Program No 0198-S Term 06/16/14 To 10/31/15

TITLE: Residual Notices (SSA)

BASIS OF

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

I. PROCESSING/FORMATING FILES:

(a) Processing/Formatting Files.................per/notice workload 9 $200.00 $1,800.00 $50.00 $450.00 $0.00 $0.00 $100.00 $900.00

II. COMPOSITION:

(a) Envelopes.................................................per envelope 17 $75.00 $1,275.00 $50.00 $850.00 $0.00 $0.00 $75.00 $1,275.00

(b) FEQ Instruction sheets...........................per 8-1/2 x 11 page 24 $75.00 $1,800.00 $50.00 $1,200.00 $0.00 $0.00 $75.00 $1,800.00

(c) Ink jet color proofs..................................per trim/page-size unit 2 $100.00 $200.00 $1.20 $2.40 $0.00 $0.00

III. PREPRODUCTION TESTS:

(a) Wire Transmission Test.........................per test 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

(b) Preproduction Validation Test............per test 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

IV. PRINTING/IMAGING and BINDING:

(a) *Daily makeready/setup charge.................................................... 250 $250.00 $62,500.00 $256.00 $64,000.00 $25.00 $6,250.00 $250.00 $62,500.00

(b) Notices, FEQ Instruction inserts (printing/imaging per page)

.......................................per 100 pages................................................ 49842 $1.23 $61,305.66 $1.30 $64,794.60 $0.90 $44,857.80 $1.40 $69,778.80

(c) Mailout envelope 4-1/8 x 9-1/4"

.......................................per 100 envelopes....................................... 16981 $0.429 $7,284.85 $1.09 $18,509.29 $0.54 $9,169.74 $0.564 $9,577.28

(d) Mailout envelope 6-1/8 x 9-1/2"

.......................................per 100 envelopes....................................... 3952 $0.6325 $2,499.64 $1.60 $6,323.20 $0.87 $3,438.24 $1.20 $4,742.40

(e) CRM return envelope 4-3/8 x 8-3/4"

.......................................per 100 envelopes....................................... 3952 $0.785 $3,102.32 $1.09 $4,307.68 $0.66 $2,608.32 $0.785 $3,102.32

(f) Publications: Printing two colors, including folding

.......................................per 100 pages............................................... 9991 $1.20 $11,989.20 $0.70 $6,993.70 $0.33 $3,297.03 $0.33 $3,297.03

(g) Spraying Return Address on Outgoing Envelope

.......................................per 100 envelopes....................................... 5284 $0.60 $3,170.40 $0.15 $792.60 $1.10 $5,812.40 $1.10 $5,812.40

V. PAPER:

(a) White Offset Book (50 lb.) or White Writing (20 lb.)

(Notices and Instruction inserts)

.......................................per 100 Leaves............................................. 24921 $0.60 $14,952.60 $0.70 $17,444.70 $0.69 $17,195.49 $0.47 $11,588.27

(b) Publications: White Offset Book (60-lb.)

.......................................per 100 Leaves............................................. 4725 $1.00 $4,725.00 $0.92 $4,347.00 $1.03 $4,866.75 $0.47 $2,197.13

(c) White Wove (24 lb.), or at contractor's option, White Offset

Book, (60 lb.) Mailout Envelopes (4-1/8 x 9-1/4", 

and 6-1/8 x 9-1/2")

.......................................per 100 Leaves............................................. 20933 $1.59 $33,283.47 $1.15 $24,072.95 $0.91 $19,049.03 $1.32 $27,631.56

(d) White stock (20 lb.) CRM Reply Envelope (5-3/4 x 8-3/4")

.......................................per 100 Leaves............................................. 3952 $1.59 $6,283.68 $1.09 $4,307.68 $0.99 $3,912.48 $1.18 $4,663.36

Current Contractor

SOURCELINK

Miamisburg, OH

MPM COMM.

dba/ABR SERVICES NPC, INC. SOURCELINK

Waldorf, MD Claysburg, PA Miamisburg, OH
Program No 0198-S Term 06/16/14 To 10/31/15

TITLE: Residual Notices (SSA)

BASIS OF

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

Current Contractor

SOURCELINK

Miamisburg, OH

MPM COMM.

dba/ABR SERVICES NPC, INC. SOURCELINK

Waldorf, MD Claysburg, PA Miamisburg, OH

VI. INSERTING AND MAILING:

(a) Mailers 1-3, 8-9 (CPS, CDR, Widow, and BIC-T notices),

Personalized English Notice, Mailout envelope

.......................................per 100 Complete Mailers......................... 16981 $2.00 $33,962.00 $3.62 $61,471.22 $2.35 $39,905.35 $2.00 $33,962.00

(b) Mailer 4 - 7 (Foreign Enforcements Questionnaires)

7161 and 7162 Personalized Form SSA-7161-SM

SSA-7161-GR-INST, SSA-7161-JA-INST,

SSA-7161-FR-INST, SSA-7161-GE-INST,

SSA-7161-IT-INST, SSA-7161-NE-INST,

SSA-7161-PE-INST, SSA-7161-PO-INST,

SSA-7161-SP-INST, SSA-7161-SW-INST,

SSA-7161-INST, SSA-7161-SUP

Mail out envelope, CRM reply envelope

Personalized Form SSA-7162-SM,

SSA-7162-GR-INST, SSA-7162-JA-INST,

SSA-7162-FR-INST, SSA-7162-GE-INST,

SSA-7162-IT-INST, SSA-7162-NE-INST,

SSA-7162-PE-INST, SSA-7162-PO-INST,

SSA-7162-SP-INST, SSA-7162-SW-INST,

SSA-7162-INST, SSA-7162-SUP

Mailout envelope, CRM reply envelope

.......................................per 100 Complete Mailers......................... 3952 $2.25 $8,892.00 $2.55 $10,077.60 $3.00 $11,856.00 $2.25 $8,892.00

VII. International Mail Sort House:

(a) Foreign Enforcement notices (Mailers #4 thru #7)

.......................................per 100 pieces............................................. 3952 $5.50 $21,736.00 $1.75 $6,916.00 $7.02 $27,743.04 $0.07 $265.57

CONTRACTOR TOTALS $280,761.82 $296,860.62 $199,961.67 $251,985.12

DISCOUNT 2.50% 7019.05 0.25% 742.15 0.00% 0 1.00% $2,519.85

DISCOUNTED TOTALS $273,742.77 $296,118.47 $199,961.67 $249,465.27

AWARDED
Program 198-S Page 1 of 45 

Specifications by SS 

Reviewed by SSA 

U.S. GOVERNMENT PRINTING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Residual Notices 

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

Social Security Administration (SSA) 

 Single Award 

 

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

October 31, 2015 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 publicly opened at 11 a.m., prevailing Washington, DC time on June 16, 2014. 

Contractor interfacing with SSA's National File Transfer Management System (FTMS) for electronic 

transmission of files from SSA to the production facility commence immediately after Award and must be 

completed no later than 90 workdays prior to start of live production. Transmission of live production files 

will commence on November 1, 2014. 

 

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

Government Printing Office, 732 North Capitol Street NW, Mailstop: PPSB, Room C-161, Attn: Bid Section, 

Washington, D.C. 20401-0001. Facsimile bids in response to this solicitation are permitted. Facsimile bids may 

be submitted directly to the GPO Bid Section, FAX No. (202) 512-1782. The Program number and bid opening 

date must be specified with the bid. Refer to Facsimile Bids in Solicitation Provisions of GPO Contract Terms, 

GPO Publication 310.2, as revised June 2001. 

BIDDERS, PLEASE NOTE: This Program was formerly Program 153-S. The specifications have been 

extensively revised. These specifications break down the individual requirements of each Mailer so that all bidders 

may have a clear understanding of their individual requirements. In addition, special attention is directed to the 

“Public Trust Security” and “100% Accountability of Production and Mailing” requirements.

Abstracts of contract prices are available at http://www.gpo.gov/gpo/abstracts/abstract.action?region=Central

NOTE: Due to the number of exhibit pages in these specifications, the exhibits will not be put on the Internet. A 

complete copy of the specifications, including the exhibit pages (A through K), may be obtained from the GPO 

Bid Room, by request, at (800) 368-5762 or (202) 512-0526. 

For information of a technical nature call Sadie Sanders at (202) 512-0310 (No collect calls) or via e-mail: 

ssanders@gpo.gov. 
Residual Notices Page 2 of 45 

198-S (10/15) 

SECTION 1. - GENERAL TERMS AND CONDITIONS

 

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

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

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

for Printing and Binding (GPO Publication 310.1, effective May 1979, (Rev. August, 2002)). 

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

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

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

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

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

SUBCONTRACTING: The predominate production function is the laser/ion deposition/ink jet imaging of data; 

for all notices (minimum 600 x 600 dpi) and the variable return address on the BIC-T mail-out envelopes (Mailers 

8 and 9) from electronically transmitted files; and inserting. Any bidder who cannot perform the predominant 

functions will be declared nonresponsible. Contractor may subcontract the printing and manufacturing of the 

envelopes, and the presorting and mailing of the completed product. 

(NOTE: Ink jet imaging is permitted for the spraying/imaging of the SSA field office return addresses on the 

mail-out envelopes for the BIC-T notices. Ink jet imaging will not be permitted for imaging the notices. Mailers 

1 through 7 mail-out envelopes will not require spraying/imaging; these notices will utilize a pre-printed return 

address on the mail-out envelopes.) 

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

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

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

then the contractor must submit new subcontractor’s information to the Government for approval 60 calendar days 

prior to the start of production at that facility. 

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

of this contract, all parties must comply with the terms and regulations as detailed in the Printing Procurement 

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

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

these specifications: 

 

Product Quality Levels: 

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

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

 

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

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

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

(c) Transparent low gloss poly-type window material, covering the envelope window must pass a 

readability test with a rejection rate of less than 1/4% when ran through a USPS OCR Scanner. 

(d) Exception: ANSI X3.17 “Character Set for Optical Character Recognition (OCR A)” shall apply to 

these specifications. The revisions of this standard, which are effective as of the date of this contract, 

are those, which shall apply. This applies to the FEQ notices, Mailers 4-7. 

(e) Exception: FEQ notices, Mailers 4-7 will be scanned and must function properly when processed 

through the current high speed scanning equipment at SSA. A form is a reject and will be considered a 
Residual Notices Page 3 of 45 

198-S (10/15) 

major defect when its OCR print cannot be correctly deciphered on the first pass through the scanning 

equipment. 

NOTE: Use of equipment or ink, which in any way adversely affects the scanning of the FEQ forms, will not be 

allowed. 

ANSI Standards may be obtained from the American National Standards Institute, 25 West 43rd Street, 4th Floor, 

New York, NY 10036. 

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

 

Attribute Specified Standard 

 

P-7. Type Quality and Uniformity Average Type Dimension in Publication 

 Camera Copy/Electronic Media 

 

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

 

OPTION TO EXTEND THE TERM OF THE CONTRACT: The Government has the option to extend the 

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

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

clause except, the total duration of this contract may not exceed five (5) years and 3 months 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 the Date of Award to October 31, 2015, 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 or 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 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 December 31, 2014, 

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. 

 
Residual Notices Page 4 of 45 

198-S (10/15) 

The Government will notify the contractor by contract modification specifying the percentage increase or decrease 

to be applied to invoices for orders placed during the period indicated. The contractor shall apply the percentage 

increase or decrease against the total price of the invoice less reimbursable postage, or transportation costs and 

separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted. 

 

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

"Table 6 - Producer price indexes and percent changes for commodity groupings and individual items" in Producer 

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

 

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

 

2. The applicable index figures for the month of May 2014 will establish the base index. 

 

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

 

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

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

months prior to the month being considered for adjustment. 

 

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

 accordance with the following formula: 

 

 X - base index 

 ______________ x 100 = ___ % 

 base index 

 

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

 adjustment. 

 

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

 

7. Adjustments under this clause will be applied to the Contractor's bid price(s) for line items IV. (a) 

through (c) in the "SCHEDULE OF PRICES" and will be effective on the first day of any month 

for which prices are to be adjusted. 

 

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

orders placed during months affected by this clause. 

 

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

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

cost to the Contractor, but shall be computed as provided above. 

 

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

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

adjustment clause. 

SECURITY REQUIREMENTS: Protection of Confidential Information: 

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

Administration (SSA) in the performance of this contract to those employees and officials who need it to 

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

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

responsible Contractor representative. 

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

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

confidentiality of the records in such a way that unauthorized persons cannot retrieve any such records. 
Residual Notices Page 5 of 45 

198-S (10/15) 

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

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

this information from improper disclosure. 

(d) For knowingly disclosing information is in violation of the Privacy Act. The Contractor and the Contractor 

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

applicable to Contractors by 5 U.S.C. 552a (m)(1) to the same extent as employees of the SSA. For knowingly 

disclosing confidential information as described in section 1106 of the Social Security Act (42 U.S.C. 1306), 

the Contractor and Contractors employees’ may also be subject to the criminal penalties as set forth in that 

provision. 

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

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

penalties for violations of the Privacy Act and/or the Social Security Act. When the Contractor employees’ are 

made aware of this information, they will be required to sign the Contractor Personnel Security Certification, 

Form SSA-301 (See EXHIBIT A). A copy of this signed certification must be forwarded to: Social Security 

Administration, Printing Management Team, See EXHIBIT K. 

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

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

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

 Section 6103(b) of the Internal Revenue Code (IRC). All such information shall be handled as 

 confidential and may not be disclosed without the written permission of SSA. For willingly 

 disclosing confidential tax return information in violation of the IRC, the Contractor and 

 Contractor employees’ may be subject to the criminal penalties set forth in 26 U.S.C. Section 7213. 

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

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

 subcontractor must conform to all security requirement of the contract. 

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

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

loss of PII. Personally identifiable information is defined as “any information which can be used to distinguish or 

trace an individual’s identity, such as their name, social security number, biometric records, etc., alone or when 

combined with other personal or identifying information which is linked to a specific individual, such as date, 

place of birth, mother’s maiden name, etc”. 

All employees working on this contract must: 

 Familiarize themselves with current information on security, privacy and confidentiality related to the 

requirements of this contract. 

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

suitability determination as applicable to the specifications. 

 Lock or logoff their workstation/terminal prior to leaving it unattended.

 Act in an ethical, informed and trustworthy manner. 

 Protect sensitive electronic records. 

 Be alert to threats and vulnerabilities to their systems. 

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

materials. This is to includes areas where shredding and waste management occurs. 

Contractor’s managers working on this contract must: 
Residual Notices Page 6 of 45 

198-S (10/15) 

 Continuously monitor use of mainframes, PCs, LANs, and networked facilities to ensure compliance 

with national and local policies, as well as the Privacy Act statement. 

 Ensure that employee screenings for sensitive positions within their department has occurred prior to any 

individual being authorized access to sensitive or critical applications. 

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

and as outlined by the contractor. 

 Contact their security officer within 24 hours whenever a systems security violation is suspected or 

discovered.

Applicability: 

The responsibility to protect personally identifiable information applies during the entire term of this contract and 

all option year terms, if exercised. All contractors must secure and retain written acknowledgement from their 

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

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

 Employees are required to have locking file cabinets and desk drawers for storage of confidential 

material, if applicable. 

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

 Employees’ must ensure safeguard and protection of all Government records from theft and damage 

while being transported to and from contractor’s facility. 

The following list provides examples of situations where personally identifiable information is not properly 

safeguarded: 

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

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

 Leaving an unattended file containing Government information in a non-secure area (e.g., in a breakroom or on an employees’ desk). 

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

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

 Misfeasance or willful neglect of duty due to failure to exercise due care resulting in loss, stole or 

inadvertently released PII. 

This list does not encompass all failures to safeguard personally identifiable information but is intended to act as 

an alert to situations that must be avoided. Whenever the contractor’s employee has doubts about a specific 

situation involving their responsibilities for safeguarding personally identifiable information, they should consult 

the Contracting Officer or the Contract Administrator. 

NOTE: Due to PII issues, if the contractor fails to meet these requirements within 60 workdays of start of live 

production, the contractor will be declared nonresponsive. 

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

Level 5C. Due to the sensitive nature of the information contained in the products produced under this contract, 

contractor employees’ performing under this contract will be subject to a thorough civil and criminal background 

check as detailed in EXHIBIT B, “Security and Suitability Requirements.” 

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

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

Within 10 workdays upon award, the contractor must provide to SSA an applicant listing of all individuals for 

whom the contractor is requesting a suitability determination (i.e., background investigation). This listing should 

include the following: 

 the contractor’s name 
Residual Notices Page 7 of 45 

198-S (10/15) 

 the contract number 

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

 the CPOC’s contact information including email address 

 each applicant’s full name 

 each applicant’s Social Security Number (SSN) 

 each applicant’s date of birth 

 each applicant’s place of birth (must show city and state if born in the United States (U.S.) or city and 

country if born outside of the U.S.) 

The contractor should submit the applicant listing upon contract award. The background investigation process 

will not start until the applicant listing is submitted. 

Send the applicant listing via fax to CPSPM Suitability Team at (410) 966-0640 or via U.S. Mail to: SSA, 

CPSPM Suitability Team, Room 1260 Dunleavy Building, 6401 Security Boulevard, Baltimore, MD 21235. 

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

Investigations Process (eQIP). SSA will email notification to the CPOC that each applicant has been invited into 

the eQIP website to electronically complete their background investigation form. The CPOC will provide the 

website to the applicants to complete their eQIP form. The applicant will have up to seven (7) calendar days to 

complete the eQIP form. The seven- day timeframe begins once SSA notifies the CPOC of the eQIP 

invitation(s). The applicant must print the signature pages of the form (pages 7 through 9 of SF 85P), (See 

EXHIBIT C), sign the signature pages, and then provide the signed originals to the CPOC. 

The following is a list of forms each contractor employee is responsible for completing: 

 Original signed and dated eQIP signature pages (pages 7 through 9 of SF 85P) as specified in the above 

paragraph. 

 Two (2) “Fingerprint Cards” (FD-258, EXHIBIT D) (NOTE: The contractor will absorb the costs for 

obtaining fingerprints). 

 One (1) “Declaration for Federal Employment” (Optional Form 306, EXHIBIT E). 

 One (1) “Fair Credit Reporting Act Authorization Form (FCRA)” (EXHIBIT F). 

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

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

fingerprinting cards must be submitted within 15 workdays after contract award. For new contract employees' 

hired during the contract term, forms must be submitted at least 15 workdays prior to working under the contract. 

The fingerprint cards and all paper forms must be legible or typed in black ink. All signatures and dates on these 

documents must also coincide with the 15 workday timeframe. There must be no “breaks” in residences or 

employment. SSA requires complete addresses, including zip codes and phone numbers. It is the responsibility of 

the contractor to ensure fingerprint cards are processed through their local police departments or other authorized 

finger printers. SSA must receive forms within 15 calendar days of signature and date. SSA will return forms not 

fully completed back to the contractor. Forms may be obtained by calling SSA Personnel Security Suitability 

Program Officer (SPO) Leslie Herman at 410-965-4426. 

The CPOC shall submit one cover sheet to SSA containing the names of all of the individuals for whom the 

contractor is submitting completed paperwork. This cover sheet should include all applicant listing as detailed 

above. the contract number, each applicant’s full name, each applicant’s SSN, each applicant’s date of birth, and 

each applicant’s place of birth. 

Submit this cover sheet along with the completed paper forms and two FD-258 fingerprint charts for each 

applicant to: SSA, CPSPM Suitability Team, Room 1260 Dunleavy Building, 6401 Security Boulevard, 

Baltimore, MD 21235. 

SSA will send a pre-screening notification within 15 workdays of receipt of properly completed forms and 

fingerprinting cards. Once a contractor employee is approved to work via the pre-screen notification, they are 

permitted to perform work under the contract. A final suitability determination can take up to 45 workdays. 

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 pre-award survey of all the contractor's computer, printing, 
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198-S (10/15) 

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

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

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

the contractors/subcontractor’s mail, material, personnel, production, quality control/recovery program and 

security and backup facility plans, as required by this specification. 

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

purchase order(s) with delivery date(s) of equipment to arrive at least 90 calendar days prior to the start of live 

production, on November 1, 2014. 

NOTE: Due to PII issues, if the contractor fails to meet these requirements within 90 workdays of start of live 

production, the contractor will be declared nonresponsive. 

PRODUCTION PLANS 

The contractor shall present, in writing, to the Contracting Officer within five (5) workdays of being notified to do 

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

1 to 10 below. The workday after notification to submit will be the first day of the schedule. 

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

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

NOTE: THE GOVERNMENT RESERVES THE RIGHT TO WAIVE SOME OR ALL OF THESE 

PLANS. 

1. Backup Facility – The failure to deliver these notices/forms/publications in a timely manner would have an 

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

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

 a backup facility with the capability of producing the notices/forms/publications.

 Contingency plans for production must be prepared and submitted to the Contracting Officer as part of the 

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

 facility, and a timetable for the start-up of production. This plan must also include the transportation of 

 Government materials from one facility to another as well as SSA has the option to install a data connection into 

 the contractor’s backup facility. 

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

2. 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. Furthermore, the plan must include the names of all quality assurance officials and describe their 

 duties in relationship to this plan. Also, inspecting the products of each operation to a degree and extent that 

 will ensure the Government’s quality assurance, inspection and acceptance provisions specified herein are 

 met. The contractor shall perform, or have performed, the process controls, and tests required to substantiate 

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

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

 whom the plans will be performed.

 The quality control plan must also include examples with detailed description of all quality control samples and 

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

 on each run. The quality control plan must account for the number of pieces mailed daily, the security coverage 

 over the postage meters as well as the control settings for the meters. 

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

 quality control samples for periodic samplings to be taken during the production runs and provide for 

 back-up and re-running in the event of an unsatisfactory sample and contain control systems that will detect 

 defective, missing, or mutilated pieces. 

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

notices) the contractor intends to develop. The contractor will perform programming to create 2 duplicate 
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198-S (10/15) 

notices. One, at set intervals throughout production and the other to divert sample at the insertion stage to 

complete the following: 

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

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

 duration of the job. 

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

pieces from each print order and shipped weekly, within 3 workdays of completion of each print order, to 

the Social Security Administration, Printing Management Team, See EXHIBIT K. 

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

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

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

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

production and delivery of these notices meet contract specifications and Government requirements. 

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

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

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

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

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

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

quality assurance random copies. 

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

 software platform and file transfer system necessary to interface with SSA’s National File 

 Transfer Management System (FTMS) for electronic transmission of notice files from SSA. The 

 plan must also include the media type in which files from SSA will be received to the extent that 

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

 facility. 

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

 software compatibility with SSA’s existing network (See “WIRE TRANSMISSION” for additional 

 information). The contractor must complete a System Plan (See EXHIBIT G). 

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

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

 contractor(s) plans to use a consultant, a resume must still be included. This plan must show that 

 the programmer(s) is skilled in the handling and programming of Advanced Function Presentation 

 (AFP) resources and files. 

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

 applicable U.S. Postal Service (USPS) mailing requirements as listed in the USPS Domestic and 

 International Mail Manuals in effect at the time of the mailing and other USPS instructional material 

 such as the Postal Bulletin. The contractor must also disclose how they will achieve multi-level 

 USPS automated presort postal discounts as outlined in the contract. 

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

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

 inspection materials, USPS inspection materials and all outgoing materials cleared for USPS pick- 

 up/delivery. 

7. Personnel Plan – This plan should include a listing of all personnel who will be involved with this 

 contract. For any new employees, the plan should include the source of these employees, and a 

 description of the training programs the employees’ will be given to familiarize them with the 

 requirements of this program. 
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Production Plan – The contractor is to provide a detailed plan of the following: 

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

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

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

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

installation dates are required. 

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

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

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

If a subcontractor for any operation is added at any time after award, the contractor must submit the 

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

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

If, during the term of the contract, the contractor changes or adds a subcontractor, the contractor must submit 

to the Government the new subcontractor’s information 60 calendar days prior to start of production at that 

facility for Government approval. 

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

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

 theft and/or the product ordered falling into unauthorized hands. 

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

 week, and a badging/keypunch system that limits access to Government materials (data processing 

 center/production facility and other areas where Government materials with PII are stored or are accessible) 

 that is only accessible by approved personnel. Contractor must present this information, in detail, in the 

 production plans. 

 

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

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

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

contract. 

The plan shall contain at a minimum: 

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

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

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

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

9. Materials - How all accountable materials will be handled throughout all phases of production. 

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

 data for the notices, either a separate facility dedicated to this product, or a walled-in limited access area 

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

 involved in the production of notices. 

Part of the Production Area plan shall include a floor plan detailing the area(s) to be used, showing existing 

walls, equipment to be used, and the printing and finishing locations. 
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Disposal of Waste Materials – The contractor is required to demonstrate how all waste materials used in the 

production of sensitive SSA records will be definitively destroyed (ex., burning, pulping, shredding, macerating, or 

other suitable similar means). Electronic Records must be definitively destroyed in a manner that prevents 

reconstruction. Definitively destroying the records means the material cannot be reassembled and used in an 

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

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

The contractor, at a minimum, must crosscut shred all documents into squares not to exceed one-quarter inch. All 

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

site. The contractor must specify the method planned to dispose of the material. 

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

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

alpha/numeric identifiers assigned to each piece (including quality control samples) to aid in this process and must 

be capable of tracking and/or locating any individual piece of mail from the time it leaves the press, up to and 

including when it is off-loaded at the U.S. Postal Service (USPS) facility. An explanation of the contractor’s 

sequential numbering system is required to understand the audit trail required for each and every piece. 

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

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

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

original job ID and piece ID remaining unchanged as each mail piece continues through the inserting life cycle. 

This process will repeat itself (since subsequent reprint runs may yield damages) until all mail pieces from the 

original print run has been inserted and accounted for. 

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

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

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

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

print file to initiate reprints for the diverted mail. 

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

individual notice, thereby providing 100% accountability and validating the integrity of every notice 

produced in all phases of printing, inserting and mailing and to ensure all notices received from SSA were 

correctly entered into the United States postal system. The contractor may create their own sequence number 

and run date to facilitate their presorting and inserting process but must maintain the original SSA identification 

number. 

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

at least 90 calendar days prior to the start of live production, on November 1, 2014.Contractor must submit a 

sample of their proposed Audit and Summary reports with the required Pre-Award production plans for approval 

(See, EXHIBIT H). The government considers grounds for the immediate default of this contract if the contractor, 

at any time, is unable to perform or found not complying with any part of this requirement. 

Notice integrity shall be defined as follows: 

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

contained in the print files received from SSA. 

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

printing when detected, identify, remove and reprint all effected notices. 

 Mailing integrity shall be defined as follows: 

 All notices received from SSA for each file date were printed, inserted and entered correctly into the 

United States postal system. 

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

processes to insure that 100% of all notices received from SSA with all pages for each notice and the correct 

inserts are accounted for, inserted and mailed correctly. 
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198-S (10/15) 

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

technology capable of: 

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

number and file date. 

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

present and accounted for. 

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

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

All instances of variance on a mail piece or if mail pieces is not verified that all leaves are present, that 

piece and the piece prior to and immediately following must be diverted, reprinted and must be logged. 

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

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

regenerated into a new reprint file for reprint. 

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

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

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

and file date. The system must ensure that no missing mail pieces were have been inadvertently inserted 

into another mail piece. The equipment must check the mail pieces after insertion and verification that all 

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

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

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

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

(f) Reconciliation: all correctly finished notice amounts must be electronically accountable after insertion 

through the use of an audit system that is independent of the inserting equipment and operator. The 

sequence numbers, for each file, must reconciled; account any spoilage, duplicate and/or divert the 

product. If the reconciliation yields deviating results, immediate action must be taken to locate the mail 

pieces causing the indifference between the input and outputs of the inserting process. Therefore, all 

finished mail for that sequence run must be held in an accessible area until this reconciliation is 

concluded. 

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

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

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

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

date (See EXHIBIT H). Contractor must maintain this information for a six month period after mailing. 

(i) Full Audit report must include the following information (reprints must have the same information): 

1. Program Number / Job Name / Print Order / File Date 

2. PC# / Sequence numbers / Total Volume 

3. Inserter ID and Operator 

4. Date of insertion 

5. Start and End time 

6. Start and End Range (sequence numbers) 

7. Total for each Start and End Range 
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8. Event (i.e. Processed, Spoiled, Diverted and reason: Missing Piece, Unverified, Misread etc.) 

9. Status (i.e. Inserted, Routed to Reprint Area, etc.) 

10. Totals 

a. Machine inserted 

b. Sent to Reprint 

c. Reprints Recovered 

d. Records Accounted For 

e. Duplicates 

f. Duplicated Verified 

g. Records less duplicates 

h. Reported Output 

i. Variances 

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

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

(manual inputs are not allowed). The summary report must contain the following; Reprints must all have 

the same information: 

1. Job Name / Print Order 

2. Piece Quantity 

3. Sequence number range (Start and End Range) 

4. Start date and time 

5. End date and time 

6. Total Processed Pieces 

7. Total Reprints 

8. Total Pieces Inserted 

9. Total Variances 

10. Job Complete or Incomplete 

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

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

above. Contractor is required to provide any requested Summary and/or Audit reports within (1) hour of a request 

via email in MS word, MS Excel or PDF. 

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

submitted to Social Security Administration, Printing Management Team (See EXHIBIT K) for each file date 

within 2 days of mailing. 

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

180 days subsequent to the date of the check tendered for final payment by the Government Printing Office. All 

notice tracking/reporting data must be retained in electronic form for 21 days after mailing, and must be made 

available to SSA for auditing of contractor performance upon request. The Government will periodically verify 

that the contractor is complying with the approved quality control plan through on-site examinations and/or 

requesting copies of the contractor’s quality assurance records and quality assurance random copies. 

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

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

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

Request for Notices Pulls from Production: Due to the sensitivity of notices in this contract, the Government 

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

Government will supply the contractor with a list of notices to pull. The list will contain the name and address that 

appears in the MRD file to identify the notices. The contractor must be able to run “a sort” to find and eliminate 

the notice from the production run. If the list is provided after the notice are produced, the contractor must be 

capable of identifying the notice and pull it from the production floor. 
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ON-SITE REPRESENTATIVES: One (1) or two (2) full-time Government representatives may be placed on 

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

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

desks, one swivel arm chairs, telephone lines, internet access via wireless or Ethernet for two computers, two 

work tables, and two four-drawer letter-size files with combination padlock and pendaflex file folders or equal. 

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

wire transmissions; verify addresses; monitor the printing, imaging, folding, inserting, mail processing, quality 

control, sample selections, inspections; monitor the packing and staging of the mail. 

These representative(s) will not have contractual authority, and cannot make changes in the specifications or 

contract terms, but will bring any and all defects detected to the attention of the Quality Control Officer. The 

representative(s) must have full and unrestricted access to all production areas where work on this program is 

performed. 

POSTAWARD CONFERENCE: In order to ensure that the contractor fully understands the total requirements 

of the job as indicated in these specifications, Government representatives will conduct a conference with the 

contractor’s representatives at the Social Security Administration, Baltimore, MD, immediately after award. 

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

attendance. 

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

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

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

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

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

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

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

specific mail flow information. 

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

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

name of the representatives responsible for the mailing operations. and that individual’s backup. 

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

attendance. 

ASSIGNMENT OF JACKETS, PURCHASE, TASK ORDERS 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 daily electronic “Task Order” for each job placed with the contractor. 

A print order will be issued weekly and will indicate the total number of task orders placed and the total number of 

notices produced that week. The print order will also indicate any other information pertinent to the particular 

order. 

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

supplemented by daily electronic task orders. Orders may be issued under the contract from Date of Award 

through October 31, 2015, plus for such additional period(s) as the contract is extended. All print orders and task 

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 or task order. Task orders will be "issued" daily for purposes of the contract 

and shall detail the daily volume of notices required. A Print Order (GPO Form 2511) will be used for billing 

purposes, will be issued weekly, and will cover all daily task orders issued that week. 

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 
Residual Notices Page 15 of 45 

198-S (10/15) 

not purchased hereby. 

Except as may be otherwise provided in this contract, if the Government's requirements for the items set forth 

herein do not result in orders in the amounts or quantities described as "estimated", it shall not constitute the basis 

for an equitable price adjustment under this contract. 

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

which are required to be purchased by the Government activity identified on page 1. The Government shall not be 

required to purchase from the contractor, requirements in excess of the limit on total orders under this contract, if 

any. 

Orders issued during the effective period of this contract and not completed within that time shall be completed by 

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

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

completed during the effective period of this contract. 

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

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

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

source. 

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

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

forth herein which are called for by print orders issued in accordance with the "Ordering" clause of this contract. 

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

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

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

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

PRIVACY ACT 

(a) The contractor agrees: 

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

design, 

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

function when 

 the contract specifically identifies (i) the system or systems of records and (ii) the work to be performed by 

the 

 contractor in terms of any one or combination of the following: (A) design, (B) development, or (C) 

operation; 

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

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

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

 to accomplish an agency function; and 

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

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

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

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

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

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

 function. For purposes of the Act when the contract is for the operation of a system of records on individuals 
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198-S (10/15) 

 to accomplish an agency function, the contractor and any employee of the contractor is considered to be an 

 employee of the agency. 

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

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

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

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

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

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

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

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

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

symbol, or other identifying particular assigned to the individual.

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

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

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

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

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

regulations established thereunder, and who knowing that disclosure of the specific material is prohibited, willfully 

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

misdemeanor and fined not more than $10,000.00. 
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SECTION 2. - SPECIFICATIONS 

SCOPE: These specifications cover the production of mailing packages from 9 mailers*, consisting of English 

and Spanish personalized notices; Forms; multiple language inserts, mail out envelopes and courtesy reply mail 

(CRM) envelopes requiring such operations as: the receipt and processing of wire or VPN transmitted data; redevelopment of AFP resources; composition; printing and imaging; folding; inserting; for BIC-T notices- the 

extraction of return address from the Mail Run Data (MRD) File and spraying/imaging return addresses on mailout envelopes; providing mail.dat files, metering or manifesting; presorting, commingling and mailing. 

NOTE: This workload contains barcodes and forms that are scanned and read into electronic folders. Due to this 

requirement, the contractor is required to print all notices at a minimum of 600 x 600 dpi to ensure the proper 

scanning of all forms and barcodes. 

 

*The 9 mailers are as follows: 

1. Critical Payment System Notices (CPS) 

2. Continuing Disability Deferral Notices (CDR) 

3. Widow Retirement Notices 

4. Foreign Enforcement Questionnaires (FEQ) SSA-7161 (May/June) 

5. Foreign Enforcement Questionnaires (FEQ) SSA-7161 (Sept/Oct) 

6. Foreign Enforcement Questionnaires (FEQ) SSA-7162 (May/June) 

7. Foreign Enforcement Questionnaires (FEQ) SSA-7162 (Sept/Oct) 

8. BIC-T English Notices 

9. BIC-T Spanish/English Notices 

Future workloads: 

10-12. New Notices (during term of contract) 

Note: Each mail-out window envelope (used for the BIC-T notices) will be variable sprayed/imaged with one of 

approximately 1,300+ different SSA field office (FO) return addresses found in the furnished MRD File. 

 Note: For Mailers #4-7 (FEQ) notices, the instruction inserts are only used once per year and volumes of each are 

 unknown until files are transmitted. Due to this, the contractor is encouraged to program the files to print the 

 instruction inserts in line with the notices. If the contractor decides to pre-print these inserts, they must have 

 sufficient stock to meet the mailing volume; the Government will not be responsible for any overages. 

During the term of this contract the Government expects to develop new notice workloads with the same 

requirements as the ten notice workloads described by these specifications. All terms and conditions in 

this specification will apply to these future notice workloads. It is estimated that approximately one (1) to 

three (3) new notice workloads may be added during the term of this contract. 

FREQUENCY OF ORDERS AND QUANTITY:

A print order will be issued weekly and will indicate the total number of task orders placed and total number of 

copies produced that week. The print order will also indicate any other information pertinent to the particular 

task orders. 

Combined total for Critical Payment System (CPS), Continuing Disability Deferral (CDR), Widow Retirement, 

Foreign Enforcements Questionnaires (FEQ) SSA-7161 & SSA-7162, and BIC-T Notices is approximately 

2,093,336 notices per year. 

The Government reserves the right to increase or decrease up to 25% the total number of notices ordered 

annually. This 25% includes the additional notices occasioned by the one (1) to three (3) new notices workloads 

developed during the term of this contract. 

Transmission schedule is as follows: 

 CPS Runs- Each morning Tuesday through Saturday. 

 CDR Runs- Each morning Monday through Friday 

 FEQ Runs- Twice each year (May/September) 
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198-S (10/15) 

 WIDOW Runs- Twice each year (May/June and October/November) 

 BIC-T Notices- monthly 

NOTE: this is the anticipated schedule, delays and changes to schedule may occur. Contractor must be prepared 

to receive files 24/7/365. 

GOVERNMENT TO FURNISH: 

 

Manuscript for 15 Outgoing envelopes. 

Manuscript for 2 CRM Reply Envelope. 

Camera copy of FIM and Barcode for CRM Reply Envelopes. 

Camera copy for the recycled paper logo and legend (English). 

Camera copy or PDF for all FEQ Instruction Inserts. 

Camera copy and/or electronic file with GPO 952 form for publications. 

Camera copy for signatures. 

PS Form 3615, Mailing Permit Application and Customer Profile. 

Mailing Indicia - “Postage and Fees Paid” 

Official Government Postage Meters. 

National Change of Address (NCOA) Certificate 

Coding Accuracy Support System (CASS) Certificate 

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

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

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

Exhibit B: Security and Suitability Requirements. 

Exhibit C: SF85P Questionnaire for Public Trust Positions (SF85P). 

Exhibit D: Fingerprint Card. 

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

Exhibit F: Fair Credit Reporting Act (FRCA) Authorization Form. 

Exhibit G: System Plan. 

Exhibit H: Audit and Summary Report. 

Exhibit I: Mail Run Data (MRD) File 

Exhibit J: Database/Spreadsheet for Postal Documentation. 

Exhibit K: Key SSA and GPO Personnel Contact Information. 

ELECTRONIC FILES: 

All files will be electronically transmitted to the contractor and contain a complete record for each notice. Any 

programming or other format changes necessitated due to the contractor’s method of production will be the full 

responsibility of the contractor and must be completed prior to SSA’s validation. 

Files are in print image format and in ZIP Code sequence by dataset name. Contractor will be required to sort 

files as necessary (i.e., leaf counts or mail weight) to obtain maximum USPS Postal discounts. 
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NOTE: The contractor must not compress files in processing data for this contract. 

The contractor will receive three (3) files for each print file: the Advanced Function Presentation (AFP) file, the 

Mail Run Data (MRD) file and the Banner (BNR) file. 

The notice files for printing are formatted for the AFP printing platform in duplex printing (face and back). For 

proper processing of AFP; SSA supplies resources used for printing notices in AFP format, the contractor must 

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

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

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

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

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

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

ROLL OUT with the file order reversed for insertion. The predominant data file format is AFP Mixed Mode; 

however, any valid AFP format is possible and must be printable at the contractor’s location. Each piece of 

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

processes.) 

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

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

required inserts and insertion bin selection, recipient’s address, return address to be sprayed/imaged on the mail 

piece’s mail-out envelope, USPS IMB, the appropriate signature, and any required inserts. (Note: Notices 

contain either the Commissioner of Social Security signature or a fixed “Social Security Administrations” in lieu 

of a signature, etc. (See EXHIBIT I ) 

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

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

The contractor will receive an electronic daily task order each morning after transmission with the volumes for 

notices, leaves, pages and any inserts required. 

NOTE: Whenever the contractor makes a change in the programming, the contractor will be required to 

execute a self-certification statement specifying the date of the last programming change. Prior notification 

of a programming change is required in addition to the self-certification statement for the contractor to 

schedule a validation test with SSA. 

Prior to the commencement of production of orders placed under this contract, the Government will furnish 

preproduction electronic test files shortly after the post-award conference that are to be used in performing the 

various preproduction validation tests and Preproduction Press and Mail Run Tests. 

Files will be in print image format and in ZIP Code sequence. Contractor will be required to sort files as 

necessary to obtain maximum USPS Postal discounts (i.e., leaf counts or mail weight). 

PRINTER RESOURCES: AFP

 

SSA will provide the AFP resources for each notice workload. These resources will be provided on the 

contractor’s choice of media (wire transmission via data connection between the contractor’s specified location 

and the nearest available SSA network interface location or SSA’s National Computer Center in Baltimore, MD 

or E-mail) shortly after the postaward conference. (The test files are to be used in the various preproduction 

validation tests and the preproduction print/mail run tests. See the following: “WIRE TRANSMISSION TEST 

on pages 28; “PREPRODUCTION PRESS AND MAIL RUN TEST on pages 28-29.) 

 

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

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

release of the IBM MVS z/OS operating system accompanied by the most recent release of IBM Print Services 

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

by SSA to ensure that the contractor is able to print the files as provided without alteration of any kind on the 
Residual Notices Page 20 of 45 

198-S (10/15) 

part of SSA. It is solely the contractor’s responsibility to redevelop/reprogram the AFP resources to ensure the 

proper printing in their environment. 

Government to provide the following at Postaward Conference, or shortly after: 

Print Resource Library (AFP) (via e-mail); 

Advanced Function Presentation resources include page and form definitions; fonts, page segments and

overlays (if applicable) for page formatting. 

Preproduction Press and Mail Run Test Files for Wire Transmission; 

An AFP formatted print files with the corresponding MRD Files and Banner files will be provided for 

each workload in the quantities required. 

Revised Resource Library (AFP) via e-mail (when applicable); 

AFP print resources, overlays, page segments and non-standard fonts provided shortly after the 

postaward conference may change during the term of the contract, in which case a revised AFP resource 

file will be emailed to the contractor as a replacement. 

NOTE: Contractor will be responsible for providing any licensed fonts required during the term of this contract. 

The contractor will be responsible for maintaining the AFP resources on each system that processes SSA’s 

notices. SSA will provide updated resources electronically, as necessary. When the contractor receives an update 

to the printer resources, the contractor shall install them immediately and provide SSA with 100 sample 

documents representative of the workload involved, from the test file, within one (1) workday for review. 

Contractor is to continue using existing resources while the samples are reviewed. Once the samples are 

approved, the contractor will be told when to start using the new resources. Whenever testing is required, the 

contractor will be responsible for performing the test on each printer that processes SSA’s notices. Submit these 

samples to Social Security Administration, Printing Management Team, (See EXHIBIT K). 

SSA’s Printing Management Team will notify the contractor of these changes as soon as possible. Upon 

successful testing of the changes, SSA shall transmit the new print resources (if necessary) and resume 

transmission of the notice file(s). 

WIRE TRANSMISSIONS: Upon award of this contract, the Government will determine the connectivity 

method between SSA and the contractor. Internet Protocol (IP) will be the connection protocol for the 

transmissions. At the Government’s option, the Government will either place an order for a dedicated circuit data 

connection to be installed (within 60-90 calendar days) between the contractor's location(s) and SSA's network 

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

connection method is at the sole discretion of the Government. The Government shall not be responsible for 

installation delays of data connections due to any external influences such as employee strikes, weather, supplies, 

etc., which conditions are beyond the control of the Government. 

If a VPN Internet connection method is deemed necessary, the contractor must have an Internet ready VPN IP 

security (IPsec) capable devise. The Government will not be responsible for any cost associated with the VPN 

Internet connection that the Contractor may incur. 

If a dedicated circuit transmission is deemed necessary, SSA will determine the appropriate bandwidth for the 

connection. The cost of this connection will be borne by the Government. The contractor shall immediately 

provide a complete delivery address with nearest cross-street, contact name and phone number for installation of 

data transmission services and equipment. The contact person at the contractor’s site will be available for delivery 

of services at the specified location. The Government shall not be responsible for incorrect or lack of address 

information, nor for non-availability of contact person at the delivery site. SSA will provide the necessary 

dedicated data connection, including a router, modem, and firewall at the contractor’s specified location(s). 

The contractor shall provide adequate rack space for securing the router and firewall; the contractor shall provide 
Residual Notices Page 21 of 45 

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a dedicated analog dial-up line within eight (8) feet of the router. This dedicated analog dial-up line will be used 

for router management and access for troubleshooting. The line must be in place and active prior to the 

installation of the circuit/router and equipment. 

The contractor must provide capability to utilize the capacity of the connection(s) to fulfill the intended purposes 

of this contract. The contractor shall provide a suitable environment for installation of the equipment. Power 

specifications for the router(s) are: AC Power Dissipation (280W maximum) and AC input voltage (100 to 

240VAC). 

The cabinet specifications are: 36U enclosure; frame (72” H x 24” W x 36” D); 23-19 inch appropriate revsa rails 

(10-32 tapped); louvered side panels; Plexiglas locking front door; solid locking rear door; heavy duty lockable 

dual width casters; top fan assembly (4 fans); 10- or 12-outlet 20-amp power strip; 19” width slide-out shelf; 

cable management (wire loops); appropriate cabinet grounding for installation; or equivalent to previous 

specifications. 

In the event that any wire transmissions or VPN Internet transmission cannot be processed due to data line or 

other problems, the contractor must notify SSA within 24 hours of receipt. The contractor’s first point of contact 

at SSA for systems or data line problems shall be the HELP DESK at 877-697-4889 or 410-965-2580. 

Any reprogramming and/or reformatting of data supplied by wire transmission or VPN Internet transmission 

necessitated due to the contractor's method of production shall be the responsibility of the contractor and done at 

no cost to the Government. 

Data provided to the contractor must be retained for 21 workdays after mailing. 

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

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

Secure File Transfer Protocols (SFTP) Site: Contractor is required to set up, establish and maintain an SFTP site 

that multiple users at SSA can access for passing PDF notice validation samples containing PII to SSA and back. 

Contractor cannot send PDF notices containing PII via email. 

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

Contractor will be responsible for providing any licensed fonts required during the term of this contract. 

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

capability to interface with SSA’s National FTMS for electronic transmission of designated files from SSA to the 

production facility. SSA will provide the necessary data connection into the contractor’s location. At the 

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

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

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

troubleshooting of their equipment and software. 

SSA utilizes, and the contractor must provide compatibility with, Managed File Transfer (formerly known as 

Cyberfusion Integration Suite) software from TIBCO product. The contractor may implement the Managed File 

Transfer Platform Server that has embedded software encryption capable of being enabled. The personal 

computers/servers must have the capability to run Managed File Transfer software with encryption enabled using 

IP protocols on Windows, UNIX (i.e., IBM’s AIX, SUN or HP), or z/OS platforms. 

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

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

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

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

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

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

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

Simultaneous multiple transmission sessions must be possible on the contractor’s equipment. All files 

transmitted by the SSA will be written as Physical Sequential or “flat” files at the contractor’s location and will 

be distinguished with a “run date” in the contractor’s file name. 

Virtual Storage Access Method files and Generation Data Groups, supported by IBM/MVS or IBM z/OS 

operating systems are not permitted under this contract. The contractor’s storage format must not preclude the 

availability of the Managed File Transfer software Checkpoint/Restart feature. 

The contractor may not use VM/VSE/ESA on a mainframe system, as this hinders automated file transmission. 

The contractor is responsible for providing complete hardware and software compatibility with SSA’s existing 

network. Production file transfers will be established according to SSA’s standard procedures for transmission 

control, dataset naming, and resource security. The contractor’s file management system must accommodate 

multiple file transmission sessions without intervention at either end. The contractor must have sufficient 

capacity to support the number of concurrent transmission file sessions as dictated by SSA. 

The above will apply, regardless of the number of workloads transmitted to the contractor. If the contractor is 

awarded multiple SSA notice workloads, there must be sufficient capacity at the contractor’s production facility 

to accept transmission of all files according to their schedules. 

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

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

Government’s option) be processed at the SSA print/mail facility. 

The contractor’s FTMS software shall be operational for the receipt of data files 24 hours a day, seven (7) days a 

week, unless otherwise specified by the Government. The communications protocol between SSA and the 

contractor shall be the Internet Protocol (IP). The contractor must specify the type of Local Area Network (LAN) 

connection that will be used at the location where the SSA connection is to be installed. The contractor is 

responsible for providing complete hardware and software compatibility with SSA’s existing network. Production 

file transfers will be established according to SSA’s standard procedures for transmission control, dataset naming, 

and resource security. The contractor’s file management system must accommodate multiple file transmission 

sessions without intervention at either end. The contractor must have sufficient capacity to support the number of 

concurrent transmission file sessions as dictated by SSA. 

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

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

(877) 697-4889 or 410-965-2580. 

NOTE: the contractor must not compress files in processing data for this contract. It is solely the 

contractor’s responsibility to redevelop/reprogram the AFPDS resources and mail run data to ensure 

proper printing and inserting in their environment. 

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

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

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

performance of this contract. Any duplicate data and any resultant printouts must be destroyed by the contractor. 

NOTE: Data provided to the contractor must be retained for 21 workdays after mailing. 

FOR QUALITY CONTROL AND AUDITING PURPOSES: 

For quality control and auditing purposes, the contractor must not merge different file dates or Mailers with 

different mailing schedules during processing, printing, and mailing without prior Government approval. 

All files transmitted by SSA will be physical sequential. Any alteration of the notice content in the file is not 

permitted. 
Residual Notices Page 23 of 45 

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The figures indicated below are for Critical Payment System, Continuing Disability Deferral, Foreign 

Enforcements 7161, Foreign Enforcements 7162, Widow Retirement Notices, and BIC-T Notices estimates that 

are based on historical data of past production runs. The figures show the minimum and maximum quantities 

required daily for the notices, number of printed pages in a notice (notices are duplex printed and one-side only 

when an odd page is required), inserts (items that are to be inserted into the mailout envelope along with the 

notice), and how the notice is to be folded. Exact quantities will not be known until each run is electronically 

transmitted to the contractor. NO SHORTAGES WILL BE ALLOWED. 

The maximum number of mailers transmitted from SSA to the contractor in any given day is 411,600 for Mailers 

#1– #9 combined. If this figure is exceeded, the Contractor will receive a “Premium Payment” of 15% (as listed in 

the Schedule of Prices for Item IV (b and g) and all of Item VI) for those extra notices. No additional time will be 

allowed for the mailing of these notices and all notices for that print order must mail on time to receive the 

premium payment. 

 

NOTICES: Notices ordered under this contract will range from one (1) to four (4) printed pages/one (1) to two (2) 

leaves per notice. See the following for page and leave counts of each mailer. New notices may contain up to 6 

printed pages (no more than 3 leaves.) 

MAILERS #1- #9: ordered under this contract consist of the following: 

 

1. Critical Payment System (CPS) Notice: Mailers are English notices represented by the following data 

set name. The mailer consists of 1 leave/2 page notices and transmits daily. 

 Dataset name: CPSAFP.M1#aaaaa.Ryymmdd 

 Daily Minimum : 110 

Daily Maximum : 1,200 

Printed Pages : 2 

Leaves : 1 

Inserts : Personalized English Notice 

Mailout envelope 4-1/8 x 9-1/4" (PC1-8) 

 Folding : Tri-Fold 

2. Continuing Disability Deferral (CDR) Notice: Mailer is an English only notice represented by the 

following data set name. The mailer consists of a 1leaf /2 page notices and transmits daily. 

 Dataset name: CDRAFP.M2#aaaaa.Ryymmdd 

Daily Minimum : 150 

Daily Maximum : 20,000 

Printed Pages : 2 

Leaves : 1 

Spike : 60,000 (This may occur two times a year in August and November) 

Inserts : Personalized English Notice 

Mailout envelope 4-1/8 x 9-1/4" (PC1-6) 

Folding : Tri-Fold 

3. Widow Retirement Notice: Mailers are English only notices represented by the following data set 

names. The mailer consists of 1 leave/2 page notices and transmits bi-annually in May/June and 

October/November. Mailers may generate any combination of components below. 

 Dataset name: WIDAFP.M3aaaaa.Ryymmdd 

 Minimum : 28,000 

Maximum : 74,000 

Printed Pages : 1-2 

Leaves : 1 

Inserts : Personalized English Notice 

Mailout envelope 4-1/8 x 9-1/4" 
Residual Notices Page 24 of 45 

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Folding : Tri-Fold 

Foreign Enforcements Questionnaires SSA-7161 and SSA-7162: Mailers are English only with multiple 

language instructions inserts. The mailer consists of 1 leave/2 page notices and transmits bi-annually in 

May/June and September/October. The contractor is encouraged to print the instruction sheets in-line with the 

notices as volumes for each instruction is unknown until files are transmitted. These notices are time–sensitive 

static forms with variable information mailed to Domestic and Overseas Beneficiaries to maintain eligibility. 

Mailers may generate any combination of components below. 

4. SSA-7161 (May/June mailing)

 Dataset name: FENAFP.M47aaaaa.Ryymmdd 

May Minimum : 30,000 

May Maximum : 40,000 

Printed Pages : 2 

Leaves : 1 

Inserts : Personalized Form SSA-7161-SM 

 Mailout envelope 6-1/8 x 9-1/2” 

CRM Reply Envelope 5-3/4 x 8-3/4" 

 SSA-7161-GR-INST 

 SSA-7161-JA-INST 

 SSA-7161-FR-INST 

 SSA-7161-GE-INST 

 SSA-7161-IT-INST 

 SSA-7161-NE-INST 

 SSA-7161-PE-INST 

 SSA-7161-PO-INST 

 SSA-7161-SP-INST 

 SSA-7161-SW-INST 

 SSA-7161-INST 

Folding : Bi-Fold 

5. SSA-7161 (September/October mailing)

 Dataset name: FENAFP.M57aaaaa.Ryymmdd 

September Minimum : 4,000 

September Maximum : 20,000 

Printed Pages : 2 

Leaves : 1 

Inserts : Personalized Form SSA-7161-SM 

 Mailout envelope 6-1/8 x 9-1/2” 

CRM Reply Envelope 5-3/4 x 8-3/4". 

 SSA-7161-SUP 

Folding : Bi-Fold 

6. 7162 (May/June mailing)

 Dataset name: FENAFP.M67aaaaa.rundate 

May Minimum : 290,000 

May Maximum : 380,000 

Printed Pages : 2 

Leaves : 1 
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Inserts : Personalized Form SSA-7162-SM 

 Mailout envelope 6-1/8 x 9-1/2” 

CRM Reply Envelope 5-3/4 x 8-3/4" 

SSA-7162-GR-INST 

 SSA-7162-JA-INST 

 SSA-7162-FR-INST 

 SSA-7162-GE-INST 

 SSA-7162-IT-INST 

 SSA-7162-NE-INST 

 SSA-7162-PE-INST 

 SSA-7162-PO-INST 

 SSA-7162-SP-INST 

 SSA-7162-SW-INST 

 SSA-7162-INST 

Folding : Bi-Fold 

7. 7162 (Sept./October mailing)

Dataset name: FENAFP.M77aaaaa.Ryymmdd 

September Minimum : 30,000 

September Maximum : 70,000 

Printed Pages : 2 

Leaves : 1 

Inserts : Personalized Form SSA-7162-SM 

 Mailout envelope 6-1/8 x 9-1/2” 

CRM Reply Envelope 5-3/4 x 8-3/4". 

SSA-7162-SUP 

Folding : Bi-Fold 

8. BIC-T English Notice: Notices are represented by the following data set name. The mailer consists of 1 

leave/2 page notices. 

 

 Dataset name:BICAFP.M81aaaaa.Ryymmdd 

 

Monthly Minimum : 40,000 

Monthly Maximum : 50,000 

Printed Pages : 2 

Leaves : 1 

Inserts : Personalized English Notice 

 Publication 05-10529 

Mailout envelope 4-1/8 x 9-1/4" (Variable return address) 

 Folding : Tri-Fold 

 

9. BIC-T Spanish Notice: Spanish notices are represented by the following data set name. The mailer 

consists of 2 leave/ 4 page notices. 

 

 Dataset name:BICAFP.M91aaaaa.Ryymmdd 

Monthly Minimum : 200 

Monthly Maximum : 400 

Printed Pages : 4 

Leaves : 2 

Inserts : Personalized English Notice 
Residual Notices Page 26 of 45 

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 Publication 05-10989 

Mailout envelope 4-1/8 x 9-1/4" (Variable return address) 

Folding : Tri-Fold 

Each New Notice Workloads 

10-12. File names will be shared as they are developed. 

Daily Minimum : 100 

Daily Maximum : 36,000 

Printed Pages : 1-6 

Leaves : 1-3 

Inserts : Personalized English Notice 

Mail out envelope 4-1/8 x 9-1/4" or 6-1/8 x 9-1/2” 

CRM Reply Envelope 5-3/4 x 8-3/4" 

Folding : Tri-Fold or Bi-fold 

New Notice Workloads: These new mailers could be English and/or bilingual English/Spanish notices. Notices 

will consist of 1-6 pages (No more than 3 leaves). These mailers may consist of a personalized notice and mailout 

envelope or a personalized notice, mailout envelope and a reply/return envelope. All notices and envelopes 

requirements will match those described in mailers #1 through #9. Pricing for the New Notice Workload will 

follow the Schedule of Prices for similar notice type, construction and inserts. 

*The file names for each new notice workload will be supplied to the contractor as they are developed. 

# – is the PC number 1-8 for CPS and 1-6 for the CDR workloads. 

aaaaa – is the order id assigned by Control-M at run time. This is used to build the unique identifier for the file. 

yymmdd – is the year month and day of the file being transmitted. This is also referred to as the run date. 

M – is the mailer identifier. 

The files will be broken down and transmitted in segments by PC codes. Each file transmitted will have a banner 

page (BNR) identifying the PC and required inserts. 

 

The PC codes correspond to the mail-out envelope required for CPS and CDR mailers as follows: 

 

PC1 - Northeastern (Jamaica, NY) 

PC2 - Mid-Atlantic (Philadelphia, PA) 

PC3 - Southeastern (Birmingham, AL) 

PC4 - Great Lakes (Chicago, IL) 

PC5 - Western (Richmond, CA) 

PC6 - Mid-America (Kansas City, MO) 

PC7 - Office of Central Operations (Domestic & Foreign) (Baltimore, MD) 

PC8 - Office of International Operations (Baltimore, MD) 

NOTE: The data set names listed above (and throughout these specifications) may not be the final data set 

names that will be transmitted to the contractor. Final data set names will be provided to the contractor at or 

soon after the post award meeting. 

Anticipated Yearly Volumes: 

Mailer #1 CPS notices: 107,208 

Mailer #2 CDR notices: 961,403 

Mailer #3 Widow notices: 101,151 
Residual Notices Page 27 of 45 

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Mailer #4 FEQ 7161 (May/June): 33,833 

Mailer #5 FEQ 7161 (Sept/Oct): 6,692 

Mailer #6 FEQ 7162 (May/June): 318,775 

Mailer #7 FEQ 7162 (Sept/Oct): 35,893 

Mailer #8: BIC-T English Notices 524,793 

Mailer #9: BIC-T Spanish Notices 3,588 

Residual Workloads Mail out Envelopes: TRIFOLD SIZE: 4-1/8 x 9-1/4" 

The CPS, CDR, Widow Retirement and BIC-T Notices each utilize the same size mail-out envelope with the 

exception of the return addresses. 

CPS and CDR Mail out Envelopes 

Program Service Center 90-Calendar Day Volumes 

Northeastern Program Service Center (PC1) 33,019 

Mid-Atlantic Program Service Center (PC2) 34,342 

Southeastern Program Service Center (PC3) 56,846 

Great Lakes Program Service Center (PC4) 39,873 

Western Program Service Center (PC5) 43,584 

Mid-America Program Service Center (PC6) 48,118 

Office of Central Operations (PC7) 10,571 

Office of International Operations (PC8) 101 

Mailers 4-7 Foreign Enforcement Instruction Inserts* 

Inserts Anticipated Annual Volumes

 

SSA-7161-GR-INST 775

SSA-7161-JA-INST 696

SSA-7161-FR-INST 3,541

SSA-7161-GE-INST 1,982

SSA-7161-IT-INST 900

SSA-7161-NE-INST 205

SSA-7161-PE-INST 653

SSA-7161-PO-INST 394 

SSA-7161-SP-INST 11,132

SSA-7161-SW-INST 226

SSA-7161-SUP 6,692

SSA-7161-INST 33,833

SSA-7162-GR-INST 11,706

SSA-7162-JA-INST 27,118

SSA-7162-FR-INST 62,442

SSA-7162-GE-INST 20,351

SSA-7162-IT-INST 15,439

SSA-7162-NE-INST 3,357

SSA-7162-PE-INST 7,365 

SSA-7162-PO-INST 9,040

SSA-7162-SP-INST 64,957

SSA-7162-SW-INST 2,696

SSA-7162-SUP 35,893

SSA-7162-INST 318,775 
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*Due to uncertainty of FEQ insert volumes for each run, SSA encourages the contractor to develop their 

programming to print the inserts in-line with the notices. If the contractor decides to pre-print these inserts, 

they must have sufficient stock to meet the mailing volume; the Government will not be responsible for any 

overages. 

Mailers 8 and 9- BIC-T Publications 

Inserts Anticipated Annual Volumes

 

05-10529 (English) 496,069

05-10989 (Spanish) 3,465

TRIM SIZES: 

 

Notices: 8-1/2 x 11" flat size 

SSA-7161 & SSA-7162 Instruction inserts 8-1/2 x 11" flat size 

Publications SSA 05-10529 & SSA 05-10989 8-1/2 x 11" flat size 

Mailout Envelopes: 4-1/8 x 9-1/4" 

Mailout Envelopes: 6-1/8 x 9 1/2” 

Reply Envelopes: 5-3/4 x 8-3/4" " 

WIRE TRANSMISSION TESTS: After the appropriate bandwidth connection has been installed, the Contractor 

will be required to receive within one (1) workday approximately 415,000 notices. Notices range from 2-4 printed 

pages. Within one workday after the complete transmission of the test files, the Contractor will be required to copy 

the files to their own system and provide SSA with the exact counts received (broken down by Mailer and PC (if 

applicable) before proceeding with any other processing. SSA will respond immediately for verification. 

PREPRODUCTION VALIDATION TEST: When the count verification has been successfully completed, the 

Contractor will be required to provide SSA within two (2) workdays 380 PDF sample documents from the wire 

transmission test. Contractor shall provide 20 notices per file each Mailer in their own PDF file (the CPS consists 

of 8 files and the CDR consists of 6 files). Send these test samples to Social Security Administration (SSA), 

Printing Management Team, via SFTP. The contractor shall also print 20 samples for each FEQ mailer (4-7), for 

scan testing, and deliver those printed samples to the following SSA component, Wilkes-Barre Data Operations 

Center (See EXHIBIT K for addresses). 

NOTE: If the contractor is printing the FEQ inserts in-line with the notice the samples must include the inserts. 

The Government will approve, conditionally approve, or disapprove the samples from the Wire Transmission Test 

within 5 workdays of receipt thereof. Approval or conditional approval shall not relieve the contractor from 

complying with the specifications and all other terms and conditions of the contract. A conditional approval shall 

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

 

NOTE: If errors are found, additional samples of notices (as indicated above) will be required until such time 

as the validation produces no errors. 

 

PREPRODUCTION PRESS AND MAIL RUN TEST: Prior to commencement of production of the contract, 

the contractor will be required to perform a 12-hour preproduction press and mail run test. 

The contractor will be issued a print order for the 12-hour test. Upon successful completion of all test 

requirements, the contractor will be reimbursed for all applicable costs, in accordance with the contractor’s 

submitted bid prices in the “SCHEDULE OF PRICES.” 
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198-S (10/15) 

NOTE: If the contractor fails to meet all test requirements, the Government will not reimburse the contractor for 

any associated costs. This is also grounds for immediate termination of the contract for default. 

In order to complete this test, the contractor is to use the files provided from the aforementioned wire 

transmission test 

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

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

to beginning the test. Notices are to be completed in accordance with contract requirements, inserted into 

envelopes and prepared for mailing. Contractor will be required to provide the necessary audit and summary 

reports for 100% accountability of production and mailing within one (1) hour after the run is completed. 

NOTE: If a sub-contractor is utilized for the sorting and/or mailing of the notices of this contract the 12-hour test 

must include the use of this facility. No additional time will be allowed for the transportation and handling of the 

notices to and from this facility. For the FEQ run, after award and production plans are approved, the volume for 

the test maybe adjusted once the transportation to and running time at the sub-contracted IPA House are known. 

The contractor must produce 72,317 notices in a continuous 12-hour period that will prove to the Government 

representatives that the contractor can satisfactorily complete the requirements of this contract during live 

production. (For Mailers #1 and #2, the contractor must produce a minimum of 20 notices from each PC). This 

includes all reprints, as outlined in the 100% Accountability of Production and Mailing (pages 10-12), required 

during the run. 

Quantities required per Mailer are as follows: 

Critical Payment System Notice Mailer 1 600

Continuing Disability Deferral Notice Mailer 2 10,000

Federal Enforcement Questionnaire SSA-7161 Mailer 4 6,667 

Federal Enforcement Questionnaire SSA-7162 Mailer 6 50,000 

BIC-T English Notices Mailer 8 5,000 

BIC-T Spanish Notices Mailer 9 50 

The 12-hour period for the printing process will begin when an “O.K. TO PRINT” is given by the Government 

representative on-site. The 12-hour period for the inserting and mailing process will begin within two (2) hours 

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

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

The test run will incorporate all aspects of the program consisting of the processing of the electronically 

transmitted test files; the duplex printing and imaging of notices; gathering; folding; inserting; manifesting; 

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

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

The contractor must perform the preproduction press and mail run test on their equipment and using their 

personnel. The test must be performed on the printing equipment, inserting machines with required scanning 

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

contract production quantities are to be manufactured. 

After completion of the preproduction press and mail run test, the Government will take samples for validation. 

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

workdays of receipt thereof. 
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198-S (10/15) 

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

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

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

Failure to meet the requirements of the 12-hour test is grounds to immediately terminate the contractor for 

default. 

 

SYSTEM CHANGE/NEW NOTICE FILES/SIGNATURE VALIDATION TEST: When required, the 

Government will furnish test files for wire transmission that are to be used in performing a Systems Change 

Validation/New Notice Test. This test is required whenever SSA initiates a systems/programming change or 

when a new notice workload is developed. The contractor shall furnish up to 100 printed samples (no envelopes 

or enclosures). The Government will approve, conditionally approve or disapprove the samples within 7 

workdays of receipt thereof. 

NOTE: The Systems Change Validation/New Notice Test must occur without a break in production of daily 

notices. The Government will inform the contractor in advance when the regular daily wire transmissions will 

contain the systems changes.

 

NOTE: If errors are found, additional samples of notices (as indicated above) will be required until such time as 

the validation produces no errors. 

 

NOTE: Failure of the contractor to perform any of the above tests (Pre-Production Press and Mail Run Test, PreProduction Validation Test, Wire Transmission Test and Systems Change/New Notices Files Validation Test) 

satisfactorily may be cause for default. The Government reserves the right to waive the requirements of any of 

these tests. Contractor will be notified at the Postaward Conference if any test(s) is to be waived. 

NOTE: The Contractor's FTMS software shall be operational for the receipt of data files 24 hours a day, 7 days a 

week, unless otherwise specified by the Government. (If there are problems, such as reruns, system problems, etc. 

files may be transmitted after-hours and/or on Sundays.) (See FILE TRANSFER MANAGEMENT SYSTEM 

(FTMS) REQUIREMENTS on page 21 for additional information.)

 

In the event that any wire transmission cannot be processed due to media problems, the contractor shall notify 

SSA within 2 hours of receipt. 

 

In the event any wire transmission cannot be processed due to link problems or data transmission 

circuit/connection outages, the contractor shall notify SSA’s HELP DESK operations immediately at 410-965-

2580 and report required observations and findings. The contractor shall notify SSA of any reprogramming and/or 

reformatting of data supplied by wire transmission necessitated due to the contractor's method of production, 

within 2 hours of receipt of the data. 

 

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

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

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

performance of this contract. 

 

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

contractor must be retained for 21 workdays after mailing. 

VALIDATION SAMPLES: (All PDFs must be sent via SFTP) 

1. WIDOW RETIREMENT NOTICES 

Validation samples will be required with each order of the Widow Retirement Notices and any time that a 

copy change is required during the term of the contract. 

The contractor shall furnish SSA a total of 50 PDF samples of the notices within 2 days of receipt of the 

live production file. 

2. FEQ NOTICES: 
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198-S (10/15) 

Validation samples will be required with each order of the Foreign Enforcement Notices and any time that 

a copy change is required during the term of the contract. 

The contractor shall furnish SSA three identical 100 printed sample sets of the notices with Instruction 

inserts (50 of each notice type) within 2 days of receipt of the live production file. The sample selection 

must contain a notice sample from 50 different consular codes or countries for each notice type (SSA-7161, 

SSA-7162). One set is to be distributed to each of the following: the Print Management team, Office of 

Central Operations and Wilkes-Barre Operations Center See EXHIBIT K. 

NOTE: If inserts are printed in-line with the notice the contactor only needs to provide one printed set of 

100 samples with the proper insert (Selection criteria same as above) delivered to Wilkes-Barre with a 

duplicate PDF copies of those notices sent via SFTP to Social Security Administration, Printing 

Management Team, See EXHIBIT K. 

When requested by the government, the contractor will provide up to 100 printed and inserted samples (with all 

required inserts) of any mailer within 5 workdays of request. 

Samples are to be delivered to: Social Security Administration, Printing Management Team, See EXHIBIT K. 

The Government will approve, conditionally approve or disapprove validation samples within 5 days of receipt 

thereof. Contractor must print and mail the notices within 5 days of receipt of ok to print. 

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

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

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

sample must have a unique number and must be produced on each of the 7 notices. The contractor will generate a 

list of the unique identifying numbers for each sample. As samples are pulled, their unique numbers will be 

marked off the list. This enables the contractor to track which samples have been produced and pulled and what 

records have been produced. In addition, all 7 notices will include samples produced every 4,000 notices that are 

processed and mailed directly to Social Security Administration, Printing Management Team, See EXHIBIT K. 

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

 process but must maintain the original SSA identification number. 

.

SSA will provide updated resources electronically, as necessary. When the Contractor receives an update to the 

printer resources, the Contractor shall install them immediately and provide SSA with 100 sample documents, 

representative of the workload involved, from the test file within one workday for review. Contractor is to 

continue using existing resources while the samples are being reviewed. Once the samples are approved the 

contractor will be told when to start using the new resources. Whenever testing is required, the Contractor will be 

responsible for performing the test on each printer that processes SSA's notices. 

 

During the term of the contract, the Government anticipates making programmatic changes to the daily notices as 

warranted (e.g., changes in language, format, appearance, etc.). When these changes occur, SSA will print and 

mail the affected notice workload(s) at their facility for a short period of time. During this time, files for some or 

all of the notice types may not transmit to the contactor lasting no more than a few days. Only those affected 

workloads (indicated by filename) will be held back at SSA for validation and production. For example: If the 

CPS Notice workload were to be changed, SSA would test and print those notices only. The contractor would 

continue to print and mail the CDR Notice workloads. SSA's Printing Management Team will notify the 

contractor of these changes as soon as possible. Upon successful testing of the changes, SSA shall transmit the 

new print resources (if necessary) and resume transmission of the notice file(s). 

 

PRODUCTION INSPECTION: Production inspection(s) may be required at the contractor's/subcontractor's 

plant for the purpose of establishing that the receipt of transmitted files, the printing of pamphlets, leaflets, forms 

and/or envelopes, the imaging, dating of form inserts, collating, folding, inserting and mailing is being 

accomplished in accordance with contract quality attributes and requirements. A production inspection is for the 
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198-S (10/15) 

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

prior approval of the entire run. 

 

When a production inspection is required, the Government will notify the contractor. 

 

COMPOSITION: Contractor will be required to set type for 17 envelopes and 24 Foreign Enforcement 

Instruction sheets (English and 11 foreign languages). Helvetica or similar typeface will be utilized. 

 

Sonoran Serif or equivalent fonts are to be used for producing the notices. SSA will provide the font part 

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

 

The contractor will be required to obtain the necessary font for the USPS IMB, SSA will not provide it with 

Resources supplied. 

PROOFS: Proofs will be required with the initial order and any time that a copy change is required 

during the term of the contract. 

Envelopes– 

PDF proofs with margins indicated for initial OK. After initial approval of PDFs contractor is to supply two (2) 

construction samples for each envelope. 

FEQ InsertsPDF proofs with margins indicated for initial OK. 

Publications–

Three (3) sets of inkjet proofs that are G7 profiled and use pigment based inks will be required for each. 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 ISO 12647-2 standard for Graphic Technology 

(as of 3/19/09 and future amendments) must be utilized. Output must be at a minimum of 720 x 720 dpi 

on GRACoL or SWOP certified proofing media. Proofs must contain one of the following color control strips to 

be evaluated for accuracy: IDEAlliance 12647-7 Wedge or P2P25 Target. 

 

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

contain all elements and indicate margins. 

 

Pantone colors may be substituted with a similar color but may not be built out of the four process 

colors. Contractor may be required to submit ink draw downs on actual production stock of Pantone colors used 

in job. 

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 the elements in proper position (not pasted up), imaged face and back, 

trimmed, folded to the finished size of the product. 

 

SSA reserves the right to make changes to all proofs. The Government may require one (1) or more sets of 

revised proofs before rendering an "O.K. to print". 

 

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

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

operation; such operations must be accomplished within the original production schedule allotted in the 

specifications. 

 

If any Author's Alterations (AA's) require additional proofs, the Government will allow additional time to process 

this additional requirement (See Proof Schedule on page 38) and will incur these costs under Schedule of Prices 
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198-S (10/15) 

line Item II. 

NOTE: SSA uses many of the same booklets, leaflets, fact sheets, and forms in several of its print contracts. To 

reduce the proofing requirements for any revisions, if it is determined that after award you are responsible for the 

production of any other SSA workloads containing the same publications and/or forms required for this program, 

then the revisions may be proofed under one of these other programs. 

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or 

listed for the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 12” dated 

February 2008. 

 

Color of paper furnished shall be of a uniform shade and a close match by visual inspection of the JCP and/or 

attached color sample(s). The Contracting Officer reserves the right to reject shipments of any order printed on 

paper the color of which, in his opinion, materially differs from that of the color sample(s). 

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

Personalized Notices, forms, and inserts: White Offset Book, basis weight: 50 lbs per 500 sheets, 25 x 38", equal 

to JCP Code A60 or White Writing, basis weight: 20 lbs per 500 sheets, 17x 22", equal to JCP Code D10. 

Mail-Out Envelope: 4-1/8 x 9-1/4" – White Wove, basis weight: 24 lbs per 500 sheets, 17 x 22" bursting strength 

24 lb/in2, or at contractor's option, White Offset Book, basis weight: 60 lbs per 500 sheets, 25 x 38", equal to JCP 

Code A60. 

Publications: White Offset Book Text, basis weight: 60 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A181. 

Mail-Out Envelope: 6-1/8 x 9-1/2" – White Wove, basis weight: 24 lbs per 500 sheets, 17 x 22" bursting strength 

24 lb/in2, or at contractor's option, White Offset Book, basis weight: 60 lbs per 500 sheets, 25 x 38", equal to JCP 

Code A60. 

CRM Reply Envelope: 5-3/4 x 8-3/4" – Any white stock, basis weight: 20 lbs per 500 sheets, 17 x 22" bursting 

strength 20 lb/in2, containing a minimum of 50 percent waste paper. 

 

PRINTING/IMAGING: 

Quality Control: The contractor must maintain a thorough quality assurance program to guarantee that digital 

imaging is securely fused to the paper; clear and legible; and, that a copy of the finished product is mailed to all 

addresses contained on furnished files. 

Notices –

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

deposition imaging. All imaging/printing shall have a minimum resolution of 600 x 600 dpi. All notices are 

duplex printed (face and back, head to head) and one-side only (when an odd page is required) in black ink only. 

Notices must appear exactly as was approved during validation. Absolutely no deviation will be 

accepted.

FEQ Instruction Inserts (8-1/2 x 11"): Print head to head in black ink with the exception of the following inserts, 

SSA-7161-SUP and SSA-7162-SUP, which print face only. NOTE: Contractor is advised to print these inserts inline with the notice as exact volumes for each run is unknown until files are transmitted. 

Publications (8-1/2 x 11”): Print head-to-head in two (2) Pantone ink colors with screens. Match Pantone 

number as indicated on furnished copy. 

 

Envelopes – All Envelopes print face and back after manufacture in black ink and require a security tint (lining is 

acceptable) printed on the inside (back - before manufacture) in black ink. Contractor may use his own design 
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198-S (10/15) 

but must guarantee that the product will ensure complete opacity and prevent show through of any material 

contained therein. Printing shall be in accordance with the requirements for the style envelope ordered. All 

printing shall comply with all applicable U.S. Postal Service regulations. The envelope shall accept printing 

without feathering or penetrating to the reverse side. 

 

CRM Reply Envelope (5-3/4 x 8-3/4”): Face of envelope to be in COURTESY REPLY FORMAT 

NOTE: Inside of CRM return envelope must contain a clear area (no pantograph design), approximate size 3-

1/2 x 5/8”, behind the barcode to ensure the readability of barcode by the U.S. Postal Service equipment. Print 

FIMs and barcodes using the camera copy or PDF provided. The FIMs and barcodes should be placed on the 

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

Mail piece.” 

NOTE: The Government reserves the right to make changes to the envelopes at any time during the term of the 

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

change, and submit proofs to the Government. Therefore, the contractor is not to preprint or maintain more than a 

90 calendar day surplus/inventory of any of the components required for Mailers 1, 2, 8 and 9 and no more than a 

1 year surplus/inventory of any of the components required for Mailers 3-7 on this contract. The Government 

shall not be required to purchase from the contractor the surplus/inventory of any component remaining on hand 

in excess of what was authorized when an envelope or format/text change is implemented. 

RECYCLED PAPER LOGO: If recycled paper is used, the recycled paper logo and legend must be printed in 

black ink on the notices, envelopes and forms. If the pamphlets are printed on recycled paper, the recycled paper 

logo and legend must print in the same Pantone ink color as the text. 

 

Notices - The recycled paper logo/legend must be digitized by the contractor and imaged in the bottom right 

corner aligned with the contractor's control number on the first page of each notice. 

Envelopes - The logo/legend must be printed on the back of all envelopes in the bottom left hand corner. 

MARGINS: Will be indicated on print order, sample, or electronic file. 

PRESS SHEET INSPECTION: Final make-ready press sheets may be inspected and approved for each item 

listed in this contract, at the Contractor’s/Subcontractor’s plant for the purpose of establishing specified standards 

for use during the actual press run. Upon approval of the sheets, Contractor is charged with maintaining those 

standards throughout the press run (within QATAP tolerances when applicable) and with discarding all makeready sheets that preceded approval. See GPO Publication 315.3 (Guidelines for Contractors Holding Press Sheet 

Inspections) issued August 2002. 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 to approval of the entire run.

CONSTRUCTION/BINDING: 

 

Notices: All pages in the notice are gathered in numerical sequence. Notices are to be nested together with all 

faces forward. Fold from a flat size of 8-1/2 x 11" down to 8-1/2 x 3-11/16" or 8-1/2 x 5-1/2" as indicated, title 

out. Either wraparound or accordion folds will be acceptable for the tri-fold notices. 

Mailers 1-3, 8 and 9 and publications: Fold from a flat size of 8-1/2 x 11" down to 8-1/2 x 3-11/16". 

Mailers 4-7 and Instruction inserts: Fold from a flat size of 8-1/2 x 11" down to 8-1/2 x 5-1/2" 

NOTE: Mailers #4-7- Contractor must not deviate from final fold size of 8-1/2 x 5-1/2” due to automated slitting 

of CRMs when completed forms are received from recipients. The Government must approve any deviation in 

fold. If not approved Contractor will be required to reprint entire run at no charge and mail at contractor’s 

expense. 

CONSTRUCTION/ENVELOPES: 
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198-S (10/15) 

Mailout Envelope for Mailers 1-3 and 8-9 (4-1/8 x 9-1/4"): Envelope must be open, with gummed fold-over flap 

for sealing. Flap is at contractor’s option, but must meet all USPS requirements. Flap must be coated with a 

suitable glue that will securely seal the envelope without adhering to contents, not permit resealing of the 

envelope and permit easy opening by the recipient. Face of envelope to contain a 1-1/2 x 4" die cut address 

window with slightly rounded corners. Die cut is to be located 1/2"-5/8” from the bottom edge of the envelope 

and 3/4" from the left edge of the envelope (the long dimension of the window is to be parallel to the long 

dimension of the envelope). Contractor has the option to adjust the size of the window opening (subject to 

Government approval), providing the visibility of the computer generated mailing address and barcode on the 

notice is not obscured, and other extraneous information is not visible when material is inserted into the 

envelope. Window is to be covered with a suitable poly-type transparent low gloss material that must be clear of 

smudges, lines, and distortions. Poly-type material must be securely affixed to the inside of the envelope so as 

not to interfere with insertion of contents. Window material must meet the current U.S. Postal Service's (USPS) 

readability standards/requirements. 

FEQ Mailout Envelope (6-1/8 x 9 1/4”): Envelope must be open, with gummed fold-over flap for sealing. Flap is 

at contractor’s option, but must meet all USPS requirements. Flap must be coated with a suitable glue that will 

securely seal the envelope without adhering to contents, not permit resealing of the envelope and permit easy 

opening by the recipient. Face of envelope to contain a 1-1/2 x 4" die cut address window with slightly rounded 

corners. Die cut is to be located 1/2"-5/8” from the bottom edge of the envelope and 3/4" from the left edge of the 

envelope (the long dimension of the window is to be parallel to the long dimension of the envelope). Contractor 

has the option to adjust the size of the window opening (subject to Government approval), providing the visibility 

of the computer generated mailing address and barcode on the notice is not obscured, and other extraneous 

information is not visible when material is inserted into the envelope. Window is to be covered with a suitable 

poly-type transparent low gloss material that must be clear of smudges, lines, and distortions. Poly-type material 

must be securely affixed to the inside of the envelope so as not to interfere with insertion of contents. Window 

material must meet the current U.S. Postal Service's (USPS) readability standards/requirements. 

CRM Reply Envelope (5-3/4 x 8-3/4"): Envelope must be open, with gummed fold-over flap for sealing and 

contain high cut diagonal seams or double side seams. Flap is at contractor’s option, but must meet all USPS 

requirements. Flap must be coated with suitable remoistenable glue that will securely seal the return envelope for 

remailing. (Adhesive must not adhere to the contents of the envelope.) 

 

PACKING: Gather the appropriate number of leaves per notice, fold, and insert into mailout envelope with 

recipient's name and address on first page facing out for visibility through window envelope. It is the contractor's 

responsibility to assure that only the computer-generated address and barcode on the notice will be visible 

through the window in the envelope with only one notice inserted into each envelope. When required, form(s) 

and/or Reply envelope(s) are inserted behind the notice (when viewed from the window side of the envelope). 

 

DISTRIBUTION: Deliver f.o.b. destination with the first order and whenever SSA makes a significant change 

to the language, format, or appearance of a notice, 10 complete sample copies of each type of notice, inserted into 

mailout envelopes but not sealed and whenever copy change is made to any envelope. Samples shall be delivered 

to to Social Security Administration, Printing Management Team, See EXHIBIT K. 

Mail balance of order f.o.b. contractor's city. The contractor is responsible for all costs incurred in transporting 

this product to the U.S. Postal Service facility. 

 

DOMESTIC FIRST-CLASS LETTER-SIZE MAIL: The contractor is required to prepare domestic FirstClass letter-size mail in accordance with appropriate USPS rules and regulations, including the USPS Domestic 

Mail Manual and Postal Bulletins, in effect at the time of the mailing. 

SSA requires the use of Permit Imprint. The contractor must use SSA’s “Postage and Fees Paid First Class Mail” 

permit imprint mailing indicia printed on each mail piece. Each mail piece sent under this payment method must 

bear a permit imprint indicia showing that postage is paid. Permit imprint indicia may be printed directly on mail 
Residual Notices Page 36 of 45 

198-S (10/15) 

pieces. Permit imprint mailings must contain at least 200 identical pieces or 50 pounds. The contractor is 

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

The contractor is required to use manifest mail when postal regulations allow. The contractor must have a 

Manifest Mailing System (MMS) for First-Class Mail, which has been approved by USPS to document postage 

charges for this mailing. 

Each mail piece must be identified with a unique identification number or with a keyline containing a unique 

identification number and rate information about the piece. Requirements for the MMS are contained in 

Publication 401 “USPS Guide to the Manifest Mailing System” in effect at the time of the mailing. A copy of the 

USPS approval for the MMS must be presented at the post award conference. 

Permit imprint may not be used if the mailing is less than 200 pieces or pieces that are not identical. Instead, the 

mail must be metered and any permit imprint must be covered/concealed by a meter strip. The contractor will be 

reimbursed for the metered postage by submitting a properly completed Postal Service form (or equivalent). All 

meter supplies will be borne by the contractor.

The contractor is required to prepare Domestic First Class letter-size mail pieces and obtain the maximum postage 

discount allowed by USPS in accordance with the appropriate USPS rules and regulations, including USPS 

Domestic Mail Manual, and Postal Bulletins on Automation-Compatible First-Class Domestic Mail Automated 

and Non-automated mail discount structure in effect at the time of the mailing; a) Automation (5-digit); 

(b)Automation (3-digit); (c) Automation (AADC); (d) Automation (Mixed AADC); (e) Non-automation 

(Presorted); and (f) Non-automation (Single Piece). 

Contractor will be required to use the supplied USPS Intelligent Mail Barcode (IMB) with full service option and 

achieve the maximum postage discounts available with this option. The contractor will be required to comply 

with USPS requirements and place the IMB on all notices/mail pieces of this workload. The contractor is required 

to be capable of achieving the postage discounts available with the Full-Service option of the IMB program. The 

full service option requires the contractor to use Postal One. 

To achieve the maximum automation compatible postal discount, the contractor is required to either presort the 

notices prior to printing or sort the mail after the notices are inserted. The contractor may use a Presort 

subcontractor for the mailing portion of the contract. SSA has the right to inspect the subcontractor for the 

security of the mailing operation and compliance with the contract. 

NOTE: Mail addressed to United States territories and possessions (e.g., American Samoa, Federated States of 

Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake Island, 

and Military Overseas Addresses (APO/FPO mail) is Domestic Mail, not International Mail.

Intelligent Mail Barcoding, delivery address placement and envelopes used for the mailing are among the items 

that must comply with USPS requirements for automation-compatible mail in effect at the time of the mailing. 

In addition, USPS has instituted a verification procedure called a “tap” test. This test is used to screen all mailings 

with barcoded inserts for proper barcode spacing within the envelope window. When the insert showing through 

the window is moved to any of its limits inside the envelope, the entire barcode must remain within the barcode 

clear zone. In addition, a clear space must be maintained that is at least 0.125” between the left and right edges of 

the window, and at least 0.028” clearance between the Intelligent Mail Bar code and the top and bottom edges of 

the window. 

All letters in a mailing must pass the “tap” test in order to obtain the maximum postal discounts for the ordering 

agency. The contractor will be responsible for payment of any additional postage resulting from a loss of postage 

discounts due to failure to pass the “tap” test because of inaccuracy or failure to conform to USPS specifications. 

Contractor should be aware that USPS uses the Mail Evaluation Readability Look-up Instrument (MERLIN) to 

evaluate barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor must ensure that all 

barcoded mail meets the new barcode standards. The contractor will be responsible for payment of any additional 

postage resulting from a loss of such discounts due to failure of the contractor-generated barcodes to pass the 

MERLIN test because of inaccuracy or failure to conform to USPS specifications. 
Residual Notices Page 37 of 45 

198-S (10/15) 

NOTE: The Government reserves the right to make changes to the size and position of mail-out envelope 

window openings during the term of the contract to comply with the USPS new Intelligent Mail Barcode. 

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

submit proofs to the Government. Therefore, the contractor should not preprint or maintain more than a 90-day 

surplus/inventory of any of the mail-out envelopes required on this contract. The Government shall not be 

required to purchase from the contractor the surplus/inventory of any of the mail-out envelopes remaining on 

hand in excess of what was authorized when an envelope change is implemented. 

NOTE: The contractor is responsible for producing and providing all reporting data required for acceptance and 

processing of full service mail required by USPS for the Intelligent Mail barcode (IMB). 

INTERNATIONAL FIRST-CLASS MAIL: 

 

All items mailed must conform to the appropriate USPS International Mail Manual (IMM), Postal Bulletins,and 

other USPS rules and regulations in effect at the time of mailing. 

 

Permit imprint is to be used for International Mail providing the mailing consists of at least 200 pieces. Permit 

Imprint may not be used if the mailing is less than 200 pieces. Instead, the mail must be metered and any Permit 

Imprint must be covered/concealed by a meter strip. 

 

If the mailing meets the qualifications for International Priority Airmail (IPA), it must be processed through IPA in 

accordance with USPS rules and regulations in effect at the time of the mailing. Contractor must prepare 

mailpieces in accordance with the shape-based requirements of First–Class Mail International service listed in the 

USPS International Mail Manual (IMM) and the additional requirements for IPA as specified in the most recent 

IMM The contractor is required to sort the mail to achieve the maximum postage discounts available with the IPA 

program. To maximize postage savings, the contractor shall sort to the IPA Rate Group 1 through 15. Due to 

heightened security, many foreign postal administrations require complete sender and addressee information in 

roman letters and arabic numerals on postal items. 

The complete address of the sender, including ZIP Code and country of origin, should be shown in the upper left 

corner of the address side of the envelope, package, or card. International Mail return addresses must show as the 

last line of the address “UNITED STATES OF AMERICA” or “USA” in all capital letters. All International Mail 

must be endorsed PAR AVION or AIR MAIL as described in the USPS IMM. The contractor may use a rubber 

stamp to meet this requirement. 

NOTE: International mail cannot contain a presort endorsement. Again, note mail addressed to United States 

territories and possessions (e.g., American Samoa, Federated States of Micronesia, Guam, Marshall Islands, 

Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake Island, and Military Overseas Addresses 

(APO/FPO mail) is Domestic Mail, not International Mail.

 

Special Handling of the Foreign Enforcement Questionnaire (FEQ) workload (mailers #4 through #7): 

Contractor will be required to process the Foreign Enforcement Questionnaire (FEQ) workload (Mailers #4 

through #7) using an International Presort mail house of their choice to obtain the maximum postage discount 

available for International Priority Airmail using Direct Country Sacks rates. Use of an International Presort mail 

house must be used unless contractor is capable of providing the same service. This mail is to be prepared in 

accordance with the rules and regulations stated in the most current USPS International Mail Manual. Mailing 

must use Social Security Administrations G-11 permit imprint for this workload. Contractor will not be allocated 

any additional time to complete this process. 

NOTE: Due to the possibility of mail interruption do to unrest in foreign countries, occasionally the contractor 

will be required to sort out mail destined to a specific country(s) or by country code(s) and ship to a specified 
Residual Notices Page 38 of 45 

198-S (10/15) 

address, usually a U.S. Embassy, SSA will provide the country or country code(s) at time of file transmission. 

Contractor will be required to send out the package via Fed-ex international First or similar. Contractor to bill the 

shipping cost to the print order for reimbursement. 

NOTE: Contractor should be aware that the FEQ files do have minimal domestic address that must be sorted out 

and mailed via USPS domestic mail. Notice addresses may have incorrect country codes, contractor must be able 

to identify and segregate the notices by the country indicated in the address field. 

MAILING DOCUMENTATION: The contractor shall provide SSA with complete copies of all documents used 

by USPS to verify and accept the mail (e.g., computer records of presort ZIP+4, barcode breakdown, press runs, 

etc.) including USPS form 3607R, GPO's Form 712 (Certificate of Conformance), both noted with file date and 

mailer number. The contractor shall place the number that is on top of the GPO Form 712 (the number that starts 

with "A") in the space provided on the USPS mailing statements. If no space is provided on the mailing statement, 

place the number in the upper right margin of the mailing statement. The contractor is to place our Federal 

Agency Cost Code 276-00054 on all USPS mailing documents. 

The contractor shall provide PDF copies of each GPO 712 and/or USPS 3607R with matching 100% 

Accountability Summary report to SSA's Printing Management Team (Ssee EXHIBIT K) via email within 24 

hours of being provided to USPS. All copies must be legible and include both obverse and reverse side. 

NOTE: The contractor is required to complete and email to SSA daily an MS EXCEL database/spreadsheet for 

each day of mailing. The database/spreadsheet will have fields for the contractor to complete. These fields will 

include: Job Title, Jacket Number, Program and Print Order Numbers, as well as the itemized breakdown of the 

postage volumes and USPS rates at the time of mailing. The contractor will be required to email the completed 

database/spreadsheet to Social Security Administration, Printing Management Team (See EXHIBIT K) within two 

(2) days of each mail drop. (See EXHIBIT J, Database/Spreadsheet for Postal Documentation.) 

NATIONAL CHANGE OF ADDRESS (NCOA) AND CODING ACCURACY SUPPORT SYSTEM (CASS)

Addresses for Residual Notices come from SSA's Master Beneficiary Record (MBR) database. SSA will provide 

the latest Coding Accuracy Support System (CASS) certification and USPS National Change of Address (NCOA) 

move update service for addresses from the MBR. 

 

Furnished material and proofs, must be delivered (via overnight carrier) to the Social Security Administration, 

Printing Management Team, See EXHIBIT K. 

 

Upon termination of this contract, the contractor must return all camera copy’s made for each envelope, form, and 

publications to Social Security Administration, Printing Management Team, See EXHIBIT K 

 

All expenses incidental to returning materials, submitting proofs, and furnishing sample copies must be borne by 

the contractor. 

 

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

prior to receipt of the daily electronic task order. 

 

In the event that it becomes necessary for the contractor to deviate from the specified mail out date or the quantity 

to be mailed, the SSA must be notified immediately. 

 

Furnished material and proofs must be picked up from and delivered to: Social Security Administration, Printing 

Management Team, See EXHIBIT K 

 

Manuscript and/or camera copy for envelopes, forms will be provided at the post-award meeting. 
Residual Notices Page 39 of 45 

198-S (10/15) 

 

PROOF SCHEDULE - 

Submit all proofs for envelopes, FEQ Instruction sheets, and Publications within 7 workdays after receipt of 

furnished materials. Manuscript and camera copy must be returned with proofs. 

 

The Government will approve, conditionally approve, or disapprove these proofs within 5 workdays of the receipt 

thereof. 

 

Submit revised proofs, if necessary due to author's alterations, within 5 workdays after receipt of furnished 

material. 

 

Revised proofs will be available for pickup within 3 workdays. 

The first task order for actual production will start after the successful installation and connection of the T-1 line 

and when all tests and validations are completed and approved. 

 

PRE-PRODUCTION TEST SCHEDULE –

 

1. Wire Transmission Test: Within one (1) week after the data connection has been installed, the 

contractor will be required to perform the wire transmission test. (See WIRE TRANSMISSION TEST, 

on page 29 for details). 

2. Pre-Production Validation Test: Within 5 workdays after verification of the Wire Transmission test 

and prior to the Pre-Production Press and Mail Run test, the contractor is required to perform a PreProduction Validation Test. (See PRE-PRODUCTION VALIDATION TEST, page 29 for details.) 

3. Preproduction Press and Mail Run Test: Within seven (7) workdays after the Pre-production 

validation samples have been approved by SSA, the Contractor will be required to demonstrate their 

ability to perform this contract using their equipment and personnel. The mailers must be produced in 

accordance with all contract specifications and USPS regulations. (See PREPRODUCTION PRESS 

AND MAIL RUN TEST, pages 29-30 for details.) 

4. System Change Validation Test: When required, the Government will furnish test files that are to be 

used in performing a Systems Change Validation Test. This test is required whenever SSA initiates a 

systems/programming change. The contractor shall furnish up to 100 printed samples (no envelopes or 

enclosures). The Government will approve, conditionally approve or disapprove the samples within 7 

workdays of receipt thereof. 

 

The contractor will be required to have all material necessary to perform these tests. Government representatives 

will witness all phases of the Preproduction Press and Mail Run Test. 

VALIDATION SCHEDULE: (All PDFs must be sent via SFTP) 

1. WIDOW RETIREMENT NOTICES: PDF samples of the notices within 2 days of receipt of the live 

production file. 

2. FEQ NOTICES: PDF and/or printed samples within 2 days of receipt of the live production file. 

 

PRODUCTION SCHEDULE: 

 
Residual Notices Page 40 of 45 

198-S (10/15) 

Workday - The term "workday" is defined as Monday through Friday* each week, exclusive of the days on which 

Federal Government holidays are observed. Also excluded are those days on which the Government Printing 

Office is not open for the transaction of business, such as days of national mourning, hazardous weather, etc. 

 

*NOTE: The Contractor's FTMS software shall be operational for the receipt of data files from 00:01 ET 

Monday until 24:00 ET Saturday, unless otherwise specified by the Government (See WIRE TRANSMISSIONS 

on pages 20-21 for additional information). 

Live production files will be transmitted on a daily basis Monday through Saturday for Critical Payment System, 

Continuing Disability Deferral and Widow Retirement Notices except for Federal holidays in which case the data 

will be transmitted on the next day (i.e., when a Federal holiday falls on a Friday, production files will be 

transmitted on Saturday). 

 

NOTE: Production files for Mailer 3 Widow Retirement Notices are transmitted twice a year usually in 

May/June and October/November. 

NOTE: Production files for Mailers 4 and 5 Foreign Enforcement Questionnaires are transmitted once a year 

in May/June. Production files for Mailers 6 and 7 are transmitted once a year in September/October. 

REGULAR SCHEDULE: 

Critical Payment System (mailer 1) Notice: Complete production and mailing must be made on this notice within 

5 workdays after receipt of each complete wire transmission* 

 

Continuing Disability Deferral (mailer 2) Notices: Complete production and mailing must be made on these 

notices within 5 workdays after receipt of each complete wire transmission*. 

 

Widow Retirement (mailer 3) Notices: Complete production and mailing must be made on these notices within 5 

workdays after receipt of an “OK to Print”. 

Foreign Enforcements Questionnaires (mailers 4-7): Complete production and mailing must be made on these 

notices within 5 workdays after receipt of an “OK to Print”. 

BIC-T Notices (mailers 8 & 9): Complete production and mailing must be made on these notices within 5 

workdays after receipt of each complete wire transmission*. 

New Notices (Mailers 10-12): Complete production and mailing must be made on these notices within 5 workdays 

after receipt of each complete wire transmission* 

 

*NOTE: transmissions received on Monday must be mailed by close of business the following Monday, 

transmissions received on Saturday, must be mailed by close of business the following Friday 

DAILY MAILERS EXCEEDING ESTIMATED QUANTITIES/PREMIUM PAYMENTS: 

 The maximum number of mailers transmitted from SSA to the contractor on any given day is 411,600 for Mailers 

1–9 combined (Critical Payment System, Continuing Disability Deferral, Foreign Enforcements Questionnaires 

SSA-7161, Foreign Enforcements Questionnaires SSA-7162, Widow Retirement, and BIC-T Notices). If this 

figure is exceeded, the Contractor will receive a “Premium Payment” of 15% (as listed in the Schedule of Prices 

for Item IV (b and g) and all of Item VI) for those extra notices. No additional time will be allowed for the mailing 

of these notices and all notices for that print order must mail on time to receive the premium payment. 

 

Sample copies of notices and envelopes (with first order or whenever SSA makes a significant change) delivered 

to SSA on regular schedules must be delivered within 10 workdays after completion of the order to Social Security 

Administration, Printing Management Team, See EXHIBIT K 

 
Residual Notices Page 41 of 45 

198-S (10/15) 

The contractor must notify the GPO of the date and time that production inspections can be performed. In order 

for proper arrangements to be made, notification must be given at least 72 hours prior to the inspection for orders 

placed on the regular schedule. Notify the U.S. Government Printing Office, Contract Administrator, Term 

Contracts Division (P.C.), telephone area code (202) 512-0310. Telephone calls will only be accepted between the 

hours of 8:00 am and 2:00 pm, prevailing Eastern Time. Note: See contract clauses, paragraph 14(e) (1), 

Inspections and Tests of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 6-

01)). When supplies are not ready at the time specified by the contractor for inspection, the Contracting Officer 

may charge to the contractor the additional cost of the inspection. 

Note: If the back up facility is used for the production of these notices, the Government will require a press 

sheet inspection. Prior to production notification must be given at least 72 hours in advance of production start 

up. 

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, and labels 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. 

Contractors are to report information regarding each order for compliance reporting purposes and include date of 

delivery (or shipment if applicable) for proofs and delivery schedules in accordance with the contract requirements 

by contacting Shared Support Services Compliance Section via e-mail to compliance@gpo.gov or by calling (202) 

512-0520 or faxing to (202) 512-1364. Personnel receiving the e-mail or call will be unable to respond to questions 

of a technical nature or transfer any inquiries. 

PAYMENTS ON PURCHASE ORDER: Processing vouchers for payment, FAX the completed invoice to GPO 

by utilizing the GPO barcode coversheet program application. Access the hyperlink below and follow the 

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

Facsimile transmission should only be used when no samples are required with your invoice, otherwise payment 

will be held up while the invoice is returned to you for the required sample(s). 

ALL voucher packages and envelopes MUST be mailed to: COMPTROLLER-FMCE, Office of Financial 

Management, U.S. Government Printing Office, Washington, DC 20401 

Contractor must provide PDF copies of the billing payment voucher form 1034 showing amount of billing invoice 

to Social Security Administration, Printing Management Team, See EXHIBIT K. 

Note: Do not mail your invoice to any other GPO Procurement Office as this will delay payment. 
Residual Notices Page 42 of 45 

198-S (10/15) 

SECTION 3. - DETERMINATION OF AWARD

 

The Government will determine the lowest bid by applying the prices offered in the "Schedule of Prices" to the 

following units of production which are the estimated requirements to produce the first 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 under this contract for a like period of time. 

The following item designations correspond to those listed in the “Schedule of Prices”. 

I. (a) 9 

II. (a) 17 

 (b) 24 

(c) 2 

III. (a) 1 

 (b) 1 

IV. (a) 250 

(b) 49,842 

(c) 16,981 

(d) 3,952 

(e) 3,952 

(f) 9,991 

(g) 5,284 

V. (a) 24,921 

(b) 4,725 

(c) 20,933 

(d) 3,952 

VI. (a) 16,981 

(b) 3,952 

VII. (a) 3,952 

 
Residual Notices Page 43 of 45 

198-S (10/15) 

SECTION 4 - SCHEDULE OF PRICES 

Bids offered are f.o.b. destination to Baltimore, Maryland and f.o.b. contractor's city for all mailing. 

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or 

alteration of the order and manner of submitting bids, may be declared non-responsive. 

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the 

Government. 

Bids submitted with NB (No Bid) or blank spaces for an item may be declared non-responsive. 

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

(whether or not such items are included in the Determination of Award) that are inconsistent or unrealistic in 

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

interest of the Government. 

Prices must be submitted for the entire term of the contract and bids qualified for a lesser period will not be 

considered. 

Fractional parts of per 100 will be prorated at the per 100 rate. Cost of all required paper must be charged under 

Item III. "PAPER". 

I. PROCESSING/FORMATING FILES: The Contractor will be allowed only one (1) charge per notice 

workload for the term of the contract to process and/or format the Advanced Function Presentation (AFP) 

files, AFP resources and the Mail Run Data Files supplied necessary to print and mail the notices each notice 

workload. 

(a) Processing/Formatting Files .......................................... per/notice workload ............. $____________ 

II. COMPOSITION: Prices offered must be all-inclusive, and must include the cost of all operations, proofs, 

and plates if required in accordance with the terms of these specifications for each of the 15 mailout 

envelopes, 2 CRM envelopes, 24 FEQ Instruction sheets and two publications. 

(a) Envelopes ...................................................................... per envelope ................. $____________ 

(b) FEQ Instruction sheets .................................................. per 8-1/2 x 11 page..... ...... $____________ 

(c) Ink jet color proofs .....................................................per trim/page-size unit ............ $ ____________ 

III. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the Wire 

Transmission Test as specified in these specifications. 

(a) Wire Transmission Test...................................................................................... per test......$ 

(b) Preproduction Validation Test............................................................................ per test ......$ 

IV. PRINTING/IMAGING and BINDING: Prices offered must be all-inclusive and include the cost of all 

proofs, materials and operations necessary for the complete production of the product listed in accordance 

with these specifications. 

(a) *Daily makeready/setup charge .................................................................................. $____________ 

 _______ 

 (Initials) 
Residual Notices Page 44 of 45 

198-S (10/15) 

*Contractor will be allowed only one (1) makeready/setup charge per workday for all nine (9) mailers. This 

combined charge shall include all materials and operations necessary to makeready and/or setup the 

contractor's equipment each workday. Invoices submitted with more than one makeready/setup charge per 

workday will be disallowed. 

(b) Notices, FEQ Instruction inserts 

 (printing/imaging per page) ........................................... per 100 pages ...................... $____________ 

(c) Mailout envelope 4-1/8 x 9-1/4".................................... per 100 envelopes ................ $____________ 

(d) Mailout envelope 6-1/8 x 9-1/2".................................... per 100 envelopes ......... ......$____________ 

(e) CRM return envelopes 4-3/8 x 8-3/4" ........................... per 100 envelopes ......... ......$ ___________ 

(f) Publications: Printing two colors, including folding....... per 100 pages.............. . $____________ 

(g) Spraying Return Address on Outgoing Envelope...... ...per 100 envelopes......... $____________ 

V. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as ordered 

on the individual task order, will be based on the net number of leaves furnished for the product(s) ordered 

in the applicable "Trim Size" group. The cost of any paper required for makeready or running spoilage must 

be included in the prices offered. 

Computation of the net number of leaves will be based on the following: 

Notices, Publications and FEQ Inserts: 

 8-1/2 x 11" A charge will be allowed for one page- 

 size leaf. 

 

 Envelopes: 

Mailout Envelopes: 4-1/8 x 9-1/4" One leaf will be allowed for each envelope. 

Mailout Envelopes: 6-1/8 x 9-1/2" 

 

CRM Return Envelopes: 5-3/4 x 8-3/4" One leaf will be allowed for each envelope 

 Per 100 Leaves 

 

 (a) White Offset Book (50 lb.) or White Writing (20 lb.) 

(Notices and Instruction inserts) ........................................................................... $____________ 

 (b) Publications: White Offset Book (60-lb.)............................................................. $____________ 

 (c) White Wove (24 lb.), or at contractor's 

option, White Offset Book, (60 lb.) 

Mailout Envelopes (4-1/8 x 9-1/4", and 6-1/8 x 9-1/2”) ...................................... $____________ 

 (d) White stock (20 lb.) 

 CRM Reply Envelope (5-3/4 x 8-3/4") ................................................................ $____________ 

 

 (Initials) 
Residual Notices Page 45 of 45 

198-S (10/15) 

VI. INSERTING AND MAILING: Prices offered must include the cost of all required materials and operations 

necessary for the mailing of the notice including cost of collating notice (single or multiple leaves) in proper 

sequence and folding to required size in accordance with these specifications, insertion of notice(s), and 

appropriate inserts as required (i.e., publication(s) and refund/return envelope(s)), into mailout envelope and 

mailing in accordance with these specifications. 

 .............................................................................................. Per 100 

 ..............................................................................................Complete 

 ............................................................................................. Mailers 

(a) Mailers 1-3, 8-9 (CPS, CDR, Widow, and BIC-T notices), 

Personalized English Notice, 

Mailout envelope .................................................................................................. $___________ 

 

(b) Mailer 4 - 7 (Foreign Enforcements Questionnaires) 7161 and 7162 

Personalized Form SSA-7161-SM, 

SSA-7161-GR-INST, SSA-7161-JA-INST, 

SSA-7161-FR-INST, SSA-7161-GE-INST, 

SSA-7161-IT-INST, SSA-7161-NE-INST, 

SSA-7161-PE-INST, SSA-7161-PO-INST, 

SSA-7161-SP-INST, SSA-7161-SW-INST, 

SSA-7161-INST, SSA-7161-SUP 

Mail out envelope, CRM reply envelope 

Personalized Form SSA-7162-SM, 

SSA-7162-GR-INST, SSA-7162-JA-INST, 

SSA-7162-FR-INST, SSA-7162-GE-INST, 

SSA-7162-IT-INST, SSA-7162-NE-INST, 

SSA-7162-PE-INST, SSA-7162-PO-INST, 

SSA-7162-SP-INST, SSA-7162-SW-INST, 

SSA-7162-INST, SSA-7162-SUP 

Mailout envelope, CRM reply envelope ................................................. $___________ 

VII. International Mail Sort House: Price offered must include all costs incurred to process, transport, sort and 

mail the Foreign Enforcement notices to achieve International Priority Airmail rates for Direct Country 

Sacks.

(a) Foreign Enforcement notices (Mailers #4 thru #7)...............per 100 pieces $___________ 

INSTRUCTIONS FOR BID SUBMISSION: Fill out "Section 4.- Schedule of Prices," initialing or signing each 

page in the space(s) provided. Submit two copies (original and one exact duplicate) of the "SCHEDULE OF 

PRICES" with two copies of the GPO Form 910, "BID" form. Do not enter bid prices on GPO Form 910; prices 

entered in the "SCHEDULE OF PRICES" will prevail. 

Bidder_______________________________________________________________________________ 

_____________________________________________________________________________________ 

(City - State) 

By__________________________________________________________________________________ 

(Signature and title of person authorized to sign this bid) 

_____________________________________________________________________________________ 

 (Person to be contacted) (Telephone Number)