Program No 0067-S Term 06/28/13 To 06/30/14

TITLE: VETERANS AFFAIRS MAILERS

BASIS OF 

ITEMS NO. DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST UN

I. PROOFS AND PRIOR TO PRODUCTION SAMPLES:

(a) PDF soft proof..........................................per proof........ 38 $34.00 $1,292.00 $25.00 $950.00 NC $0.00 (b) Prior to production samples........................per order........ 6 $5,775.00 $34,650.00 $500.00 $3,000.00 NC $0.00 

II. PRINTING, VARIABLE IMAGING, BINDING,AND

CONSTRUCTION:

(a) Letters: Printing in black, including variable imaging 

in black...................................................per page.......

1 Makeready and/or Setup............................................ 270 $105.00 $28,350.00 $100.00 $27,000.00 $45.00 $12,150.00 2 Running Per 1,000 Copies........................................... 25380 $19.53 $495,671.40 $50.00 $1,269,000.00 $6.88 $174,614.40 

(b) Inserts (8-1/2 x 11"):

Printing in black ink only............................per page........

1 Makeready and/or Setup........................................... 58 $281.00 $16,298.00 $50.00 $2,900.00 $89.00 $5,162.00 2 Running Per 1,000 Copies.......................................... 4380 $8.89 $38,938.20 $8.00 $35,040.00 $1.95 $8,541.00 

(c) Inserts (17 x 11"): Printing in black ink only,

including folding to 8-1/2 x 11"....................per insert........

1 Makeready and/or Setup............................................ 6 $495.00 $2,970.00 $75.00 $450.00 $89.00 $534.00 2 Running Per 1,000 Copies........................................... 540 $18.55 $10,017.00 $20.00 $10,800.00 $5.05 $2,727.00 

(d) Inserts (25-1/2 x 11"): Printing in black ink only,

including folding to 8-1/2 x 11"....................per insert.......

1 Makeready and/or Setup............................................ 6 $505.00 $3,030.00 $100.00 $600.00 $95.00 $570.00 2 Running Per 1,000 Copies........................................... 360 $31.24 $11,246.40 $30.00 $10,800.00 $5.70 $2,052.00 

(e) Brochure: Printing in four-color process.......per brochure.....

1 Makeready and/or Setup............................................ 16 $929.00 $14,864.00 $650.00 $10,400.00 $129.00 $2,064.00 2 Running Per 1,000 Copies........................................... 1730 $17.70 $30,621.00 $10.00 $17,300.00 $10.86 $18,787.80 

(f) Booklet (5-1/2 x 8-1/2"):

1 Text: Printing text in four-color process,

including binding......................................per page........

1 Makeready and/or Setup............................................ 784 $143.00 $112,112.00 $15.00 $11,760.00 $10.80 $8,467.20 2 Running Per 1,000 Copies........................................... 137800 $1.22 $168,116.00 $2.00 $275,600.00 $1.29 $177,762.00 

2 Complete Cover: Printing Covers 1 through 4 in 

four-color process, including binding.......per complete cover

1 Makeready and/or Setup............................................ 48 $1,130.00 $54,240.00 $650.00 $31,200.00 $87.50 $4,200.00 2 Running Per 1,000 Copies........................................... 8600 $30.95 $266,170.00 $16.25 $139,750.00 $6.67 $57,362.00 

(g) Booklet (8-1/2 x 11"):

1 Text: Printing text in four-color process,

including binding......................................per page........

1 Makeready and/or Setup............................................ 56 $256.00 $14,336.00 $30.00 $1,680.00 $5.70 $319.20 2 Running Per 1,000 Copies........................................... 5600 $5.00 $28,000.00 $4.00 $22,400.00 $2.25 $12,600.00 

2 Complete Cover: Printing Covers 1 through 4 in 

four-color process, including binding.......per complete cover

1 Makeready and/or Setup............................................ 4 $1,235.00 $4,940.00 $850.00 $3,400.00 $87.50 $350.00 2 Running Per 1,000 Copies........................................... 400 $55.37 $22,148.00 $32.00 $12,800.00 $24.10 $9,640.00 

(h) Return Envelope: Printing face only in black ink only,

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

1 Makeready and/or Setup............................................ 36 $150.00 $5,400.00 $200.00 $7,200.00 $67.50 $2,430.00 2 Running Per 1,000 Copies........................................... 3130 $10.82 $33,866.60 $11.95 $37,403.50 $9.40 $29,422.00 

(i) Return Envelope: Printing face and back in black ink only,

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

1 Makeready and/or Setup............................................ 4 $150.00 $600.00 $300.00 $1,200.00 $67.50 $270.00 2 Running Per 1,000 Copies........................................... 340 $13.52 $4,596.80 $12.50 $4,250.00 $9.40 $3,196.00 

(j) Mail-out Envelope (No 10): Printing face only in a single ink

color, including construction..........................................

1 Without Window (including imaging)......per envelope..........

1 Makeready and/or Setup............................................ 8 $150.00 $1,200.00 $200.00 $1,600.00 $67.50 $540.00 2 Running Per 1,000 Copies........................................... 330 $15.14 $4,996.20 $13.90 $4,587.00 $25.60 $8,448.00 

2 Standard Window..............................per envelope..........

1 Makeready and/or Setup............................................ 52 $150.00 $7,800.00 $250.00 $13,000.00 $67.50 $3,510.00 2 Running Per 1,000 Copies........................................... 4650 $12.98 $60,357.00 $13.00 $60,450.00 $10.55 $49,057.50 

3 Custom Window................................per envelope..........

1 Makeready and/or Setup............................................ 20 $150.00 $3,000.00 $400.00 $8,000.00 $67.50 $1,350.00 2 Running Per 1,000 Copies........................................... 850 $20.55 $17,467.50 $13.40 $11,390.00 $14.70 $12,495.00 

Louisville, KY Capitol Heights, MD Claysburg, PA 

GATEWAY PRESS GRAY GRAPHICS NPC, INC. 
Program No 0067-S Term 06/28/13 To 06/30/14

TITLE: VETERANS AFFAIRS MAILERS

BASIS OF 

ITEMS NO. DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST UN

Louisville, KY Capitol Heights, MD Claysburg, PA 

GATEWAY PRESS GRAY GRAPHICS NPC, INC. 

(k) Mail-out Envelope (6 x 9"): Printing face only in a single ink

color, including construction..........................................

1 Standard Window..............................per envelope..........

1 Makeready and/or Setup............................................ 36 $150.00 $5,400.00 $200.00 $7,200.00 $53.75 $1,935.00 

2 Running Per 1,000 Copies........................................... 6600 $6.39 $42,174.00 $24.85 $164,010.00 $9.80 $64,680.00 

2 Custom Window................................per envelope..........

1 Makeready and/or Setup............................................ 12 $150.00 $1,800.00 $300.00 $3,600.00 $53.75 $645.00 

2 Running Per 1,000 Copies........................................... 2000 $6.49 $12,980.00 $25.20 $50,400.00 $11.30 $22,600.00 

(l) Mail-out Envelope (9 x 12"): Printing face only in a single ink

color, including construction and die-cut window......................................................per envelope..........

1 Makeready and/or Setup............................................ 4 $150.00 $600.00 $300.00 $1,200.00 $53.75 $215.00 

2 Running Per 1,000 Copies........................................... 400 $17.30 $6,920.00 $66.00 $26,400.00 $24.85 $9,940.00 

III. PAPER:

Computation of the net number of leaves will be baseon the following:

(a) White 25% Bond (20-lb)...........................per 1,000 Leaves 17930 $9.50 $170,335.00 $40.00 $717,200.00 $18.00 $322,740.00 (b) White Writing (20-lb)...............................per 1,000 Leaves 5890 $8.76 $51,596.40 $15.00 $88,350.00 $8.50 $50,065.00 (c) Colored Writing (20-lb).............................per 1,000 Leaves 650 $9.00 $5,850.00 $20.00 $13,000.00 $9.82 $6,383.00 (d) White Litho (Gloss) Book (70-lb.):

1 5-1/2 x 8-1/2".........................................per 1,000 Leaves 68900 $4.18 $288,002.00 $10.00 $689,000.00 $3.62 $249,418.00 2 8-1/2 x 11"............................................per 1,000 Leaves 4530 $9.44 $42,763.20 $16.00 $72,480.00 $8.80 $39,864.00 

(e) White Litho (Gloss) Cover (80-lb.):

1 5-1/2 x 8-1/2".........................................per 1,000 Leaves 17200 $10.83 $186,276.00 $22.00 $378,400.00 $10.00 $172,000.00 2 8-1/2 x 11"............................................per 1,000 Leaves 800 $21.78 $17,424.00 $40.00 $32,000.00 $19.95 $15,960.00 

(f) Return Envelope: White Writing Envelope (24-lb.)

..........................................................per 1,000 Leaves 3470 $6.76 $23,457.20 $12.00 $41,640.00 $9.40 $32,618.00 

(g) Mail-out Envelope (No.10): White Writing Envelope (24-lb.)

..........................................................per 1,000 Leaves 5830 $7.90 $46,057.00 $17.00 $99,110.00 $12.00 $69,960.00 

(h) Mail-out Envelope (6 x9"): Light Brown (Kraft Shade)

Envelope (28-lb.)....................................per 1,000 Leaves 8600 $12.99 $111,714.00 $25.00 $215,000.00 $10.15 $87,290.00 

(i) Mail-out Envelope (9 x 12"): Light Brown (Kraft Shade)

Envelope (32-lb.)....................................per 1,000 Leaves 400 $53.00 $21,200.00 $65.00 $26,000.00 $24.75 $9,900.00 

IV. INSERTING AND MAILING:(a) Inserting 1 to 3 items into a No. 10 mail-out envelope

..........................................................per 1,000 mailers 4110 $27.83 $114,381.30 $40.00 $164,400.00 $19.49 $80,103.90 

(b) Inserting 4 to 6 items into a No. 10 mail-out envelope

..........................................................per 1,000 mailers 1720 $42.00 $72,240.00 $50.00 $86,000.00 $32.00 $55,040.00 

(c) Inserting letter and 5-1/2 x 8-1/2" booklet into 6 x 9"

mail-out envelope...................................per 1,000 mailers 8600 $36.75 $316,050.00 $40.00 $344,000.00 $14.87 $127,882.00 

(d) Inserting letter and 8-1/2 x 11" booklet into a 9 x 12"

mail-out envelope...................................per 1,000 mailers 400 $47.25 $18,900.00 $50.00 $20,000.00 $56.00 $22,400.00 

(e) NCOA Certification.............................per 1,000 addresses 650 $1.15 $747.50 $30.00 $19,500.00 $1.69 $1,098.50 

CONTRACTOR TOTALS $3,054,161.70 $5,294,800.50 $2,051,358.50 

DISCOUNT 2.00% $61,083.23 2.00% $105,896.01 0.25% $5,128.40 

DISCOUNTED TOTALS $2,993,078.47 $5,188,904.49 $2,046,230.10 

AWARDED
Program 67-S (R-1) Page 1 of 34 

Specifications by MRN 

U.S. GOVERNMENT PRINTING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Veterans Affairs Mailers 

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

U.S. Department of Veterans Affairs (VA) 

Single Award 

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

30, 2014, plus up to four (4) optional 12-month extension periods that may be added in accordance with the 

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

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on July 9, 2013. 

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

Government Printing Office, Bid Section, Room C-161, Stop: PPSB, 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. 

THIS IS A NEW PROGRAM. THERE IS NO ABSTRACT AVAILABLE. 

For information of a technical nature, call Bill White at (202) 512-0310. (No collect calls.) 

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

familiarize themselves with all provisions of the specifications before bidding. Special attention is directed to 

the following items which differ significantly from the previous contract:

VA Information Custodial Requirements, paragraph 6. (Specified on page 7 of 34) 

Information System Design and Development, paragraph 3. (Specified on page 8 of 34) 

Information System Hosting, Operation, Maintenance and/or Use, paragraph 1. (Specified on page 9 of 34) 

SECTION 508 COMPLIANCE (Specified on page 14 of 34)

PREAWARD SURVEY, Backup Facility (Specified on page 14 of 34)

PREAWARD SURVEY, Security Control Plan, Production Area (Specified on page 18 of 34)

EXHIBITS (Attachments) (Specified on page 21 of 34)

ELECTRONIC PREPRESS (Specified on page 22 of 34)

PRIOR TO PRODUCTION SAMPLES (Specified on pages 22/23 of 34)

STOCK/PAPER, Inserts (Specified on page 23 of 34)

CONSTRUCTION, Mail-out Envelope (9 x 12”) (Specified on page 26 of 34) 

INSERTING, Letter Mailers (Specified on page 26 of 34)

SCHEDULE (Specified on page 28 of 34) 

SECTION 3. – DETERMINATION OF AWARD, III. (b) and (c) (Specified on page 30 of 34)
Veterans Affairs Mailers Page 2 of 34 

67-S (R-1) (6/14) 

SECTION 1. - GENERAL TERMS AND CONDITIONS 

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

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

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

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

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

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

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

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

Specifications, No. 9, is waived. 

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

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

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

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. Prior to production samples/O.K. Proofs/ 

 Average type dimension/Electronic media 

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

P-10. Process Color Match O.K. Prior to production samples/O.K. Proofs/ 

 Electronic Media 

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. 
Veterans Affairs Mailers Page 3 of 34 

67-S (R-1) (6/14) 

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 June 30, 2014, and the second and any succeeding period(s) will extend 

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

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

for that period. 

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

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

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

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

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

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

average is then compared to the average of the monthly Indexes for the 12-month interval ending March 31, 2013, 

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. 

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

“Table 6 - 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: 

1. BLS code 0913 for All Paper will apply to all paper required under this contract. 

2. The applicable index figures for the month of June 2013, 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. 
Veterans Affairs Mailers Page 4 of 34 

67-S (R-1) (6/14) 

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 line items III. (a) through 

(i) 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 – PRIVACY REQUIREMENTS: 

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

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

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

handbooks to ensure appropriate security controls are in place. 

SECURITY REQUIREMENTS: Protection of Confidential Information – 

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

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

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

performance of the contract will be determined at the post award conference between the Contracting 

Officer and the responsible contractor representative. 

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

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

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

records. 

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

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

to protect this information from improper disclosure. 

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

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

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

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

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

set forth in that provision. 

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

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

criminal penalties for violations of the Privacy Act. 

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

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

SURVEY, Security Control Plan - Production Area” for more information.) 
Veterans Affairs Mailers Page 5 of 34 

67-S (R-1) (6/14) 

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

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

information.) 

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

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

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

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

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

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

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

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

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

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

VA will provide additional information on fingerprinting requirements at contract award. 

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

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

information. 

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

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

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

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

Access to VA Information and VA Information System – 

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

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

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

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

requirements and restrictions that comparable VA employees must meet in order to have access to the 

same type of VA information. 

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

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

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

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

and implementing Handbook 0710.01 which are available at: 

http://www1.va.gov/vhapublications/index.cfm. Contractors are responsible for screening their 

employees. The following are VA’s approved policy exceptions for meeting VA’s background 

screenings/investigative requirements for certain types of contractors: 

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

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

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

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

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

air conditioning equipment; elevator control systems, etc. If equipment to be repaired is located 

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

must escort contractors while on-site. 
Veterans Affairs Mailers Page 6 of 34 

67-S (R-1) (6/14) 

 Contract personnel with limited an intermittent access to equipment connected to facility 

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

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

EKG systems, ICU monitoring, etc. In this case, Veterans Health Administration facilities must 

have a duly executed VA business associate agreement (BAA) n place with the contractor in 

accordance with the VHA Handbook 1600.01, Business Associates, to assure compliance with 

the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in addition to this 

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

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

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

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

performing work on contracts, programs, bids, or research and development efforts. Defense Security 

Service (DSS) administers the NISP on behalf of the Department of Defense and 23 other federal 

agencies within the Executive Branch. VA will verify clearance through DSS. 

VA Information Custodial Requirements – 

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

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

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

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

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

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

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

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

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

information will not apply. 

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

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

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

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

are in compliance with VA policy requirements. 

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

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

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

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

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

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

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

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

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

confidentiality and security laws, regulations and policies. Applicable Federal information security 

regulations include all Federal Information Processing Standards (FIPS) and Special Publications (SP) 

issued by the National Institute of Standards and Technology (NIST). If Federal or VA information 

confidentiality and security laws, regulations and policies become applicable to the VA information or 

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

execution of this contract, the parties agree to negotiate in good faith to implement the information 

confidentiality and security laws, regulations and policies, including FIPS or SP, in this contract. 
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6. Contractors collecting, storing, or disseminating personal identifiable information (PII) or protected 

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

to privacy. Contractors must provide access for VA privacy reviews and assessments and provide 

appropriate documentation as directed. 

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

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

number, biometric records, etc., alone or when combined with other personal or identifying information 

which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden 

name, etc. 

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

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

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

operating state. 

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

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

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

Publication 305.3). 

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

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

VHA Handbook 1600.01 Business Associates. 

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

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

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

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

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

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

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

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

information systems to VA for response. 

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

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

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

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

other inquiries to VA for response. 

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

Bluetooth enabled devices). 
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Information System Design and Development – 

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

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

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

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

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

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

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

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

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

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

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

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

800-37 and VA Handbook 6500. 

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

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

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

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

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

by the GPO.) 

4. The contractor agrees to – 

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

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

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

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

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

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

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

individuals that is subject to the Act; and, 

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

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

5. In the event of violations of the Act, a civil action may be brought against the agency involved when the 

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

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

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

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

on individuals to accomplish an agency function, the contractor is considered to be an employee of the 

agency. 

6. “Operation of a system of records” means performance of any of the activities associated with 

maintaining the system of records, including the collection, use, and dissemination of records. 

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

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

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

other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. 
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8. “System of records on individuals” means a group of any records under the control of any agency from 

which information is retrieved by the name of the individual or by some identifying number, symbol, or 

other identifying particular assigned to the individual. 

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

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

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

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

security control procedures must be identical, not equivalent, to those procedures used to secure VA 

systems (see Attachment B, “Contractor Rules of Behavior”). A privacy impact assessment (PIA) must 

also be provided to the VA representative and approved by VA Privacy Service prior to operational 

approval. All external Internet connections involving VA information must be reviewed and approved by 

VA prior to implementation. 

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

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

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

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

these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones 

(POA&M) must be submitted and approved prior to the collection of PII. 

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

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

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

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

business partner networks require a system interconnection agreement and a memorandum of 

understanding (MOU) which detail what data types will be shared, who will have access, and the 

appropriate level of security controls for all systems connected to VA networks. 

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

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

assessment must be provided to the VA Contracting Officer and the Information Security Officer (ISO) 

for entry into VA’s Plan of Action and Milestone management process. The contractor will use VA’s 

POA&M process to document planned remedial actions to address any deficiencies in information 

security policies, procedures, and practices, and the completion of those activities. Security deficiencies 

must be corrected within the timeframes approved by the Government. Contractor procedures will be 

subject to periodic, unannounced assessments by VA officials. The physical security aspects associated 

with contractor activities will also be subject to such assessments. As updates to the system occur, an 

updated PIA must be submitted to the VA Privacy Service through the VA representative for approval. 

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

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

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

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

the contractor, whichever is earlier. 

6. Contractor must have physical and environmental security controls to protect system, buildings and 

related infrastructures from individuals and environmental threats. Building physical security 

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

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

security survey conducted. Specific requirements and options are found in VA Directive and Handbook 

0730 appendix B (Agent Cashier). 
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Security Incident Investigation – 

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

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

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

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

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

contractor has access. 

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

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

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

contractor considers relevant. 

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

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

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

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

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

cooperate with VA in any civil litigation to recover VA information, obtain monetary or other 

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

any third party arising from, or related to, the incident. 

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

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

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

is responsible for liquidated damages to be paid to VA. 

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

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

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

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

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

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

assessed against that record or part thereof that has not been compromised. The amount of damages will 

be computed at $37.50 per record, or part thereof, compromised; provided that the minimum amount of 

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

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

the total value of the entire order. Payment of an order will be withheld until evidence of steps taken to 

prevent the recurrence of a security incident has been taken. 

Security Controls Compliance Testing – 

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of 

the security controls and privacy practices implemented by the contractor under the clauses contained within 

this contract. With 10 workday’s notice, at the request of the Government, the contractor will fully cooperate 

and assist in a Government-sponsored security controls assessment at each location wherein VA information 

is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, 

including those initiated by the Office of Inspector General. The Government may conduct a security control 

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

security incident or at any other time. 
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Security Training –

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

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

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

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

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

required; 

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

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

with equivalent information system access.

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

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

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

following web site: https://www.ees-learning.net/. 

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

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

until such time as the training is completed. 

Contractor Personnel Security –

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

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

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

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

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

A, and Tables 1 - 3). 

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

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

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

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

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

soon as the contractor and the contractor employee receives an email message that states the following: 

“We show that the background investigation request on the individual listed below has been completed, 

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

adjudicative paperwork will be returned to the requesting office. You can provide this email to the 

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

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

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

authority prior to start date of contract. 

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

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

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

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

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

investigation is NACI.

Contractor Responsibilities – 

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

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

receipt of invoice from VA. 

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

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

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

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

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

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

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

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

working on this contract. 

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

employee from consideration from working under the contract. 

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

contract for default. 

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

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

personnel, under the auspices of this contract, the contractor shall be responsible for all resources 

necessary to remedy the incident. 

Government Responsibilities – 

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

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

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

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

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

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

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

adjudicating the results of the background investigations received from OPM. 

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

completed or are in the process of being requested. 

ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS: 

Intranet/Internet – 

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

Handbook 6102 (Internet/Intranet Services). 
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2. VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, 

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

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

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

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

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

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

Internet service pages managed from individual workstations. 

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

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

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

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

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

servers. 

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

Internet/Intranet Services Directive 6102 

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

Internet/Intranet Services Handbook 6102 

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

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

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

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

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

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

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

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

browser’s session. ActiveX is expressly forbidden within the VA while .NET is allowed only when 

granted a waiver by the VA CIO PRIOR to use. 

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

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

delivered applications. 

SECTION 508 COMPLIANCE: 

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

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

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

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

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

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

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

access to and use of information and data that is comparable to the access to and use of information and 

data by other Federal employees. The Section 508 requirement also applies to members of the public 

seeking information or services from a Federal department or agency. 
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3. Section 508 text is available at: 

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

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

NOTE: On a rare occasion, 508 compliance will be required only when a digital file is required to be returned on 

a print order. 

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

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

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

consent of the Contracting Officer. 

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

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

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

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

survey will be representatives from the GPO and the VA. 

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

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

review. 

The preaward survey will include a review of the contractor’s mail, material, personnel, production, quality 

control/recovery program, security, and backup facility plans as required by this specification. 

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

to do so by the Contracting Officer or his/her representative, detailed plans for each of the following activities. 

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

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

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

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

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

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

have a contingency plan in place for a backup facility with the capability of producing the mailers. 

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

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

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

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

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

producing the mailers at this facility. 

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

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

independent quality assurance organization of sufficient size and expertise to monitor the operations 

performed, and inspect the products of each operation to a degree and extent that will ensure the 

Government’s quality assurance, inspection, and acceptance provisions are met. The contractor shall perform, 

or have performed, the process controls, inspections and tests required to substantiate that the products 

provided under this contract conform to the specifications and contract requirements. The contractor shall 

describe in detail their quality control/quality assurance and recovery plans describing how, when, and by 

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

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

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

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

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

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

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

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

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

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

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

piece of mail/VIC at any time from the point it leaves the press up to and including the point at which the mail 

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

to understand the audit trail required for each and every piece. 

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

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

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

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

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

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

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

well as the records maintained documenting these activities. 

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

are mailed. 

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

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

quality assurance random copies. 

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

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

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

defective, missing, and/or mutilated pieces. 

The plan should include the sampling interval the contractor intends to utilize. The contractor will be 

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

should be in unsealed envelopes with handbooks or inserts. Mailer number and file date must be indicated on 

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

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

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

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

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

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

correctly entered into the United States Postal System. 

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

components) intended for the designated recipient as contained in the print files received from VA. 
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The contractor is responsible for providing the automated print integrity control systems and processes 

required to prevent the commingling of mailer items intended for different recipients into a completed 

package. The contractor’s printing process must have automated systems that include coding and scanning 

technology capable of – 

1. Validating the count of items in a set. 

2. Validating the sequence of items in a set. 

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

4. Interrupting production if variances are detected. 

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

printing were printed, inserted and entered correctly into the U.S. Postal System. 

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

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

printing were printed, inserted and mailed correctly. The contractor’s inserting equipment must have 

automated systems that include coding and scanning technology capable of – 

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

provided by VA; reporting variances. 

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

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

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

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

order. 

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

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

Type level. 

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

provided by VA; reporting all variances. 

9. Reconciling the total of all products mailed to mailing totals contained on Postal Entry Forms within a 

print order; reporting all variances. 

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

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

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

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

GPO 712 form(s). 

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

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

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

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

and must be made available to VA for auditing of contractor performance upon request. 
Veterans Affairs Mailers Page 17 of 34 

67-S (R-1) (6/14) 

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

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

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

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

quality assurance random copies. 

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

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

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

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

Information (MI) reporting. 

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

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

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

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

locating any individual piece of mail from the time it leaves the press, up to and including when it is offloaded a the USPS facility. An explanation of the contractor’s sequential numbering system is required to 

understand the audit trail required for each and every piece. NOTE: The Government will not, as a routine 

matter, request that the contractor produce individual pieces in transit within the plant, however, the 

contractor must demonstrate they will have an audit trail established that has the ability to comply with this 

type of request if and when the need arises. 

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

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

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

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

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

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

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

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

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

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

USPS inspection materials; and all outgoing materials cleared for USPS pick-up/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 employee’s will be given to familiarize them with the requirements of this program. 

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

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

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

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

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

within this contract. 

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

and installation dates are required. 
Veterans Affairs Mailers Page 18 of 34 

67-S (R-1) (6/14) 

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

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

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

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

controls and applicable miscellaneous aspects of production. The security plan shall meet or exceed the 

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

the Privacy Officer. 

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

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

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

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

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

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

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

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

Security Management Act (FISMA) requirements for Government systems. 

The proposed Security Control Plan must address the following: 

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

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

directive 6371 and the NIST publication 800-88. 

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

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

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

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

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

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

Act or regulation.

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

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

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

officials responsible for the plan and describe their duties in relationship to the waste material plan. 

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

the mailer letters only, either a separate facility dedicated to this product, or a walled-in limited access 

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

employees involved in the production of the mailers. 

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

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

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

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

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

transmissions; verify addresses; monitor the printing, folding, packaging, mail processing, quality control, sample 

selections and inspections; and, monitor the packing and staging of the mail and processing of undeliverable mail 

and secure destruction of undeliverable mail and defective/mutilated pieces. These coordinators will not have 

contractual authority, and cannot make changes in the specifications or in contract terms, but will bring any and 

all defects detected, to the attention of the company Quality Control Officer. The coordinators must have full and 

unrestricted access to all production areas where work on this program is being performed. 
Veterans Affairs Mailers Page 19 of 34 

67-S (R-1) (6/14) 

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

desk, one swivel arm chair, a telephone line and an Ethernet connection and one facsimile machine (the 

Government will supply hookups and cover the cost of the telephone/high speed internet connection/facsimile 

machine service), two work tables, and two four-drawer letter-size files with combination padlock and pendaflex 

file folders or equal. 

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

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

representatives at the contractor’s facility immediately after award. The contractor will be notified of the exact 

date and time. 

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

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

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

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

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

Government. Orders may be issued under the contract from Date of Award through June 30, 2014. All print 

orders issued hereunder are subject to the terms and conditions of the contract. The contract shall control in the 

event of conflict with any print order. A print order shall be “issued”, for purposes of the contract, when it is 

either deposited in the U.S. Postal Service mail or otherwise furnished to the contractor in conformance with the 

schedule. 

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

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

accordance with the clause entitled “ORDERING.” The quantities of items specified herein are estimates only, 

and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government's 

requirements for the items set forth herein do not result in orders in the amounts or quantities described as 

“estimated”, it shall not constitute the basis for an equitable price adjustment under this contract. 

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

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

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

orders under this contract, if any. 

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. 
Veterans Affairs Mailers Page 20 of 34 

67-S (R-1) (6/14) 

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

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

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

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

 PRIVACY ACT 

(a) The contractor agrees: 

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

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

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

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

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

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

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

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

individuals to accomplish an agency function; and 

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

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

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

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

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

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

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

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

considered to be an employee of the agency. 

 (c) The terms used in this clause have the following meanings: 

 (1) “Operation of a system of records” means performance of any of the activities associated with 

maintaining the system of records including the collection, use, and dissemination of records. 

(2) “Record” means any item, collection or grouping of information about an individual that is 

maintained by an agency, including, but not limited to, his education, financial transactions, medical 

history, and criminal or employment history and that contains his name, or the identifying number, 

symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a 

photograph. 

(3) “System of records” on individuals means a group of any records under the control of any agency 

from which information is retrieved by the name of the individual or by some identifying number, 

symbol, or other identifying particular assigned to the individual. 

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

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

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

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

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

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

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

misdemeanor and fined not more than $10,000.00. 
Veterans Affairs Mailers Page 21 of 34 

67-S (R-1) (6/14) 

SECTION 2. - SPECIFICATIONS 

SCOPE: These specifications cover the production of mailers consisting of letters, inserts, brochures, booklets, 

return envelopes, and mail-out envelopes requiring such operations as electronic prepress, printing (including 

four-color process), variable imaging, binding, construction, inserting, and distribution. 

TITLE: Veterans Affairs Mailers. 

FREQUENCY OF ORDERS: Approximately 20 to 200 orders per year. 

QUANTITY: Approximately 5,000 to 700,000 mailers per order. 

NOTE: The booklet mailers may not be required in the option years, if exercised. 

NUMBER OF PAGES: 

Letters: Approximately 1 to 3 leaves (face only or face and back) per order. 

Inserts: Approximately 1 to 6 total leaves (face only or face and back) per order. (NOTE: There could be up to 

three (3) different inserts per mailer; however, the total number of insert leaves for any given mailer will be six 

(6).) 

Brochures: Face and back. 

Booklets: Approximately 8 to 24 pages, plus cover. 

Return Envelopes: Face only or face and back (after construction). 

Mail-out Envelopes: Face only (after construction). 

TRIM SIZES: 

Letters: 8-1/2 x 11”. 

Inserts: 8-1/2 x 11”; 17 x 11”; 25-1/2 x 11”. 

Brochures: 8-1/2 x 11”. 

Booklets: 5-1/2 x 8-1/2”; 8-1/2 x 11”. 

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

Mail-out Envelopes: No. 10 (4-1/8 x 9-1/2”), plus flap; 6 x 9”, plus flap; 9 x 12”, plus flap. 

GOVERNMENT TO FURNISH: 

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

data will furnished as either a Microsoft Excel file or a delimited text file with each order. Delimitations may 

vary in symbols used to separate data fields. (See Attachment D.) 

The static text matter and artwork for all items will be furnished with each order as an electronic file via CD, 

email, or FTP. Files will be created in Adobe InDesign, Photoshop, and Illustrator (current/near current version). 

All fonts will be furnished. The contractor is cautioned that furnished fonts are the property of the Government 

and/or its originator. All furnished fonts are to be eliminated from the contractor’s archive immediately after 

completion of the contract. 

One reproduction proof, Form 905 (R. 6/03), with labeling and marking specifications. 

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

electronic files, must not print on finished product. 

EXHIBITS (Attachments): The facsimiles of samples pages shown as Attachment D are representative of the 

files which will be furnished under this contract. However, it cannot be guaranteed that future orders will 

correspond exactly to these attachments. 
Veterans Affairs Mailers Page 22 of 34 

67-S (R-1) (6/14) 

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under “GOVERNMENT 

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

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

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

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

ordering agency as specified on the print order. 

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

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

meet the assigned quality level. 

All halftones are to be 150-line screen or better. 

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 each order, the contractor must furnish final production native application files (digital 

deliverables) with the furnished material, as applicable, for the inserts, brochures, booklets, return envelopes, and 

mail-out envelopes only. The digital deliverables must be an exact representation of the final printed product and 

shall be returned on the same type of storage media as was originally furnished, unless otherwise specified. 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. (The 

Government will accept Adobe Acrobat Portable Document Format (PDF) files as digital deliverables when 

furnished by the Government.) 

PROOFS: When ordered, one (1) Adobe Acrobat (current version) PDF soft proof of all items ordered on a print 

order. PDF proof must show all artwork, static information, and variable information, as applicable for each item. 

PDF proof for envelopes must show flap and window position, if applicable. Proof will be transferred to the 

agency via encrypted email. The PDF proof will be evaluated for text flow, image position and color breaks. 

Proofs will not be used for color match. 

NOTE: When PDF soft proofs are required for the letters, the contractor will be required to provide one PDF soft 

proof for five (5) individual letters. The VA will provide generic “variable” information for these five letters. 

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

PRIOR TO PRODUCTION SAMPLES (when specified on the individual print order): Prior to the 

commencement of production of the contract production quantity, the contractor shall submit not less than five (5) 

sample mailers consisting of the letter, insert(s), brochure, reply envelope, and No. 10 mail-out envelope, as 

applicable for the mailer ordered; or, consisting of the letter, booklet, and mail-out envelope, as applicable for the 

mailer ordered. 

All items are to be printed/imaged, bound, and constructed, as applicable for each item. All required items of the 

letter mailer and all required items of the booklet mailer are to be packaged as specified herein. (DO NOT SEAL 

MAIL-OUT ENVELOPES.) NOTE: Each letter sample will be imaged with different individuals’ name and 

information using the generic “variable” information provided for the proofs. 

NOTE: When prior to production samples are ordered, sample envelopes with a custom die-cut window will not 

be required. 
Veterans Affairs Mailers Page 23 of 34 

67-S (R-1) (6/14) 

All samples shall be printed, bound, and constructed as specified and must be of the size, kind, and quality that 

the contractor will furnish. Samples will be inspected and tested for conformance of materials and must comply 

with the specifications as to construction, kind, and quality of materials. All mailer items must be printed on the 

paper required for that item, as specified herein. 

Contractor must submit samples (via traceable means) within five (5) calendar days of receipt of notification of 

availability or print order and furnished materials or receipt of “O.K. to print” on proofs, as applicable. Samples 

must be delivered f.o.b. destination to one (1) address in Atlanta, GA. The container and accompanying 

documentation shall be marked “PREPRODUCTION SAMPLES” and shall include the GPO Purchase Order, 

Jacket, Program, and Print Order Number. 

The Government will approve, conditionally approve, or disapprove the samples within five (5) calendar days 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 therefore. 

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. The Government will require the time specified above to inspect and test any additional 

samples required. 

In the event that the 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 article 12 

“Notice of Compliance with Schedules” of contract clauses in GPO Contract Terms (GPO Publication 310.2, 

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

Manufacture of the final product prior to approval of the sample submitted is NOT allowed. Samples will not be 

returned to the contractor. 

All samples shall be manufactured at the facilities and on the equipment 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. 12” dated 

March 2011. 

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

All text paper used in each copy must be of a uniform shade. When applicable, all cover paper must have the 

grain parallel to the spine. 

The paper to be used will be indicated on each print order. 

Letters: White 25% Bond (Archival Quality), basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP Code 

G40. 

Inserts: White, Yellow, and Pink Writing, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP Code D10. 

(NOTE: Yellow and Pink Writing will only be required for the 8-1/2 x 11” inserts.) 
Veterans Affairs Mailers Page 24 of 34 

67-S (R-1) (6/14) 

Brochures: White Litho (Gloss) Coated Book, basis weight: 70 lbs. per 500 sheets, 25 x 38”, equal to JCP Code 

A180. 

Booklets: 

Text: White Litho (Gloss) Coated Book, basis weight: 70 lbs. per 500 sheets, 25 x 38”, equal to JCP Code 

A180. 

 Cover: White Litho (Gloss) Coated Cover, basis weight: 80 lbs. per 500 sheets, 20 x 26”, equal to JCP Code 

L10. 

Return Envelopes: White Writing Envelope, basis weight: 24 lbs. per 500 sheets, 17 x 22”, equal to JCP Code 

V20. 

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

JCP Code V20. 

Mail-out Envelope (6 x 9”): Light Brown (Kraft Shade) Envelope, basis weight: 28 lbs. per 500 sheets, 17 x 22”, 

equal to JCP Code V10. 

Mail-out Envelope (9 x 12”): Light Brown (Kraft Shade) Envelope, basis weight: 32 lbs. per 500 sheets, 17 x 

22”, equal to JCP Code V10. 

PRINTING AND VARIABLE IMAGING: Digital printing of the letters only is acceptable provided the digital 

printing has a minimum of 600 x 600 resolution. Inkjet and toner based inks are acceptable. 

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

Letters: Print leaves face only or face and back, as required, in black only. Printing consists of text matter, 

agency logo/seal, and signature artwork. Variable image leaves face only or face and back, as required, in black. 

Variable imaging consists of text matter only. 

Inserts: Print leaves face only or face and back, as required, in black ink only. Printing consists of text and line 

matter and agency logo/seal. 

Brochures: Print face and back in four-color process. Printing consists of text and line matter, agency logo/seal, 

and/or halftones. 

Booklets: Text and cover print head-to-head in four-color process. Printing consists of text and line matter, 

agency logo/seal, and/or halftones. Pages may print to and must align across the bind. 

Return Envelopes: Print envelope face only or face and back (after construction), as required, in black ink only. 

Printing consists of text and line matter, and agency seal/logo. 

Mail-out Envelopes: Print envelope face only (after construction) in black or a single ink color other than black. 

Printing consists of text and line matter, and agency seal/logo. When required, variable image the mailing and/or 

return address in black. Match Pantone color as indicated on the print order. 

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

with all applicable U.S. Postal Service regulations, including automation guidelines/requirements. The envelope 

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

MARGINS: Margins will be as indicated on the print order or furnished electronic media. 

Brochure may bleed on one to four sides. Booklets may have bleeds scattered throughout. 
Veterans Affairs Mailers Page 25 of 34 

67-S (R-1) (6/14) 

BINDING (Letters, Inserts, Brochures, and Booklets): 

Letters: Trim four sides. 

Inserts (8-1/2 x 11”): Trim four sides. 

Inserts (17 x 11”): Trim four sides and fold to 8-1/2 x 11”, title out. 

Inserts (25-1/2 x 11”): Trim four sides and fold to 8-1/2 x 11” with two parallel, wraparound folds, title out. 

Brochures: Trim four sides. 

Booklets: Saddle-wire stitch in two places and trim three sides. Each product must contain complete four-page 

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

will not be allowed. 

CONSTRUCTION (Envelopes): 

Return Envelopes: Envelopes must be open side, diagonal seam, with gummed fold-over flap for sealing. Flap 

depth is at the contractor’s option but must meet all USPS requirements. Flap must be coated with suitable glue 

that will securely seal the envelope without adhering to contents, not permit resealing of the envelope and permit 

easy opening by the recipient. Envelopes shall be sufficiently high cut so as to prevent the flap adhesive from 

coming in contact with the envelope’s contents. The sealed seam shall not adhere to the inside of the envelope. 

Envelopes shall be free from cuts, folds, tears, machine marks, foreign matter, dirt, ink smears, and adhesive 

stains. 

Mail-out Envelopes (No. 10): Envelopes must be open side, diagonal seam, with gummed fold-over flap for 

sealing. Flap depth is at the contractor’s option but must meet all USPS requirements. Flap must be coated with 

suitable glue that will securely seal the envelope without adhering to contents, not permit resealing of the 

envelope and permit easy opening by the recipient. Envelopes shall be sufficiently high cut so as to prevent the 

flap adhesive from coming in contact with the envelope’s contents. The sealed seam shall not adhere to the inside 

of the envelope. Envelopes shall be free from cuts, folds, tears, machine marks, foreign matter, dirt, ink smears, 

and adhesive stains. 

The majority of No 10 mail-out envelopes will require a die-cut window. When ordered, face of mail-out 

envelope to contain one die-cut window. Die-cut window is as follows: 

 When ordered, standard/commercial size and location for viewing of mailing address on letter, with 

slightly rounded corners. 

 When ordered, custom die-cut window to allow for viewing of both return and mailing addresses on 

letter. Size and location to be specified on the print order. 

All die-cut windows are to be covered with a suitable poly-type, transparent, low-gloss material that must be clear 

of smudges, lines and distortions. Poly-type material must be securely affixed to the inside of the envelope so as 

not to interfere with insertion of contents. Window material must meet the current U.S. Postal Service’s (USPS) 

readability standards/requirements. 

Mail-out Envelope (6 x 9”): Envelopes are open side, side seams, with gummed fold-over flap for sealing. Flap 

depth is at the contractor’s option but must meet all USPS requirements. Flap must be coated with suitable glue 

that will securely seal the envelope without adhering to contents, not permit resealing of the envelope and permit 

easy opening by the recipient. Envelopes shall be sufficiently high cut so as to prevent the flap adhesive from 

coming in contact with the envelope’s contents. The sealed seam shall not adhere to the inside of the envelope. 

Envelopes shall be free from cuts, folds, tears, machine marks, foreign matter, dirt, ink smears, and adhesive 

stains. 
Veterans Affairs Mailers Page 26 of 34 

67-S (R-1) (6/14) 

Face of 6 x 9” envelopes to contain one die-cut address window. Die-cut window is as follows: 

 When ordered, standard/commercial size and location for viewing of the mailing address on letter, with 

slightly rounded corners. 

 When ordered, custom die-cut window to allow for viewing of both return and mailing addresses on 

letter. Size and location to be specified on the print order. 

All die-cut windows are to be covered with a suitable poly-type, transparent, low-gloss material that must be clear 

of smudges, lines and distortions. Poly-type material must be securely affixed to the inside of the envelope so as 

not to interfere with insertion of contents. Window material must meet the current U.S. Postal Service’s (USPS) 

readability standards/requirements. 

Mail-out Envelope (9 x 12”): Envelopes are open side, side seam with gummed fold-over flap for sealing. Flap 

depth is at the contractor’s option but must meet all USPS requirements. Flap must be coated with suitable glue 

that will securely seal the envelope without adhering to contents, not permit resealing of the envelope and permit 

easy opening by the recipient. Envelopes shall be sufficiently high cut so as to prevent the flap adhesive from 

coming in contact with the envelope’s contents. The sealed seam shall not adhere to the inside of the envelope. 

Envelopes shall be free from cuts, folds, tears, machine marks, foreign matter, dirt, ink smears, and adhesive 

stains. 

Face of 9 x 12” envelopes to contain one die-cut address window. Window is located on the upper left face of the 

envelope, vertical placement (after manufacture). (NOTE: The size of the die-cut window envelope will be 

specified on the print order.) The die-cut window is to be located in alignment with the address location on the 

letter. 

INSERTING: 

Letter Mailers – 

Gather leaves of letter and any required inserts in proper sequence (letter on top with insert(s) behind letter) and 

nested together, letter-fold with a “Z-fold” with Veteran’s name and address on letter facing out for visibility 

through envelope window, if applicable, for insertion into No. 10 mail-out envelope. At contractor’s option, letter 

and insert(s) can be folded separately and inserted into No. 10 mail-out envelope with folded letter on top. 

Letter-fold brochures with a “Z-fold” for insertion into No. 10 mail-out envelope. 

Insert folded letter/insert(s) into mail-out envelope. When required, insert folded brochure behind folded 

letter/insert(s). When required, insert return envelope (flat) behind folded letter/insert(s) or behind folded 

brochure, as applicable. 

NOTE: All mailers will have a letter. Majority of mailers will be ordered with any combination of inserts, 

brochures, and return envelopes to be inserted with the letter. Some mailers may not require an insert, brochure, 

or return envelope. Some mailers may require only a letter. The combination of items may vary for the 

individual mailers ordered on the same print order. 

It is the contractor’s responsibility to assure that only the return address and Veteran’s name/address, as 

applicable, on the letter are visible through the window on the mail-out envelope, if applicable, and that only one 

letter and one copy of the required inserts, brochure, and return envelope, as applicable, are inserted into each 

envelope. 

If the mail-out envelope does not require a window, it is the contractor’s responsibility to ensure that the 

name/address on the letter matches the name/address imaged on the mail-out envelope. 

After inserting, seal mail-out envelopes. 
Veterans Affairs Mailers Page 27 of 34 

67-S (R-1) (6/14) 

Booklet Mailers – 

5-1/2 x 8-1/2” Booklets – Fold letter from 8-1/2 x 11” to 8-1/2 x 5-1/2”, mailing address out. Insert folded 

letter with booklet (behind letter) into 6 x 9” mail-out envelope. 

8-1/2 x 11” Booklets – Insert letter (flat) with booklet (behind letter) into 9 x 12” mail-out envelope. 

It is the contractor’s responsibility to assure that only the return address and Veteran’s name/address, as 

applicable, on the letter are visible through the window on the mail-out envelope, and that only one letter and one 

booklet are inserted into each envelope. 

After inserting, seal mail-out envelopes. 

DISTRIBUTION: Mail f.o.b. contractor’s city each individual mailer to domestic (nationwide and Puerto Rico) 

addresses. (NOTE: The contractor is responsible for all costs incurred in transporting the mailers to the U.S. 

Postal Service facility.) 

All mailing shall be made at the First Class rate or Presorted First Class rate (as specified) – reimbursable. 

Contractor is required to apply the appropriate postage to each mailing. Contractor will be reimbursed for postage 

by submitting a properly completed postal service form (or equivalent) with billing invoice for payment. 

NOTE: The contractor is required to obtain the maximum postage discount allowed by the USPS in accordance 

with appropriate USPS rules and regulations, including the USPS Domestic Mail Manual, and Postal Bulletins, in 

effect at the time of the mailing. 

CASS Certification – Contractor is required to perform the Coding Accuracy Support System (CASS) certification 

using USPS certified ZIP+4 software to generate ZIP+4 Codes and Delivery Point Barcodes. Contractor is 

required to furnish USPS with any required CASS certificates. All related costs to perform this operation must be 

included in submitted bid pricing. No additional reimbursement will be authorized. 

NCOA Certification – When specified on the print order, contractor will be required to run distribution files on 

each order through the National Change of Address (NCOA) service database to verify addresses are NCOA 

certified, as required. Contractor is required to furnish USPS with required NCOA certification to achieve the 

required postal discounts. 

NOTE: Contractor is responsible for making any necessary changes possible to mailing addresses as a result 

of the CASS and NCOA operations, as applicable. In the event that a mailing address is determined to be 

undeliverable as a result of the CASS and NCOA operations, contractor must NOT print the letter intended for 

that recipient. Contractor must provide all undeliverable mailing addresses to the specified Health Eligibility 

Center (HEC) (see “REPORTS”). Address and contact information for the HEC will be provided at time of 

contract award, or shortly thereafter. 

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for “Domestic 

Mail” or “International mail” as applicable. 

Upon completion of each order, the contractor must notify the ordering agency on the same day that the product 

mails via email to the email address specified on the print order. The subject line of the email shall be 

“Distribution Notice for Program 67-S, P.O. XXXXX, Jacket XXX-XXX, Print Order XXXXX.” The notice must 

provide all applicable tracking numbers and mailing method. Contractor must be able to provide copies of all 

mailing receipts upon agency request. 

All expenses incidental to picking up and returning furnished materials, as applicable, and submitting proofs and 

prior to production samples must be borne by the contractor. 
Veterans Affairs Mailers Page 28 of 34 

67-S (R-1) (6/14) 

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job 

prior to receipt of the individual print order (GPO Form 2511). 

Print order and all furnished materials will be provided via email and SFTP. 

When required, PDF soft proofs must be emailed to the address specified on the print order. 

No definite schedule for pickup of material can be predetermined. 

The following schedule begins the workday after notification of the availability of print order and furnished 

material; the workday after notification will be the first workday of the schedule. 

 When required, contractor must email PDF soft proof within three (3) calendar days of notification of the 

availability of print order and furnished material. 

 Proofs will be withheld no more than five (5) calendar days from their receipt at the ordering agency until 

corrections/changes/“O.K. to print” is provided to the contractor (via email). (The first workday after 

receipt of proofs at the ordering agency is day one (1) of the hold time.) 

 When required, contractor must submit prior to production samples within five (5) calendar days of 

notification of the availability of print order and furnished material or receipt of “O.K. to print” on proofs. 

 The Government will approve, conditionally approve, or disapprove the samples within five (5) calendar 

days of the receipt thereof. 

 Contractor must complete production and distribution within 10 calendar days of receipt of “O.K. to 

print” on proofs or receipt of approval on prior to production samples, as applicable. 



NOTE: If neither proofs nor prior to production samples are required, contractor must complete production 

and distribution within 10 calendar days of notification of the availability of print order and furnished 

material. 

The ship/deliver date indicated on the print order is the date products ordered for mailing f.o.b. contractor’s city 

must be delivered to the U.S. Postal Service. 

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

furnished with each order or shortly thereafter. In the event such information is not received in due time, the 

contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request 

such information. 

For compliance reporting purposes, contractors are to report information regarding each order with date of 

shipment or delivery, as applicable, in accordance with the contract requirements by contacting the Shared 

Support Services Compliance Section via email at compliance@gpo.gov, via telephone at (202) 512-0520, or via 

facsimile at (202) 512-1364. Personnel receiving the email, call, or facsimile will be unable to respond to 

questions of a technical nature or to transfer any inquiries. 

UNDELIVERABLE/RETURNED MAIL: Contractor must destroy all mailers returned as undeliverable per 

VA’s destruction requirements. 

When instructed to do so, the contractor shall destroy all contents of the returned mailer, including mail-out 

envelope, using a cross-cut shredder ensuring that the informational content is destroyed beyond legibility. 

Material awaiting destruction shall be kept in a secure area or locked bin and shall be destroyed within 15 

workdays of being reported to VA as undeliverable. 
Veterans Affairs Mailers Page 29 of 34 

67-S (R-1) (6/14) 

The contractor must furnish VA a signed and dated certification of destruction stating what was destroyed (i.e., 

recipient name and address and reason for return). 

REPORTS: Contractor will furnish a weekly report on their server of letter statuses by Veterans Personal 

Identification Number (VPID). The report will detail letters that are rejected by the CASS and NCOA software, 

returned letters, and deceased notifications. This report will be accessible and retrievable by the Department of 

Veterans Affairs. 

Return information to HEC for those records failing. This will be reported with all other letters processed each 

week. Report will consist of: 

 Number of letters received (via data) 

 Number of letters passed CASS/NCOA 

 Number of letters failed CASS/NCOA 

 Number of letters mailed 

 Number of letters returned by USPS 

 Number of letters destroyed 

All information will be compiled in an Excel Spread Sheet and placed on the contractor’s SFTP for retrieval by 

VA. Reports will require contractor to return information on each Veteran (using VPID) to reflect 

changes/rejects/returns. 

Quantities of letters mailed will be generic in nature and will not include VPID. 
Veterans Affairs Mailers Page 30 of 34 

67-S (R-1) (6/14) 

SECTION 3. - DETERMINATION OF AWARD 

The Government will determine the lowest bid by applying the prices offered in the “SCHEDULE OF PRICES” 

to the following units of production which are the estimated requirements to produce one (1) year’s production 

under this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of 

work which may be ordered for a like period of time. 

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.” 

I. (a) 38 

 (b) 6 

 (1) (2) 

II. (a) 270 25,380 

 (b) 58 4,380 

 (c) 6 540 

 (d) 6 360 

 (e) 16 1,730 

 (f) 1. 784 137,800 

 2. 48 8,600 

 (g) 1. 56 5,600 

 2. 4 400 

 (h) 36 3,130 

 (i) 4 340 

 (j) 1. 8 330 

 2. 52 4,650 

 3. 20 850 

 (k) 1. 36 6,600 

 2. 12 2,000 

 (l) 4 400 

III. (a) 17,930 

 (b) 5,890 

 (c) 650 

 (d) 1. 68,900 

 2. 4,530 

 (e) 1. 17,200 

 2. 800 

 (f) 3,470 

 (g) 5,830 

 (h) 8,600 

 (i) 400 

IV. (a) 4,110 

 (b) 1,720 

 (c) 8,600 

 (d) 400 

 (e) 650 
Veterans Affairs Mailers Page 31 of 34 

67-S (R-1) (6/14) 

SECTION 4. - SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor’s city. 

Prices must include the cost of all required materials and operations for each item listed in accordance with these 

specifications. 

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or 

alteration of the order and manner of submitting bids may be declared non-responsive. 

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the 

Government. Bids submitted with NB (No Bid) or blank spaces for an item may be declared non-responsive. 

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of 

production (whether or not such items are included in the DETERMINATION OF AWARD) that are inconsistent 

or unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action 

would be in the best interest of the Government. 

All invoices submitted to the GPO shall be based on the most economical method of production. Fractional parts 

of 1,000 will be prorated at the per-1,000 rate. 

For saddle-stitched text pages only (line items II. (f) 1. and (g) 1.), a charge will be allowed for each page, 

whether printed or blank. Unless otherwise specified, no more than three (3) blank pages shall be permitted at the 

end of the text for saddle-stitched products only. 

Cost of paper must be charged under Item III. “PAPER.” 

I. PROOFS AND PRIOR TO PRODUCTION SAMPLES:

 (a) PDF soft proof ................................................................................................. per proof ...... $___________ 

 (b) Prior to production samples .............................................................................. per order ...... $___________ 

II. PRINTING, VARIABLE IMAGING, BINDING, AND CONSTRUCTION: Prices offered must be all 

inclusive and include the cost of materials and operations necessary for the printing, variable imaging, 

binding, and construction listed in accordance with these specifications. 

 Makeready Running Per 

 and/or Setup 1,000 Copies 

(1) (2) 

(a) Letters: Printing in black, 

 including variable imaging in black ................................. per page ...... $___________ $___________ 

(b) Inserts (8-1/2 x 11”): Printing in black ink only .............. per page ...... $___________ $___________ 

(c) Inserts (17 x 11”): Printing in black ink only, 

 including folding to 8-1/2 x 11” ...................................... per insert ...... $___________ $___________ 

(d) Inserts (25-1/2 x 11”): Printing in black ink only, 

 including folding to 8-1/2 11” ......................................... per insert ...... $___________ $___________ 

_____________ 

(Initials)
Veterans Affairs Mailers Page 32 of 34 

67-S (R-1) (6/14) 

 Makeready Running Per 

 and/or Setup 1,000 Copies 

(1) (2) 

(e) Brochure: Printing in four-color process .................. per brochure ...... $___________ $___________ 

(f) Booklet (5-1/2 x 8-1/2”): 

 1. Text: Printing text in four-color process, 

 including binding ....................................................... per page ...... $___________ $___________ 

 2. Complete Cover: Printing Covers 1 through 4 

 in four-color process, including binding 

 .................................................................. per complete cover ...... $___________ $___________ 

(g) Booklet (8-1/2 x 11”): 

 1. Text: Printing text in four-color process, 

 including binding ....................................................... per page ...... $___________ $___________ 

 2. Complete Cover: Printing Covers 1 through 4 

 in four-color process, including binding 

 .................................................................. per complete cover ...... $___________ $___________ 

(h) Return Envelope: Printing face only 

 in black ink only, including construction .................. per envelope ...... $___________ $___________ 

(i) Return Envelope: Printing face and back 

 in black ink only, including construction .................. per envelope ...... $___________ $___________ 

(j) Mail-out Envelope (No 10): Printing face only 

 in a single ink color, including construction: 

 

1. Without Window (including imaging) ................ per envelope ...... $___________ $___________ 

2. Standard Window ............................................... per envelope ...... $___________ $___________ 

3. Custom Window ................................................. per envelope ...... $___________ $___________ 

(k) Mail-out Envelope (6 x 9”): Printing face only 

 in a single ink color, including construction: 

1. Standard Window ............................................... per envelope ...... $___________ $___________ 

2. Custom Window ................................................. per envelope ...... $___________ $___________ 

(l) Mail-out Envelope (9 x 12”): Printing face only 

 in a single ink color, including construction 

 and die-cut window ................................................... per envelope ...... $___________ $___________ 

_____________ 

(Initials)
Veterans Affairs Mailers Page 33 of 34 

67-S (R-1) (6/14) 

III. 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: 

Letters – Each trim/page-size leaf. 

Inserts – One 8-1/2 x 11” leaf will be allowed for 8-1/2 x 11” inserts; two 8-1/2 x 11” leaves will be allowed 

for 17 x 11” inserts; and, three 8-1/2 x 11” leaves will be allowed for 25-1/2 x 11” inserts. 

Brochures – Each trim/page-size leaf. 

Booklets – 

Text – Each trim/page-size leaf. 

Covers - Two page-size leaves will be allowed for each complete cover. Prices offered must include the 

cost of paper for backstrip, when required. 

Envelopes – Each envelope. 

Per 1,000 Leaves 

(a) White 25% Bond (20-lb.) ...................................................................................................... $___________ 

(b) White Writing (20-lb.) ........................................................................................................... $___________ 

(c) Colored Writing (20-lb.) ........................................................................................................ $___________ 

(d) White Litho (Gloss) Book (70-lb.): 

 1. 5-1/2 x 8-1/2” .................................................................................................................. $___________ 

 2. 8-1/2 x 11” ...................................................................................................................... $___________ 

(e) White Litho (Gloss) Cover (80-lb.): 

 1. 5-1/2 x 8-1/2” .................................................................................................................. $___________ 

 2. 8-1/2 x 11” ...................................................................................................................... $___________ 

(f) Return Envelope: White Writing Envelope (24-lb.) ............................................................. $___________ 

(g) Mail-out Envelope (No. 10): White Writing Envelope (24-lb.) ........................................... $___________ 

(h) Mail-out Envelope (6 x 9”): Light Brown (Kraft Shade) Envelope (28-lb.) ........................ $___________ 

(i) Mail-out Envelope (9 x 12”): Light Brown (Kraft Shade) Envelope (32-lb.) ....................... $___________ 

_____________ 

(Initials) 
Veterans Affairs Mailers Page 34 of 34 

67-S (R-1) (6/14) 

IV. INSERTING AND MAILING: Prices offered must be all inclusive and include the cost of all required 

materials and operations necessary for the mailing of the mailers, including cost of collating letter leaves and 

inserts leaves in proper sequence, folding letter, insert(s), and brochure to required size in accordance with 

these specifications, insertion of letters, inserts, brochures, return envelopes, and booklets, as required, into 

correct mail-out envelope, CASS certification, and mailing, in accordance with these specifications. 

 (a) Inserting 1 to 3 items into a No. 10 mail-out envelope ...................... per 1,000 mailers ...... $___________ 

 (b) Inserting 4 to 6 items into a No. 10 mail-out envelope ...................... per 1,000 mailers ...... $___________ 

 (c) Inserting letter and 5-1/2 x 8-1/2” booklet 

 into 6 x 9” mail-out envelope ............................................................. per 1,000 mailers ...... $___________ 

 (d) Inserting letter and 8-1/2 x 11” booklet 

 into a 9 x 12” mail-out envelope ........................................................ per 1,000 mailers ...... $___________ 

 (e) NCOA Certification ........................................................................ per 1,000 addresses ...... $___________ 

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) 
Veterans Affairs Mailers Page 35 of 34 

67-S (R-1) (6/14) ATTACHMENT A 

BACKGROUND INVESTIGATION REQUEST WORKSHEET 
Veterans Affairs Mailers Page 36 of 34 

 ATTACHMENT B Page 1 of 5 67-S (R-1) (6/14) 

CONTRACTOR RULES OF BEHAVIOR 
Veterans Affairs Mailers Page 37 of 34 

 ATTACHMENT B Page 2 of 5 67-S (R-1) (6/14) 

CONTRACTOR RULES OF BEHAVIOR 
Veterans Affairs Mailers Page 38 of 34 

 ATTACHMENT B Page 3 of 5 67-S (R-1) (6/14) 

CONTRACTOR RULES OF BEHAVIOR 
Veterans Affairs Mailers Page 39 of 34 

 ATTACHMENT B Page 4 of 5 67-S (R-1) (6/14) 

CONTRACTOR RULES OF BEHAVIOR 
Veterans Affairs Mailers Page 40 of 34 

 ATTACHMENT B Page 5 of 5 67-S (R-1) (6/14) 

CONTRACTOR RULES OF BEHAVIOR 
Veterans Affairs Mailers Page 41 of 34 

 ATTACHMENT C Page 1 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 42 of 34 

 ATTACHMENT C Page 2 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 43 of 34 

67-S (R-1) (6/14) ATTACHMENT C Page 3 of 18 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 44 of 34 

 ATTACHMENT C Page 4 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 45 of 34 

 ATTACHMENT C Page 5 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 46 of 34 

 ATTACHMENT C Page 6 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 47 of 34 

67-S (R-1) (6/14) ATTACHMENT C Page 7 of 18 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 48 of 34 

67-S (R-1) (6/14) ATTACHMENT C Page 8 of 18 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 49 of 34 

 ATTACHMENT C Page 9 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 50 of 34 

 ATTACHMENT C Page 10 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 51 of 34 

 ATTACHMENT C Page 11 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 52 of 34 

 ATTACHMENT C Page 12 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 53 of 34 

67-S (R-1) (6/14) ATTACHMENT C Page 13 of 18 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 54 of 34 

 ATTACHMENT C Page 14 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 55 of 34 

 ATTACHMENT C Page 15 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 56 of 34 

 ATTACHMENT C Page 16 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 57 of 34 

 ATTACHMENT C Page 17 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 58 of 34 

 ATTACHMENT C Page 18 of 18 67-S (R-1) (6/14) 

CONTRACTOR SECURITY CONTROL ASSESSMENT 
Veterans Affairs Mailers Page 59 of 34 

 ATTACHMENT D Page 1 of 2 67-S (R-1) (6/14) 
Veterans Affairs Mailers Page 60 of 34 

 ATTACHMENT D Page 2 of 2 67-S (R-1) (6/14)