Program: 199-S

Title: Medicare Handbook (Medicare and You

Term: Date of Award to August 31, 2024

BASIS OF

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

I. PROOFS:

(a) Digital color content proofs --------per page 5,926 $ 4.00 $ 23,704.00 $ 2.00 $ 11,852.00 $ 4.28 $ 25,363.28 $ 2.58 $ 15,289.08

(b) Inkjet (G7) proofs-----------------------per page 104 $ 5.00 $ 520.00 $ 25.00 $ 2,600.00 $ 42.80 $ 4,451.20 $ 5.48 $ 569.92

(c) Laser proofs (Test addresses - Cover 4)-------- per page 405 $ 1.00 $ 405.00 N/C $ - $ 25.40 $ 10,287.00 $ 60.00 $ 24,300.00

II. PRINTING AND BINDING:

(a) Complete Cover (Bulk Copies):

Printing in four-color process plus

one additional ink color,

including coating and binding------Per complete cover

 (1) Makeready and/ or setup 71 $ 500.00 $ 35,500.00 $ 250.00 $ 17,750.00 $ 266.00 $ 18,886.00 $ 2,385.45 $ 169,366.95

 (2) Running per 1,000 copies 188 $ 20.00 $ 3,760.00 $ 150.00 $ 28,200.00 $ 76.00 $ 14,288.00 $ 148.08 $ 27,839.04

(b) Complete Cover (Self-Mailers):

Printing in three ink colors,

including coating and binding----Per complete cover

 (1) Makeready and/ or setup 411 $ 400.00 $ 164,400.00 $ 250.00 $ 102,750.00 $ 620.00 $ 254,820.00 $ 1,985.45 $ 816,019.95

 (2) Running per 1,000 copies 4,222 $ 12.00 $ 50,664.00 $ 20.00 $ 84,440.00 $ 25.33 $ 106,943.26 $ 145.00 $ 612,190.00

(c) 116-Page Base Section:

Printing in two ink colors, including

binding-----per base section-----

 (1) Makeready and/ or setup 12 $ 8,000.00 $ 96,000.00 $ 7,500.00 $ 90,000.00 $ 1,960.00 $ 23,520.00 $ 11,400.00 $ 136,800.00

 (2) Running per 1,000 copies 4,410 $ 233.00 $ 1,027,530.00 $ 234.44 $ 1,033,880.40 $ 272.00 $ 1,199,520.00 $ 156.47 $ 690,032.70

(d) Self-Mailers Only:

Four additional text pages

Printing in two ink colors,

including binding-----per signature

 (1) Makeready and/ or setup 8 $ 220.00 $ 1,760.00 $ 2,500.00 $ 20,000.00 $ 620.00 $ 4,960.00 $ 617.50 $ 4,940.00

 (2) Running per 1,000 copies 4,222 $ 6.00 $ 25,332.00 $ 6.25 $ 26,387.50 $ 25.33 $ 106,943.26 $ 9.90 $ 41,797.80

(e) 16-Page Signature:

Printing in two ink colors.

including coating and binding----per signature

 (1) Makeready and/ or setup 1,008 $ 100.00 $ 100,800.00 $ 500.00 $ 504,000.00 $ 506.00 $ 510,048.00 $ 617.50 $ 622,440.00

 (2) Running per 1,000 copies 12,252 $ 30.00 $ 367,560.00 $ 25.00 $ 306,300.00 $ 46.00 $ 563,592.00 $ 27.55 $ 337,542.60

(f) 8 - Page Signature:

Printing in two ink colors, including

including binding--------------- per signature

(1) Makeready and/ or setup 231 $ 100.00 $ 23,100.00 $ 500.00 $ 115,500.00 $ 442.00 $ 102,102.00 $ 617.50 $ 142,642.50

(2) Running per 1,000 copies 2,456 $ 30.00 $ 73,680.00 $ 25.00 $ 61,400.00 $ 34.00 $ 83,504.00 $ 20.90 $ 51,330.40

(g) 4-Page Signature:

Printing in two ink colors, 

including binding-----per signature

 (1) Makeready and/ or setup 204 $ 100.00 $ 20,400.00 $ 500.00 $ 102,000.00 $ 420.00 $ 85,680.00 $ 617.50 $ 125,970.00

 (2) Running per 1,000 copies 2,081 $ 20.00 $ 41,620.00 $ 25.00 $ 52,025.00 $ 19.06 $ 39,663.86 $ 9.90 $ 20,601.90

III. PAPER:

Computation of the net number of leaves will be 

based on the following:

Text - Each page-size leaf

Covers - Two page-size leaves will be allowed

for each complete cover.

 (a) Text: White Uncoated Text (50-lb. or 45-lb)

--------------------------per 1,000 leaves--- 376,226 $ 6.53 $ 2,456,755.78 $ 6.35 $ 2,389,035.10 $ 14.40 $ 5,417,654.40 $ 2.85 $ 1,072,244.10

 (b) Cover: White Matte-Coated Cover (65-lb.)

-------------------------per 1,000 leaves---- 8,820 $ 27.81 $ 245,284.20 $ 34.00 $ 299,880.00 $ 43.72 $ 385,610.40 $ 32.30 $ 284,886.00

IV. PACKING AND DISTRIBUTION:

 (a) Bulk shipments - Packing and sealing shipping 

containers------------per container 7,159 $ 3.40 $ 24,340.60 $ 3.50 $ 25,056.50 $ 3.50 $ 25,056.50 $ 2.85 $ 20,403.15

 (b) Mailed Shipments - Addressing single copies

(self-mailers)----------per 1,000 copies 4,267 $ 24.00 $ 102,408.00 $ 35.00 $ 149,345.00 $ 45.00 $ 192,015.00 $ 32.30 $ 137,824.10

CONTRACTOR TOTALS $ 4,885,523.58 $ 5,422,401.50 ----------------------- $ 5,355,030.19

DISCOUNT 0% $ - $ 13,556.00 ---------------------- 5% $ 267,751.51

DISCOUNTED TOTALS $ 4,885,523.58 $ 5,408,845.50 ----------------------- $ 5,087,278.68

AWARDED

ACR III LSC Holdings LLC

Owensville, MO

Advantage

Amaheim, CA

Colonial Press

Miami, FL

Phoenix Lithographing Corp

Philadelphia, PA

0.25%
Program 199-S Page 1 of 30

Specifications by SB 

Reviewed by MRN 

U.S. GOVERNMENT PUBLISHING OFFICE

Washington, DC

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Medicare and You Handbooks 

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

Department of Health and Human Services (HHS)

Centers for Medicare and Medicaid Services (CMS) 

Single Award

TERM OF CONTRACT: The term of this contract is for the period beginning September 1, 2023 and ending 

August 31, 2024, plus up to four (4) optional 12-month extension period(s) that may be added in accordance with 

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

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Washington, DC Time on August 24, 2023 at the 

U.S. Government Publishing Office, Washington, DC. 

BID SUBMISSION: Bidders must email bids to bidsapsdc@gpo.gov for this solicitation. No other method of bid 

submission will be accepted at this time. The program number and bid opening date must be specified in the subject 

line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date specified above will not 

be considered for award. This will not be a public bid opening.

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

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

attention to the “PREAWARD PRODUCTION PLAN.”

Abstracts of contract prices are available at https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing. 

For information of a technical nature, contact Stacy Bindernagel at sbindernagel@gpo.gov or (202) 512-2103.
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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. 01-18)) and GPO Contract Terms, Quality Assurance through Attributes Program 

for Printing and Binding (GPO Publication 310.1, effective May 1979 (Rev. 09-19)).

GPO Contract Terms (GPO Publication 310.2) –

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf.

GPO QATAP (GPO Publication 310.1) –

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf

SUBCONTRACTING: The predominant production functions will be printing and disposal/destruction of waste 

material containing PII. Any bidder who cannot perform the predominant production functions will be declared 

non-responsible. 

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

these specifications:

Product Quality Levels for Covers:

(a) Printing (page related) Attributes – Level II.

(b) Finishing (item related) Attributes – Level II.

Product Quality Levels for Text Pages:

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

(b) Finishing (item related) Attributes – Level II.

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

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

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

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

Attribute Specified Standard

P-7. Type Quality and Uniformity O.K. Press Sheets

P-8. Halftone Match O.K. Press Sheets

P-9. Solid and Screen Tint Color Match O.K. Press Sheets

P-10. Process Color Match O.K. Press Sheets

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

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

P-7. O.K. Proofs; Electronic Media.

P-8. O.K. Proofs; Electronic Media.

P-9. Pantone Matching System.

P-10. O.K. Proofs; Electronic Media
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OPTION TO EXTEND THE TERM OF THE CONTRACT: The Government has the option to extend the 

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

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

clause, except, the total duration of the contract may not exceed five (5) years as a result of, and including, any 

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

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

adjustment(s).

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

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

contractor.

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

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

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

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

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

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

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

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

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

period will extend from September 1, 2023 to August 31, 2024, 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 April 30, 2023, 

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

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

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 August 2023 will establish the base index.

3. There shall be no price adjustment for the first three months of the contract.
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4. Price adjustments may be monthly thereafter, but only if the index varies by an amount (plus or minus) 

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

month being considered for adjustment.

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

the following formula:

X - base index

______________ x 100 = _______%

base index 

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

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

7. Adjustments under this clause will be applied to the contractor's bid prices for line items III. (a) and (b) 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.

DATA SECURITY: These products contain Personally Identifiable Information (PII) consisting of a person’s 

name and address. Security of Personally Identifiable Information is a vital component of this contract. The 

contractor shall guarantee strict confidentiality, integrity, and limited availability of all PII provided by the 

Government during the performance of this contract. Disclosure of the information/data, in whole or in part, by the 

contractor can only be made in accordance with the provisions in the Data Use Agreement (DUA). 

It is the contractor’s responsibility to properly safeguard PII from loss, theft, or inadvertent disclosure and to 

immediately notify the Government of any loss of personally identifiable information. 

The contractor shall not release or sell to any person any technical or other data received from the Government 

under the contract; nor shall the contractor use the data for any purpose other than that for which it was provided to 

the contractor under the terms of the contract. The contractor must guarantee that furnished PII will be used only 

in the performance of this contract.

Proper control and handling must be maintained at all times to prevent any information or materials required to 

produce the products ordered under these specifications from falling into unauthorized hands. All PII furnished by 

the Government, or duplicates created by the contractor or their representatives, and any resultant printouts must be 

kept accountable and under security to prevent their release to unauthorized persons. Unsecured 

telecommunications, including the Internet, to transmit PII are prohibited.

Data Custodians: If any PII is to be forwarded to additional contractor-owned locations or to subcontractor-owned 

locations, all security requirements also apply to those locations (all parties involved). The contractor is responsible 

for the actions of all locations. The contractor’s project manager shall appoint up to two (2) Data Custodians at 

each location and shall have them complete an Addendum to Data Use Agreement. 
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Preaward/Postaward Surveys: At the Government’s option, preaward or postaward surveys may be conducted to 

review all data handling and production areas involved along with their specific functions, and the 

contractor’s/subcontractor’s personnel, production, security, and other requirements outlined in this contract and in 

the contractor’s Security Plan.

Personnel Security: The contractor shall have a system in place to perform criminal background investigations 

and Social Security Number verification on all employees. In addition, CMS will perform background 

investigations on two (2) contractor employees who will access the Gentran mailbox. (See Security Exhibits 2, 3,

and 4 for more information.) 

Physical Security: The contractor shall have a secure work area(s) for the processing and production of all CMS 

PII in electronic and paper format. The work area(s) shall be accessible only to authorized employees, and all work 

shall be monitored closely by contractor management while CMS PII is being processed and/or produced. 

Information Technology (IT) Security: The contractor shall have a system in place to comply with CMS 

Information Security Clause 11 in (see Security Exhibit 1).

Security Liaison(s): The contractor must appoint one (1) or more Security Liaison(s) to handle issues regarding 

personnel, physical, and computer security; confidential issues that may arise at any point during the background 

investigation process; and to serve as a point of contact to the Government for security issues. The liaison’s duties 

will include attending the postaward conference; submitting a security plan (see “PROJECT PLANS, Security Plan” 

specified herein); discussing confidential security issues with CMS staff; submitting background applications; and 

resolving any issues of inaccurate or incomplete data supplied by background investigation applicants. In the event 

CMS discovers sensitive information during the background investigation, CMS Security may need to contact the 

background investigation applicant directly. 

Disposal of Waste Material: All waste material containing PII must be destroyed in a manner that it is not possible 

to recreate the product or identity of a beneficiary (i.e., burning, pulping, shredding, macerating, or other suitable

means). If the contractor selects shredding as a means of destruction, it must be a cross-cut shredder with a 

maximum size of 5/32 x 1-1/2” cross-cut particles. Strip shredding is not acceptable.

Destruction of waste must occur inside the contractor’s secure production facility, close to the point of 

binding/imaging. Any waste material containing PII that is not shredded immediately must be covered at all times 

while awaiting destruction. A cover must be placed over any bins with waste material containing PII when being 

moved from one location to another within the contractor’s facility. Sending intact waste containing PII to a 

municipal incinerator, a recycler, or any other off-site processor is not acceptable and will be considered a data 

breach.

Disposal of Electronic PII: Immediately after production of each print order is complete, all electronic files 

including any files (parallel printout) deriving from the original file containing PII furnished for the print order must 

be permanently destroyed in accordance with Federal Information Security Management Act (FISMA) of 2002. 

CMS will maintain an archive of furnished files.

Incident Reporting Requirements: If there is a breach or a suspected breach of PII, the incident must be reported 

to CMS within one (1) hour of discovery. Contractor to report breaches to the CMS IT Service Desk at (410) 786-

2580 or (800) 562-1963.

Expiration of Data Use Agreement (DUA): Upon expiration of the DUA, the contractor will be required to sign a 

certificate confirming destruction of all CMS data files and that no copies have been kept. Failure to certify file 

destruction may cause the CMS Privacy Office to refuse to issue future DUAs and data with the contractor’s 

company or to individuals listed on the DUA. 
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Security Exhibits: The following Exhibits 1 through 4 contain security clauses, information, and forms (Exhibits 

follow after Attachment B of these specifications).

 Security Exhibit 1: CMS Clause 11: CMS Information Security (April 2008)

 Security Exhibit 2: CMS Clause 09A-01 Security Clause – New Contract Awards (May 2007) (NOTE: 

This contract is designated as “Low Risk.”)

 Security Exhibit 3: FAQ Supplement to CMS Security Clause 09A-01 (April 2008)

 Security Exhibit 4: Secure One HHS, Information Security Program Rules of Behavior (2/12/08) 

After award, all contractor management and employees involved in this contract will be instructed on to how to 

apply for access to the Gentran mailbox system. Instructions for filling out the electronic security documentation 

and the electronic Data Use Agreement will also be provided after the award.

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

Government reserves the right to conduct an on-site preaward survey at the contractor’s/subcontractor’s facility or 

to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to 

the award of a contract. As part of the financial determination, the contractor in line for award may be required to 

provide one or more of the following financial documents: 

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor

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

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

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

result in the Contracting Officer not having adequate information to reach an affirmative determination of 

responsibility.

A preaward survey of each of the contractor’s facilities that are proposed to be used for the production of the 

Medicare and You Handbooks will include a review of the contractor’s security, personnel, facility, production, onsite monitors security/safety, continuity of operations, quality assurance/recovery, and sequential numbering plans

as required by this contract. A listing of all subcontractors involved, along with their specific functions, must be 

presented. 

PREAWARD PRODUCTION PLAN: ALL bidders must submit a preaward production plan, as specified 

below, with their bid.

This proposed production plan is subject to review and approval by the Government, and award will not be made 

prior to approval of the production plan. If approved, no changes to this plan may be made without written approval 

from the Contracting Officer.

After bid opening, in response to the Government’s review of the preaward production plan, the Government 

reserves the right to question, and request revisions to, any part of the preaward production plan.

This plan must include the following:
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 The daily quantity projections for cover printing, text printing, binding, and address imaging for 

each production facility that will be producing these handbooks.

 The equipment that will be used for the cover printing, text printing, binding, and address imaging 

for each production facility that will be producing these handbooks.

Failure to submit the preaward production plan with the bid will be reason for a determination of non-responsiveness 

and will disqualify the bidder from further consideration for award.

No charges will be allowed for costs incurred for the submission of the preaward production plan.

PROJECT PLANS: Within five (5) workdays of notification of contract award, the contractor shall submit their 

Project Plans to the following email addresses: Christine.Crawford@cms.hhs.gov, Clinton.Howard@cms.hhs.gov, 

and sbindernagel@gpo.gov.

The proposed plans are subject to Government approval. Once submitted, no changes to these plans may be made 

without written approval from the Contracting Officer. The Government reserves the right to waive some or all of 

these plans.

The contractor must present detailed Project Plans that will include the following:

Security Plan: The contractor must have a formal, documented Security Plan that will ensure their compliance with 

all of the security provisions of this contract and as referenced in attached exhibits. Particular attention should be 

given to addressing compliance of the Federal Information Security Management Act of 2002 (FISMA) and the 

Privacy Act of 1974 as referenced in Exhibit 1, CMS Clause 11. Minimum security requirements for FISMA 

compliance are defined by the Department of Commerce, National Institute of Standards and Technology (NIST) 

in Federal Information Processing Standards Publication (FIPS) Publication 200 “Minimum Security Requirements 

for Federal Information and Information Systems.” This document can be found on the Internet at: 

http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf.

Release of PII by CMS does not constitute CMS’ approval or acceptance of the Security Plan. At any time during 

this contract, if CMS finds deficiencies in the Security Plan, CMS may require correction of the deficiency. 

All mail files provided by the Government or duplicates made by the contractor or their representatives and any 

resultant printouts must be kept accountable and under guarded security to prevent tampering or their release to any 

unauthorized persons. Mail files may not be duplicated in whole or part for any other purpose than to create material 

to be used in the performance of this contract. All duplicate mail files or resultant printouts shall be destroyed by 

the contractor pursuant to subsequent directions of the Contracting Officer or their authorized representative.

Personnel Plan: This plan must contain the following information for the contractor’s Project Manager and 

Alternate (Backup) Project Manager:

 Name

 Work address

 Telephone Numbers (Office and Cellular)

 Fax Number

 Email Address

Production Facilities Plan: The following information for all contractor and subcontractor production facilities 

that will be used for this project shall be provided:

 Company Name

 Plant Name

 Street Address
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 Name of Contact Person

 Number of presses, binding lines, and imaging lines that will be used to produce these Handbooks

 Contact Person’s Telephone Numbers (Office and Cellular)

 Contact Person’s Email Address

 Plant Manager’s Name (for each shift)

 Plant Manager’s Telephone Numbers (Office and Cellular)

 Plant Manager’s Email Address

Production Schedule: This plan must include:

 The projected commencement dates for cover printing, text printing, binding, and address imaging for each 

production facility that will be producing these Handbooks.

 The daily quantity projections for cover printing, text printing, binding, and address imaging for each 

production facility that will be producing these Handbooks.

On-Site Monitors Security/Safety Plan: This plan must include a description of the security/safety procedures that 

the contractor has in place or will provide for all Government on-site monitors for each printing facility, including 

any outside areas, such as parking lots.

Continuity of Operations (COOP) Plan: The failure to deliver the products required under this specification in a 

timely manner would have an impact on the Congressional Mandate for delivery of the Handbooks. Therefore, if 

for any reason(s) (act of God, labor disagreements, pandemic, or national emergency, etc.) the contractor is unable 

to perform at said locations for a period longer than two (2) workdays, the contractor must have a backup plan for 

producing the products required under this specification.

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

preaward survey. These plans must include a detailed description with the location of the facility(ies) to be used, 

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

Part of the plan must also include the transportation (if applicable) of Government materials from one facility to 

another.

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

of the Handbooks produced on this contract, the contractor must maintain the original schedule set forth in this 

contract.

Quality Control Plan: The contractor shall provide and maintain, within their own organization, an independent 

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

products of each operation to a degree and extent that will ensure that computerized jet spraying or a comparable 

system of address printing is clear and legible, and to ensure that a copy of the finished product is mailed to all 

addressees contained on the furnished electronic mail files.

To ensure that the required quality of work is maintained, the Government reserves the right to inspect work in 

progress under this contract at the contractor’s/subcontractor’s plant(s). A Government representative(s) may make 

such inspection on any workday during the contractor’s/subcontractor’s regular work hours.

Sequential Numbering Plan: This plan must include sufficient detail to fulfill the contract requirements that there 

are no duplicate, damaged, or missing pieces. Each piece should have a unique number. An explanation of the 

contractor’s sequential numbering system is required to understand the required audit trail for each and every piece.
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INSPECTION BY THE GOVERNMENT AND ON-SITE MONITORING: Performance of all elements and 

functions of the Quality Assurance Plan and the right of the Government to make general or specialized tests and 

inspections does not relieve the contractor of any responsibility for meeting all requirements in this contract. A 

Government representative may be on site during the startup of the binding and imaging portion of this job and may 

stay on site for all or part of the binding and imaging process. 

A desk, telephone, facsimile machine, and computer with Microsoft Office software (Microsoft Office 2000 or 

later), a CD-ROM drive, and Internet access in a non-smoking, temperature-controlled environment shall be 

available for the exclusive use of the Government representative(s) during this time and located within a reasonable 

distance and/or reasonably accessible to the production lines. These requirements apply for all locations that are 

doing binding and/or imaging, including subcontractors. The Government representatives shall have full 

unrestricted and unescorted access to production facilities where CMS work is being produced.

The Government on-site monitor will be monitoring the bindery and imaging production as a monitor/observer. 

The Government on-site monitor will not be responsible for any quality assurance checks. The contractor must 

continue to perform all scheduled quality assurance checks regardless of the presence of the Government on-site 

monitor.

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

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

representatives at the U.S. Government Publishing Office, Washington, DC, immediately after award. At the option 

of the Government, the postaward conference may be held via teleconference. 

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

attendance.

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

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

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

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

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 September 1, 2023 through August 31, 2024, plus for 

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

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

shall be “issued” upon notification by the Government for purposes of the contract when it is electronically 

transmitted or otherwise physically furnished to contractor in conformance with the schedule.

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

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

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

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

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

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

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

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

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

orders under this contract, if any.
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Orders issued during the effective period of this contract and not completed within that time shall be completed by 

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

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

completed during the effective period of this contract.

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

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

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

source.

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

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

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

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

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

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

agency regulations. Violation of the Act may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a 

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

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

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

PRIVACY ACT

(a) The contractor agrees:

(1) to comply with the Privacy Act of l974 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.
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(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.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for any 

failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following –

1. Illegibility of bid. 

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

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

advised not to exceed GPO’s stated limit. 

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

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

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

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

PAYMENT: Immediately upon completion of each order, the contractor shall submit an itemized statement for 

billing to the ordering agency for verification, approval, and signature. The contractor must email their invoice 

along with all supporting documentation to the agency contact as specified on the print order.

After agency verification and approval, the contractor must submit the approved, signed billing invoice to the U.S. 

Government Publishing Office.

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

coversheet program application is the most efficient method of receiving payment. Instruction for using this method 

can be found at the following web address: 

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

at: https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment.

Contractor’s billing invoice must be itemized in accordance with the items in the “SCHEDULE OF PRICES.”
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SECTION 2. - SPECIFICATIONS

SCOPE: These specifications cover the production of 66 versions of (consisting of English, Spanish, Chinese, 

Korean, and Vietnamese) separate-covered, perfect-bound publications requiring such operations as electronic 

prepress, printing, variable computerized imaging, binding, packing, and distribution.

All requirements of these specifications apply equally to all 66 versions unless otherwise indicated. This number 

can increase or decrease from year to year. (NOTE: Currently, there are 51 English versions, 1 Spanish monthly 

version, an additional 11 Spanish versions, 1 Chinese version, 1 Korean version, and 1 Vietnamese version for bulk 

quantities. When required, the Spanish, Chinese, Korean, and Vietnamese versions will be ordered on the monthly 

print order issued for that month.)

TITLE: Medicare and You Handbooks. 

FREQUENCY OF ORDERS/QUANTITY:

NOTE: The Area-Specific English, Area-Specific Spanish, and National English versions are ordered monthly.

However, these versions may be ordered on the same or separate print orders. Approximately 2 or 3 monthly 

mailings may be combined on a single print order. Consequently, there may be months when no monthly print order 

is issued.

Exact quantities will not be known until the files are furnished to the contractor for each print order issued. The 

Government reserves the right to increase or decrease by up to 20% the total number of Handbooks ordered.

Area-Specific English – Approximately 12 orders (monthly) per year for approximately 300,000 to 375,000 total 

copies (self-mailers) per print order, broken down into individual version quantities as indicated in Exhibit 6.

Once a year (typically between December and February), a bulk quantity of approximately 50,000 to 80,000 copies 

may be ordered in addition to the monthly self-mailers.

Area-Specific Spanish – Approximately 12 orders (monthly) per year for approximately 3,000 copies (self-mailers) 

per order of the NJ/PR version only. 

Once a year (typically between December and February), a bulk quantity of approximately 10,000 copies (across 

11 versions) may be ordered in addition to the monthly self-mailers.

National English – Approximately 12 orders (monthly) per year for up to approximately 15 copies (self-mailers) 

per order. Some monthly orders may not include this version.

On an occasional monthly order, a bulk quantity for approximately 8,000 copies may be ordered in addition to the 

monthly self-mailers.

Approximately 1 bulk order per year may be issued for a bulk quantity of approximately 50,000 to 75,000 copies.

National Spanish – Approximately 1 to 3 orders per year for bulk quantities only. 

One order will be for approximately 15,000 to 30,000 copies; the remaining orders will be for approximately 2,000 

to 3,000 copies per order. 

National Chinese, Korean, and Vietnamese – Approximately 1 or 2 orders per year per language for bulk quantities 

only.
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One order will be for approximately 1,000 to 3,000 copies of each language (3); the remaining order will be for 

approximately 250 to 500 copies of each language (3).

NUMBER OF PAGES: Approximately 124 to 192 pages (plus cover) per order. 

It is anticipated at this time that the number of pages will vary from approximately 124 to 192 (including both the 

base (fixed) pages and variable pages). However, due to last minute Congressional changes, exact page counts will 

not be known until the print order is issued. 

The base section (approximately 116-text pages that is common to all Area-Specific versions) may change four (4) 

times throughout the contract period. The variable section (approximately 20 to 76 pages that are unique to each 

area-specific Handbook) may change no more than approximately two (2) times per year to cover the different 

health plans.

NOTE: The self-mailer copies only will have four additional pages in the base section that will be common to all 

versions. All specifications for these four additional pages will be the same as the specifications for the text pages.

All National Handbook versions are 124 pages with no variable pages included. 

TRIM SIZE: 8-3/8 x 10-7/8”.

GOVERNMENT TO FURNISH: Data Files will be furnished via Electronic File Transfer (EFT) in a Gentran 

Mailbox that will be setup by CMS to provide the contractor with access to data files. Immediately after award, the 

contractor must submit the names of two (2) users (one primary user and one backup user) to Christine Crawford 

at chrisine.crawford@cms.hhs.gov.

Applicants must apply for access to the Gentran Mailbox via the following Internet link: https://portal.cms.gov

(select the “New User Registration” tab). A Social Security Number is required for the persons completing the 

form (no exceptions). 

Prior to submitting an online application, contractor to contact Christine Crawford to request a Gentran Mailbox 

number to use when applying online. When online applications are complete, contractor must notify Christine 

Crawford by email (christine.crawford@cms.hhs.gov). Notifications of access will be sent to each applicant when 

approved.

Software: Contractor will need an Internet browser or may use a GIS-compatible Secure File Transfer Protocol 

(SFTP) Client.

The Government will furnish the following deliverables to the contractor:

 Electronic files generated on a MAC computer with MAC OS Monterey, Version 12.6 using Adobe 

InDesign CC2022 in native application format and Adobe Acrobat DC (along with the corresponding 

Pantone Connect for Adobe Creative Cloud plug-in for spot color licensing) will be furnished via email 

(see below for additional specifications).

 One (1) set of color visuals for the pages common to all Handbooks

 Bulk distribution list (an MS Excel file with the addresses will be emailed to the contractor prior to the print 

order being issued). Contractor will be required to create all necessary labels.

 Record layout for mailing addresses will be provided on the first print order.

 One (1) copy of USPS Form 3615, Mailing Permit Application and Customer Profile

 Postage and Fees Paid mailing indicia.

 NCOA certificate
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Adobe InDesign CS2022 and Adobe Acrobat DC Files: The 650 MB or 700 MB files will be generated on a 

MAC computer with MAC OS Monterey version 12.6 using Adobe InDesign CC2022 in native application format. 

Printer and screen fonts are included in the files. PDF files will be supplied to the contractor via email with the 

variable pages that will comprise the last portion of the Handbook. NOTE: Contractor must use CMS supplied 

fonts only. One (1) set of color visuals for the pages common to all Handbooks and the pages that are unique for 

each version of the Handbook will be provided as a general guide.

NOTE: All software upgrades (for specified applications and plug-ins) which may occur during the term of the 

contract must be supported by the contractor.

The electronic files will be for the base (fixed) section, variable section, and covers of the Handbooks. The fixed 

section of the Area-Specific Handbooks is identical for ALL Handbooks. Covers 1, 2, and 3 are identical for ALL 

Handbooks; Cover 4 is unique to each Area-Specific Handbook. The fixed section portion of the Handbook, which 

will comprise the first section of each Handbook, is approximately 116 pages. The variable sections, which will be 

unique to each Area-Specific Handbook, are approximately 20 to 76 pages (20, 24, 28, 32, 36, 40, 44, 48, 52, 56, 

60, 64, 68, 72, or 76 pages) and will follow the fixed section. NOTE: Each Area-Specific Handbook may contain 

a different page count for the variable section at the end of the Handbook.

NOTE: Copy changes for text will usually be updated quarterly but may be updated monthly during the contract 

term. When a change is required, contractor will be furnished with new electronic media.

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

imprint, form number, and revision date, carried in the electronic files, must not print on finished product.

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

TO FURNISH,” necessary to produce the product(s) in accordance with these specifications.

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

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

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

Howard at clinton.howard@cms.hhs.gov.

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.

Line screen resolution must be a minimum of 150 lpi for covers and 133 lpi for text.

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

PROOFS (When Ordered): 

NOTE: The GPO imprint line must be visible on all proofs of Cover 3.

 Two (2) sets of digital color content proofs in book form of the “fixed” section of the Handbook 

(approximate circle folio pages 1 to 116) and Covers 1 through 4. Direct to plate must be used to produce 

the final product with a minimum of 2400 x 2400 dpi. Proofs must be created using the same Raster Image 

Processor (RIP) that will be used to produce the product. Proofs shall be collated with all elements in proper 

position (not pasted up), imaged face and back, trimmed, and folded to the finished size of the product. 
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For Cover 4, two (2) sets of proofs for each version are required. Additionally, two (2) sets of proofs for 

pages that are unique to each book are required, and two (2) sets of proofs for the English, Spanish, Chinese, 

Korean and Vietnamese National Handbooks are required.

 In the first contract year only (base year), unless waived by the Government, the contractor will be required 

to print “test” addresses on Cover 4 of the initial set of digital color content proofs, as specified above. The 

contractor will be required to print or image two (2) sets of “test” addresses in the same format that they 

will be imaged on Cover 4 for 200 test addresses (total of 400 digital color content proofs of Cover 4 only). 

The 200 test addresses will be furnished by CMS. 

USPS Approval of Cover 4 Imaging: For books printed on the first print order, the contractor is responsible 

for obtaining written USPS approval for placement and imaging of addresses. Contractor may work with a 

USPS Mail piece Design Analyst (MDA) of their choosing. Contractor must provide the MDA with 5 

proofs of Cover 4 from each production line at each facility that will be used for this project. The proofs

of Cover 4 must be trimmed to size and be produced on the specified paper stock, with the content of Cover 

4 duplicated in black ink/toner to show the imaged address in the correct position. Each set of proofs must 

indicate the name of the production plant and identify the production line within that plant. Within 48 hours 

of the MDA review, an approval notice reflecting MDA name and contact information must be forwarded 

to: CMS, Attn: Erika Grant, Mail Stop C3-26-22, 7500 Security Boulevard, Baltimore, MD 21244-1850; 

or email erika.grant@cms.hhs.gov. 

Copies of the test address documentation and USPS imaging approvals are required only for the initial set 

of proofs. However, during the term of the contract, should mailing and or deliverability quality issues 

arise, CMS has the authority to request additional proofs and approvals.

 Two (2) sets of inkjet proofs that are G7 profiled and use pigment-based inks for Covers 1 through 4 only. 

A proofing RIP that provides an option for high quality color matching (such as Device Links Technology 

and/or ICC Profiles Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for 

Graphic Technology (as of 3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated 

#1 specifications (CGATS TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a 

GRACoL or SWOP certified proofing media. Proofs must contain the following color control strip to be 

evaluated for accuracy: IDEAlliance ISO 12647-7 Control Strip 2009 or 2013(i1).

Proofs must contain color control bars (such as Brunner, GATF, GRETAG, or RIT) for each color of ink 

on the sheet. Control bars must be placed parallel to the press’s ink rollers and must show areas consisting 

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

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

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

proofs must contain all elements, be in press configuration, and indicate margins. Proofs will be used for 

color match on press. Direct to plate must be used to produce the final product with a minimum of 2400 

x2400 dpi. 

Pantone colors must be simulated on proofs and must be proofed separately on a digital color content, 

overlay, or inkjet proof.

Contractor to submit two (2) sets of ink drawdowns on actual production stock of the black ink and the 

Pantone color(s) used to produce the product. Half of drawdown must show varnish or coating, as 

applicable.

NOTE: Proofs will not be required for the variable pages.
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If any contractor’s errors are serious enough in the opinion of the GPO to require revised proofs, the revised proofs 

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

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

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

PRIOR TO PRODUCTION PAPER SAMPLES: Prior to production paper samples will be required on the first 

order of each contract year and every time the contractor receives a new lot of paper from the paper manufacturer.

(NOTE: At the Government’s option, prior to production paper samples may be waived.)

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

Government, not less than 50 samples of the text stock and 50 samples of the cover stock to be used in the production 

of the contract requirements, as specified under “STOCK/PAPER.” Each sample shall be approximately 8-1/2 x 

11” and must be of the kind and quality required by the specifications.

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

Submit 25 text samples and 25 cover samples to: U.S. Government Publishing Office, Testing and Technical 

Services, Attn: Lowell Brown, Loading Dock, Mailstop: QC 44 H Street, NW, Washington, DC 20401. The 

container and accompanying documentation shall be marked “PAPER SAMPLES” and shall include the GPO 

program number, jacket number, and purchase order number.

Submit 25 text samples and 25 cover samples to: CMS, Attn: Clint Howard, 7500 Security Boulevard, C3-26-23,

Baltimore, MD 21244-1850.

Contractor to submit samples within five (5) workdays of notification of contract award and within five (5) 

workdays of receipt of a new lot of paper from the paper manufacturer at any time during the term of the contract.

The Government will approve, conditionally approve, or disapprove the samples within five (5) workdays of the 

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

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

action required by the contractor. A notice of disapproval shall state the reasons 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 and with no extension in the shipping schedule. The Government will require the time specified 

above to inspect and test any additional samples required.

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

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

termination for default, provided however, that the failure of the Government to terminate the contract for default 

in such event shall not relieve the contractor of the responsibility to deliver the contract quantities in accordance 

with the shipping schedule.

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

specified, the Contracting Officer shall automatically extend the shipping schedule in accordance with the 

procedures as indicated in Contract Clause 12, “Notice of Compliance With Schedules,” of GPO Contract Terms 

(GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)).

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

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

for the production quantity.
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STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein and 

listed for the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 13” dated

September 2019.

Government Paper Specification Standards No. 13 – https://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/vol_13.pdf

All text paper used in each copy must be of a uniform shade. All cover paper must have the grain parallel to the

spine.

Text: White Uncoated Text, basis weight: 50 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A60. Exception: 45 

lbs. per 500 sheets is allowed.

Cover: White Matte-Coated Cover, basis weight: 65 lbs. per 500 sheets, 20 x 26”, equal to JCP Code L50. 

Exception: Gloss: Average each side not to exceed 35%.

PRINTING: Publication prints head-to-head, with an occasional head-to-side. 

Text: A minimum of 133-line screen for text is required.

All text pages (fixed pages and variable pages) print in black and one Pantone color (Pantone 300 Blue) and may 

consist of halftones, illustrations, gradient tones, type, and line matter throughout. Text pages contain some bleeds. 

Fixed section text is circle folioed 1 through 116 (estimated). The variable section is the balance of the book. 

There are no blank text pages. Some text pages may print “This page intentionally left blank,” or “NOTES.”

Cover: A minimum of 150-line screen for covers is required. Covers 1 and 2 print differently for the bulk and selfmailer copies.

Bulk Distribution Copies: Covers 1 and 2 print four-color process and one Pantone color (Pantone 300 Blue). 

Printing may consist of halftones, illustrations, bleeds, type, and line matter. NOTE: Pantone 300 must be printed 

as a solid Pantone color. Process builds are not allowed.

Self-Mailer Copies: Covers 1 and 2 print black and two Pantone colors (Pantone 300 Blue and Pantone 186 Red).

Printing may consist of halftones, illustrations, bleeds, type, and line matter. 

All Copies:

Cover 3 prints black only with the GPO imprint line in lower right-hand corner. NOTE: GPO imprint line MUST 

print on Cover 3 as specified. GPO imprint line must be in accordance with Contract Terms (GPO Publication 

310.2, effective December 1, 1987 (Rev. 01-18)).

Cover 4 prints one Pantone color (Pantone 300 Blue) consisting of type, line matter, and logo. Contractor may 

knock out address area to be inkjet, if necessary. NOTE: Mailing indicia on Cover 4 must not print on bulk 

shipment copies (see Attachment A).

After printing, apply a non-yellowing, dull satin coating (varnish or aqueous) to prevent smearing and scratching. 

Coating must be dull satin (not gloss).

Bulk distribution covers must be printed on a press capable of printing five colors in a single pass through the press 

(minimum of five printing units). Self-mailer covers must be printed on a press capable of printing three colors in 

a single pass through the press (minimum of three printing units).
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VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR SELF-MAILERS): 

Contractor to address Cover 4 using ink jet, laser, or suitable method using a sans serif font that meets USPS 

guidelines (http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf).

Address should read parallel to the short dimension of Cover 4 with placement and location in compliance with 

applicable USPS addressing guidelines (See Attachment A). NOTE: Furnished addresses can be up to eight (8) 

lines of address information; it is possible for the address block to use 10 lines of data, including barcodes. 

After addressing, the addresses must not run or bleed when in contact with water and must be clear and legible. All 

address elements, components, ink characteristics, and barcodes must meet USPS automated flat mail processing 

equipment compatibility standards and comply with all related USPS requirements as cited in the Mailing Standards 

of the United States Postal Service, Domestic Mail Manual and Flat Mail processing guidelines in effect at time of 

mailing (http://pe.usps.gov).

PRESS SHEET INSPECTION: The following inspections may be held at the contractor’s production facility:

 Text pages press sheet inspection. Text pages will consist of 16 variable pages within the fixed section 

supplied by agency. (NOTE: The 16 variable pages must be consecutive pages, as selected by the ordering 

agency, in the correct numerical order, and imposed so they fold as a 16-page section. This 16-page section 

may be produced as needed to accommodate the contractor’s printing equipment.)

 Cover pages press sheet inspection

At Government’s option, press sheet inspections may be virtual or onsite at contractor’s facility.

Contractor is to print an open 8-point star symbol, or a similar pre-identified unique symbol, within the finished 

trim area on each signature, which will be honed off after color “O.K.” standards have been established during the 

press sheet inspection. 

Final makeready press sheets and imaged products may be inspected and approved at the contractor’s plant for

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

and imaged product, contractor is charged with maintaining those standards throughout the press run (within

QATAP tolerances when applicable) and with discarding all makeready sheets that preceded approval. When a 

press sheet inspection is required, it will be specified on the individual print order. See GPO Publication 315.3

(Guidelines for Contractors Holding Press Sheet Inspections) dated January 2015. NOTE: A press sheet inspection 

is for the purpose of setting specific standards that are to be maintained throughout the entire run. It does not

constitute a prior approval of the entire run.

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

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

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

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

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

luminaries. The viewing conditions must conform to ISO 3664-2009; a viewing booth under controlled conditions 

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

NOTE: If the contractor is printing text pages and/or cover pages in multiple locations, then a single text press 

sheet inspection will be held at the location that is printing first, and the contractor is responsible for maintaining 

the same standards at all other printing locations. If a contractor is printing covers in multiple locations, then a 

single cover press sheet inspection will be held at the location that is printing first, and the contractor is responsible 

for maintaining the same standards at all other printing locations.
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The contractor must have the signed and approved proofs available for the section being printed at the text and 

cover press sheet inspections. The contractor must not print prior to receipt of an “O.K. for Color.” NOTE: If 

multiple plants are being used to print, contractor must have a copy of the signed-off press sheet at each plant.

MARGINS: Margins will be as indicated in the furnished electronic media for the Handbook. Inadequate gripper 

margins. Text pages throughout may bleed at the head, foot, and outside edge. Contractor is responsible for 

extending bleeds on furnished materials as necessary to ensure bleeds on final product.

BINDING: Perfect-bind text and wraparound cover; trim three sides (bind on the left 10-7/8”dimension). NOTE: 

The four additional pages in the self-mailer copies will bind at the front of the Handbook.

Center hinge score front and back - not to extend beyond 1/4” from bind edge. Grain must run parallel to spine. 

Glue the front and back covers to the first and last text pages between the scores and the bind.

PACKING: 

Bulk Shipments - Pack each version separately and identify the shipping containers with the version name, item 

number, publication number, inventory control number, and publication revision date which will be provided at the 

postaward conference. Each shipping container in all shipments must contain this information on the actual 

shipping container. 

Pack suitable per shipping container not to exceed 40 pounds when fully packed. 

All shipments which fill less than a shipping container must be packaged with materials of sufficient strength and 

durability and in such a manner which will guarantee that the product will not be damaged and the package will not 

open nor split when shipped.

Mailed Shipments - Single copies are to be mailed as self-mailers.

Pallets are required for mailed quantities. Pallets must be prepared in accordance with the requirements in the 

Domestic Mail Manual (also available on the Internet at www.usps.com). Further details on pallet loading and 

flagging may be obtained by consulting local Postal Customer Representatives or regional pallet team.

Pallets (required for motor freight ship only): Pallets must be type III and must conform to Federal Specifications 

NN-P-71C, and any amendments thereto except for dimensions and single center stringer. Full entry MUST be on 

the 40” width. Receipt of incorrect pallets may result in a charge for each incorrect pallet which will be assessed 

against the contractor. This charge will cover additional costs incurred by CMS to re-palletize the shipment onto 

correct pallets. Loaded pallets must be machine wrapped with shrinkable or stretchable plastic strong enough to 

retain the integrity of the pallet during transportation and handling. Do NOT use metal strapping or pallet caps for 

securing material on pallets. Copies on pallets must be consolidated so that there is no more than one (1) partial 

pallet per destination. 

Pallet preparation and pallet sortation are subject to specific USPS standards. Pallets and related labeling must be 

prepared in accordance with the current Mailing Standards of the U.S. Postal Service’s current DMM as published 

at http://pe.usps.com. (See Attachment B for CMS Pallet instructions.)

LABELING AND MARKING (Package and/or Container Label):

Bulk Shipments - Contractor to download GPO Form 905 (R. 7-15) – Labeling and Marking Specifications which 

can be located on GPO.gov, fill in appropriate blanks, and attach to shipping containers, located to where CMS 

Warehouse can see on rack system. 

Mailed Shipments - Address individual copies for mailing as specified under “VARIABLE COMPUTERIZED 

IMAGING (ADDRESSING FOR SELF-MAILERS).” 
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Contractor to create and affix placards to the pallets according to the content and destination of the mail. At least 

two (2) clearly visible, white placards must be affixed to two (2) adjacent sides of each pallet. Contractor to label 

placards bearing Intelligent Mail Barcodes (IMb) in accordance with the current USPS Mailing Standards.

For shipments to United Systems of Arkansas, Inc., pallets must be 40 x 48”, either stringer or block pallet type. 

Pallet stack height is a maximum of 56”, including pallet height.

DEPARTMENTAL RANDOM COPIES (BLUE LABEL): All orders must be divided into equal sublots in 

accordance with the chart below. A random copy must be selected from each sublot. Do not choose copies from 

the same general area in each sublot. The contractor will be required to certify that the copies were selected as 

directed using GPO Form 917 – Certificate of Selection of Random Copies which can be located on GPO.gov. The 

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

Quantity Number of 

 Ordered Sublots 

500 - 3,200 50

3,201 - 10,000 80

10,001 - 35,000 125

35,001 and over 200

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

Departmental Random Copies (Blue Label), which must be printed on blue paper and affixed to each affected 

container. This form can be downloaded from GPO.gov. The container and its contents shall be recorded separately 

on all shipping documents and sent to: CMS, CMS Receiving Clerk, 7500 Security Boulevard, Baltimore, MD 

21244-1850.

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

A copy of the signed Certificate of Selection of Random Copies must accompany the invoice sent to U.S. 

Government Publishing Office, Financial Management Service, for payment. Failure to furnish the certificate may 

result in delay in processing the invoice.

QUALITY ASSURANCE RANDOM COPIES: In addition to the Departmental Random Copies (Blue Label),

the contractor may be required to submit quality assurance random copies to test for compliance against 

specifications. The print order will indicate the number required, if any. When ordered, the contractor must divide 

the entire order into equal sublots and select a copy from a different general area of each sublot. The contractor will 

be required to certify that copies were selected as directed using GPO Form 917 - Certificate of Selection of Random

Copies which can be located on GPO.gov. Copies will be paid for at the running rate offered in the contractor’s bid,

and their cost will not be a consideration for award. A copy of the print order/specifications must be included with 

the samples.

Business Reply Mail labels will be furnished for mailing the quality assurance random copies. The copies are to be 

mailed at the same time as the first scheduled shipment. A U.S. Postal Service approved Certificate of Mailing, 

identified by GPO program, jacket, and print order numbers must be furnished with billing as evidence of mailing.

DISTRIBUTION:

 Deliver f.o.b. destination up to approximately 15% of the bulk mail copies ordered on a print order to: 

CMS, CMS Receiving Clerk, 7500 Security Boulevard, Baltimore, MD 21244-1850. (Telephone: (410) 

786-2948). The inventory control number, publication number, and revision date must appear on each 

container.

 Deliver f.o.b. destination up to approximately 10% of the bulk mail copies ordered on a print order to: 

United Systems of Arkansas, Inc., Attn: PODFO, 4949 West Bethany Road, Little North Rock, AR, 72117 

(Telephone: (800) 264-0812). 
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 Deliver f.o.b. contractor’s city approximately 50,000 to 75,000 copies of the National English Handbooks

ordered on a print order to approximately 500 to 750 domestic addresses(including Puerto Rico, U.S. Virgin 

Islands, and Atlantic Euro).

 Deliver f.o.b. contractor’s city approximately 15,000 to 30,000 copies of the National Spanish Handbooks

ordered on a print order to approximately 300 to 450 domestic addresses(including Puerto Rico, U.S. Virgin 

Islands, and Atlantic Euro) and approximately 1,000 to 3,000 copies of each language for the National 

Chinese, National Korean, and National Vietnamese Handbooks ordered on a print order to approximately 

45 to 50 domestic addresses (including Puerto Rico, U.S. Virgin Islands, and Atlantic Euro).

 Mail f.o.b. contractor’s city all self-mailer copiesto domestic addresses nationwide, including the American 

Territories (including Puerto Rico, U.S. Virgin Islands, and Atlantic Euro).

No shortages will be accepted. Contractor must go back to press to make up any shortages.

CMS Delivery: Receiving hours are Monday through Friday, 7:30 a.m. to 3:30 p.m., on a “first come, first serve” 

basis (no appointment necessary). The contact number is (410) 786-2948.

NOTE: Any shipments sent to CMS using FedEx must use FedEx packaging and containers .

United Systems of Arkansas, Inc. Delivery: Normal receiving hours are 6:00 a.m. to 5:00 p.m., Central Standard 

Time (CST), Monday through Friday. (No after hours or weekend deliveries are accepted unless pre-approved 

through shipping/receiving.) No appointments are necessary. Please email Robert Bluejacket at 

bluejacket@usaimages.net with the delivery date of bulk items.

Mailing: All versions mailed will have a printed “Postage and Fees Paid” permit imprint mailing indicia. The 

contractor is cautioned to use the permit imprint only for mailing material produced under this contract. 

The contractor is required to obtain the maximum USPS postage discounts possible in accordance with USPS 

Standard Mail/Entry Point automated and non-automated mail discount structures in effect at the time of mailing. 

Intelligent Mail Barcode (IMb): During the term of this contract, CMS self-mailers will be required to meet the 

Full-Service option using Intelligent Mail barcodes to access automation postal rates for flats.

The contractor must understand and be able to implement all mail preparation requirements enacted by the Postal 

Service related to using Full Service Intelligent Mail. The requirements include, but are not limited to, preparing 

Intelligent Mail barcodes meeting USPS quality acceptance standards. Experience with assigning unique numbers 

for each mail piece, preparing electronic manifests, making electronic appointments, producing revised tray/pallet 

label formats, and other similarly-detailed IMb requirements as mandated by the Postal Service is essential.

Mailing Documentation: The contractor shall provide CMS with complete copies of all documents, including 

GPO’s corresponding Form 712 (Certificate of Compliance) used by the USPS to verify and accept the mail. The 

contractor shall place the Federal Agency cost code of 271-10007 on all USPS forms 3615. The contractor shall 

provide the copies to CMS’s Mail Management Team within 72 hours of being provided to the USPS. All copies 

must be legible and include both obverse and reverse sides. Contractor to deliver to: Centers for Medicare and 

Medicaid Services, Attn: Erika Grant, Mail Stop C3-26-22, 7500 Security Boulevard, Baltimore MD 21244-1850.

Certificate of Conformance: When using Permit Imprint Mail, the contractor must complete GPO Form 712 -

Certificate of Conformance (Rev. 10-15), and the appropriate mailing statement or statements supplied by USPS. 

A fillable GPO Form 712 Certificate of Conformance can be found at https://www.gpo.gov/how-to-work-withus/vendors/forms-and-standards.
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Mail Storage/Staging: Mailing must be assembled and stored for eventual turnover to the USPS. Mailing for 

delivery to all destinations must be turned over to assure on-time delivery to partners and beneficiaries. If trucktrailers (vans) will be needed from the USPS, it is the contractor’s responsibility to schedule an advance planning 

meeting with the USPS and request these services. However, physical loading is the contractor’s responsibility, in 

conformance with the USPS loading plan. The Government may inspect the storage and staging operations at the 

contractor’s facilities. 

Unless otherwise specified, during storage/staging, the contractor must not stack the pallets more than two (2) 

pallets high.

Upon completion of each order, contractor must notify the ordering agency (on the same day the order 

delivers/mails) via email to the address indicated on the print order. The subject line of the email shall be 

“Distribution Notice for Program 199-S, Print Order XXXXX, Jacket Number XXX-XXX.” The notice must 

provide all applicable tracking numbers, delivery/mailing methods, and title of product. Contractor must be able to 

provide copies of all delivery/shipping receipts upon agency request.

Within three (3) workdays of completion of distribution, contractor to furnish 25 samples to: CMS, Attn: Clint 

Howard, 7500 Security Boulevard, Mail Stop C3-26-23, Baltimore, MD 21244-1850. 

All expenses incidental to picking up and returning furnished materials (as applicable), submitting proofs, prior to 

production paper samples, other materials associated with this contract, and/or furnishing samples must be borne 

by the contractor.

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job 

prior to receipt of the individual print order (GPO Form 2511).

Print orders will be furnished via email.

Contractor to deliver one (1) set of digital color content proofs, one (1) set of inkjet proofs, and one (1) set of ink 

drawdowns to: CMS, Attn: Clint Howard, C3-26-23, 7500 Security Boulevard, Baltimore, MD 21244-1850.

Contractor must indicate jacket number, program number, print order number, and “PROOFS” on proof package(s).

Contractor to deliver one (1) set of digital color content proofs, one (1) set of inkjet proofs, and one (1) set of ink 

drawdowns to: Government Publishing Office, GPO Quality Control for Published Products (QCPP), Stop: CSPS, 

Room C613, 732 North Capitol Street NW, Washington, DC 20401 (Telephone: (202) 512-0542). Contractor must 

indicate jacket number, program number, print order number, and “PROOFS” on proof package(s). Contractor must 

notify QCPP (qcpp@gpo.gov) immediately upon submitting proofs. NOTE: This set will be held by the GPO and 

will not be returned to the contractor.

NOTE: The delivery addresses for the proofs may change. Contractor will be notified after award.

If applicable, furnished electronic media and visual(s) must be returned with proofs.

The test address proofs must be sent to: CMS, Attn: Erika Grant, Mail Stop C3-26-22, 7500 Security Boulevard, 

Baltimore, MD 21244-1850. 

No definite schedule for pickup of material/placement of orders can be predetermined.

NOTE: After award, and immediately upon approval of the contractor’s project plans, the first print order will be

issued containing approximately three (3) months of mailings. In the event that more than one monthly mailing is 

combined on a single print order, the delivery schedule set forth below shall apply to each print order submitted;

multiple monthly mailings will run concurrently. No additional time will be allowed for multiple monthly mailings 

placed on a single print order.
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The following schedules begin the workday after notification of availability of print order and furnished material; 

the workday after notification will be the first workday of the schedule.

Prior to Production Paper Samples –

 Contractor to submit prior to production paper samples within five (5) workdays of notification of contract 

award and within five (5) workdays of receipt of a new lot of paper from the paper manufacturer at any 

time during the term of the contract, as applicable.

 The Government will approve, conditionally approve, or disapprove the samples within five (5) workdays 

of the receipt thereof.

Production Schedule –

 When required, contractor to submit all proofs within six (6) workdays of notification of availability of 

print order and furnished material.

 Proofs will be withheld no more than 10 workdays from their receipt at the ordering agency until they are 

made available for pickup. (NOTE: The first workday after receipt of proofs at the ordering agency is day 

one (1) of the hold time.)

 If required due to author’s alterations, contractor to submit revised proofs within two (2) workdays of 

notification of author’s alterations.

 Revised proofs will be withheld no more than two (2) workdays from their receipt at the ordering agency 

until they are made available for pickup. (NOTE: The first workday after receipt of proofs at the ordering 

agency is day one (1) of the hold time.)

 Contractor to complete production and distribution for all mailing within 18 workdays of receipt of “O.K. 

to Print” on proofs. 

 If bulk shipments are required on an order, five (5) additional workdays will be added to the schedule.

Scheduling Inspections: Press sheet inspections MUST be held during normal business hours (8:00 a.m. to 5:00 

p.m., local prevailing time) on Government workdays, Monday through Friday. Press sheet inspections will NOT 

be held on weekends or Federal holidays.

The contractor must notify the GPO of the date and time the press sheet inspection can be performed. In order for 

proper arrangements to be made, notification must be given at least three (3) workdays prior to the inspection. 

Notify the U.S. Government Publishing Office, Quality Control for Published Products (QCPP), Washington, DC 

20401at (202) 512-0542. Telephone calls will only be accepted between the hours of 8:00 a.m. and 2:00 p.m.,

prevailing Eastern Time, Monday through Friday. NOTE: See Contract Clause 14(e)(1), Inspections and Tests of 

GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)). When supplies are not 

ready at the time specified by the contractor for inspection, the Contracting Officer may charge to the contractor 

the additional cost of the inspection. 

NOTE: At the same time as notifying GPO, contractor must notify CMS, as follows: Clint Howard, telephone 

number (410) 786-1962.

It is the contractor’s responsibility to schedule all inspections with the Government, including inspections held at 

different plants and subcontractor’s facilities. The Government will not accept inspection appointments 

communicated by subcontractors hired by the contractor.
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It is the contractor’s responsibility to ensure that appropriate personnel are on site during all inspections that can 

make any potential corrections, adjustments, and repairs, including the creation of new plates, prepress adjustments, 

and mixing inks.

The ship/deliver date indicated on the print order is the date products ordered for delivery f.o.b. destination must be 

delivered to the destinations specified and the date products ordered for mailing f.o.b. contractor’s city must be 

delivered to the U.S. Postal Service. 

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

furnished with each order or shortly thereafter. In the event such information is not received in due time, the 

contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request 

such information.

For compliance reporting purposes, the contractor must notify the U.S. Government Publishing Office of the date 

of shipment or delivery, as applicable. Upon completion of each order, contractor must contact the Shared Support 

Services Compliance Section via email at compliance@gpo.gov; or via telephone at (202) 512-0520. Personnel 

receiving the email or call will be unable to respond to questions of a technical nature or to transfer any inquiries. 
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SECTION 3. - DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered in the “SCHEDULE OF PRICES” to 

the following units of production which are the estimated requirements to produce one (1) year’s production under 

this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of work 

which may be ordered for a like period of time.

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.”

I. (a) 5,926

(b) 104

(c) 405

(1) (2)

II. (a) 71 188

(b) 411 4,222

(c) 12 4,410

(d) 8 4,222

(e) 1,008 12,252

(f) 231 2,456

(g) 204 2,081

III. (a) 376,226

(b) 8,820

IV. (a) 7,159

(b) 4,267
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THIS PAGE IS INTENTIONALLY BLANK.
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SECTION 4. - SCHEDULE OF PRICES

Bids offered f.o.b. contractor’s city for all mailing and f.o.b. destination for all other consignments. 

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), NA (Not Applicable), or blank spaces for an item may be declared nonresponsive.

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production 

(whether or not such items are included in the DETERMINATION OF AWARD) that are inconsistent or unrealistic 

in regard to other prices in the same offer or to GPO prices for the same operation if such action would be in the 

best interest of the Government.

All invoices submitted to the GPO shall be based on the most economical method of production. 

Fractional parts of 1,000 will be prorated at the per-1,000 rate. 

Cost of all required paper must be charged under Item III., “PAPER.”

Contractor’s billing invoices must be itemized in accordance with the line items in the “SCHEDULE OF PRICES.”

I. PROOFS: 

(a) Digital color content proofs.............................................................................. per page......$___________

(b) Inkjet (G7) proofs............................................................................................. per page .....$___________

(c) Laser proofs (Test addresses - Cover 4)........................................................... per page......$___________

II. PRINTING AND BINDING: Prices offered shall include the cost of all required materials and operations 

necessary (excluding proofs and paper) for the complete printing and binding of the product listed in accordance 

with these specifications.

Contractor must submit their makeready/setup and running costs for the base 116-page base (fixed) section 

under Item II.(c). This price shall include all makeready/setup and running costs for printing and binding the 

base 116 text pages in accordance with these specifications. Only one (1) makeready charge will be allowed 

for the 116-page base section per order, regardless of the number of versions ordered on the same print order.

Charges will be allowed on the basis of that combination of the base 116-page section (as specified above) and 

other signatures for the variable pages as may be required, plus the cover.

_____________

Initials
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Makeready Running Per

and/or Setup 1,000 Copies

(1) (2)

(a) Complete Cover (Bulk Copies): 

Printing in four-color process plus

one additional ink color,

including coating and binding .........................per complete cover......$___________ $___________

(b) Complete Cover (Self-Mailers): 

Printing in three ink colors,

including coating and binding .........................per complete cover......$___________ $___________

(c) 116-Page Base Section:

Printing in two ink colors, including binding....... per base section......$___________ $___________

(d) Self-Mailers Only:

Four additional text pages

printing in two ink colors,

including binding.......................................................per signature......$___________ $___________

(e) 16-Page Signature: 

Printing in two ink colors,

including binding.......................................................per signature......$_____________ $____________

(f) 8-Page Signature:

Printing in two ink colors,

including binding.......................................................per signature......$___________ $___________

(g) 4-Page Signature:

Printing in two ink colors,

including binding.......................................................per signature......$___________ $___________

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:

Text - Each 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.

NOTE: Contractor’s bid prices must include the cost of the prior to production paper samples.

Per 1,000 leaves

(a) Text: White Uncoated Text (50-lb. or 45-lb.) .......................................................................$___________

(b) Cover: White Matte-Coated Cover (65-lb.)...........................................................................$___________

_____________

Initials
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IV. PACKING AND DISTRIBUTION: Prices must be all-inclusive, as applicable, and must include the cost of 

packing; shipping containers; pallets; all necessary wrapping and packing materials; addressing; labeling and 

marking; and, distribution, in accordance with these specifications. 

(a) Bulk Shipments - Packing and sealing shipping containers....................... per container......$___________

(b) Mailed Shipments - Addressing single copies (self-mailers)................per 1,000 copies......$___________

LOCATION OF POST OFFICE: All mailing will be made from the __________________________________

Post Office located at Street Address _____________________________________________________________,

City_____________________________, State___________________________, Zip Code__________________.

_____________

Initials
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SHIPMENTS: Shipments will be made from: City ________________________ State ____________________.

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. contractor’s 

city is specified. If no shipping point is indicated above, it will be deemed that the bidder has selected the city and 

state shown below in the address block, and the bid will be evaluated and the contract awarded on that basis. If 

shipment is not made from evaluation point, the contractor will be responsible for any additional shipping costs 

incurred.

DISCOUNTS: Discounts are offered for payment as follows: ___________ Percent ___________ Calendar Days. 

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

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

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

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

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

in exact accordance with specifications. 

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

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

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

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

of all pages in “SECTION 4. – SCHEDULE OF PRICES,” including initialing/signing where indicated. Valid 

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

signatures must be verifiable of the person authorized by the company to sign bids. Failure to sign the signature 

block below may result in the bid being declared non-responsive.

Bidder ______________________________________________________________________________

 (Contractor Name) (GPO Contractor’s Code)

__________________________________________________________________________________________

 (Street Address)

__________________________________________________________________________________________

 (City – State – Zip Code)

By_________________________________________________________________________________________

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

___________________________________________________________________________________________

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

___________________________________________________________________________________________

THIS SECTION FOR GPO USE ONLY

Certified by: __________ Date: __________ Contracting Officer: __________ Date: __________

(Initials) (Initials)

___________________________________________________________________________________________
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199-S (08/24) ATTACHMENT 

A Page 1 of 2
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Please note that furnished addresses can be up to eight lines of address information, and it is possible for the 

address block to use ten lines of data, including bar codes. 

JANE BENEFICIARY

JOE BENEFICIARY

MAILSTOP SL-12-16

SOUTH BUILDING

7500 SECURITY BOULEVARD

BALTIMORE, MD 21244-1850

JANE BENEFICIARY

JOE BENEFICIARY

MAILSTOP SL-12-16

SOUTH BUILDING

DIVISION OF PUBLICATIONS

7500 SECURITY BOULEVARD

BALTIMORE, MD 21244-1850

JANE BENEFICIARY

JOE BENEFICIARY

BUILDING ENGINEERS

MAILSTOP SL-12-16

ADMINISTRATIVE SERVICES GROUP

SOUTH BUILDING

7500 SECURITY BOULEVARD

BALTIMORE, MD 21244-1850

ATTACHMENT A Page 2 of 2
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ATTACHMENT B Page 1 of 1
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SIGNATURE PAGE

I have read the HHS Rules of Behavior (HHS Rules), version 2008-0001.003S, dated February 12, 2008 

and understand and agree to comply with its provisions. I understand that violations of the HHS Rules or 

information security policies and standards may lead to disciplinary action, up to and including 

termination of employment; removal or debarment from work on federal contracts or projects; and/or 

revocation of access to Federal information, information systems, and/or facilities. I understand that 

exceptions to the HHS Rules must be authorized in advance in writing by the OPDIV Chief Information 

Officer or his/her designee. I also understand that violation of laws, such as the Privacy Act of 1974, 

copyright law, and 18 USC 2071, which the HHS Rules draw upon, can result in monetary fines and/or 

criminal charges that may result in imprisonment.

Signatures:

Date Signed:

Employee’s/Users Name:

APPROVED BY AND EFFECTIVE ON:

/s/ February 12, 2008

Michael Carleton DATE

HHS Chief Information Officer

The record copy is maintained in accordance with GRS 1, 18.a.

EXHIBIT 4 Page 2 of 3 EXHIBIT 4 Page 3 of 3
EXHIBIT 5 Page 1 of 2
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EXHIBIT 6 Page 1 of 2

MONTHLY ORDER ONLY (NO BULK ORDERS): See approximate number of monthly copies required for 

the 52 different versions from previous orders as specified in the below chart. This is for informational purposes 

only; there is no guarantee that future orders will have the exact same quantity/version.

Handbook Name

Publication 

Number ICN

Approximate 

Copies

National English 10050 003894 15

Northern California 10050-01 006578 15,000

Southern California 10050-02 006579 21,000

Alaska and Hawaii (Includes Pacific Territories and Pacific Military) 10050-03 006580 2,500

Arizona 10050-06 006583 6,500

Nevada 10050-07 006584 2,800

New Mexico 10050-08 006585 2,300

Colorado 10050-09 006586 5,400

Oklahoma 10050-12 006588 4,000

Kansas 10050-13 006509 3,000

Arkansas 10050-14 006589 3,300

Missouri 10050-16 006591 6,300

Mississippi 10050-17 006592 3,200

Louisiana 10050-18 006593 5,100

Texas 10050-19 006594 24,800

Michigan 10050-20 006595 11,000

Ohio 10050-21 006510 12,500

Illinois 10050-23 006512 12,800

Wisconsin 10050-24 006596 6,500

South Carolina 10050-25 006597 5,500

Georgia 10050-26 006598 9,800

Northern Florida 10050-27 006599 13,000

Southern Florida 10050-28 006600 9,500

Pennsylvania 10050-31 006513 14,700

West Virginia 10050-32 006514 2,300

Virginia 10050-33 006603 8,500

North Carolina 10050-34 006604 10,500

New York City 10050-38 006608 12,300

Upstate New York 10050-39 006609 7,300

New Jersey and Puerto Rico (includes Virgin Islands, Atlantic Euro) 10050-40 006610 9,000

Minnesota 10050-41 006517 5,500

Nebraska 10050-42 006519 2,000

North Dakota and South Dakota 10050-43 006518 1,800

Washington 10050-44 006515 7,900

Utah 10050-45 006516 2,200

Maine 10050-46 006894 1,700
EXHIBIT 6 Page 2 of 2

Handbook Name

Publication 

Number ICN

Approximate 

Copies

Connecticut 10050-47 006895 3,700

Massachusetts 10050-48 006897 7,200

Delaware 10050-49 006899 1,100

Tennessee 10050-50 006901 7,100

Kentucky 10050-51 006520 4,800

Idaho 10050-52 006521 1,800

Indiana 10050-53 006522 6,800

Iowa 10050-54 006523 3,400

Alabama 10050-55 006900 5,400

Maryland and DC 10050-56 006898 6,700

Oregon 10050-57 006892 4,800

Montana and Wyoming 10050-58 006891 2,000

New Hampshire 10050-59 006893 1,700

Vermont 10050-60 006896 800

Rhode Island 10050-61 006524 1,200

New Jersey and Puerto Rico (includes Virgin Islands, Atlantic Euro) 10050-1S 006611 2,800