Jacket: 640‐516

Title: Envelope 142‐5, Mailer, Certified Mail

Agency: IRS

Bid Opening: July 28, 2022 at 11:00 AM

Bid Terms Discounted Total

$470,448.24 0.5% 20 days $468,096.00 AWARDED

LP/MW

Real Estate Image dba Advanced Image

Direct, Fullerton, CA

Contractor Name
Jacket 640-516 Page 1 of 12 

Written by: LLP Treasury, Internal Revenue Service 

Reviewed by: MJS Requisition 2-05285

U.S. Government Publishing Office 

Columbus, Ohio 

General Terms, Conditions, and Specifications 

for the procurement of 

Envelope 142-5 Mailer, Certified Mail 

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

Department of the Treasury, Internal Revenue Service 

BID OPENING 

Bids shall be opened at 11:00 AM prevailing Columbus, OH time on July 28, 2022. 

BID SUBMISSION 

Bidders MUST submit email bids to bidscolumbus@gpo.gov for this solicitation. No other method of bid submission will 

be accepted at this time. The jacket number and bid opening date must be specified in the subject line of the emailed bid 

submission. Bids received after 11 a.m. prevailing Columbus, Ohio time on the bid opening date specified above will not 

be considered for award. 

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS 

The Government will not be responsible for any failure attributable to the transmission or receipt of the emailed bid 

including, but not limited to, the following: 

1. Illegibility of bid. 

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

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

not to exceed GPO’s stated limit. 

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

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

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

server as the official time stamp for bid receipt at the specified location. 

Any questions before or after award concerning these specifications call Linda Price at (614) 488-4616, Ext. 7. No collect 

calls. Email: lprice@gpo.gov. 

OFFERS 

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

specifications. In addition, a price must be submitted for each additional 1,000 copies. The price for additional quantities 

must be based on a continuing run, exclusive of all basic or preliminary charges and will not be a factor for determination 

of award. 
Jacket 640-516 Page 2 of 12

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 Pub. 310.2, effective 12/1/87, Rev. 01-18) and GPO Contract 

Terms, Quality Assurance Through Attributes Program (GPO Pub. 310.1, effective May 1979, (Rev. 09/19). 

GPO Contract Terms (GPO Publication 310.2): https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/contractterms2018.pdf

GPO QATAP (GPO Publication 310.1): https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/qatap-rev-09-19.pdf

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 at the contractor’s/subcontractor’s facility or to require other evidence of technical, 

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

determination, the contractor in line for award may be required to provide one or more of the following financial 

documents: 

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

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

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

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

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

PAYMENT 

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

coversheet program application is the most efficient method of invoicing. Instruction for using this method can be found 

at the following web address: http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html. 

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

at: https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid. 

PREDOMINANT PRODUCTION FUNCTION 

The predominant production function may be either the manufacture of the envelopes or the printing of the envelopes. 

Bidders who must subcontract both operations may be declared non-responsible. 

GOVERNMENT IN-PLANT INSPECTIONS 

The Government reserves the right to have Government representative(s) inspect any operation under this contract at the 

start of its production and at any time during production. In addition to the inspections indicated, the Government 

reserves the right to inspect all stages of production. 
Jacket 640-516 Page 3 of 12

TITLE 

Envelope 142-5 Mailer, Certified Mail, Tri-Fold Oversize, Double Window 

PRODUCT 

These specifications cover the production of non-standard window envelopes requiring such operations as reproducibles, 

printing, construction, packing, and distribution. 

These envelopes are used in the processing of time sensitive taxpayer correspondence. Complete production and timely 

delivery, are critical to the mission of the IRS. Failure to receive envelopes on schedule can cause stock outages and 

excess cost and/or work stoppages or costly work-arounds at IRS processing centers. 

QUANTITY 

5,851,200 envelopes. 

Total quantity to be divided into 3 partial shipments of 1,950,400 envelopes per partial shipment. 

 Partial 1: 1,950,400 envelopes, deliver f.o.b. destination on September 16, 2022

 Partial 2: 1,950,400 envelopes, deliver f.o.b. destination on September 30, 2022

 Partial 3: 1,950,400 envelopes, deliver f.o.b. destination on October 14, 2022

NUMBER OF PAGES 

Face and Back; head to head before construction. 

TRIM SIZE 

4-1/2 x 9-3/4” 

Multi-dimensional window, pistol shape, see Exhibit 1, page 10, for window dimensions. 

DESCRIPTION/PRINTING 

Envelope prints text matter and postal markings in black ink with PMS 347 Green box with “Certified Mail” reversed out 

to white on face before construction. Contractor to set all type copy and create postal markings per USPS DMM. 

Constructed envelope prints face and back, including outside of flap. 

Envelope prints opaque security design in black ink on back before construction. Security tint must be over entire inner 

envelope surface up to the gum line. Contractor may use stock design (no proprietary design or company logos allowed) 

for security tint but must guarantee that the product will ensure complete opacity, and prevent show through of any 

material contained therein. 

GOVERNMENT TO FURNISH 

PDF files of the Envelope Specification Sheets, IRS 6153 Shipping Label, and IRS Pallet Specifications. All files to be 

emailed at time of award, with Purchase Order. 

CONTRACTOR TO FURNISH 

All materials and operations, other than those listed under “Government to Furnish”, necessary to produce the products in 

accordance with these specifications. 
Jacket 640-516 Page 4 of 12

ELECTRONIC PREPRESS 

Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and publishing 

files to assure correct output of the required reproduction image. Any errors, media damage, or data corruption that might 

interfere with proper file image processing must be reported to the GPO contract administrator immediately. 

The contractor shall create or alter any necessary trapping, set proper screen angles and screen frequency, and define file 

output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the assigned 

quality level. 

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

the Government will make all major revisions. 

Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy. 

Upon completion of the order, the contractor must furnish final production native application files (digital deliverables) 

with the furnished material. The digital deliverables must be an exact representation of the final printed product and shall 

be returned on suitable storage media or e-mailed upon request. The Government will not accept, as digital deliverables, 

PostScript files, Adobe Acrobat Portable Document Format (PDF) files, or any proprietary file formats other than those 

supplied, unless specified by the Government. NOTE: Government will accept Adobe Acrobat Portable Document 

Format (PDF) files as digital deliverables when furnished by the Government. 

PROOFS 

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. Email proofs on or before August 3, 2022. Contractor must call to 

confirm receipt. Contact information to be provided after award. Proofs will be held for 1 workday. 

The contractor must not print prior to receipt of an OK to Print. 

PRIOR TO PROUDCTION SAMPLES: 

The sample requirement for this contract is not less than 100 printed construction samples. Each sample shall be printed 

and constructed as specified and must be of the size, kind, and quality that the contractor will furnish. 

Samples will be inspected and tested and must comply with the specifications as to construction, kind, and quality of 

materials. 

Prior to the commencement of production of the contract production quantity, the contractor shall submit samples to IRS; 

ATTN: Carl Matt Slater; M/S 8100; 1160 West 1200 South Rulon White Blvd.; Ogden, UT 84404. Samples will be 

tested for usage on the specified equipment and/or for construction. The container and accompanying documentation 

shall be marked PREPRODUCTION SAMPLES and shall include the GPO jacket, purchase order, and program numbers. 

The samples must be submitted 3 workdays after proof approval. 

The Government will approve, conditionally approve, or disapprove the samples within 1 workday 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 therefor. 

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. 

 
Jacket 640-516 Page 5 of 12

In the event the additional samples are disapproved by the Government, the contractor shall be deemed to have failed to 

make delivery within the meaning of the default clause in which event this contract shall be subject to termination for 

default, provided however, that the failure of the Government to terminate the contract for default in such event shall not 

relieve the contractor of the responsibility to deliver the contract quantities in accordance with the shipping schedule. 

In the event the Government fails to approve, conditionally approve, or disapprove the samples within the time specified, 

the Contracting Officer shall automatically extend the shipping schedule in accordance with Contract Clause 12, Notice of 

Compliance With Schedules, of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)). 

Manufacture of the final product prior to approval of the sample 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. 

All samples shall be manufactured at the facilities in which the contract production quantities are to be manufactured.

STOCK/PAPER 

The specifications of all paper furnished must be in accordance with those listed herein or listed for the corresponding JCP 

Code numbers in the “Government Paper Specification Standards No. 13” dated September 2019. All paper used must be 

of a uniform shade. 

White Writing or Wove, basis weight: 24 lbs. per 500 sheets, basis size: 17 x 22”, equal to JCP Code V20. 

INK/PRINTING 

Black ink, Helvetica (or equal) typeface, follow Envelope Specification Sheets, Exhibit 1 on page 10 for typeface sizes. 

Green box prints in PMS 347 Green with “Certified Mail” reversing out to white. Printing shall be in accordance with the 

requirements for the type of envelope ordered. All printing shall comply with all applicable U.S. Postal Service 

regulations. 

MARGINS 

Follow margins on the Government furnished Envelope Specification Sheet, Exhibit 1 on page 10. 

CONSTRUCTION OF ENVELOPES 

Follow margins on the Government furnished specification sheets, see Exhibit 1 on page 10. 

Envelopes shall be open side, high cut, diagonal seam construction with 2” tapered V flap and fully gummed flap. 

Envelopes shall be sufficiently high cut so as to prevent the flap adhesive from contacting the envelope contents. The 

sealed seams shall not adhere to the inside of the envelope. Envelopes shall be free from cuts, folds, tears, machine 

marks, foreign matter, dirt, ink smears, and adhesive stains. 

FLAP ADHESIVE 

Sealing flap must exceed the throat by at least 3/4”. Split-gumming is NOT permitted. Fold down flap for packaging. 

All sealing flap adhesive shall be a water-activated type of such a consistency to prevent premature sealing of the flap and 

curling of the envelope after drying. 

The flap adhesive shall be uniformly applied and have a minimum thickness of 0.015mm (0.0006 inch). The flap shall be 

capable of being quickly and securely sealed using finger tips after moistening the adhesive. When opened 15 to 20 

seconds after sealing, the flap shall pull fibers from the body of the envelope from not less than 75% of the adhesive area 

of the flap beyond the throat, up to a maximum width of one inch gum strip from the edge of the flap. 
Jacket 640-516 Page 6 of 12

WINDOWS 

Envelopes require one multi-dimensional window, non-standard size and position, pistol shape. See Exhibit 1, page 10, 

for window dimensions and placement. 

Windows shall have rounded or slightly rounded corners, shall be the size and location specified on the Envelope 

Specification Sheet, see Exhibits 1 on page 10, and shall comply with all applicable U.S. Postal Service regulations. 

The windows shall be covered on the inside with a 1.5 mil clear polystyrene window material glued securely on all 

interior edges so as not to interfere with insertion of contents. The clear polystyrene window material shall be free of 

conditions which would prevent being machine read by USPS and IRS equipment. 

NOTE: Window covering material MUST BE TRANSPARENT. 

QUALITY ASSURANCE LEVELS AND STANDARDS 

The following levels and standards shall apply to these specifications: 

Product Quality Levels: 

 (a) Printing Attributes – Level IV 

 (b) Finishing Attributes - Level IV 

Inspection Levels (from ANSI/ASQC Zl.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 Envelope Specification Sheet 

PACKING 

Envelopes shall be un-banded and sealing flap on open side shall be folded down. The shipping container shall be 

closed/sealed in accordance with GPO Contract Terms. 

Envelopes must not be packed in oversized containers. All envelopes shall be securely packed in containers so as to 

prevent curling or warping due to excessive space. Spacers or fillers should only be added to the last shipping container 

to complete an odd order quantity. 

Pack in units of 500 envelopes in close-fitting boxes and then pack 5 boxes into shipping containers. Shipping containers 

shall have a minimum bursting strength of 1 379 kPa (200 pounds per square inch) or a minimum edge crush test (ECT) 

of 7 700 N per m width (44 pounds per inch width). 

DEPARTMENTAL RANDOM COPIES (BLUE LABEL/YELLOW LABEL) 

Departmental Random Copies are required with each partial delivery and with the complete and final delivery. One set 

must be labeled with the government furnished Blue Label (GPO Form 2678 – Certificate of Selection of Random 

Copies) and one set must be labeled with a contractor furnished Yellow Label (Blue Label information copied onto yellow 

paper). 

Production quantity of each partial delivery is to be divided into 200 equal sublots. A random “Blue Label” copy and a 

random “Yellow Label” copy must be selected from each sublot. Do not choose copies from the same general area in 

each sublot. 

 
Jacket 640-516 Page 7 of 12

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

Selection of Random Copies (located on www.gpo.gov). The GPO Form 917 shall be packaged with the “Blue Label” 

copies. The random copies constitute a part of the total quantity ordered, and no additional charge will be allowed. 

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

Departmental Random Copies (Blue Label)) that must be printed on blue paper for “Blue Label Copies” and yellow paper 

for “Yellow Label Copies” and affixed to each affected container. This form can be downloaded from www.gpo.gov. 

The container and its contents shall be recorded separately on all shipping documents and sent in accordance with the 

“Distribution” clause below. 

A copy of the purchase order/specification and a signed Certificate of Selection of Random Copies must be included with 

the “Blue Label” copies. 

A copy of the purchase order/specification must be included with the “Yellow Label” copies. 

LABELING AND MARKING 

Reproduce partially completed carton shipping label, IRS Form 6153 (Rev. 3-2006), from furnished PDF file, fill in the 

appropriate information contained on the purchase order and Envelope Specification Sheet. Label outside of shipping 

containers with label. See Exhibit 2, page 11. 

PALLETIZING 

Palletizing is required if an order has at least 18 shipping containers going to one destination. There shall be no more than 

one partial pallet. 

Except for size, pallets must conform with Federal Specifications NN-P 71C, and any amendments thereto, as follows: 

Type III, Group 2 or 3, four way (partial) flush pallet, size L 48” x W 40”. Full entry MUST be on the 40” width. 

Shipping containers must be fastened securely to the pallet in a manner that will prevent lateral movement but will permit 

ready removal without damage to the containers. 

Pallets shall be stacked with reverse layer pattern to insure acceptance and safe delivery by common carriers. Maximum 

height (including pallet) 55”. See Exhibit 3, page 12. If this is not possible due to custom carton sizes for envelopes, 

other stacking patterns may be accepted with the application of corner protectors. Contact GPO Contracting Officer 

before altering furnished pallet instructions. 

Palletized material shall be secured on pallet(s) by stretch-wrap plastic or plastic shrink-wrap. Pallets shall be suitably 

packed so as to insure acceptance and safe delivery by common carrier. 

Strict adherence to these dimensions is necessary to meet requirements of IRS storage facilities. Receipt of incorrect 

pallet construction may result in a charge assessed against the contractor for each incorrect pallet. This charge will cover 

costs incurred by the Government in re-palletizing the shipment onto correct pallets. DOUBLE STACKING PALLETS 

IS NOT PERMITTED. 

SCHEDULE 

Adherence to this schedule must be maintained. See “Notice of Compliance with Schedules”, in GPO Pub. 310.2, Rev. 

1-18. Purchase Order and furnished material will be e-mailed from U.S. Government Publishing Office, Columbus 

Regional Office, Suite 112-B, 1335 Dublin Road, Columbus, OH 43215 by August 1, 2022.

DELIVERY DATE 

Complete production and delivery by October 14, 2022. Three partial deliveries required. Each partial delivery will 

consist of 1,950,400 envelopes which includes 200 “Blue Label” copies and 200 “Yellow Label” copies. 

 
Jacket 640-516 Page 8 of 12

 Partial 1: Complete production and delivery of 1,950,400 on September 16, 2022. 

 Partial 2: Complete production and delivery of 1,950,400 on September 30, 2022. 

 Partial 3: Complete production and delivery of 1,950,400 on October 14, 2022. 

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

with the 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. 

RECEIPT FOR DELIVERY 

As applicable, the contractor must furnish their own receipts for deliveries. These receipts must include the GPO jacket 

number; total quantity delivered number of cartons, and quantity per carton; date delivery made; and signature of the 

Government agent accepting delivery. The original copies of these receipts must accompany the contractor’s invoice for 

payment. 

DISTRIBUTION 

Deliver f.o.b. destination of each partial delivery of 1,950,400 envelopes (includes Blue and Yellow Labels) to: 

IRS CPS-West Warehouse 

Business Depot Ogden 

112 North 700 West, Building 4B 

Ogden, UT 84404 

Ship all destinations by traceable means. All expenses incidental to picking up and returning materials and samples must 

be borne by the contractor. 

Due to high security at IRS Facilities, detailed information may be required from delivery carriers to confirm the identity 

of the driver and equipment used for delivery. Additionally, 24 to 48 hour advance notice of intended deliveries may be 

required to schedule availability of loading/unloading docks. 

At same time bulk delivery is shipped, 10 printed samples from the start of production must be banded with a copy of the 

purchase order wrapped around or attached to the front of the envelopes. Sample packages are to be delivered to: 

IRS 

ATTN: Carl Matt Slater 

M/S 8100 

1160 West 1200 South Rulon White Blvd. 

Ogden, UT 84404 

Only small package carrier shipments accepted, no USPS mail. 

On the same day that the product ships, the contractor must notify the ordering agency via e-mail (address provided after 

award) of the distribution. The subject line of the message shall be “Distribution Notice for Jacket (enter applicable 

Jacket Number) and Requisition (enter applicable Requisition Number)”. The e-mail must provide all applicable tracking 

numbers, shipping method, and program title. Contractor must be able to provide copies of all delivery, mailing, and 

shipping receipts (as applicable) upon agency request. 

 
Jacket 640-516 Page 9 of 12

BID OFFER 

SHIPMENT(S): Shipment(s) will be made f.o.b. destination from: City _______________________, State________ 

JACKET NO: 640-516 

BID PRICE: $_________________________ 

ADDITIONAL RATE: $__________ per ___________ 

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

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

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this bid is accepted 

within____________ calendar days (60 calendar days unless a different period is inserted by the bidder) from the date for 

receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in 

exact accordance with specifications. 

Failure to provide a 60-day bid acceptance period may result in expiration of the bid prior to award. 

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

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

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

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

copy of all applicable pages (pg. 8) that include the Jacket Number, Bid Price, Additional Rate, Discounts, Amendments, 

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

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

of the person authorized by the company to sign bids. 

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

Bidder 

 (Contractor Name) (GPO Contractor’s Code) 

(Street Address) 

(City – State – Zip Code) 

By 

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

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

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

THIS SECTION FOR GPO USE ONLY 

Contracting Officer Review _____________ Date ___________ Certifier _______________ Date 

 (initials) (initials) 
Jacket 640-516 Page 10 of 12

EXHIBIT 1: E-142-5 ENVELOPE SPECIFICATION SHEET 

 
Jacket 640-516 Page 11 of 12

EXHIBIT 2: IRS FORM 6153 SHIPPING LABEL 

 
Jacket 640-516 Page 12 of 12

EXHIBIT 3: IRS PALLET SPECIFICATIONS