1,000.00 14,000.00 1,000.00 14,000.00 150.00 2,100.00 1,000.0

III. PRINTING,VARIABLE IMAGING, BINDING, & CONSTRUCTION:

(a) *Make-ready/setup charge................................. 14 No Charge No Charge 300.00 4,200.00 75.00 1,050.00 250.0(b)

Notices: Printing/imaging in black, including binding..............................per 1,000 pages..... 16000 12.00 192,000.00 18.50 296,000.00 50.00 800,000.00 9.8

(c)

Notices: Printing in black ink and one Pantone color, and imaging in black, including binding..............................per 1,000 pages................. 1000 18.00 18,000.00 48.00 48,000.00 60.00 60,000.00 22.2

(d)

BRM/CRM Non-Window Reply Envelopes: Printing in black ink, including construction................... per 1,000 envelopes........................ 600 14.50 8,700.00 45.00 27,000.00 14.00 8,400.00 7.3

(e)

BRM/CRM Window Reply Envelopes: Printing in black ink, including construction............per 1,000 envelopes...................... 165 14.50 2,392.50 55.00 9,075.00 14.00 2,310.00 9.9

(f)

Mail-out Envelope Single Window Envelopes: Printing in black ink including construction............................per 1,000 envelopes................. 800 14.50 11,600.00 60.00 48,000.00 15.00 12,000.00 15.0

(g)

Mail-out Dual Window Envelope: Printing in black ink, including construction........................per 1,000 envelopes........................... 1200 14.50 17,400.00 100.00 120,000.00 15.00 18,000.00 19.5

(h)

Spraying/Imaging of return addresses, ancillary, or other markings on Mailout Envelopes.........................per 1,000 envelopes................... 800 15.00 12,000.00 40.00 32,000.00 15.00 12,000.00 10.0

IV. PAPER: Per 1,000 Leaves:

(a) Notices: White Offset Book 50 lbs., or White Writing 20 lbs............... 8500 7.00 59,500.00 9.00 76,500.00 6.00 51,000.00 7.2

BRM/CRM Reply Envelope: (5-3/4 x 8-3/4")

(b) White Writing 20 lbs. or White Offset Book 50 lbs.................. 765 No Charge No Charge 20.00 15,300.00 14.00 10,710.00 11.0

Mail-out Envelopes: (6-1/8 X 9-1/2")

(c) White Writing or Wove 24 lbs. or White Offset Book 60 lbs.... 2000 No Charge No Charge 24.00 48,000.00 35.00 70,000.00 15.0

V. GATHERING,INSERTING, PACKING, & MAILING:

(a)

Packing and sealing shipping container.......................per shipping container............. 250 5.00 1,250.00 3.00 750.00 10.00 2,500.00 3.5

(b) Complete Mailer........................per 1,000 mailers......... 2000 10.00 20,000.00 175.00 350,000.00 20.00 40,000.00 17.5

VI. CERITIFIED/REGISTERED MAIL:

(a) Certified/Registered mailing........................per 1,000 mailers......... 3 500.00 1,500.00 1,000.00 3,000.00 600.00 1,800.00 899.1

CONTRACTOR TOTALS $358,342.50 $1,097,125.00 $1,099,170.00 

DISCOUNT 1.00% $3,583.43 1.00% $10,971.25 0.00% $0.00 0.00

DISCOUNTED TOTALS $354,759.07 $1,086,153.75 $1,099,170.00 

AWARDED

Liverpool, NY 

PINNACLE IMS, Inc.

Suwanee, GA

Gray Graphics

Capitol Heights, MD

SOU

Mia

Page 1 of 1
Program 811-S Page 1 of 48 

Specification by MRN 

 U.S. GOVERNMENT PUBLISHING OFFICE 

 Washington, DC 

 GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

 For the Procurement of 

 Miscellaneous Notices 

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

 Social Security Administration (SSA) 

 Single Award 

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

31, 2019, plus up to three (3) optional 12-month extension period(s) that may be added in accordance with the 

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

NOTE: Contractor interfacing with SSA’s National File Transfer Management System (FTMS) for electronic 

transmission of files from SSA to the production facility will take place from Date of Award (or from completion 

date of transmission connectivity)) through May 31, 2018 for transmission of test files; first production order will be 

issued on or around June 1, 2018. The first contract year will be approximately 21 months. 

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on August 25, 

2017. 

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

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

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

to the GPO Bid Section, Fax No. (202) 512-1782. The 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. 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: This program was formerly Program 221-S. The 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=Central. 

For information of a technical nature, contact Jim Ballou at jballou@gpo.gov or (202) 512-0310. 
Miscellaneous Notices Page 2 of 48 

811-S (05/19) 

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. August 2002)). 

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. 

SUBCONTRACTING: The predominant production functions are the laser/ion deposition of data at a minimum 

of 600 x 600 dpi for the printing/imaging of notices and the inserting of items into mail-out envelopes. Any bidder 

who cannot perform the predominant production functions will be declared non-responsible. 

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

If the presorting and mailing is subcontracted, the subcontractor must complete and pass the same security 

clearances as the prime contractor. 

If the contractor needs to add a subcontractor at any time after award, the subcontractor must be approved by the 

Government prior to production starting in that facility. If the subcontractor is not approved by the Government, 

the contractor must submit new subcontractor’s information to the Government for approval 30 calendar days prior 

to the start of production at that facility. 

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

requirements of this contract, they must comply with the terms and regulations as detailed in the Printing 

Procurement Regulation (GPO Publication 305.3 (Rev. 2-11)). 

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. Press Sheets 

P-9. Solid and Screen Tint Color Match O.K. Press Sheets 
Miscellaneous Notices Page 3 of 48 

811-S (05/19) 

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

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

P-7. Approval on prior to production tests, O.K. proofs, average type dimension, electronic media, camera copy, 

manuscript copy. 

P-9. Pantone Matching System, 

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 five (5) 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). 

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 May 31, 2019, 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. 

NOTE: The term of the first contract year (base year) is expected to be approximately 21 months; however, the 

Economic Price Adjustment will be based on the date of actual production. Actual production begins June 1, 

2018. 

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 February 28, 

2018, 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. 
Miscellaneous Notices Page 4 of 48 

811-S (05/19) 

PAPER PRICE ADJUSTMENT: Paper prices charged under this contract will be adjusted in accordance with 

“Table 9 - Producer Price Indexes and Percent Changes for Commodity Groupings and Individual Items” in 

Producer Price Indexes report, published by the Bureau of Labor Statistics (BLS), as follows: 

NOTE: For the purpose of this contract, the Paper Price Adjustment will be based on the date of actual 

production. Actual production begins June 1, 2018. 

1. BLS code 0913-01 for Offset and Text will apply to all paper required under this contract. 

2. The applicable index figures for the month of May 2018 will establish the base index. 

3. There shall be no price adjustment for the first three production months of the contract. 

4. Price adjustments may be monthly thereafter, but only if the index varies by an amount (plus or minus) 

exceeding 5% by comparing the base index to the index for that month which is two months prior to the 

month being considered for adjustment. 

5. Beginning with order placement in the fourth month, index variances will be calculated in accordance with 

the following formula: 

X - base index 

______________ x 100 = _______%

base index 

where X = the index for that month which is two months prior to the month being considered for adjustment. 

6. The contract adjustment amount, if any, will be the percentage calculated in 5 above less 5%. 

7. Adjustments under this clause will be applied to the contractor’s bid price(s) for Item VI. “PAPER” in the 

“SCHEDULE OF PRICES” and will be effective on the first day of any month for which prices are to be 

adjusted. 

The Contracting Officer will give written notice to the contractor of any adjustments to be applied to invoices for 

orders placed during months affected by this clause. 

In no event, however, will any price adjustment be made which would exceed the maximum permissible under any 

law in effect at the time of the adjustment. The adjustment, if any, shall not be based upon the actual change in cost 

to the contractor, but shall be computed as provided above. 

The contractor warrants that the paper prices set forth in this contract do not include any allowance for any 

contingency to cover anticipated increased costs of paper to the extent such increases are covered by this price 

adjustment clause. 

SECURITY REQUIREMENTS: Protection of Confidential Information: 

(a) The contractor shall restrict access to all confidential information obtained from the Social Security 

Administration 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. 
Miscellaneous Notices Page 5 of 48 

811-S (05/19) 

(b) The contractor shall process all confidential information obtained from SSA 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. 

(c) The contractor shall inform all personnel with access to the confidential information obtained from SSA 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 SSA. 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 and/or the Social Security Act. When the contractor employees are 

made aware of this information, they will be required to sign Form SSA-301, Contractor Personnel Security 

Certification (see Exhibit A). A copy of this signed certification must be forwarded to: SSA, Printing 

Management Branch, Baltimore, MD (see Exhibit K). 

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

be stored in an area that is physically safe from unauthorized access. 

(g) Performance of this contract may involve access to tax return information as defined in 26 U.S.C. Section 

6103(b) of the Internal Revenue Code (IRC). All such information shall be handled as confidential and may not 

be disclosed without the written permission of SSA. For willingly disclosing confidential tax return information 

in violation of the IRC, the contractor and contractor employees may be subject to the criminal penalties set 

forth in 26 U.S.C. Section 7213. 

(h) The Government reserves the right to conduct on-site visits to review the contractor’s documentation and inhouse procedures for protection of confidential information. 

(i) If a subcontractor is used for the sorting and/or mailing of the notices of this contract, the subcontractor must 

conform to all security requirements of the contract. 

SSA EXTERNAL SERVICE PROVIDER SECURITY REQUIREMENTS: This resource identifies the basic 

information security requirements related to the procurement of Information Technology (IT) services hosted 

externally to SSA’s Network. 

See Exhibit L for References for External Service Providers (ESP). 

The following general security requirements apply to all External Service Providers: 

(a) The solution must be located in the United States, its territories, or possessions. 

NOTE: “United States” means the 50 States, the District of Columbia, Puerto Rico, the Northern Mariana 

Islands, American Samoa, Guam, the U.S. Virgin Islands, Johnston Island, Wake Island, and Outer Continental 

Shelf Lands as defined in the Outer Continental Shelf Lands Act (43 U.S.C. 1331, et seq.), but does not include 

any other place subject to U.S. jurisdiction or any U.S. base or possession within a foreign country (29 CFR 

4.112). 
Miscellaneous Notices Page 6 of 48 

811-S (05/19) 

(b) Upon request from the SSA Printing Management Branch (Exhibit K), the contractor shall provide access to 

the hosting facility to the U.S. Government or authorized agents for inspection and facilitate an on-site security 

risk and vulnerability assessment. 

(c) The solution must meet Federal Information Processing Standards (FIPS) and guidance developed by the 

National Institute of Science and Technology (NIST) under its authority provided by the Federal Information 

Security Management Act (FISMA) to develop security standards for federal information processing systems, 

and Office of Management and Budget’s (OMB) Circular A-130 Appendix III. 

(d) Solutions classified as Cloud Service Providers (CSP) must adhere to additional FedRAMP security control 

requirements. Further information may be found at: http://www.gsa.gov/portal/category/102371. As part of 

these requirements, CSPs must have a security control assessment performed by a Third Party Assessment 

Organization. 

NOTE: A Third Party Assessment Organization (3PAO) is an organization that has been certified to help cloud 

service providers and Government agencies meet FedRAMP compliance regulations. Accredited 3PAOs can 

be found at https://www.fedramp.gov/marketplace/accredited-3paos/. 

 (e) Before SSA provides data to the contractor, the contractor shall submit a System Security Plan (SSP) which 

documents how the solution implements security controls in accordance with the designated FIPS 199 security 

categorization and the Minimum Security Requirements for Federal Information and Information Systems 

which requires the use of NIST SP 800-53, or the contractor shall provide a Security Assessment Package 

(SAP) completed by either an independent assessor or another Federal agency. 

NOTE: An independent assessor is any individual or group capable of conducting an impartial assessment of 

security controls employed within or inherited by an information system. 

(f) SSA will consider a self-assessment of security controls for solutions that do not involve sensitive information 

or Personally Identifiable Information (PII). 

NOTE: PII is any information about an individual maintained by an agency, including: (1) any information 

that can be used to distinguish or trace an individual’s identity, such as name, social security number, date and 

place of birth, mother’s maiden name, or biometric records; and (2) any other information that is linked or 

linkable to an individual, such as medical, educational, financial, and employment information. 

References (Refer to the most up to date revision): 

 Federal Information Security Management Act (FISMA) of 2002. 

 Clinger‐Cohen Act of 1996 also known as the “Information Technology Management Reform Act of 1996.” 

 Privacy Act of 1974 (5 U.S.C. § 552a). 

 Homeland Security Presidential Directive (HSPD‐12), “Policy for a Common Identification Standard for 

Federal Employees and Contractors”, August 27, 2004. 

 Office of Management and Budget (OMB) Circular A‐130, “Management of Federal Information 

Resources”, and Appendix III, “Security of Federal Automated Information Systems”, as amended. 

 OMB Memorandum M‐04‐04, “E‐Authentication Guidance for Federal Agencies.” 

 FIPS PUB 199, “Standards for Security Categorization of Federal Information and Information Systems.” 

 FIPS PUB 200, “Minimum Security Requirements for Federal Information and Information Systems.” 

 FIPS PUB 140‐2, “Security Requirements for Cryptographic Modules.” 

 NIST Special Publication 800-18, “Guide for Developing Security Plans for Federal Information Systems.” 

 NIST Special Publication 800-30, “Risk Management Guide for Information Technology Security Risk 

Assessment Procedures for Information Technology Systems.” 

 NIST Special Publication 800-34, “Contingency Planning Guide for Information Technology Systems.” 

 NIST SP 800‐37 “Guide for the Security Certification and Accreditation of Federal Information Systems.” 
Miscellaneous Notices Page 7 of 48 

811-S (05/19) 

 NIST Special Publication 800-47, “Security Guide for Interconnecting Information Technology Systems.” 

 NIST Special Publication 800-53, “Recommended Security Controls for Federal Information Systems.” 

 NIST Special Publication 800-53A, “Guide for Assessing the Security Controls in 

 Federal Information Systems, “CIO Council’s Federal Identity, Credential, and Access Management 

(FICAM) Roadmap and Implementation Guidance” 

 NIST Special Publication 800-60 

 OMB M-07-16, AIMS Chapter 15: Personally Identifiable Information Loss and Remediation 

PHYSICAL SECURITY: Contractor’s facilities storing SSA assets and information are required to meet the 

Interagency Security Committee’s standard for Federal facilities. This information can be found in the “Facility 

Security Plan: An Interagency Security Committee Guide,” dated February 2015, 1st Edition. SSA reserves the 

right to inspect contractor facilities to ensure compliance with the ISC guidelines. If facilities are found deficient, 

the contractor must implement corrective actions within 60 calendar days of notification. Requirements can 

include, but not be limited to, the physical security countermeasures, such as access control systems, closed circuit 

television systems, intrusion detection systems, and barriers. 

NOTE: Contractor must pass all External Service Provider Security and Physical Security requirements as 

specified above before the Government can award this contract. Any bidder who cannot obtain approval for any 

of these security requirements within 60 calendar days of approval of production plans and physical security 

inspection will be declared non-responsible. 

SECURITY WARNING: It is the contractor’s responsibility to properly safeguard personally identifiable 

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

of PII. 

NOTE: These requirement applies to all contractor’s facilities (i.e., multiple plants) used for production of the 

notices. 

All employees working on this contract must: 

 Be familiar with current information on security, privacy, and confidentiality as they relate to the 

requirements of this contract. 

 Obtain pre-screening authorization before using sensitive or critical applications pending a final suitability 

determination as applicable to the specifications. 

 Lock or log off their workstation/terminal prior to leaving it unattended.

 Act in an ethical, informed, and trustworthy manner. 

 Protect sensitive electronic records. 

 Be alert to threats and vulnerabilities to their systems. 

 Prohibited from having any mobile devices or cameras in sensitive areas that contain any confidential 

materials, including areas where shredding and waste management occurs. 

Managers at the contractor’s facility working on this contract must also: 

 Monitor use of mainframes, PCs, LANs, and networked facilities to ensure compliance with national and 

local policies, as well as the Privacy Act statement. 

 Ensure that employee screening for sensitive positions within their department has occurred prior to 

any individual being authorized access to sensitive or critical applications. 

 Implement, maintain, and enforce the security standards and procedures as they appear in this contract and 

as outlined by the contractor. 

 Contact the security officer within 24 hours whenever a systems security violation is discovered or suspected.
Miscellaneous Notices Page 8 of 48 

811-S (05/19) 

Applicability: The responsibility to protect personally identifiable information applies during the entire term of this 

contract and all option year terms if exercised. The contractor must secure and retain written acknowledgement 

from their employees stating they understand these policy provisions and their duty to safeguard personally 

identifiable information. These policy provisions include, but are not limited to, the following: 

 Employees are required to have locking file cabinets or desk drawers for storage of confidential material, 

if applicable. 

 Material is not to be taken from the contractor’s facility without express permission from the Government.

 Employees must safeguard and protect all Government records from theft and damage while being 

transported to and from contractor’s facility. 

The following list provides examples of situations where PII is not properly safeguarded: 

 Leaving an unprotected computer containing Government information in a non-secure space (e.g., leaving 

the computer unattended in a public place, in an unlocked room, or in an unlocked vehicle). 

 Leaving an unattended file containing Government information in a non-secure area (e.g., leaving the file 

in a break-room or on an employee’s desk). 

 Storing electronic files containing Government information on a computer or access device (flash drive, 

CD, etc.) that other people have access to (not password-protected). 

This list does not encompass all failures to safeguard PII but is intended to act as an alert to the contractor’s 

employees to situations that must be avoided. Misfeasance occurs when an employee is authorized to access 

Government information that contains sensitive or personally identifiable information and, due to the employee’s 

failure to exercise due care, the information is lost, stolen, or inadvertently released. 

Whenever the contractor’s employee has doubts about a specific situation involving their responsibilities for 

safeguarding PII, they should consult GPO and/or SSA. 

PUBLIC TRUST SECURITY REQUIREMENTS: This contract has been designated Public Trust Position 

Level 5C. 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 as detailed in Exhibit B, “Security Requirements.” 

NOTE: “Performing under this contract” is defined as working on site at either an SSA facility (including visiting 

the SSA site for any reason) or having access to Government programmatic or sensitive information. 

Upon award, the contractor must provide to SSA an applicant listing of all individuals for whom the contractor is 

requesting a suitability determination (i.e., background investigation). 

This listing should include the following: 

 the contractor’s name 

 the contract number 

 the contractor’s point of contact (CPOC) name 

 the CPOC’s contact information including email address 

 each applicant’s full name, Social Security Number (SSN), date of birth, and place of birth (must show city 

and state if born in the U.S., or city and country if born outside the U.S.) 
Miscellaneous Notices Page 9 of 48 

811-S (05/19) 

The background investigation process will not start until the applicant listing is submitted. Contractor to send the 

applicant listing to the Center for Personnel Security and Project Management (CPSPM) Suitability Team via fax 

at (410) 966-0640, or via traceable means via common carrier to the Social Security Administration, CPSPM 

Suitability Team, 2601 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235. 

Once SSA receives and reviews the applicant listing, SSA will initiate the Electronic Questionnaire for 

Investigations Process (e-QIP). SSA will email notification to the CPOC the name of each applicant invited into the 

e-QIP website to complete their background investigation form. The CPOC will provide the website to the 

applicants to complete their e-QIP form electronically. The applicant will have up to 14 calendar days following 

SSA notification to the CPOC of the e-QIP invitations to complete the e-QIP form. 

The applicant must print the signature pages of the SF 85P form prior to releasing the application in e-QIP, sign the 

signature pages, and provide the signed originals to the CPOC. See Exhibit D: Questionnaire for Public Trust 

Positions - Sample Form SF85P) 

 

The following is a list of documents the contractor employees will be responsible for completing: 

 

 Original signed and dated e-QIP signature pages as specified in the above paragraph. 

 Two (2) “Fingerprint Cards” (FD-258). See Exhibit C. NOTE: The contractor will absorb the costs for 

obtaining fingerprints. 

 One (1) “Declaration for Federal Employment” (Optional Form 306). See Exhibit E. 

 One (1) “Fair Credit Reporting Act Authorization Form.” See Exhibit F. 

 For a non-U.S. citizen, one (1) legible photocopy of the work authorization permit and social security card. 

The CPOC must ensure all paper forms are fully completed and signed prior to submission to SSA. All forms and 

fingerprinting cards must be submitted at least 15 workdays prior to the date work is to begin on the contract. 

Fingerprint cards and all paper forms must be legible or typed in black ink and all signatures must be in black ink. 

There must be no “breaks” in residences or employment. SSA requires complete addresses, including zip codes and 

phone numbers with area codes. SSA must receive forms and fingerprint cards within 30 calendar days after 

notification of the e-QIP invitation. It is the responsibility of the contractor to ensure fingerprint cards are processed 

through their local police departments or other authorized finger printers. SSA will return incomplete forms back 

to the contractor. Forms may be obtained by calling SSA Personnel Security Suitability Program Officer (SPO). 

The CPOC will submit one cover sheet containing the names of all of the individuals for whom the contractor is 

submitting completed paperwork. This cover sheet should include the contract number, each applicant’s full name, 

each applicant’s Social Security Number (SSN), each applicant’s date of birth, and each applicant’s place of birth. 

The CPOC will submit this cover sheet along with the completed paper forms and two FD-258 fingerprint charts 

for each applicant via traceable means via common carrier to: SSA, CPSPM Suitability Team, 2601 Annex 

Building, 6401 Security Boulevard, Baltimore, MD 21235. 

The CPOC will also email a copy of the cover sheet to the Contracting Officer Technical Representative (COTR) 

to the email address shown in the above paragraph. Before forwarding, the CPOC will remove all personal 

information from the applicant list (SSN, date of birth, and place of birth). 

NOTE: IT IS THE RESPONSIBILITY OF THE CPOC TO ENSURE CLEARANCES ARE OBTAINED 

PRIOR TO ANY CONTRACT TESTING. 

Contractors may call the e-QIP Help Line at 1-844-874-9940 for any e-QIP related issues. 

The CPOC will follow this instruction for new contract employees hired during the contract term. 
Miscellaneous Notices Page 10 of 48 

811-S (05/19) 

SUITABILITY DETERMINATION: A Federal Bureau of Investigation fingerprint check is part of the basis 

used for making a suitability determination. This determination is final unless information obtained during the 

remainder of the full background investigation, conducted by the Office of Personnel Management, is such that 

SSA would find the contactor personnel unsuitable to continue performing under this contract. CPSPM will notify 

the CPOC, COTR, and Contracting Officer of the result of these determinations. 

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

Government reserves the right to conduct an on-site preaward survey 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. 

The preaward survey will include a review of: all subcontractors involved, along with their specific functions; and 

the contractor’s/subcontractor’s mail, material, personnel, production, quality control/recovery program, security, 

and backup facility plans, as required by this specification. 

If award is predicated on the purchase of production and/or systems equipment, the contractor must provide 

purchase order(s) with delivery date(s) of equipment to arrive, be installed, and be fully functional at least 90 

calendar days prior to the start of live production. 

PRODUCTION PLANS: The contractor shall present, in writing, to the Contracting Officer within five (5) 

workdays of being notified to do so by the Contracting Officer or his/her representative, detailed plans for each of 

the following activities. The workday after notification to submit will be the first day of the schedule. If the 

Government requests additional information after review of plans, the contractor must submit updated plans within 

two (2) workdays of request.

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

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

RESERVES THE RIGHT TO WAIVE SOME OR ALL OF THESE PLANS. 

If the contractor intends to use multiple plants, the production plans must indicate which plants will be used 

and the quantity to be produced in each plant. This requirement applies to all Security requirements, tests, 

and live production. 

Backup Facility – The failure to deliver the products required under this specification in a timely manner would 

have an impact on the daily operations of SSA. Therefore, if for any reason(s) (act of God, labor disagreements, 

etc.) the contractor is unable to perform at said locations for a period longer than five (5) workdays, contractor must 

have a backup facility with the capability of producing the products required under this specification.

Plans for their 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, 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 another. SSA has 

the option to install a VPN into the contractor’s backup facility. 

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

of the notices produced on this contract, the contractor must maintain the original schedule set forth in this contract. 
Miscellaneous Notices Page 11 of 48 

811-S (05/19) 

Quality Control Plan – The contractor shall provide and maintain, within their 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 specified herein 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 quality control plan must also 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. Furthermore, the plan must include the names of all quality assurance officials and describe 

their duties in relationship to the quality control plan. 

The quality control plan must account for the number of pieces mailed daily, cover the security over the postage 

meters, and the security of the controls for the setting of the meters. 

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, provide for backup and re-running in the 

event of an unsatisfactory sample, and contain control systems that will detect defective, missing, or mutilated 

pieces.

The plan should include the sampling interval (minimum pull- first from each file and then one every 4,000 notices) 

the contractor intends to utilize. The contractor will perform programming to create two (2) duplicate notices (QC 

Documents) at set intervals throughout production and diverted samples at the insertion stage and complete the 

following: 

 One (1) sample will be inspected and tested by both the press crew and an independent Quality Assurance 

Technician who will evaluate compliance of diverted product to contract specifications for the duration of 

the job. 

 One (1) sample will be drawn for the Social Security Administration and will be packed with associated 

pieces from each print order and shipped weekly, within three (3) workdays of completion of each print 

order, to the SSA (address to be supplied at the postaward conference). 

The plan shall detail the actions to be taken by the contractor when defects, missing, or 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)). 

The plan shall monitor all aspects of the job, including material handling and mail flow, to assure that the production 

and delivery of these notices meet specifications and Government requirements. 

This includes maintaining 100% accountability in the accuracy of imaging and mailing of all pieces throughout 

each run. The contractor must ensure that there are no missing or duplicate pieces. 

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

180 calendar days subsequent to the date of the check tendered for final payment by the Government Publishing 

Office. 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. 
Miscellaneous Notices Page 12 of 48 

811-S (05/19) 

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 SSA’s National File Transfer Management System (FTMS) for 

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

be received to the extent that operator intervention (e.g., a tape mount) is not required at SSA or the contractor’s 

production facility. 

The system plan shall demonstrate the contractor’s ability to provide complete hardware and software compatibility 

with SSA’s existing network (see “Transmission Test” for additional information). The contractor must complete 

a System Plan (see Exhibit H). 

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. If the contractor(s) plans to use a 

consultant for either task, a resume must still be included. This plan must show that the programmer(s) is skilled in 

the handling and programming of Record Specification and/or Advanced Function Presentation (AFP; Fully 

Composed or Mixed Mode) resources and files. 

Mail Plan – This plan should include sufficient detail as to how the contractor will comply with all applicable U.S. 

Postal Service (USPS) mailing requirements as listed in the USPS Domestic and International Mail Manuals in 

effect at the time of the mailing and other USPS instructional material such as the Postal Bulletin. The contractor 

must also disclose how they will achieve multi-level USPS automated presort postal discounts as outlined in the 

contract. 

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. 

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 employees will be given to familiarize them with the requirements of this program. 

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

(a) list of all production equipment and equipment capacities to be utilized on this contract; 

(b) the production capacity currently being utilized on this equipment; 

(c) capacity that is available for these workloads; and, 

(d) if new equipment is to be utilized, documentation of the purchase order, source, delivery schedule, and 

installation dates are required. 

The contractor must disclose in their production plan their intentions for the use of any subcontractors. If a 

subcontractor will be handling SSA notices, the plan must include the same information required from the 

contractor for all items contained under the “SECURITY REQUIREMENTS and “PREAWARD SURVEY.” If a 

subcontractor for any operation is added at any time after award, the contractor must submit the subcontractor’s 

proposed plans which are subject to review and approval by the Government. 

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

subcontractor is not approved by the Government, then the contractor has 30 calendar days prior to production to 

submit to the Government the new subcontractor’s information. 

Security Control Plan – The contractor shall maintain in operation, an effective security system where items by 

these specifications are manufactured and/or stored (awaiting distribution or disposal) to assure against theft and/or 

the product ordered falling into unauthorized hands. 

 
Miscellaneous Notices Page 13 of 48 

811-S (05/19) 

Contractor is cautioned that no Government provided information shall be used for non-government business. 

Specifically, no Government information shall be used for the benefit of a third party. 

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

The plan shall contain at a minimum: 

(a) How Government files (data) will be secured to prevent disclosure to a third party. 

(b) How the disposal of waste materials will be handled. 

(c) How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract 

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

(d) How contractors classified as Cloud Service Providers (CSP) will adhere to additional FedRAMP security 

control requirements. CSPs must have a security control assessment performed by a Third Party Assessment 

Organization (3PAO) (see Exhibit M), additional information.is also available at: 

http://www.gsa.gov/portal/category/102371. 

(e) The contractor shall submit a System Security Plan which documents how the solution implements security 

controls in accordance with the designated FIPS 199 security categorization and the Minimum Security 

Requirements for Federal Information and Information Systems which requires the use of NIST SP 800-53 

or the contractor shall provide a Security Assessment Package (SAP) completed by either an independent 

assessor or another Federal agency (see Exhibit L.) 

Materials: List how all accountable materials will be handled throughout all phases of production. 

Production Area Plan – The contractor must provide a secure area(s) dedicated to the processing and storage of 

data for notices, 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 notices. 

Part of the Production Area 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. 

Contractor must have, in place, a building security system that is monitored 24 hours a day, seven (7) days a week, 

and a badging/keypunch system that limits access to Government materials (data processing center/production 

facility and other areas where Government materials with PII are stored or are accessible) that is only accessible by 

approved personnel. Contractor must present this information, in detail, in the production area plan. 

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

production of sensitive SSA 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 

inappropriate manner in violation of law and regulations. Sensitive records are records that are national security 

classified or exempted from disclosure by statue, including the Privacy Act or regulation.

The contractor, at a minimum, must crosscut shred all documents into squares not to exceed 1/4 inch. All documents 

to be destroyed cannot leave the security of the building and must be destroyed at contractor’s printing site. The 

contractor must specify the method planned to dispose of the material. 
Miscellaneous Notices Page 14 of 48 

811-S (05/19) 

UNIQUE IDENTIFICATION NUMBER: Unique identification numbers will be used to track each individual 

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

of the project. The contractor will be required to create a test sample every 4,000 notices. This sample must have a 

unique number and must be produced on each notice. The contractor will generate a list of the unique identifying 

numbers for each sample. As samples are pulled, the unique numbers will be marked off the list. This enables the 

contractor to track which samples have been produced and pulled and what records have been produced. 

 

The contractor may create their own sequence number and run date to facilitate their presorting and inserting process 

but must maintain the original SSA identification number. 

RECOVERY SYSTEM: A recovery system will be required to ensure that all defective, missing, or mutilated 

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

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

replacement of any defective, missing, or 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 at the U.S. Postal 

Service (USPS) facility. An explanation of the contractor’s sequential numbering system is required to understand 

the audit trail required for each and every piece. 

100% ACCOUNTABILITY OF PRODUCTION AND MAILING: Contractor must have a closed loop process* 

to determine that the data from the original print file is in the correct envelope with the correct number of pages and 

inserts. Notices requiring print regeneration must be reprinted from their original print image with the original job 

ID and piece ID remaining unchanged as each mail piece continues through the inserting life cycle. This process 

will repeat itself (since subsequent reprint runs may yield damages) until all mail pieces from the original print run 

have been inserted and accounted for. 

*CLOSED LOOP PROCESSING: A method for generating a plurality of mail pieces including error detection 

and reprinting capabilities. The method provides a mail handling process which tracks processing errors with the 

use of a first and second scan code which obtain information regarding each mail piece, diverts mail pieces in 

response to error detection, transmits such errors to a processor, and automatically generates a reconfigured print 

file to initiate reprints for the diverted mail pieces.

Contractor will be responsible for providing a unique identifying number that will be used to track each individual 

notice, thereby providing 100% accountability and validating the integrity of every notice produced in all 

phases of printing, inserting, and mailing and to ensure all notices received from SSA were correctly entered into 

the United States postal system. 

NOTE: Contractor must have all hardware, programming and finalized reports in place to meet this requirement. 

Any necessary equipment and programming must be in place and ready at least 90 calendar days prior to the start 

of live production, on or around June 1, 2018. Contractor must submit a sample of their proposed Audit and 

Summary reports with the required preaward production plans for approval. The Government considers grounds 

for the immediate default of this contract if the contractor, at any time, is unable to perform or found not complying 

with any part of this requirement. 

Notice integrity shall be defined as follows: 

 Each notice shall include all pages (and only those pages) intended for the designated recipient as contained 

in the print files received from SSA. 

 The contractor’s printing process must have automated systems which can detect all sync errors, stop 

printing when detected, and identify, remove, and reprint all effected notices. 
Miscellaneous Notices Page 15 of 48 

811-S (05/19) 

Mailing integrity shall be defined as follows: 

 All notices received from SSA for each file were printed, inserted, and entered correctly into the U.S. postal 

system. 

The contractor is responsible for providing the Automated inserted notice tracking/reporting systems and processes 

required to validate that 100% of all notices received from SSA were printed, and that all pages for each notice 

with the correct inserts are accounted for, inserted, and mailed correctly. 

The contractor’s inserting equipment must have automated systems that include notice coding and scanning 

technology capable of: 

(a) Uniquely identifying each notice and corresponding notice leaves within each individual file by mailer number 

and file date. 

(b) Unique identifier to be scanned during insertion to ensure all notices and corresponding notice leaves are 

present and accounted for. 

(c) Entrance Scanning: A camera system must electronically track and scan all leaves of each mail piece as the 

inserting equipment pulls them into the machine to ensure each mail piece was produced and inserted. If 

there is any variance on a mail piece or if a mail piece is not verified that all leaves are present, that piece 

and the piece prior to and immediately following must be diverted and sent back for reprint. All instances 

of variance must be logged. 

(d) Touch and Toss: All spoilage, diverted, mutilated, or mail piece that is acted upon directly by a human hand 

prior to sealing must be immediately recorded, discarded, properly destroyed, and automatically 

regenerated in a new print file for reprint. 

(e) Exit Scanning: A camera system must be mounted just aft of the inserting equipment. This camera system 

must read a unique code through the window of each mail piece and be capable of identifying and reporting 

all missing notices that were lost or spoiled during production for each individual file by mailer number and 

file date. This system ensures that no missing mail pieces have been inadvertently inserted into another mail 

piece. The equipment must check the mail pieces, after insertion and verification that all leaves are 

accounted for, and divert any suspect product. During exit scanning, if a sequence number is missing the 

notice prior to and immediately after must be diverted. The equipment must divert all products that are 

missing or out of order sequence numbers and any other processing errors. All diverted pieces are to be 

automatically recorded and regenerated in a new print file for reprint. 

(f) Reconciliation: All notices and the amount of correct finished product must be electronically accounted for 

after insertion through the use of the audit system that is independent of the inserting equipment as well as 

independent of the operator. The sequence numbers, for each file, must be reconciled, taking into account 

any spoilage, duplicate, and/or diverted product. If the reconciliation yields divergent results, corrective 

action must be taken to locate the mail pieces that are causing any difference between the input and outputs 

of the inserting process. Therefore, all finished mail for that sequence run must be held in an accessible area 

until this reconciliation is complete. 

(g) Generate a new production file for all missing, diverted, or mutilated notices (reprint file). 

(h) Contractor must generate an automated audit report from the information gathered from scanning for each 

mailer number, file date, and each notice (manual inputs are not allowed). This audit report will contain 

detailed information for each notice as outlined above for each individual file by mailer number and file 

date. Contractor must maintain this information for a 6-month period after mailing. 
Miscellaneous Notices Page 16 of 48 

811-S (05/19) 

(i) Audit report must contain the following information: 

1. Job name 

2. Mail date(s) 

3. Machine ID 

4. Date of production with start and end time for each phase of the run (i.e., machine ID). 

5. Start and end sequence numbers in each run 

6. Status of all sequence numbers in a run 

7. Total volume in run 

8. Status report for all incidents for each sequence number and cause (i.e., inserted, diverted, and reason 

for divert such as missing sequence number, missing leave, mutilated, duplicate, pulled for inspection, 

etc.). 

9. Bottom of audit report must contain total number of records for that run, quantity sent to reprint, number 

of duplicates, duplicates verified and pulled, and total completed. 

10. Audit report must contain the same information for all the reprints married with this report as listed 

above showing that all pieces for each mailer number and file date are accounted for. 

(j) Contractor must generate a final automated 100% accountability summary report for each individual 

file by mailer number and file date. This information must be generated directly from the audit report. 

(Manual inputs are not allowed.) The summary report must contain the following: 

1. Job information: Job name, mail date, piece quantity, sequence start and end number, if multiple batches 

for a single file, include number of batches and batch number (i.e., 1 of 4), due date, etc. 

2. Volume of sequence numbers associated with an individual file by mailer number and file date that 

were inserted and date completed. 

3. Volume of reprints that were inserted for each job and when completed. 

4. Total volume inserted for each job and final date that each batch was completed. 

A PDF copy of the summary report(s) and matching USPS 3607R and/or GPO 712 form(s) must be submitted to 

SSA, Printing Management Branch, Baltimore, MD (Exhibit K), for each file date within two (2) workdays of 

mailing. 

NOTE: Contractor must submit a sample of their Audit and Summary Reports (see Exhibit G) with the required 

preaward production plans for approval. 

Contractor must generate an automated audit report when necessary showing the tracking of all notices throughout 

all phases of production for each mail piece. This audit report will contain all information as outlined in item (i) 

above. Contractor is required to provide any requested Summary and/or Audit reports within an hour of a request 

via email in MS word, MS Excel, or PDF. 

All notice tracking/reporting data must be retained in electronic form for 210 calendar days after mailing, and must 

be made available to SSA 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 

180 calendar days subsequent to the date of the check tendered for final payment by the Government Publishing 

Office. 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. 

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 will have an audit trail established that has the 

ability to comply with this type of request when and if the need arises. 
Miscellaneous Notices Page 17 of 48 

811-S (05/19) 

REQUEST FOR NOTICE PULLS FROM PRODUCTION: Due to the sensitivity of notices in this contract, 

the Government may request that the contractor remove individual notices from the production stream. When this 

occurs, the Government will supply the contractor with a list of notices to be pulled. The list will contain the name 

and address that appears in the Mail Run Data (MRD) file to identify the notices. The contractor must be able to 

run a sort to find and eliminate the notice from the production run. If the list is provided after the notice has been 

produced, the contractor must be capable of identifying the notice and pulling it from the production floor. 

ON-SITE REPRESENTATIVES: One (1) or two (2) full-time Government representatives may be placed on 

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

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 4-drawer, letter-size file cabinets with combination padlock, and pendaflex file folders or equal. 

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

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 representatives 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 representatives must have full and unrestricted access to all production areas where work on this program is 

being performed. 

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

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

representatives at the Social Security Administration, Baltimore, MD, immediately after award. At the 

Government’s option, the postaward conference may be held via teleconference. 

NOTE: Person(s) that the contractor deems necessary for the successful implementation of the contract must be in 

attendance. 

PREPRODUCTION MEETING: A preproduction meeting covering the printing, imaging, folding, inserting, and 

mailing shall be held at the contractor’s facility after award of the contract to review the contractor’s production 

plan and to establish coordination of all operations. Attending this meeting will be representatives from the 

Government Publishing Office, Social Security Administration, and U.S. Postal Service. The contractor shall 

present and explain their final plan for the printing, imaging, folding, inserting, and mailing. 

The contractor shall meet with SSA and USPS representatives to present and discuss their plan for mailing. The 

preproduction meeting will include a visit to the contractor’s mailing facility where the contractor is to furnish 

specific mail flow information. 

In addition, the contractor shall be prepared to present detailed production plans, including such items as quality 

assurance, projected commencement dates, equipment loading, pallet needs, etc. The contractor is to provide the 

name of the representative responsible for the mailing operation and that individual’s backup. 

NOTE: Person(s) that the contractor deems necessary for the successful implementation of the contract must be in 

attendance. 

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. 

 
Miscellaneous Notices Page 18 of 48 

811-S (05/19) 

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 May 31, 2019, 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” upon notification by the Government for purposes of the contract when it is electronically 

transmitted or otherwise physically 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. 

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 as stated in 5 U.S.C. 552a 

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

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

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

PRIVACY ACT 

(a) The contractor agrees: 

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

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

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

be performed by the contractor in terms of any one or combination of the following: (A) design, (B) 

development, or (C) operation; 
Miscellaneous Notices Page 19 of 48 

811-S (05/19) 

(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. 

(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.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) utilizing the 

GPO barcode coversheet program application is the fastest method of receiving payment. Instruction for using this 

method can be found at the following web address: 

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html. 

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management, Attn: 

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

located at: http://www.gpo.gov/finance/index.htm. 

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

PRICES.” 
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SECTION 2. - SPECIFICATIONS 

SCOPE: These specifications cover the production of mailers consisting of personalized English and/or 

personalized bilingual Spanish/English notices, reply envelopes, and mail-out envelopes requiring such operations 

as: receipt and processing of transmitted data; redevelopment of Advanced Function Presentation (AFP) resources 

or programming of record specification data; composition, laser/ion deposition or computerized printing/imaging 

of notices; printing of envelopes; binding; construction; packaging; packing; and, distribution. 

NOTE: In addition to the printing of the mail-out envelope, the contractor will be responsible for the variable 

spraying/imaging of the correct return address extracted from the AFP MRD file consisting of over 1,300 different 

SSA field offices, or from a list of return addresses provided for record specification workloads that correlate to 

the production file, an ancillary and other markings as required. 

TITLE: Miscellaneous Notices. 

NUMBER OF ORDERS: It is anticipated at this time that approximately 8 to 16 print orders will be issued per 

year. 

QUANTITY: Approximately 200 to 500,000 notices per order. 

An occasional order may be placed for up to approximately 1,500,000 notices. All orders must be produced in full; 

no shortages will be allowed. 

Orders may contain both domestic/foreign and certified/registered mail, boxed notices, and multiple production files. 

The production and mailing for each type of mailer will follow the schedules as specified under “SCHEDULE.” Print 

orders will be issued with estimated quantities; actual quantities will not be known until date production files are 

provided. 

Print orders will vary and require a combination of some or all of the items listed below. Individual print orders will 

specify the item to be used for each order. Volumes on most orders will be anticipated; exact volumes will not be 

known until production files are provided to the contractor. 

NUMBER OF PAGES: Approximately 1 to 24 pages per order. 

NOTE: Orders may contain notices with variable page counts and/or separate English and Spanish notices. 

TRIM SIZES: 

Notices: 8-1/2 x 11”. 

Business/Courtesy Reply Mail Envelope: 5-3/4 x 8-3/4”, plus flap. 

Mail-out Envelope: 6-1/8 x 9-1/2, plus flap. 

NOTE: Some of the Reply Mail envelopes will have one window. Mail-out envelopes will either be a single window 

envelope or a dual window envelope. 

GOVERNMENT TO FURNISH: Some items (inserts, notice copy, record specifications, etc.) will be provided, 

when applicable, with each print order. 

Test and/or Production files. 

Camera copy for the recycled paper logo. 

Camera copy for the signature. (NOTE: Signature must digitize into a script font.) 
Miscellaneous Notices Page 21 of 48 

811-S (05/19) 

Camera copy for Business/Courtesy Reply Mail envelopes. 

Manuscript copy, electronically transmitted for record specification (Microsoft Word, PDF, or AFP (Fully 

Composed or Mixed Mode) print image files) for notices and return envelopes. 

SSA will provide mail-out envelope samples with static information. 

SSA will provide copy of the BRM/CRM with the print order. 

Specific printing requirements (derived from these specifications) will be provided with each print order. 

Test and Production files for printing will be furnished in either a record specification layout or print image. Print 

image files are formatted for Advanced Function Presentation (AFP) Fully Composed or Mixed Mode) printing 

platform. 

Record Specification files (provided in an ASCII, EBCIDIC, or Microsoft Excel file format). 

Criteria for Data Imaging: Specific vendor record specifications will be provided with each print order as needed. 

(See Exhibit J for sample record specifications). 

A data connection between the contractor’s specified location and the nearest available SSA network interface 

location or SSA’s National Computer Center in Baltimore, MD. 

Required inserts will be furnished for insertion into the mailers. Inserts may consist of leaflets, booklets, forms, 

CDs, etc. (as needed). (Finished size for leaflets, booklets, and forms is up to 5-1/2 x 8-1/2”, folded, bound, or 

packaged.) 

“Postage and Fees Paid” Mailing Indicia. 

PS Form 3615, Mailing Permit Application and Customer Profile. 

CASS Certificate and NCOA Certificate (if available). 

Government supplied meters for mailing. 

Exhibit A: Form SSA-301, Contractor Personnel Security Certification. 

Exhibit B: Security Requirements. 

Exhibit C: Fingerprint Card. 

Exhibit D: Questionnaire for Public Trust Positions (Standard Form 85P). 

Exhibit E: Declaration of Federal Employment (Optional Form 306). 

Exhibit F: Fair Credit Reporting Act Authorization Form. 

Exhibit G: Audit and Summary Reports. 

Exhibit H: System Plan. 

Exhibit I: Mail Run Data (MRD) File record layout. 

Exhibit J: Sample of Vendor Record Layout Specifications 

Exhibit K: Key SSA and GPO Contact Information. 

Exhibit L: References for External Service Providers (ESP) 

Exhibit M: Third Party Assessment Organization (3PAO) Documents 

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

imprint, form number, and revision date, carried in the furnished copy or 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 product(s) in accordance with these specifications. 

CASS and/or NCOA Certificates when required. 

SECURE FILE TRANSER PROTOCOLS (SFTP) SITE: The contractor is required to set up, establish, and 

maintain an SFTP site that multiple users at SSA can access for the passing of test and production files for all record 

specification workloads, for PDF notice validation samples containing PII to SSA and back, and any other 

information necessary for the completion of the job. The contractor must never send anything containing PII 

information (i.e., PDF notice validation samples or files via email). 

TRANSMISSIONS: If an adequate data connection does not already exist, upon award of this contract, the 

Government will establish an Internet Protocol (IP) connection protocol for the transmission of AFP workloads. The 

connectivity method will be through the Internet using an encrypted VPN tunnel. The connectivity method will be 

encrypted with the AES256 encryption algorithm. The contractor must have an Internet ready VPN IPSec capable 

hardware device. The Government will not be responsible for any cost associated with the VPN Internet connection 

that the contractor may incur. The Government shall not be responsible for installation delays of data connections 

due to any external influences such as employee strikes, weather, supplies, etc., which conditions are beyond the 

control of the Government. 

FILE TRANSFER MANAGEMENT SYSTEM (FTMS) REQUIREMENTS: The contractor shall provide the 

capability to interface with SSA’s National File Transfer Management System for electronic transmission of notice 

files from SSA to the production facility. SSA will provide the necessary data connection into the contractor’s 

location. At the discretion of SSA, the line speed may be either increased or decreased depending on utilization. 

The contractor must provide, at their expense, the equipment and operating software platform and the file transfer 

software required at their location. The contractor assumes all responsibility for configuration, maintenance, and 

troubleshooting of their equipment and software. 

SSA utilizes, and the contractor must provide compatibility with, Managed File Transfer software from TIBCO. 

The contractor may implement the Managed File Transfer Platform Server that has embedded software encryption 

capable of being enabled. The personal computers/servers must have the capability to run Managed File Transfer 

software with encryption enabled using IP protocols on Windows, UNIX (i.e., IBM’s AIX, SUN, or HP), or z/OS 

platforms. 

SSA will not permit any private class A, B, or C IP addresses (i.e., 10.xxx.xxx.xxx type IP addresses) from external 

users on its network. At connection time to SSA, the contractor will be provided a suitable IP address for access to 

SSA’s network via a firewall SSA will provide the necessary subnet(s) for connection at the remote site. The 

contractor will be responsible for their own name/address translation to fulfill the intended purpose of data transfers. 

SSA will provide Managed File Transfer node information to the contractor as required to accomplish file transfers. 

The contractor may determine the media type on which files from SSA will be received, to the extent that operator 

intervention (e.g., a tape mount) is not required at SSA or the contractor’s production facility. Simultaneous multiple 

transmission sessions must be possible on the contractor’s equipment. All files transmitted by the SSA will be 

written as Physical Sequential or “flat” files at the contractor’s location and will be distinguished with a “run date” 

in the contractor’s file name. Virtual Storage Access Method files and Generation Data Groups, supported by 

IBM/MVS or IBM z/OS operating systems, are not permitted under this contract. The contractor’s storage format 

must not preclude the availability of the Managed File Transfer software Checkpoint/Restart feature. 

NOTE: The contractor may not use VM/VSE/ESA on a mainframe system as this hampers automated file 

transmission. 

 
Miscellaneous Notices Page 23 of 48 

811-S (05/19) 

The contractor’s FTMS software shall be operational for the receipt of data files 24 hours per day, 7 days per week, 

unless otherwise specified by the Government. The communications protocol between SSA and the contractor shall 

be the Internet Protocol. The contractor must specify the type of Local Area Network (LAN) connection that will 

be used at the location where the SSA connection is to be installed. The contractor is responsible for providing 

complete hardware and software compatibility with SSA’s existing network. Production file transfers will be 

established according to SSA’s standard procedures for transmission control, dataset naming, and resource security. 

Transmission of production files shall be the standard, automated technique. In the event that the transmission 

network is unavailable for a time period deemed critical by the Government, the files may, at the Government’s 

option, be processed at the SSA print/mail facility. 

NOTE: It is the contractor’s responsibility to notify SSA when systems or connection problems arise and transmission 

cannot take place. SSA’s first point of contact for systems or connectivity problems shall be the HELP DESK at (877) 

697-4978. 

All data provided by the Government or duplicates made by the contractor or his representatives and any resultant 

printouts must be accounted for and kept under strict security to prevent their release to any unauthorized persons. 

Data may not be duplicated in whole or in part for any other purpose than to create material to be used in the 

performance of this contract. 

Any duplicate data and any resultant printouts must be destroyed by the contractor. Data provided to the contractor 

must be retained for 21 workdays after mailing. 

AFP FORMATTED NOTICES: 

For print orders for AFP notices, the contractor will receive three (3) files for each print file: the AFP file, the Mail Run 

Data (MRD) file and the Banner (BNR) file. Similar to the following: 

AFP file = vendor***.SSIAFP.M01xaaaaa.Ryymmdd 

MRD file = vendor***.SSIMRD.M01xaaaaa.Ryymmdd 

BNR file = vendor***.SSIBNR.M01xaaaaa.Ryymmdd

Data set names, when required, will be provided with each print order: 

NOTE: For notices sent as Advanced Function Presentation printing platform, all notices are formatted as duplex 

printing (face and back). For proper processing of AFP resources supplied to the contractor by SSA used for printing 

notices in AFP format, the contractor must have software or an operating system which is 100% compliant with the 

most recent release of the IBM MVS/OS390 operating system accompanied by the most recent release of IBM Print 

Services Facility (PSF). These compliances relate solely to interpreting and printing files to be provided to the 

contractor by SSA, to ensure that the contractor is able to print the files as provided without alteration of any kind 

on the part of SSA. 

All files will be electronically transmitted to the contractor via VPN. Any programming or other format changes 

necessitated due to the contractor’s method of production will be the full responsibility of the contractor and must 

be completed prior to SSA’s validation. Any alteration of data contained in the file is not permitted. 

It is solely the contractor’s responsibility to redevelop/reprogram the AFP resources and MRD File to ensure 

proper printing and inserting in their environment. (NOTE: SSA prints 2UP DUPLEX ROLL IN TO ROLL OUT 

with the file order reversed for insertion. The predominant data file format is AFP Mixed Mode; however, any valid 

AFP format, such as fully composed AFP, is possible and must be printable at the contractor’s location. Each 

piece of mail will be assigned a unique alpha/numeric identifier for tracking, insertion, location, and recovery 

processes.) 

 
Miscellaneous Notices Page 24 of 48 

811-S (05/19) 

The MRD File will contain all information relevant to each mail piece. This would include, for each mail piece, the 

unique alpha/numeric identifier (the sequential number of the document), the number of sheets of paper, required 

inserts and insertion bin selection, recipient’s address, USPS IMb, the appropriate signature, and any required inserts. 

(NOTE: Notices contain either the Commissioner of Social Security signature or a fixed “Social Security 

Administrations” in lieu of a signature.) (See Exhibit I for MRD File record layout.) 

NOTE: The MRD file may contain the return address required for the spraying of the envelope, or the Government 

may provide the return address to be used for that print order which may require different return addresses if multiple 

files are provided. 

The BNR file contains information for setting up the intelligent inserters such as file totals, number of mail packets, 

and bin set up for those items being included in the mail packets and the total required in each bin. 

Contractor must have programmer(s) capable of handling AFP resources. 

PRINTER RESOURCES (AFP): For print image AFP files, SSA will provide the Print Resource Library (AFP) 

via email; AFP resources, including Page and Form definitions, fonts, page segments, and overlays (if applicable) 

for page formatting shortly after the postaward conference. SSA will also provide test files with samples of the notice 

workload to enable the start of the validation process. (The test files are to be used in the Preproduction Validation 

Test and Preproduction Press and Mail Run Test. See “PRIOR TO PRODUCTION TESTS - Preproduction 

Validation Test” and “Preproduction Press and Mail Run Test” specified herein.) 

SSA will provide Revised Resource Library (AFP) via email (when applicable): The contractor is cautioned that 

AFP print resources, overlays, page segments, and non-standard fonts may change during the term of the contract; 

therefore, the contractor must monitor each print job to ensure that the changes have been made and provide SSA 

with sample documents to ensure that the changes were made. 

For proper processing of AFP resources supplied to the contractor by SSA, used for printing notices in AFP format, 

the contractor must have software or an operating system which is 100% compliant with the most recent release of 

the IBM MVS z/OS operating system accompanied by the most recent release of IBM Print Services Facility (PSF). 

These compliances relate solely to interpreting and printing files to be provided to the contractor by SSA, to ensure 

that the contractor is able to print the files as provided without alteration of any kind on the part of SSA. 

NOTE: The contractor must not compress files in processing data for this contract. 

RECORD SPECIFICATION NOTICES: For print orders for record specification notices, the contractor will 

receive a copy of the notice document either in an MS Word or PDF file. Files containing the variable information 

for the notice and return address(s) for the mailing envelope will be provided in MS Excel, MS Access, ASCII, or 

EBCIDIC format with instructions for placement of variable information in the notice, return address selection, 

and/or for the build and placement of any required barcodes (i.e., 3 of 9, Matrix, PDF417, etc.). 

Production and test files for this type of notice must be sent via the SFTP site. A copy of record specification 

instructions, static notice, return address(s), and other non-PII related documents will be provided via email and/or 

SFTP. 

COMPOSITION: When manuscript copy is furnished, the contractor will be required to set type (in both English 

and Spanish) for notices and envelopes (return address, indicia, delivery address, and additional printing on face 

and back may be required on some orders). 

Typestyles and sizes will be indicated on the manuscript copy or on the print order. 

Contractor will be required to convert furnished data from electronic transmission for either laser or ion deposition 

printing. All printing/imaging shall have a minimum resolution of 600 x 600 dpi. 
Miscellaneous Notices Page 25 of 48 

811-S (05/19) 

Print Orders for AFP Notices: 

Century Schoolbook, Sonoran Serif, or equivalent fonts are to be used for producing the notices. SSA will provide 

the required font numbers. The contractor will be required to validate that they have the proper licenses for each. 

SSA cannot provided licensed fonts. Obtaining licensed fonts will be the responsibility of the contractor. 

No alternate typefaces will be allowed; however, manufacturers’ generic equivalents may be accepted (upon 

Government approval) for the above typefaces. Contractor to supply the font for Intelligent Mail Barcode (IMB). 

Print Orders for Record Specification Notices and Envelopes: 

The contractor is required to support and/or furnish the following typefaces which will be used for notices on this 

contract: 

 Font for producing USPS IMB barcode 

 Century Schoolbook and Times New Roman for notices 

 Helvetica for envelopes, in various sizes and styles, as ordered 

Laser imaging must not be conspicuously different in quality from images produced by photocomposition. 

NOTE: The contractor cannot preprint the static portion of the notice and then print the variable information later 

due to print float. Contractor must print all static and variable information in one press pass. 

PROOFS (Envelopes Only): Contractor to submit one “Press Quality” PDF soft proof (for content only) using the 

same Raster Image Processor (RIP) that will be used to produce the final printed product. PDF proof will be 

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

Proofs must show flap and window(s), if applicable. 

If spraying of a return address, ancillary, additional marking, etc., on the mailing envelope is necessary, the 

contractor must spray the address and send the PDF proof for approval. 

The contractor will be responsible for performing all necessary proofreading to ensure that the proofs are in 

conformity with the copy submitted. 

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

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

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

The Government may require one set of revised proofs before rendering an “O.K. to print.” 

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

PRIOR TO PRODUCTION TESTS: After award of the contract, all security clearances are met and approved by 

SSA, and prior to commencement of production of print orders placed under this contract, the contractor shall be 

required to perform the tests specified below. 

The Government reserves the right to waive the requirements of any of these three tests. The contractor will be 

notified at the postaward conference if any test(s) are to be waived. 

Failure of the contractor to perform and pass all requirements of the three tests (i.e., Transmission Test, Preproduction 

Validation Test, or Preproduction Press and Mail Run Test) at either the contractor’s main facility or backup facility 

may be cause for immediate default. 

 
Miscellaneous Notices Page 26 of 48 

811-S (05/19) 

Transmission Test: Within five (5) workdays of the VPN (or dedicated circuit) and SFTP connections being ready, 

security clearances being approved, and prior to receiving transmission of live production data files, the contractor 

shall be required to receive multiple files within one (1) workday for up to 1,500,000 AFP and/or Record Specification 

notices. 

The contractor will be required to perform a record count verification broken down by data set names (if applicable) 

within one (1) workday of the complete transmission of the test files. Contractor must also pass mocked up test files 

and PDF samples back to SSA via the SFTP within one (1) workday of receipt of test files. 

Preproduction Validation Test: Within three (3) workdays of Government approval of any proofs required (see 

“PROOFS”), the contractor shall conduct a preproduction validation test and furnish up to 100 PDF validation 

samples of the notices from each of the test files (AFP and/or Record Specification) using the test files furnished 

from the transmission of AFP test files and/or the SFTP site for Record Specifications test. 

Notices must be complete and include all static and variable data from Government furnished files. 

NOTE: When required, contractor may have to furnish up to 100 assembled sample notice packages from each of 

the test files (AFP and/or Record Specification) using the test files furnished from the transmission of AFP test files 

and/or the SFTP site for Record Specifications test using equipment and methods of production used in producing 

the finished product. Paper used for samples must be of the size, kind, and quality that the contractor will furnish. 

Notices must be folded and inserted into mail-out envelope. (NOTE: No inserts or reply envelopes will be required.) 

The contractor shall submit PDF samples via the SFTP site. If required, the contractor shall submit hard copy samples 

to the attention of SSA Printing Management Branch (Exhibit K). 

The Government will approve, conditionally approve, or disapprove the validation samples within two (2) 

workdays of receipt thereof. Approval or conditional approval shall not relieve the contractor from complying with 

the specifications and all other terms and conditions of the contract. A conditional approval shall state any further 

action required by the contractor. A notice of disapproval shall state the reasons thereof. 

If, during the validation process, the Government disapproves the validation samples due to contractor error, the 

contractor must provide corrected samples the same day. The contractor must maintain the original schedule and 

shall not be granted any additional time to complete the order. Such additional samples shall be furnished, and 

necessary changes made, at no additional cost to the Government. The Government will require the time specified 

above to inspect and test any additional samples required. 

Manufacture of the final product prior to approval of the validation samples submitted is at the contractor’s risk. 

Samples will not be returned to the contractor. 

If applicable, all samples shall be manufactured at the facilities and on the equipment that will be used for live 

production. 

Preproduction Press and Mail Run Test: The Government will issue a print order to the contractor for each 

preproduction press and mail run test (prime facility and backup facility. 

Within five (5) workdays of approval of the transmission and preproduction validation tests and contractor’s receipt 

of necessary materials to perform the test (inserts and envelopes), the Government shall select a date and notify the 

contractor when they will be required to perform the 24-hour preproduction press and mail run test at the contractor’s 

prime production facility. 

 
Miscellaneous Notices Page 27 of 48 

811-S (05/19) 

NOTE: Within five (5) workdays of successful completion of the Preproduction Press and Mail Run Test at the 

contractor’s main facility, the contractor must also successfully complete this test at their backup facility. 

The contractor is to utilize the transmitted test files. 

The test shall occur during the week, Monday through Friday (excluding Federal holidays). 

The contractor must produce 120,000 domestic/foreign mail pieces, 667 certified/registered mail pieces, and 46,667 

boxed notices (consisting of AFP and/or Record Specification notices) in a continuous 24-hour period that will prove 

to the Government representatives that the contractor can satisfactorily complete the requirements of this contract 

during live production. 

Upon successful completion of all test requirements, the contractor will be reimbursed for all applicable costs for a 

production run, in accordance with “SECTION 4. - SCHEDULE OF PRICES.” If the contractor fails to meet all 

test requirements, they will not be reimbursed for any associated costs. 

Contractor must perform each of the preproduction press and mail run tests in a continuous 24-hour period as 

required to prove to the Government representatives that the contractor can satisfactorily complete the requirements 

of this contract during live production. 

The contractor will be required to have all composition, proofing, envelopes, pamphlets, scanning equipment, and 

reports for 100% accountability of production and mailing, completed, available, and ready for production prior to 

beginning the test. 

For each test run, the contractor is to produce all notices in accordance with contract requirements consisting of the 

processing of the electronically transmitted test files; the duplex printing and imaging of notices; gathering; folding; 

inserting of notices and any required inserts; printing and inserting any necessary reprints; manifesting; presorting; 

and, preparing finished notices for delivery to the USPS. To simulate actual production conditions, the notices must 

be produced in accordance with all contract specifications and all USPS regulations. 

NOTE: If a subcontractor is utilized for the presorting and/or mailing of the notices of this contract, the 24-hour test 

must include the use of the subcontractor’s facility. No additional time will be allowed for the transportation and 

handling of the notices to and from this facility. Contractor will be required to provide the necessary audit and 

summary reports for 100% accountability of production and mailing within one (1) hour of completion of the run. 

Contractor is required to provide the necessary audit and summary reports for 100% accountability of production and 

mailing within one (1) hour of completion of each test. 

The 24-hour period for the printing process will begin when an “O.K. to Print” is given by the Government 

representative on site. The 24-hour period for the inserting and mailing process will begin within two (2) hours of the 

start of the printing to allow the contractor to print sufficient materials to begin the inserting process. See 

“SCHEDULE” for the Preproduction Press and Mail Run Test. 

Samples of each preproduction press and mail run test will be brought back to SSA for validation. 

The Government will approve, conditionally approve, or disapprove the validation output within seven (7) workdays 

of receipt thereof. 

Approval or conditional approval shall not relieve the contractor from complying with the specifications and all other 

terms and conditions of the contract. A conditional approval shall state any further action required by the contractor. 

A notice of disapproval shall state the reasons thereof. 

 
Miscellaneous Notices Page 28 of 48 

811-S (05/19) 

The contractor must perform the preproduction press and mail run tests on their equipment and using their personnel. 

The tests must be performed on the printing equipment and inserting machines with required scanning equipment 

that will be used in live production. All samples shall be manufactured at the facilities in which the contract production 

quantities are to be manufactured. 

VALIDATION SAMPLES: 

NOTE: The Validation Samples may contain test and/or live variable data. 

Record Specification Orders: The Government will provide test or live production files containing variable data. The 

contractor is required to provide up to 100 PDF samples (as specified) (variable data imaged into the contractorcomposed notice) from each of the files provided. 

AFP Notice Orders: The contractor will be furnished with AFP files and required to provide up to 100 PDF samples 

(as specified) from each of the files provided. 

All Orders: Samples must show the computerized imaging that will be used for production. Each sample shall be 

imaged as specified and include the correct return address(s) used. When requested, the contractor shall provide 

printed samples (up to 100 samples, as specified) using equipment and methods of production used in producing 

the finished product. Paper used for samples must be of the size, kind, and quality that the contractor will furnish. 

When required, in addition to producing the validation samples, the contractor must also run each test file through 

their Coding Accuracy Support System (CASS) software to ensure that there are no problems with the reading of 

the address data and building of the USPS IMB (if required). At the time the samples are submitted, the contractor 

must also submit a letter stating that their CASS system worked with the test/live production files furnished. 

Contractor must submit validation samples within three (3) workdays of receipt of test/production files and within 

one (1) workday of receipt of live production files if test files were presented first. 

The contractor shall submit PDF samples via the SFTP site. The contractor shall submit hard copy samples to the 

attention of SSA Printing Management Branch (Exhibit K). 

The Government will approve, conditionally approve, or disapprove the samples within two (2) workdays of the 

receipt thereof. Approval or conditional approval shall not relieve the contractor from complying with the 

specifications and all other terms and conditions of the contract. A conditional approval shall state any further action 

required by the contractor. A notice of disapproval shall state the reasons thereof. 

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

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

notice of rejection. Such additional samples shall be furnished, and necessary changes made, at no additional cost 

to the Government and with no extension in the shipping schedule. The Government will require the time specified 

above to inspect and test any additional samples required. 

Manufacture of the final product prior to approval of the validation samples submitted is at the contractor’s risk. 

Samples will not be returned to the contractor. All costs, including the costs of all samples, shall be included in the 

contract price for the production quantity. 

If applicable, all samples shall be manufactured at the facilities and on the equipment that will be used for live 

production. 

If the Government provides AFP files, SSA may waive the test but must review PDF samples of the live 

production (see “SCHEDULE” for details). 

 
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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. 

All stock used in each copy must be of a uniform shade. 

Notices: White Offset Book, basis weight: 50 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A63; or, at 

contractor’s option, White Writing, basis weight: 20 lbs. per 500 sheet, 17 x 22”, equal to JCP Code D10. 

Business/Courtesy Reply Envelopes: White Writing, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP 

Code V20; or, at contractor’s option, White Offset Book, basis weight: 50 lbs. per 500 sheets, 25 x 38”, equal to 

JCP Code A60. 

Mail-out Envelopes: White Writing (or Wove) Envelope, basis weight: 24 lbs. per 500 sheets, 17 x 22”, equal to 

JCP Code V20; or, at contractor’s option, White Offset Book, basis weight: 60 lbs. per 500 sheets, 25 x 38”, equal 

to JCP Code A60. 

PRINTING AND VARIABLE IMAGING: Contractor will be required to convert furnished data from electronic 

transmission for either laser or ion deposition printing. All printing/imaging shall have a minimum resolution of 

600 x 600 dpi. 

Notices: Print and image simplex (face only) or duplex (face and back) in black only or black and one Pantone color. 

Contractor to match Pantone color as indicated on the print order. 

Address Keyline: Contractor is to produce a keyline that appears above the mailing address and shows through the 

mail-out envelope window. The keyline must contain the following information: Print order name and number, file 

date, and 3-digit office code (if applicable) (e.g., Child, PO12345 03/26 A26). 

BRM Reply Envelope: Print face only (after manufacturing) in BUSINESS REPLY FORMAT in black ink. Print 

FIMs and barcodes using the furnished camera copy. The FIMs and barcodes should be placed on the mailing piece 

according to the current U.S. Postal Service’s Domestic and International Mail Manuals, “Barcoded Mail piece.” 

Inside of BRM envelope must contain a clear area (no security tint), approximately 3-1/2 x 5/8” in size, behind the 

barcode to ensure the readability of barcode by the USPS equipment. 

CRM Reply Envelope: Print face only (after manufacturing) in COURTESY REPLY FORMAT in black ink. Print 

FIMs and barcodes using the furnished camera copy. The FIMs and barcodes should be placed on the mailing piece 

according to the current U.S. Postal Service’s Domestic and International Mail Manuals, “Barcoded Mail piece.” 

Inside of CRM envelope must contain a clear area (no security tint), approximately 3-1/2 x 5/8” in size, behind the 

barcode to ensure the readability of barcode by the USPS equipment. 

NOTE: For Certified/Registered Mail, the contractor may add printing to the envelope, with Government approval, 

to meet USPS and production requirements but must not remove/change the Government printing required. 

Mail-out Envelopes: Print face, back, and inside of the envelope (after manufacturing) in black ink. Printing will 

consist of return address, mailing indicia, and any other pertinent text. Return address will change with each order and 

may require multiple return addresses within one order. Due to this requirement, the contractor must have the ability 

to spray return addresses, ancillary, and/or other markings, when required, on the stocking envelope. Additional 

printing on face and back may be required on some orders. 

 
Miscellaneous Notices Page 30 of 48 

811-S (05/19) 

All Envelopes: Print or tint a security tint on the inside (back - before manufacture) in black ink. Contractor may use 

his own design, with Government approval, and must guarantee that the product will ensure complete opacity and 

prevent show through of any material contained therein. 

The Government reserves the right to make changes to the envelopes at any time during the term of the contract. 

Notification of a proposed change will be given with sufficient time for the contractor to allow for the change, and 

submit proofs to the Government. 

RECYCLED PAPER LOGO: If recycled paper is used for the envelopes, the recycled paper logo/legend must 

be printed in black ink on the back of all envelopes in the bottom left hand corner. 

PRESS SHEET INSPECTION: Final make-ready press sheets may be inspected and approved at the contractor’s 

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

sheets, contractor is charged with maintaining those standards throughout the press run (within QATAP tolerances 

when applicable) and with discarding all make-ready sheets that preceded approval. When a press sheet inspection 

is required, it will be specified on the individual print order. See GPO Publication 315.3 (Guidelines for Contractors 

Holding Press Sheet Inspections) issued January 2015. NOTE: A press sheet inspection is for the purpose of setting 

specific standards that are to be maintained throughout the entire run. It does not constitute a prior approval of the 

entire run. 

Press sheets must contain control bars for each color of ink on the sheet. Control bars must be placed parallel to 

the press’s ink rollers. The control bars (such as BRUNNER, GATF, GRETAG, or RIT) must show areas consisting 

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

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

Viewing Light: Press sheets will be viewed under controlled conditions with 5000 degrees Kelvin overhead 

luminaries. The viewing conditions must conform to ANSI PH2.30-1989; a viewing booth under controlled 

conditions with 5000 degrees Kelvin overhead luminaries with neutral gray surroundings must be provided. 

MARGINS: Margins will be indicated on print order, furnished copy, or furnished electronic file. 

BARCODES: On some orders the contractor will be required to print a 3 of 9 barcode, 2-D PDF-417, or a Data 

matrix barcode, with a minimum resolution of 600 x 600 dpi. 

The Government will supply the specifications and layout of the barcode and what information shall be included 

with the print order. The contractor will be required to pull the information from the production files to complete 

the barcode build as needed. 

Bar Code Height: The height of the bar code shall be 1/2”, plus or minus 1/6”, regardless of code density. 

3 of 9 Barcodes: The specified data shall be encoded as Code 39 barcodes. These barcodes shall comply with MILSTD-1189B-1989 and any amendments thereto (unless otherwise stated), and the requirements stated below. Both 

contact and non-contact readers will be used by the Government for decoding. Barcoded documents may be used with 

document imaging systems. The data to be encoded range typically from 6 to 18 characters. Blanks (spaces) contained 

in the data fields shall be encoded as Code 39 blanks. 

Bar Code Density: The preferred code density is 6.6 CPI (Font C3901J). While a slightly higher code density may 

be necessary in order to avoid folds, in no circumstance shall the code density exceed 7.4 characters per 7.4 CPI 

without the approval of the Government. 

Human Readable Interpretation: When required, HRI shall print beneath the bar code in the font OCR-A, Size I, 

Range x as governed by American National Standards X3.17 and X3.17 and X3.99. 

 
Miscellaneous Notices Page 31 of 48 

811-S (05/19) 

Check Character: A check character shall not be encoded. 

2-D Barcodes: Final record and block lengths to be provided with the print order. The 2-D barcodes must be in 

accordance with the requirements of ANSI MH 10.8.3M, unless otherwise specified. All data elements contained 

in the barcode must begin in the specified positions. Data elements can be filled with blanks if necessary to begin the 

next element in the proper position. 

Placement: Barcode placement and orientation may vary depending on form design. Barcodes (including quiet 

zones) must not fall on fold. 

All data elements contained in the barcode must begin in the specified positions. Data elements can be filled with 

blanks if necessary to begin the next element in the proper position. 

Contractor must verify accuracy of the barcoding. The contractor must maintain the quality and accuracy of the 

barcode throughout the entire run. 

BINDING: 

Notices: Trim four sides. 

CONSTRUCTION (Envelopes): 

BRM and CRM Non-Window Envelope: Envelopes must be open side with suitable seams and an industry standard 

gummed fold-over flap for sealing. Flap must be coated with suitable remoistenable glue the entire length of flap 

that will securely seal the return envelope for mailing. Adhesive must not adhere to the contents of the envelope. 

BRM and CRM Single Window Envelopes: Envelopes must be open side with suitable seams, and an industry standard 

gummed fold-over flap for sealing. Flap must be coated with suitable remoistenable glue the entire length of flap 

that will securely seal the return envelope for mailing. Adhesive must not adhere to the contents of the envelope. 

Face of envelope to contain a single die-cut window (approximately 1-5/8” x 3-5/8” in size) with rounded corners 

and is to be located 3-3/4” from the left edge and 3/4” from the bottom edge of the envelope. (The long dimension 

of the window is to be parallel to the long dimension of the envelope.) 

Window is to be covered with a suitable transparent, low-gloss, poly-type 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 readability 

standard/requirements. 

Mail-out Single Window Envelope: Envelope must be open side with gummed fold-over flap for sealing and highcut side or diagonal seams, at contractor’s option. Flap depth is at the contractor’s option but must meet all USPS 

requirements and must be coated with a 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. 

Face of envelope to contain one (1) die-cut window (1-3/4 x 4-1/4” in size) with rounded corners. Die-cut window 

is to be located 3/4” from the left edge of the envelope and 1-3/8” from the bottom edge of the envelope. (The long 

dimension of the window is to be parallel to the long dimension of the envelope.) Contractor has the option to 

adjust the size and position of the window opening (subject to Government approval), providing the visibility of the 

computer-generated mailing address and IMB barcode on the form is not obscured, and other extraneous 

information is not visible when material is inserted into the envelope. 

 
Miscellaneous Notices Page 32 of 48 

811-S (05/19) 

Window is to be covered with a suitable transparent, low-gloss, poly-type 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 readability 

standard/requirements. 

Mail-out Dual Window Envelope: Envelope must be open side with gummed fold-over flap for sealing and highcut side or diagonal seams, at contractor’s option. Flap depth is at the contractor’s option but must meet all USPS 

requirements and must be coated with a 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. 

Face of envelope to contain two (2) die-cut address windows, as follows: 

 Return address window: One die-cut window (1-1/4 x 3-1/4” in size) with rounded corners. Die-cut window 

is to be located 11/16” from the left edge of the envelope and 4-3/8” from the bottom edge of the envelope. 

 Mailing address window: One-die cut window (1-3/4 x 4-1/4” in size) with rounded corners. Die-cut 

window is to be located 3/4” from the left edge of the envelope and 1-3/8” from the bottom edge of the 

envelope. 

The long dimension of each window is to be parallel to the long dimension of the envelope. Contractor has the option 

to adjust the size and position of the return address window opening (subject to Government approval), providing the 

visibility of the return address on the form is not obscured, and other extraneous information is not visible when 

material is inserted into the envelope. Contractor has the option to adjust the size and position of the mailing address 

window opening (subject to Government approval), providing the visibility of the mailing address, field office code, 

keyline above address field, and IMB barcode on the form is not obscured, and other extraneous information is not 

visible when material is inserted into the envelope. 

Windows are to be covered with a suitable transparent, low-gloss, poly-type 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 readability 

standard/requirements. 

NOTE: For Certified/Registered Mail, the contractor may modify the envelope(s), with Government approval, to 

meet USPS and production requirements but must meet Government envelope requirements as stated above. 

ASSEMBLING MAILERS: Multiple-page notices must be gathered in the sequence as indicated on print order or 

furnished copy prior to folding. All notices (except for the boxed notices) fold from a flat size of 8-1/2 x 11” to 8-

1/2 x 5-1/2”, mailing address out. 

For bilingual English/Spanish notices, collage pages and fold from a flat size of 8-1/2 x 11” to 8-1/2 x 5-1/2”, Spanish 

side out. 

Collate folded notices, furnished inserts (e.g., leaflets, booklets, etc.), BRM or CRM envelope, as required, in 

sequence as indicated on print order or furnished sample, fold (if applicable), and insert into the appropriate mail-out 

envelope. 

Envelope must be securely sealed prior to mailing and must be capable of remaining sealed under normal mailing 

conditions. 

It is the contractor’s responsibility to assure that only one copy of each appropriate item required is inserted into 

the mail-out envelope and that only the mailing address and/or return address, as applicable, is visible through the 

envelope window(s). 

 
Miscellaneous Notices Page 33 of 48 

811-S (05/19) 

PACKING (Boxed Notices): Boxed Notices do not fold down to 8-1/2 x 5-1/2”. They shall be packed flat at 8-

1/2 x 11”.

Gather the notices for a specific order and pack in suitable shipping containers that holds 2,000 leaves in a single 

stack. 

It is the contractor’s responsibility to assure that the correct package material is inserted into each box. 

If a box is not completely filled, the contractor must package with materials of sufficient strength and durability and 

in such a manner, which will guarantee that the product will not be damaged and the box will not open nor split 

during transit. 

LABELING AND MARKING (Boxed Notices): Using the furnished distribution files, contractor is to create and 

affix a label to each shipping container. Label must contain the following information: Social Security 

Administration, address destination, name of job, program number, print order number, quantity of notices in each 

container, and a sequence number of container (i.e., 1 of 40, 2 of 40, etc.). 

It is the contractor’s responsibility to assure the correct label is affixed to each shipping container. An 

occasional order may require the outputting of multiple address labels to a single destination. 

PRODUCTION INSPECTION: Production inspection(s) may be required at the contractor’s/subcontractor’s 

plant for the purpose of establishing that the receipt of transmitted files, printing of notices, imaging, spraying of 

return address on mail-out envelopes, dating, collating, folding, inserting, and mailing is being accomplished in 

accordance with contract quality attributes and requirements. A production inspection is for the purpose of setting 

specific standards that are to be maintained throughout the entire run. It does not constitute a prior approval of the 

entire run. 

When a production inspection is required, the Government will notify the contractor. 

DISTRIBUTION: 

 Mail f.o.b. contractor’s city each individual mail piece to both domestic and foreign addresses. Domestic 

mailing is nationwide, including the American Territories/Possessions. Contractor is responsible for all 

costs associated with transporting mail packages to the USPS. 

 Ship f.o.b. contractor’s city the boxed notices to approximately one address, as specified on the print order. 

Domestic First-Class, Letter-Size Mail: The contractor is required to prepare domestic First-Class, letter-size mail 

and obtain the maximum postage discount allowed by USPS in accordance with appropriate USPS rules and 

regulations, including the USPS Domestic Mail Manual, and Postal Bulletins on Automation Compatible First Class 

Domestic Mail (automated and non-automated) discount structure in effect at the time of the mailing; a) Automation 

(5-digit); (b)Automation (3-digit); (c) Automation (AADC); (d) Automation (Mixed AADC); (e) Non-automation 

(Presorted); and (f) Non-automation (Single Piece). 

Contractor will be required to presort all mail in this contract and achieve USPS automated postal rates. To achieve 

the maximum automation compatible postal discount, the contractor is required to either presort the notices prior to 

printing or sort the mail after the notices are inserted. The contractor may use a presort subcontractor for the mailing 

portion of the contract. The contractor must disclose how they will achieve maximum postage discounts as required 

in the contract. SSA has the right to inspect the subcontractor for the security of the mailing operation and 

compliance with the contract. 
Miscellaneous Notices Page 34 of 48 

811-S (05/19) 

SSA requires the use of a permit imprint. The contractor must use SSA’s “FIRST-CLASS MAIL POSTAGE AND 

FEES PAID” permit imprint mailing indicia printed on each mail piece. Each mail piece sent under this payment 

method must bear a permit imprint indicia showing that postage is paid. Permit imprint indicia may be printed 

directly on mail pieces. Permit imprint mailings must contain at least 200 identical pieces or 50 pounds. The 

contractor is cautioned to use the permit imprint only for mailing material produced under this contract. 

Permit imprint may not be used if the mailing is less than 200 identical pieces or 50 pounds. Instead, the mail must 

be metered, and any permit imprint must be covered/concealed by a meter strip. The contractor will be reimbursed 

for postage by submitting a properly completed U.S. Postal Service form (or equivalent). All meter supplies will be 

borne by the contractor. 

NOTE: Mail addressed to United States possessions (e.g., American Samoa, Federated States of Micronesia, Guam, 

Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, U.S. Virgin Islands, Wake Island, and Military 

Overseas Addresses (APO/FPO mail) is considered Domestic Mail, not International Mail. 

The Government will furnish an Official Government Postage Meter for volumes of notices that do not meet USPS 

minimum requirements for permit imprint. The contractor completes postage meter replenishments, and the funds 

come from a Government account. 

The Government, on occasion, may require the contractor to meter all the mail due to a need for a date stamp on the 

mail piece. The contractor will be required to cover/conceal the permit imprint with a meter strip. 

Manifest Mailing: The contractor is strongly encouraged to use manifest mail when postal regulations allow for 

this contract. The contractor must have a Manifest Mailing System (MMS) for First-Class Mail, approved by the 

U.S. Postal Service to document postage charges for this mailing. Requirements for MMS are contained in USPS 

Publication 401, Guide to the Manifest Mailing System. Each mail piece must be identified either with a unique 

identification number or with a keyline containing a unique identification number and rate information about the 

piece. 

The mail pieces sent under Manifesting will have a printed “Postage and Fees Paid First-Class Mail” permit imprint 

mailing indicia. The contractor is cautioned to use the permit imprint only for mailing material produced under this 

contract. A copy of the USPS approval for the MMS must be presented at the postaward conference. 

Intelligent Mail barcoding (IMB), delivery address placement, and envelopes used for the mailing are among the 

items that must comply with USPS requirements for automation-compatible mail in effect at the time of the mailing. 

For AFP notice workloads, SSA will transmit the notices with an USPS Intelligent Mail Barcode that is coded for 

the full service option. The contractor will be required to use the provided IMB, meet the full service option, and 

achieve the maximum postage discounts available with this option. 

For Record specification notice workloads, the contractor will be required to produce and use a USPS IMB coded with 

the full service option. The contractor must comply with USPS requirements and place the IMB on all notices/mail 

pieces and achieve the maximum postage discounts available. 

Coding Accuracy Support System (CASS): When required, the contractor shall use CASS Certified ZIP+4 software 

licensed by the USPS to generate ZIP+4 Codes and Delivery Point Barcodes for all mail qualifying for a postage 

discount. 

For addresses coming from SSA’s Master Beneficiary Record (MBR) and Supplemental Security Record, SSA will 

provide certificates indicating that, within the last 180 calendar days, all addresses have been matched against USPSCertified CASS ZIP Code software. 

The contractor is required to furnish USPS with any required CASS certificates. Instructions will be provided with 

each print order.
Miscellaneous Notices Page 35 of 48 

811-S (05/19) 

National Change of Address (NCOA): When required, the contractor shall use a USPS-approved address update 

method to generate a NCOA certificate for USPS. 

For addresses coming from SSA’s MBR, SSA will provide a certificate indicating that SSA processed those addresses 

with a USPS certified NCOA service vendor within 95 calendar days of the mailing. When required, the contractor 

may be required to print an ancillary service endorsement on the envelope such as “Address Service Requested” in 

lieu of the NCOA, in one of the locations approved by USPS. 

The contractor is required to furnish USPS with any required NCOA certificates. SSA will provide instructions with 

each print order. 

NOTE: The contractor shall NOT, at any time, perform move updates or address corrections on the notice addresses 

supplied unless otherwise instructed by SSA. 

All letters in a mailing must pass the “tap” test in order to obtain the maximum postal discounts for the agency. 

When performing the tap test, with the notice inserted into the mailing envelope, the address of all notices and the 

entire barcode must remain within the barcode clear zone. In addition, a clear space must be maintained that is at least 

0.125 inch between the left and right edges of the window, and at least 0.028 inch clearance between the Intelligent 

Mail Barcode and the top and bottom edges of the window. The contractor will be responsible for payment of any 

additional postage resulting from a loss of postage discounts due to failure to pass the “tap” test because of inaccuracy 

or failure to conform to USPS specifications. 

Contractor should be aware that USPS uses the Mail Evaluation Readability Look-up Instrument (MERLIN) to 

evaluate barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor must ensure that all 

barcoded mail meets the new barcode standards. The contractor will be responsible for payment of any additional 

postage resulting from a loss of such discounts due to failure of the contractor-generated barcodes to pass the 

MERLIN test because of inaccuracy or failure to conform to USPS specifications. 

Metered Mail: The contractor is responsible for the security of the SSA postage meters, and access is to be restricted 

to authorized personnel only. Contractors are to place SSA postage meters in a locked position and store in a secure 

server room or safe when not in use. The contractor is to advise all staff there is a penalty for the private use of 

official postage meters (39USC3203). 

Contractors should always maintain sufficient postage on the SSA meters. The contractor should contact SSA if 

they are not sure of how much postage to load or frequency. 

The contractor is required to submit spoiled postage/postage error envelope(s)/meter strip(s) and prepare a Postal 

Service Form 3533, “Application for Refund of Fees, Products and Withdraw of Customer Accounts.” Forms are 

not obtainable from the USPS website since they contain a barcode making each form unique. Contractors must go 

to local Post Offices, postal retail units, or Bulk Mailing Units to obtain the hard copy version of the revised PS 

Form 3533. USPS will credit the postage refund to SSA through the Official Mail Accounting System (OMAS). 

SSA requires the contractor to submit a copy of Form 3533 along with the associated print order in which the 

spoilage occurred and all other postal documentation to the SSA Program Lead. 

The contractor must have approval from SSA’s Postage Meter Accountability Team for turn-in of SSA postage 

meter(s) to the meter manufacturer (e.g., excess meter, defective meter, etc.). If the contractor requires a 

replacement postage meter, USPS credits any remaining postage to SSA through the USPS’ Official Mail 

Accounting System; or the meter manufacturer may transfer the remaining postage from the old meter to the new 

meter. The contractor should be sure to document the last meter reading (postage remaining amount) before the 

meter is checked out of service. The contractor may receive a PS Form 3601-C, “Postage Meter Activity Report” 

from the meter manufacturer. The contractor is to forward a copy of this report to SSA within three (3) workdays 

of the transaction. 

 
Miscellaneous Notices Page 36 of 48 

811-S (05/19) 

On the first workday of each month, the contractor must load $5.00 on all SSA postage meters (including backup 

postage meters). In addition to the monthly upload, the Government reserves the right to request the contractor to 

upload additional funds at any time. These uploads are in addition to any routine meter replenishments. As a result 

of the postage uploads, the contractor may receive a Postage Meter Reset Activity Report Statement from the meter 

manufacturer. If received, the contractor should retain this documentation for 12 months. 

Do not relocate SSA postage meters to any other building. Contactors are required to contact the SSA Program 

Lead before any movement of an SSA postage meter. 

The contractor is required to prepare all metered mail in accordance with the rules and regulations in USPS’s 

Domestic Mail Manual and International Mail Manual.

Contractors should not receive invoicing for meter rentals. If the contractor receives an invoice, contact the SSA 

Program Lead immediately. 

Contractor Sites Using “Official Government” Postage Meters with Automated Reporting Capability (detailed 

and limited): Postage meters with “Detailed Account Reporting” are capable of providing trend reports, postal class 

reports, summary reports, chart production, accounts, sub-accounts, operator ID’s, etc. These meters provide SSA 

with remote tracking per print program of postage used. This is SSA’s preferred meter type. This meter type is 

ideal for use when processing multiple SSA workloads because of the account and sub-account feature. Contractors 

will be required to utilize the postage meter account feature for each SSA print program. Contractors may also be 

required to use sub-account features for each SSA program. If a contractor requires assistance with set-up and 

operating the “accounting” features of the postage meters, SSA will provide a contact to assist them. 

Postage meters with “Limited Account Reporting” are capable of providing SSA with remote tracking of the meter 

date, contractor/location, meter used, start funds available, any refills/refunds, number of pieces (postage applied), 

total cost, end funds available, and postage used. This meter is best suited for use when processing one single SSA 

workload. No action is necessary on the part of the contractor since SSA will be view postage meter usage remotely 

for the individual workload. 

Contractor Sites Using an SSA Postage Meter Activity Log (Manual Process): 

Contractors using mailing equipment that cannot support a postage meter with an internal accounting feature and/or 

capable of remotely providing SSA with the detailed data it requires when producing multiple workloads will 

receive a compatible meter but will be required to complete an SSA Postage Meter Activity Log. 

The contractor will forward a completed SSA Postage Meter Activity Log to the appropriate SSA Program Lead/or 

backup for each print order. If the contractor is producing multiple workloads using the same postage meter, the 

contractor is required to send the log to each Program Lead/backup. Every field must contain an entry or an N/A if 

the field does not apply. SSA will return incomplete or incorrect activity logs to the contractor for correction. 

NOTE: If a primary meter fails and a backup meter is needed to complete the workload, the contractor will need to 

document the primary meter log in the note field (i.e., meter failed, out of postage, etc.) and create a new activity 

log (documenting the necessary fields) to use with the backup meter. 

Use of the above accounting feature or manual logs does not alter the current postal process. Contractors will 

continue to forward all postal documentation as required in the contract requirements. 

International First Class Mail: 

All items mailed must conform to the appropriate USPS International Mail Manual (IMM), Postal Bulletins, and other 

USPS rules and regulations in effect at the time of mailing. 

 
Miscellaneous Notices Page 37 of 48 

811-S (05/19) 

Permit imprint may be used for International Mail providing the mailing consists of at least 200 pieces. Permit imprint 

may not be used if the mailing is less than 200 pieces. Instead, the mail must be metered, using Government supplied 

meters, and any permit imprint must be covered/concealed by a meter strip. 

If the mailing meets the qualifications for International Priority Airmail (IPA), it must be processed through IPA in 

accordance with USPS rules and regulations in effect for IPA at the time of the mailing. To maximize postage savings, 

the contractor shall sort to the IPA Rate Group 1 through 15 levels. 

Pieces not qualifying for the IPA Rate Group Levels of discount shall be prepared at the Worldwide Non-presorted 

rate level, and any remaining pieces that do not meet the IPA qualifications will be sorted by individual country rules 

according to the USPS IMM in effect at the time of the mailing. 

International Mail return address must show as the last line of the address “UNITED STATES OF AMERICA,” all in 

capital letters. All International Mail must be endorsed “PAR AVION” or “AIR MAIL” as described in the USPS 

IMM. The contractor may use a rubber stamp to meet these requirements. 

Printing of address, barcode, etc., make-up and processing of all mail pieces must comply with the International Mail 

Manual and current issues of the USPS Postal Bulletin. 

The contractor is cautioned that mail addressed to United States territories and possessions (American Samoa, 

Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, Virgin 

Islands, Wake Island, and Military Overseas Addresses (APO/FPO mail) is considered Domestic Mail, NOT 

International Mail and should be included in the discount sorting above. 

USPS Certified Mail: 

The domestic mail pieces included in these mailings may require mailing using USPS Certified Mail. The contractor 

will prepare these mail pieces according to USPS regulations contained in the Domestic Mail Manual under Section 

503.3.0, Certified Mail. 

Notices associated with the certified mail file require inserting into envelopes and processed as certified mail. The 

contractor must place the current Postal Service Form 3800 (20-digit certified number and barcode) on the envelope.

USPS International Registered Mail: 

The mail pieces included in these mailings may require mailing using USPS International Registered Mail. The 

contractor will prepare these mail pieces according to USPS regulations contained in the International Mail Manual 

under Section 330, Registered Mail. 

Notices associated with the registered mail file require inserting into envelopes and processed as international 

registered mail. The contractor must place the current Postal Service Form 3806 (Receipt for Registered Mail) and 

PS Label 200 (13-digit registered number and barcode) on the envelope. 

Mailing Documentation: 

The contractor shall provide SSA with complete copies of all documents used by USPS to verify and accept the 

mail (e.g., computer records of presort ZIP+4, barcode breakdown, press runs, etc.) including USPS 3607R and/or 

GPO’s Form 712 (Certificate of Conformance) and/or Certificate of Bulk mailing, etc., each noted with the print 

order number. 

Certificate of Conformance: When using Permit Imprint Mail the contractor must complete GPO Form 712 - 

Certificate of Conformance (Rev. 10-15), and the appropriate mailing statement or statements supplied by USPS. 

A fillable GPO Form 712 Certificate of Conformance can be found at http://www.gpo.gov/vendors/sfas.htm. 
Miscellaneous Notices Page 38 of 48 

811-S (05/19) 

The contractor will use Federal Agency Code 276-00050 on all mailing documents. 

Within 48 hours of mailing, the contractor shall provide PDF copies of all mailing documentation and matching 

100% Accountability Summary reports to: SSA, Printing Management Branch, Baltimore, MD (Exhibit K). All 

copies must be legible and include required information so SSA and GPO can discern which print order corresponds 

with which documents. 

Reimbursable Freight (when required) – 

The contractor must ship cargo via secured truck with no other cargo and direct to destination as specified on the 

print order. The contractor is responsible for selection of carrier and shall ship by the most reasonable method to 

ensure prompt delivery and safe arrival at all destinations for shipments requiring Commercial Bills of Lading. 

After loading, the contractor must seal the truck; the seal cannot be broken until delivery at the destination provided 

by the Government. 

Ship reimbursable. Contractor will be reimbursed for all shipping costs (actual costs) by submitting all shipping 

receipts with their billing invoice. 

Unless otherwise indicated, truck deliveries must be made at the point of destination between the hours of 9:00 

a.m. and 3:00 p.m., prevailing local time, on normal Government workdays, Monday through Friday. Shipments 

must be delivered as specified on the print order. 

Within 10 workdays of mailing date, contractor must submit samples and one (1) copy of the billing payment voucher 

form 1034 for each print order showing amount of billing invoice to: SSA, Printing Management Branch (See Exhibit 

K). The original billing invoice will be sent to the U.S. Government Publishing Office. 

All expenses incidental to picking up, returning, and/or destroying furnished materials (as applicable), submitting 

proofs, and furnishing sample copies must be borne by the contractor. 

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 furnished material must be picked up from and returned to the SSA Printing Management Branch 

(Exhibit K). 

PDF soft proofs must be emailed to the address specified on the print order. Proofs must be identified with the 

jacket number, program number, print order number, and proof date, in the subject line in the email containing the 

PDF soft proofs. 

Preprinted and folded Government furnished inserts (e.g., leaflets, booklets, CDs), must be picked up from: Social 

Security Administration, Supply Building, 6301 Security Boulevard, Baltimore, MD 21235-6301. 

PRIOR TO PRODUCTION: 

The contractor must successfully establish a VPN and SFTP site with SSA, complete the Transmission test, PreProduction Validation Test, and Preproduction Press and Mail Run Tests before regular production of print orders 

placed under this contract shall begin. 

 
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PROOF SCHEDULE: 

The following schedules begin the workday after notification of the availability of a print order and Government 

furnished material. The workday after notification will be the first workday of the schedule. 

 Contractor to submit all required PDF soft proofs within two (2) workdays of receipt of furnished materials. 

 PDF soft proofs will be withheld no more than two (2) workdays from receipt at the ordering agency until 

changes/corrections/approval is given via email. (NOTE: The first workday after receipt of proofs at the 

ordering agency is day one (1) of the hold time.)

PRIOR TO PRODUCTION TESTS:

The following schedules begin the workday after notification of the availability of a print order and Government 

furnished material. The workday after notification will be the first workday of the schedule. 

Transmission Test: 

The contractor will be required to perform this test within five (5) workdays of the VPN and SFTP connections 

being ready, security clearances being approves, and prior to receiving transmission of live production files. 

 The contractor will be required to receive multiple files for up to approximately 1,500,000 AFP and/or 

Record Specification notices within one (1) workday. 

 The contractor will be required to perform a Record Count Verification within one (1) workday of receipt 

of complete transmission of all notice test files and furnish the Government with the exact counts. 

 The contractor shall also be required to pass mocked up test files and PDF samples back to SSA via the 

SFTP site within one (1) workday of receipt of test files. 

 The Government will provide verification within one (1) workday of receipt thereof. 

Preproduction Validation Test: 

When spraying of return address, ancillary, and/or other markings is required, the contractor must provide PDF 

samples of the final envelope(s) for Government approval during the notice validation process. 

1. Test Files Provided:

 If SSA provides test files, contractor shall provide up to 100 PDF validation samples of the notices with 

all variable information in position, within three (3) workdays of receipt of files. 

 Government will approve, conditionally approve, or disapprove the validation samples within two (2) 

workdays of receipt thereof. 

 After approval of test file samples, when live production files are provided, the contractor will then 

provide up to 100 PDF validation samples of the notices with all variable information in position, within 

one (1) workday of receipt of live production files. 

 Government will approve, conditionally approve, or disapprove the validation samples within one (1) 

workday of receipt thereof. 

 
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811-S (05/19) 

2. No Test Files Provided:

 If SSA does not provide test files, the contractor shall provide up to 100 PDF validation samples of 

the notices with all variable information in position, within three (3) workdays of receipt of live 

production files. 

 Government will approve, conditionally approve, or disapprove the validation samples within two (2) 

workdays of receipt thereof. 

If, during the validation process, the Government disapproves the validation samples due to contractor error, the 

contractor must provide corrected samples the same day. The contractor must maintain the original schedule and 

shall not be granted any additional time to complete the order. 

NOTE: If hard copy samples are required, the above schedule will still apply. 

Preproduction Press and Mail Run Test (24-Hour Test): 

The contractor will be required to perform the 24-Hour Preproduction Press and Mail Run Test within five (5) 

workdays of approval of the transmission test and preproduction validation test and contractor’s receipt of necessary 

materials. 

 The contractor must produce a minimum of 120,000 domestic/foreign mail pieces, 667 certified/registered 

mail pieces, and 46,667 boxed notices (consisting of AFP and/or Record Specification notices) in a 

continuous 24-hour period. 

 The Government will approve, conditionally approve, or disapprove within seven (7) workdays of receipt 

thereof. 

Contractor must notify the GPO of the date and time the preproduction press and mail run tests will be performed. 

In order for proper arrangements to be made, notification must be given at least 10 workdays prior to the tests. 

NOTE: Within five (5) workdays of successful completion of the Preproduction Press and Mail Run test at the 

contractor’s facility, the contractor must also successfully complete this test at their backup facility. 

Press Sheet Inspection Required: 

The Government may request a press inspection for the start of production. When this occurs the contractor must 

have all materials and validation samples ready for final approval. If errors are found, and were not present during 

the prior validation when Test Files or No Test Files Provided, as stated above, the contractor shall not be granted 

any additional time to complete the order. 

Production cannot begin until the Government provides an “O.K. to Print.” 

ENVELOPE SCHEDULE: 

Mail-out Envelopes: 

 For volumes up to and including 100,000 notices, the contractor must maintain adequate stock of the SSA 

generic mailing envelopes (single and dual window) so no additional time will be allowed in the schedule 

for proofing and receipt of envelopes. 

 For volumes over 100,000 notices, the contractor shall have envelopes delivered to their plant within 10 

workdays of Government approval of proofs. 
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 NOTE: Some orders will require the spraying/imaging of multiple return addresses, ancillary or special 

markings. The contractor must have the ability to extract the return addresses from the AFP MRD file, 

consisting of over 1,300 different SSA field offices, or from a list of return addresses provided for record 

specification workloads, that correlate to the production file. 

BRM/CRM Envelopes: The contractor shall have envelopes delivered to their plant within 10 workdays of 

Government approval of proofs. 

Boxes Only: 

 For volumes that require the boxing of notices totaling up to and including 1,000,000 leaves (500 boxes), the 

contractor must maintain adequate stock so no additional time will be allowed in the schedule for receipt 

of boxes. 

 For volumes over 1,000,000 leaves (500 boxes), the contractor shall have boxes delivered to their plant 

within five (5) workdays of receipt of production files.

PRODUCTION AND DISTRIBUTION SCHEDULE: 

The following schedules will start the day after SSA provides an “O.K. to Print.” 

Boxed Notices and Domestic/Foreign Mail: 

 For print orders up to and including 50,000 mailers, contractor must complete production and distribution 

within two (2) workdays of receipt of “O.K. to Print.” 

 For print orders over 50,000, up to and including 500,000 mailers, contractor must complete production and 

distribution within four (4) workdays of receipt of “O.K. to Print.” 

 For print orders for over 500,000 mailers, contractor will receive one (1) additional day for each additional 

200,000 mailers, or fraction thereof, for a maximum of 1,500,000 mailers in nine (9) workdays. 

Certified/Registered Mail: 

If a print order requires Certified/Registered mail, the schedule for that portion will be as follows: 

 For print orders requiring up to and including 500 certified/registered mailers, contractor must complete the 

mailing within two (2) workdays of receipt of “O.K. to Print.” 

 For print orders requiring over 500, up to and including 1,000 certified/registered mailers, contractor must 

complete the mailing within four (4) workdays of receipt of “O.K. to Print.” 

 For print orders requiring over 1,000, up to and including 6,000 certified/registered mailers, contractor will 

receive nine (9) workdays. 

NOTE: (Variance to Mailing Schedule): On any order, at the request of the Government, the contractor maybe 

required to mail a specified quantity on specific days from day 4 through day 9. On occasion, a print order may require 

mailings to occur over multiple weeks or months, not to exceed six (6) separate mail drops over three (3) months. The 

Government will provide a schedule, stating mail dates and anticipated volumes for each day on orders requiring 

multiple mailing dates. The contractor will receive one (1) make-ready/setup charge for each mail date. 

 
Miscellaneous Notices Page 42 of 48 

811-S (05/19) 

The contractor must notify the Government of the date and time the press sheet/imaging or production inspection can 

be performed. In order to make proper travel arrangements, notification must be given at least three (3) workdays prior 

to the inspection. Notify the SSA Printing Management Branch (Exhibit K) and the U.S. Government Publishing 

Office, Quality Control for Published Products, Washington, DC 20401, or telephone area code (202) 512-0542. 

Telephone calls will only be accepted between the hours of 8:00 a.m. and 2:00 p.m., Monday through Friday, 

prevailing Eastern Time. NOTE: See contract clauses, paragraph 14(e)(1), Inspections and Tests of GPO Contract 

Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 6-01)). When supplies are not ready at the time 

specified by the contractor for inspection, the Contracting Officer may charge to the contractor the additional cost 

of the inspection. 

The ship/deliver date indicated on the print order is the date products ordered for mailing/shipping f.o.b. contractor’s 

city must be delivered to the Post Office or picked up by small package carrier. 

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, the contractor is to notify the U.S. Government Publishing Office of the date 

of shipment or delivery. Upon completion of each order, contractor must contact 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 email, call or facsimile will be unable to respond to questions of a technical nature 

or to transfer any inquires. 

 
Miscellaneous Notices Page 43 of 48 

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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 the 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 offered for a like period of time. 

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.” 

I. 96 

II. (a) 1 

 (b) 14 

III. (a) 14 

 (b) 16,000 

 (c) 1,000 

 (d) 600 

 (e) 165 

 (f) 800 

 (g) 1,200 

 (h) 800 

IV. (a) 8,500 

 (b) 765 

 (c) 2,000 

V. (a) 250 

 (b) 2,000 

VI. 3 

 
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THIS PAGE IS INTENTIONALLY BLANK. 

 
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SECTION 4. - SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor’s city for all mailing and shipping. 

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 blank spaces, or with any 

obliteration, revision, or alteration of the order and manner of submitting bids, may be declared nonresponsive. 

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 nonresponsive. 

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.” 

The cost of all required paper must be charged under Item IV. “PAPER.” 

I. COMPOSITION (English and/or Spanish): Prices offered must be all-inclusive and must include the cost of 

all materials and operations necessary for the composition in accordance with these specifications. 

 NOTE: Each side of an envelope shall be considered as one (1) page. 

 Per Page ....................................................................................................................................... $___________ 

II. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the Transmission 

Test and Preproduction Validation Test as specified in these specifications. These costs shall cover but are not 

limited to: machine time, personnel, all required materials, wire transmissions, films, plates, paper, printing, 

imaging, collating, inserting, mail preparation, and any other operations necessary to produce the required 

quantities of the product in the time specified and in accordance with specifications. 

(a) Transmission Test ............................................................................................... per test ...... $___________ 

 (b) Preproduction Validation Test ............................................................................ per test ...... $___________ 

 ______________ 

(Initials) 

 
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811-S (05/19) 

III. PRINTING, VARIABLE IMAGING, BINDING, AND CONSTRUCTION: Prices offered must be all 

inclusive and include the cost of materials (except paper) and operations necessary (including all proofs) for 

the printing, variable imaging, binding, and construction of the products listed in accordance with these 

specifications. 

 The price offered for makeready includes makereadies for English, Spanish, Domestic/Foreign, and 

Certified/Registered notices. Separate makeready charges for English, Spanish, Domestic/Foreign, and 

Certified/Registered notices will not be allowed. 

 (a) *Makeready/setup charge ................................................................................. per order ...... $___________ 

*Contractor will be allowed only one (1) makeready/setup charge per order. 

 (b) Notices: Printing/imaging in black, including binding .......................... per 1,000 pages ...... $___________ 

 

 (c) Notices: Printing in black ink and one Pantone color, and 

 imaging in black, including binding ..................................................... per 1,000 pages ...... $___________ 

 (d) BRM/CRM Non-Window Reply Envelopes: Printing in black ink, 

 including construction ......................................................................... per 1,000 envelopes ...... $___________ 

 (e) BRM/CRM Window Reply Envelopes: Printing in black ink, 

 including construction ......................................................................... per 1,000 envelopes ...... $___________ 

 (f) Mail-out Single Window Envelopes: Printing in black ink, 

 including construction ......................................................................... per 1,000 envelopes ...... $___________ 

 (g) Mail-out Dual Window Envelopes: Printing in black ink, 

 including construction ........................................................................ per 1,000 envelopes ...... $___________ 

 (h) Spraying/Imaging of return addresses, ancillary, 

 or other markings on Mail-out Envelopes ........................................ per 1,000 envelopes ...... $___________ 

IV. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as ordered 

on the individual print orders, will be based on the net number of leaves furnished for the product(s) ordered. 

The cost of any paper required for makeready or running spoilage must be included in the prices offered. 

Computation of the net number of leaves will be based on the following: 

Notices – Each trim/page-size leaf. 

BRM/CRM Reply Envelopes: One page-size leaf will be allowed for each envelope. 

Mail-out Envelopes: One page-size leaf will be allowed per envelope. 

 

 ______________ 

(Initials) 

 
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811-S (05/19) 

 Per 1000 Leaves 

 

 

 (a) Notices: White Offset Book (50-lb.); 

 or, at contractor’s option, White Writing (20-lb.) ................................................................. $___________ 

 

 (b) BRM/CRM Reply Envelopes: White Writing (20-lb.); 

 or, at contractor’s option, White Offset Book (50-lb.) .......................................................... $___________ 

 (c) Mail-out Envelopes: White Writing (or Wove) (24-lb.); 

 or, at contractor’s option, White Offset Book (60-lb.) .......................................................... $___________ 

 

V. GATHERING, INSERTING, PACKING, AND DISTRIBUTION: Prices must be all-inclusive, as 

applicable, and must include the cost of packing; shipping containers; all necessary wrapping and packing 

materials; all required materials and operations necessary for the mailing of the notices including cost of 

gathering notice(s) (single or multiple leaves) in proper sequence; folding and inserting notice(s) and 

appropriate inserts as required into mail-out envelope; labeling and marking; and, distribution, in accordance 

with these specifications.

 (a) Packing and sealing shipping containers .................................... per shipping container ...... $___________ 

 (b) Complete Mailer ................................................................................. per 1,000 mailers ...... $___________ 

VI. CERITIFIED/REGISTERED MAIL: Prices offered must include the cost of any and all additional materials 

(i.e., paper, envelopes, printing, labels, etc.) and operations necessary to complete the Certified/Registered mail 

and provide to USPS. This price is in addition to the schedule of pricing for Items III. and V. above. 

 Certified/Registered mailing ..................................................................... per 1,000 mailers ...... $___________ 

LOCATION OF POST OFFICE: All mailing will be made from the __________________________________ 

Post Office located at Street Address_____________________________________________________________, 

City____________________________, State_____________________________, Zip Code_________________. 

 ______________ 

(Initials)
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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) 

 
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 EXHIBIT A Page 1 of 3 

Contractor Personnel Security Certification 
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 EXHIBIT A Page 2 of 3 

Contractor Personnel Security Certification 
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 EXHIBIT A Page 3 of 3 

Contractor Personnel Security Certification 
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 EXHIBIT B Page 1 of 4 

Security Requirements 
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 EXHIBIT B Page 2 of 4 

Security Requirements 
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 EXHIBIT B Page 3 of 4 

Security Requirements 
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 EXHIBIT B Page 4 of 4 

Security Requirements 
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 EXHIBIT C Page 1 of 1 

Sample of Fingerprint Card 
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 EXHIBIT D Page 1 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 2 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 3 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 4 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 5 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 6 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 7 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 8 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 9 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 10 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT D Page 11 of 11 

SF85P – Questionnaire for Public Trust Positions 
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 EXHIBIT E Page 1 of 3 
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 EXHIBIT E Page 2 of 3 
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 EXHIBIT E Page 3 of 3 
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 EXHIBIT F Page 1 of 4 
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 EXHIBIT F Page 2 of 4 
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 EXHIBIT F Page 3 of 4 
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 EXHIBIT F Page 4 of 4 
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 EXHIBIT G Page 1 of 2 

Audit and Summary Report 
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 EXHIBIT G Page 2 of 2 

Audit and Summary Report 
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 EXHIBIT H Page 1 of 1 
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 EXHIBIT I Page 1 of 1 

MRD File Specifications 
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 EXHIBIT J Page 1 of 5 

Sample of Record Layouts 
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 EXHIBIT J Page 2 of 5 

Sample of Record Layouts 
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 EXHIBIT J Page 3 of 5 

Sample of Record Layouts 
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 EXHIBIT J Page 4 of 5 

Sample of Record Layouts 
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 EXHIBIT J Page 5 of 5 

Sample of Record Layouts 
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 EXHIBIT K Page 1 of 1 
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 Exhibit L Page 1 of 1 

References for External Service Providers (ESP) 
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 Exhibit M Page 1 of 7 

Third Party Assessment Organization (3PAO) Documents 
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 Exhibit M Page 2 of 7 

Third Party Assessment Organization (3PAO) Documents 
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 Exhibit M Page 3 of 7 

Third Party Assessment Organization (3PAO) Documents 
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 Exhibit M Page 4 of 7 

Third Party Assessment Organization (3PAO) Documents 
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 Exhibit M Page 5 of 7 

Third Party Assessment Organization (3PAO) Documents 
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 Exhibit M Page 6 of 7 

Third Party Assessment Organization (3PAO) Documents 
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Third Party Assessment Organization (3PAO) Documents