Jacket: 735‐144

Title: USDA Ballots and Postcards

Agency: USDA Ballots and Postcards

Bid Opening: May 16, 2023 at 2:00 PM

Bid Terms Discounted Total

$401,545.00 5.0% 21 days $381,467.75

$489,154.29 2.0% 20 days $479,371.20

$530,774.00 0.0% 0 days $530,774.00

$746,201.00 0.5% 20 days $742,470.00

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SPC

Contractor Name

Amidon

RRD

Advantage
Specifications by cs Jacket 735-144

Reviewed by ms

Page 1 of 13 

BID OPENING: Bids shall be opened at 2:00 p.m., prevailing Central Standard Time (CST), on May 16, 2023 for 

the U.S. Government Publishing Office, Northcentral Region. This will NOT be a public bid opening.

BID SUBMISSION: Bidders MUST submit email bids to bidschicago@gpo.gov for this solicitation. See also 

“ADDITIONAL EMAILED BID SUBMISSION PROVISIONS”.

No other method of bid submission will be accepted at this time.

The Jacket number “735-144” and bid opening date “May 16, 2023” must be specified in the subject line of the emailed 

bid submission. Bids received after “2:00 p.m. Central” on the bid opening date specified above will not be considered 

for award.

All the requirements of these specifications apply equally to all items unless otherwise indicated.

Any questions before award concerning these specifications call Chuck Szopo, at 312-353-3916 x 6 or email at 

cszopo@gpo.gov

PRODUCTS:

Item (1) Nomination Postcards

Item (2) Annual Election Self-mailer 

Item (3) Reminder Postcards

Item (4) Make-up Election Self-mailer

BIDDERS, PLEASE NOTE: GPO has issued a new GPO Publication 310.2, GPO Contract Terms - Solicitation 

Provisions, Supplemental Specifications, and Contract Clauses (Rev 1-18). Prospective bidders should carefully read this 

publication as the applicable terms within become an integral part of this contract. The document is posted at 

https://www.gpo.gov/how-to-work-with-us/vendors/forms-and-standards along with a list revisions.

PREDOMINANT PRODUCTION FUNCTION: The predominant production function is offset printing. This function 

may NOT be subcontracted. Contractors who subcontract this function will be declared not responsible.

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 5 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.

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

required to produce the product ordered under these specifications from falling into unauthorized hands. Unless

otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed.

***The contractor will be required to furnish a security control plan with their bid that must include specific procedures 

and controls that will be undertaken to ensure compliance with security of the furnished materials and destruction of all

extra copies, materials, waste, etc.***

The contractor shall not retain or distribute, in any form, any part of the materials furnished which are not consumed in 

the preparation of the work, or which age generated as a result of this contract. Proper precautions shall be taken to
Page 2 of 13 Jacket 735-144

ensure that all GFP are carefully protected from being soiled, torn, or otherwise mutilated. TheGFP shall be returned 

in the same condition as originally furnished.

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.

TITLE: 2023-24 USDA/County Committee Election Postcards/Ballots/Urban

QUANTITIES: 

Item (1) Nomination Postcards: 1,800,007 copies or one postcard per address

Item (2) Annual Election Ballot Self-mailer: 1,800,007 copies 

Item (3) Reminder Postcards: 1,800,007 copies or one postcard per address

Item (4) Make-up Election Ballot Self-mailer: 100,007 copies 

(Includes 5 agency and 2 GPO Inspection samples for each item.

Note: Exact quantities will be known when mailing lists become available. If the exact quantities are less 

than the above, a contract modification will be issued for the reduction after award using the contractor’s

additional rate (excluding make-ready cost).

PAYMENT: The contractor may invoice for only the mailed/delivered portion of order, i.e., contractor will not receive 

the complete purchase order amount until the last partial mailed/delivery is received by agency. No exceptions.

SIZE: MUST MEET ALL POSTAL REGULATIONS - contractor is responsible for creating the designs at no

added charge.

Items (1 & 3) Postcards: 6 x 4-1/4”.

Items (2 & 4) Self-mailers:

Approximately 10.5 x 21.25” overall flat size” (includes an approx. 3-7/8” block out panel) overall flat size (including

stubs), folded & constructed to approximately 10.5 x 4.5”.

Five panels approximately: Panel 1 (top): = 4-1/2”; Panel 2: = 4-1/2”; Panel 3: = 4-1/4”; Panel 4: = 4-1/4”; and Panel 5 - 

Block out panel = 4” (bottom-inside envelope pocket, when constructed). Contractor may need to adjust panelsizes for

final construction.
Page 3 of 13 Jacket 735-144

GOVERNMENT TO FURNISH:

One PDF to be used as a template will be provided for the contractor to create & design the self-mailers. A sample copy 

can be e-mailed at the contractor’s request prior to award. Contractor to adjust fonts and sizes per agency instructions.

Mailing list will be sent to contractor on the below dates. The template and the mailing lists cells will be placed onthe 

contractor’s FTP site or sent via email. Call Samuel Johnson, 202-222-5419 or Kim Deal, 202-772-6046 after award to 

receive files.

Sample record layout will be provided prior to printing. Record layout will include:

- County Office Name and Address

- Ballot Counting Date and Address

- State Code

- COC

- LAA

- Candidate Names

- Voter

- Election Date and Mail Date

Contact Sam Johnson or Kim Deal with any questions related to thedesigning of the self-mailers. When the design is 

complete, email a PDF proof to samuell.johnson@usda.gov and kim.deal@usda.gov. Do not proceed until OK to 

continue is given by agency.

Addresses will be based on ballots being mailed to eligible voters in approximately 2,315 counties covering 50 states, 

the District of Columbia, Puerto Rico, and overseas territories. Each county is divided into multiple local administrative

areas (LAA). The annual elections in each county generally fill one position on the committee fromthe local

administrative areas whose committee seats are up for election.

Contractor MUST email delivery verification information to VerifyChicago@gpo.gov within 24 hours of delivery. Enter 

the Jacket number in the subject line and place method of shipment and the delivery date in the body of the message. 

Failure to follow this procedure may result in delayed payment after invoicing.

IDENTIFICATION MARKS: Identification markings such as register marks, ring folios, rubber stamped jacket

numbers, commercial identification marks of any kind, etc., including GPO imprint, form number, and revision date,

carried on copy, electronic files, or film, 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.

PROOFS: 

PDF proofs for each item prior to delivering proofs.

Email PDF proofs to samuell.johnson@usda.gov, kim.deal@usda.gov, and cszopo@gpo.gov

Contractor to submit one "Press Quality" PDF "soft" proof (for content only) for each item using the same Raster Image 

Processor (RIP) that will be used to produce the final printed product. PDF proof will be evaluated for textflow, image 

position, and color breaks. Proof will not be used for color match.

After the design-phase and PDF proof have been approved:

Proofs and copy must be delivered to and picked up from USDA, 1400 Independence Ave, SW, Room 5732-S,

Washington, DC 20250, Attn: Samuel Johnson, 202-720-5338 or Kim Deal, 202-772-6046. All costs incurred will be

borne by the contractor.

Contractor must notify samuell.johnson@usda.gov, kim.deal@usda.gov, and cszopo@gpo.gov on the day proofs are

delivered.
Page 4 of 13 Jacket 735-144

1 set each of digital color content proofs. Direct to plate must be used to produce the final product with a minimum

resolution of 2400 x 2400 dpi. Proofs must be created using the same Raster Image Processor (RIP) that will be usedto

produce the product. Proofs shall be collated with all elements in proper position (not pasted up), imaged face andback, 

trimmed and folded to the finished size of the product, as applicable.

1 set each of digital inkjet proofs that are G7 profiled and use pigment-based inks may be submitted. A proofing RIP that

provides option for high quality color matching such as Device Links Technology and/or ICC Profiles Technology, and

meets or exceeds industry tolerance to ISO 12647-2 standard for Graphic Technology (as of 3/19/09 and future 

amendments) must be utilized. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified proofing

media. Proofs must contain one of the following color control strips to be evaluated for accuracy: IDEAlliance ISO 

12647-7 (2007 or later) Wedge or P2P25 Target.

Proofs must contain color 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

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 and indicate 

margins. Proofs will be used for color match on press.

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

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 proceed without an “OK to Proceed with priors for self-mailers.”

Contractor will be required to provide the agency with CD’s with all files, including the corrections at the completion of

the order.

AFTER PDF PROOFS ARE APPROVED FOR THE BALLOTS:

The Contractor must mail eleven (11) BLANK ballots prior to production samples to EACH County Offices by October 

18, 2023. Approx. 2,315 addresses per address list. Bulk mail in a suitable envelope using agency paid permit.

Once approval of the blank ballots is received:

PRIOR TO PRODUCTION SAMPLES: 

There are 3 types of prior to production samples:

Test data and live data samples for the self-mailers; and PDFs with Live data for the postcards. Email PDF with 

live data to samuell.johnson@usda.gov, kim.deal@usda.gov, and cszopo@gpo.gov. 

Deliver prior to production samples on or before below dates, 2 day hold. The sample requirement for this contract are 

not less than the following:

Item (1) Nomination Postcards:

25 – PDFs with live data by June 3, 2023. 

Item (2) Annual Election Self-mailer:

25 copies – prior to production samples generated from the test data by September 7, 2023. 

Item (2) Annual Election Self-mailer:

520 copies – prior to production samples from the live data by October 23, 2023. 
Page 5 of 13 Jacket 735-144

Item (3) Reminder Postcards:

25 – PDFs with live data by October 25, 2023. 

Item (4) Make-up Election Self-mailer:

50 – prior to production samples from the live data by December 13, 2023. 

Each sample must be constructed as specified using the form, ink, equipment, and methods of production which will be 

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

furnish.

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

quality of reproduction. Prior to the commencement of production of the contract production quantity, the contractor

shall submit samples to the AGENCY in distribution section. The container and accompanying documentation shallbe

marked PREPRODUCTION SAMPLES and shall include the GPO jacket and purchase order. The samples mustbe

submitted in sufficient time to allow Government testing of the samples and production and shipment in accordance 

with the shipping schedule.

The Government will approve, conditionally approve, or disapprove the samples within 2 workdays of the receipt

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

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

contractor. A notice of disapproval shall state the reasons 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 specifiedabove 

to inspect and test any additional samples required.

Manufacture of the final product prior to approval of the sample submitted is at the contractor's risk. Samples will not be

returned to the contractor. All costs, including the costs of all samples shall be included in the contract price for the 

production quantity. 

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

Notify samuell.johnson@usda.gov, kim.deal@usda.gov, and cszopo@gpo.gov the morning priors will be delivered.

If prior to production samples are not approved, the contractor will be required to provide additional complete samples

sets of each disapproved mailing lot. No additional time or money will be allowed for this requirement.

The packages containing these sample copies must be identified on the outer package as "Mailing ApprovalSamples" 

and must also include the requisition number, jacket number, and the titles. Packages must be sent via an expedited 

overnight delivery service.

These sets shall be considered as samples and cannot be deducted from the total quantity ordered. No additional charges 

will be allowed for their production or delivery.

The Agency will email approval or changes within 2 workdays of receipt of the samples by the agency. Contractor must

not proceed with collation or distribution until approval is granted.

If samples are not correct, new samples must be provided at no additional cost to the Government within 2 workdays 

of notification.
Page 6 of 13 Jacket 735-144

DESCRIPTION:

SPECIFICATIONS WILL APPLY EQUALLY TO ALL ITEMS EXCEPT AS NOTED HEREIN.

Items (1 & 3) - Postcards:

NOTE: The quantity of copies of each is based off 1 postcard per address (household). Contractor must take the agency 

furnished address list and run a search to sort out the addresses to determine the quantity of postcards. No added costs

will be allowed for this performance.

Postcards: White Smooth Cover, basis weight: 80 lbs. per 500 sheets, 20 x 26”, equal to JCP L21. 

MUST MEET ALL U.S. POSTAL REGULATIONS.

PRINTING:

Face and back - Black, Pantone 199 Red, 330 Dark Green, and 396 Light Green type & line matter, and flattones/solids

with reversing and trapping. Match sample. Face bleeds uncommon. Face contains agency paid mailing permit. 

PERSONALIZATION: 

Direct address in black ink is required on the face and back (approx. 4-5 lines) - two sides with a 2-way match from front 

to back.

Must be imaged directly on the pieces using laser imaging or high quality ink jet imaging (minimum 240 x 240dpi). 

Labels are not acceptable.

Items require full address and other information imaging. Contractor must take care that the image is clear and

sharp, appropriate to the space, and is in compliance with all Postal Service regulations for address standardization.

Contractor is responsible for any file conversions to meet these requirements. Contractor must check this prior toany

production of the pieces.

At the completion of the order, the contractor must provide the Government with CD’s containing corrected files in the 

same format as the original Government furnished material. This corrected CD’s are required regardless of the method or

production.

Items (2 & 4) – Ballot Self-mailers:

Self-mailers: White Offset Book, Basis Size 25 x 38”, Basis Weight 60 lb, equal to JCP A60.

PRINTING:

Each item will print different. 

Both Items (2) & (4) self-mailers have different printing. Head to head, adequate gripper with no bleeds. Return mailer 

part will contain agency paid mailing permit (contractor to add to file).

Face prints Black, Pantone 199 Red, 330 Dark Green, and 396 Light Green type & line matter, and flattones/solids with 

reversing and trapping. Match sample.

Back prints Black and Pantone 199 Red type & line matter and flattones and block-out security pattern for return

envelope. Match sample.

Self-mailers also contain a piggy-back removable label. Label prints black type & line matter. Also requires

personalization. Contractor to correct font and size. The font change is on Step 3, below where it is says “Sign on label to 

the right”. There is some language that starts with “You must sign on the label next to..” Confirm with agency. This must

be done at no cost to the government
Page 7 of 13 Jacket 735-144

Label is approx. 4 x 2” die cut with 4 round corners printed on White Uncoated Label Paper, Basis size 25 x 38", Basis 

Weight 50-60 lb (equal to JCP Code* A60, Offset Book), with a permanent-type, pressure sensitive adhesive mounted on 

a 4 x 2”, backing sheet. Securely glue the back of the backing sheet to the back of the self-mailer per files (contractor to 

design the exact positions) from the bottom edge of the back (prior to construction). Labels will be removed during use 

of ballots. Follow template.

Ballot SELF-MAILERS BINDING & CONSTRUCTION:

Size of ballot must comply with all U.S. Postal regulations.

The self-mailer consists of 5-panels approximately: Panel 1 (top): = 4-1/2”; Panel 2: = 4-1/2”; Panel 3: = 4-1/4”;

Panel 4: = 4-1/8”; and Panel 5 - Block out panel = 3-7/8” (bottom-inside envelope pocket, when constructed). Contractor

may need to adjust panel sizes for final construction.

Score on all folds. Construct to 10.5 x 4-1/2” (including stubs) using 4 parallel wraparound folds.

Panel 5 constructs onto Panel 4 to form a pocket, this pocket then folds up to Panel 3 form the ballot return envelope.

Perforate (slit or slot with ink) horizontally along the entire 10.5" dimension (excluding stubs) at approximately 4-1/2”

and 9”, in order top create the tear out for the ballot.

The back of panel 3 contains two 3/8” tall re-moistenable glue strips running along the entire 10.5” dimension

(excluding stubs), bleeding left & right. 

The mailer is constructed and sealed with approx. 1/2” perforated stub on the left and right side of the mailer. Must meet

all postal regulations.

NOTE: The contractor must use care to ensure that the mailed pieces remain closed during mailing.

PERSONALIZATION: 

Personalization is required on the face (black and red) & back (black) of the self-mailers running horizontal along the 

10.5” dimension in multiple places (approx. 7 on the face (1 image is red to match pantone 199) & 7 on the back); and 

face of the piggy-back label. Must be imaged directly on the pieces using laser imaging or high quality ink jet imaging 

(minimum 240 x 240 dpi). Labels are not acceptable. Contractor must have the capability to validate that the front and 

back variable data match during production.

All self-mailers require full address and other information imaging. Contractor must take care that the image isclear 

and sharp, appropriate to the space, and is in compliance with all Postal Service regulations for address standardization.

Contractor is responsible for any file conversions to meet these requirements. Contractor mustcheck this prior to 

any production of the pieces.

At the completion of the order, the contractor must provide the Government with CD’s containing corrected files in the 

same format as the original Government furnished material. This corrected CD’s are required regardless of the method or

production.

BASIC CHECK OF FURNISHED MEDIA AND FILES: Prior to image processing, the contractor is responsible for 

performing a basic check (preflight) of the furnished media and files. If any errors, media damage, or data corruption that 

might interfere with proper file imaging are discovered during inspection by the contractor, work should be discontinued 

after the entire order has been inspected. Further instructions should be requested from the GPO Contract Administrator.

This preflight should identify any problem areas with the digital file submission and should include but not be limited to 

missing or damaged fonts, damaged disks, missing bleeds, improper trim size and/or margins, only low resolution files 

included for illustrations, and improper color definition. The contractor is also responsible for creating or altering any 

necessary trapping, setting proper screen angles and frequency, adjusting copy for trim size and folds, and defining 

proper file output selection for the imaging device being used. All furnished files must be imaged as necessary to meet 
Page 8 of 13 Jacket 735-144

the assigned quality assurance through attributes program (QATAP) level.

RIGHTS ON DATA: The fonts provided (see GOVERNMENT TO FURNISH) are the property of the ordering agency 

and are provided for use on this contract only. Using the furnished fonts on any job other than the one for which the fonts 

were submitted violates copyright law. All fonts should be eliminated from contractor's archive immediately after 

completion of the production run.

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.

IDENTIFICATION MARKS: Identification markings such as register marks, ring folios, rubber stamped jacket 

numbers, commercial identification marks of any kind, etc., form number, and revision date, carried on copy or film, 

must not print on finished product.

REPRODUCIBLES: The contractor must make all reproducibles required. All halftones are to be 175-line screen or 

finer. Minimum resolution for line copy and type is 2400 dpi.

Computer-to-plate is allowed and production of films is at the contractor’s option. However, the Government will not 

pay for new films due to author’s alterations. The Government will pay for digital correction – not new films.

At the completion of the project, contractor will be required to provide the Government with a DVD-R or CD-R’s that 

contains the entire project suitable for reproduction. This must be returned with all of the Government furnished material.

This is required regardless of the contractor’s method of production.

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

specifications:

Product Quality Level:

(a) Printing (page related) Attributes-Level 3.

 (b) Finishing (item related) Attributes-Level 3.

 (c) Exception – None.

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: Approved priors 

P-9 Solid and Screen Tint Color Match: Pantone Matching System/Approved priors 

P-l0. Process Color Match: Approved priors

DISTRIBUTION: F.o.b. Contractor’s City and F.o.b. Destination.

Mail f.o.b. contractor’s city except for proofs, sample copies, and GPO copies which must be delivered

f.o.b.destination via traceable means at the contractor’s expense.

Deliver F.o.b. Destination:

5 agency and 2 GPO sample copies for each item included in the total quantity. All expenses incidental to picking 

up and returning materials, submitting and picking up proofs, and furnishing sample copies must be borne by the

contractor. 
Page 9 of 13 Jacket 735-144

PROOFS, PRIORS, and 5 sample copies of each item to USDA, 1400 Independence. Ave SW, Room 3853 or 

3863- S, Washington, DC 20250, Attn: Samuel Johnson, 202-720-5338 or Kim Deal, 202-772-6046. Deliver Via 

traceable means at contractor's expense.

NOTIFICATION OF SHIPMENT: Immediately after the order has been shipped, the contractor MUST furnish 

shipping information to Agency. Email samuell.johnson@usda.gov, kim.deal@usda.gov, cszopo@gpo.gov. 

Include the order title, GPO jacket number, requisition number, date of shipment, quantity, and tracking

information for deliveries.

2 samples of each item marked Inspection Copies and with GPO jacket number to U.S. GPO, Attn: Compliance -

cs, residential Chicago IL address to come. Email cszopo@gpo.gov for address after award.

MAILING F.o.b. Contractor’s City:

Contractor must process through NCOA, CASS and eliminate duplicates (dedupe). Contractor is to provide 

government with mail report of all inaccurate addresses.

Postcards/Ballots will be mailed to approx. 50 states, Washington, DC, Puerto Rico, and some US territories 

(about 2,315 counties). Each county is divided into multiple local administrative areas.

Mail one postcard/self-mailer to each destination. The contractor does not apply postage. Mail via preprinted

Presorted First Class Mail, U.S. Postage Paid, USDA-FSA, Permit No. G-96. Note: Any international addresses 

not covered by the agency’s paid permit will be reimbursed via a contract modification.

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for “Domestic

Mail” or “International Mail” as applicable. The contractor is responsible for completing all forms required by the

Postal Service for this type and class of mail and complying with all Postal Service regulations.

The contractor will be responsible to provide all materials and operations, including but not exclusive to labeling,

sorting, bundling, packaging, and documentation forms necessary to comply with all U.S. Postal Service 

regulations to achieve the lowest rates for which these packages could qualify.

Multiple Post Offices cannot be used nor can the Post Office be changed without the approval of the Agency and 

the Government Publishing Office.

SCHEDULE: See Notice of Compliance with Schedules in GPO Publ. 310.2.

Award will be made and Government furnished material and purchase order will be available for pickup on

orbefore May 19, 2023. 

Item (1) Nomination postcards:

Live Data File: FSA will provide the contractor a live data file via the Contractor’s FTP server on May 31, 2023. 

25 – PDFs with live data by June 3, 2023. 

The contractor will mail approx. 1,800,000 postcards by June 15, 2023. 

Item (2) The annual election for the County Committee Election.

Proof Copy: The contractor will design a self-mailer and provide proof copy to FSA by September 7, 2023. 
Page 10 of 13 Jacket 735-144

Test Data File: FSA will provide the contractor with a test data file and record description document via

Contractor’s FTP server on October 12, 2023. 

Test Data Samples: The contractor will provide FSA 25 sample ballots showing the data layout of test data to

FSA by September 7, 2023. 

Live Data File: FSA will provide the contractor a live data file via the Contractor’s FTP server on October 12, 

2023. 

Live Data Samples: The Contractor will provide 520 samples of live ballot data by October 23, 2023. 

Government will provide approval to proceed by COB on October 25, 2023. Random sampling is required 

from each state and or territory, i.e., 10 samples per state/2-3 different counties within the each state.

AFTER PDF PROOFS ARE APPROVED:

The Contractor must mail 11 BLANK ballots prior to production samples to EACH County Offices by

October 18, 2023. - Approx. 2,315 addresses per address list. Use agency permit.

Mail Annual election Ballot: The contractor must mail approx. 1,800,000 annual election ballots by

November 7, 2023. THIS DATE IS A MUST.

Item (3) Reminder to vote postcards:

Live Data File: FSA will provide the contractor a live data file via the Contractor’s FTP server on September

27, 2023. 

25 – PDFs with live data by October 25, 2023. 

The contractor will mail approx. 1,800,000 postcards by November 21, 2023. 

Item (4) Make-up Elections Ballot Mailing:

Live Data File: FSA will provide the contractor a live data file for Make-up Election ballots via the Contractor’s

FTP server on December 6, 2023. 

Live Data File Samples: The Contractor will provide 50 samples of live make-up election ballot data by

December 13, 2023. 

Mail Make-up Election Ballot: The contractor must mail approx. 100,000 make-up election ballots by

January 2, 2024. 

TIME CRITICAL: Notify cszopo@gpo.gov of the delivery status in the morning 2 days prior to the first 

shipmentto meet the at destination delivery date.

This is a time-critical order. For the purpose of this contract, the provision in GPO Contract Terms Pub. 310.2

(Rev. 6-01) for schedule extensions does not apply. No automatic extensions of schedules will be made. All

interested contractors must commit to the original schedule. Shipments must be made by a carrier that will

guarantee delivery at destination within the specified schedule. Carrier's "targets" in lieu of "guaranteed"

deliveries will not be acceptable.

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

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

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

such information.
Page 11 of 13 Jacket 735-144

Contractor MUST email delivery verification information to VerifyChicago@gpo.gov within 24 hours of 

delivery. Enter the Jacket number in the subject line and place method of shipment and the delivery date in the 

body of the message. Failure to follow this procedure may result in delayed payment after invoicing.

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

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

quantities must be based on a continuing run, exclusive of all basic or preliminary charges, (i.e., running rate not 

including makeready) and will not be a factor for determination of award.

Bids must be received by the exact date and time specified.

PAYMENT:

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

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

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. For more information about the billing process refer to the 

General Information of the Office of Finance web page located at https://www.gpo.gov/how-to-work-withus/vendors/how-to-get-paid. 
Page 12 of 13 Jacket 735-144

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

Post Office located at Street Address________________________________________________________

City____________________________,State___________________,Zip Code________________

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

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

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 points(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 fax or mail, fill out and return one 

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

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

Bidder________________________________________________________________________________

(Contractor Name) (GPO State and 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)

 (COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)

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

THIS SECTION FOR GPO USE ONLY

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

(Initials) (Initials)

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

 See next page for placing bid.
Page 13 of 13 Jacket 735-144

 ITEM PRICE ADDED RATE/M

Item (1) Nomination Postcards: Qty. 1,800,007 $_______________ $_______________

Item (2) Annual Election Self-mailers: Qty. 1,800,007 $_______________ $_______________

Item (3) Reminder Postcards: Qty. 1,800,007 $_______________ $_______________

Item (4) Make-up Election Self-mailers: Qty. 100,007 $_______________ $_______________

 TOTAL BID: $_________________________

 Note: Bidders must include this sheet with their submitted Bids.