Jacket: 577‐400

Title: Annual SECVA Anti‐Harassment Policy Mailing

Agency: U.S. Department of Veterans Affairs

Bid Opening: March 28, 2024 at 1:00 P.M., prevailing Washington DC time

Bid Terms Discounted Total

$202,322.87 2.0% 10 days $202,322.87 AWARDED

$206,100.00 1.0% 10 days $206,100.00

$234,283.01 5.0% 21 days $222,568.86

$247,471.22 0.0% 0 days $247,471.22

$272,265.66 0.25% 20 days $271,585.00

$289,947.00 5.0% 20 days $275,449.65

$288,057.00 0.0% 60 days $288,057.00

$292,387.50 0.25% 20 days $291,656.53

$329,932.24 0.0% 0 days $329,932.24

$350,846.00 0.25% 20 days $349,968.89

days $0.00

days $0.00

days $0.00

days $0.00

days $0.00

days $0.00

days $0.00

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days $0.00

days $0.00

/

Envelope 1 Inc

Contractor Name

DIS Direct

Specialty Print Communications

RR Donnelly

Advantage Mailing LLC Anaheim

Phoenix Lithographing Corp.

Postal Center International Inc.

KM Media

DCG One East

Solo Printing LLC
Jacket 577-400 Page 1 of 9

Specifications by JS

Reviewed by RW

U.S. GOVERNMENT PUBLISHING OFFICE

Northwest Region

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Annual SECVA Anti-Harassment Policy Mailing

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

U.S. Department of Veterans Affairs

BID OPENING: Bids shall be publicly opened virtually at 1:00 P.M., prevailing Washington, D.C., on 

March 28, 2024, at the Government Publishing Office. All parties interested in attending the bid opening 

shall email bids@gpo.gov prior to bid opening date to request a Microsoft Teams live stream link. The link 

will be emailed on the day of the bid opening.

BID SUBMISSION: Bidders must submit email bids to bids@gpo.gov for this solicitation. No other 

method of bid submission will be accepted at this time. The program number and bid opening date must be 

specified in the subject line of the emailed bid submission. Bids received after 1:00 P.M., prevailing 

Washington, D.C. time, on the bid opening date specified above will not be considered for award.

The Jacket 577-400 and bid opening date must be specified in the subject line of the emailed bid submission.

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

for any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the 

following –

1. Illegibility of bid.

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

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

are advised not to exceed GPO’s stated limit.

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

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

will use the prevailing time (specified as the local time zone) and the exact time that the email is 

received by GPO’s email server as the official time stamp for bid receipt at the specified location.

For information regarding this solicitation contact Northwest Regional Government Publishing Office at 

(206)764-3726; infonorthwest@gpo.gov or Jill Schaffer at jschaffer@gpo.gov.
Jacket 577-400 Page 2 of 9

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

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

310.2, effective December 1, 1987 (Rev. 01-18)) and GPO Contract Terms, Quality Assurance Through 

Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised 9-19)).

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/contractterms2018.pdf

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standardsfiles-for-vendors/qatap-rev-09-19.pdf.

SUBCONTRACTING: The predominant production function is printing. Bidder who must subcontract 

predominant production function will be declared non-responsible.

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

to these specifications:

Product Quality Levels:

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

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

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

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

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

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

 Attribute Specified Standard

P-7. Type Quality and Uniformity Approved Proof

P-9. Solid and Screen Tint Color Match Government furnished material

P-10. Process Color Match Approved Proof/Government furnished material

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

subcontractor, the Government reserves the right to conduct an on-site preaward survey at the 

contractor's/subcontractor's facility or to require other evidence of technical, production, managerial, financial, 

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

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

Most recent profit and loss statement

1) Most recent balance sheet

2) Statement of cash flows

3) Current official bank statement

4) Current lines of credit (with amounts available)

5) Letter of commitment from paper supplier(s)

6) Letter of commitment from any subcontractor

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

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

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

Government may result in the Contracting Officer not having adequate information to reach an affirmative 

determination of responsibility.
Jacket 577-400 Page 3 of 9

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

utilizing the GPO barcode coversheet program application is the most efficient method of invoicing. 

Instruction for using this method can be found at the following web address: 

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

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

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system 

whereby materials used to perform the contract are manufactured and/or stored (e.g. while awaiting distribution 

or disposal) so as to ensure against theft and/or the unauthorized possession of the materials. Contractor is 

cautioned that Government provided information shall not be used for non-government business. Specifically, 

Government information shall not be used for the benefit of a third party. 

The Government retains the right to conduct on-site security reviews at any time during this contract. 

1. The plan shall contain at a minimum how government files (data) will be secured to prevent 

disclosure to a third party prior to and after termination of contract;

2. Explain how all accountable materials will be handled throughout all phases of production;

3. How the disposal of waste materials will be handled; and,

4. 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).

SCOPE: These specifications cover the following operations: printing, folding, inserting and mailing of

informational sets, each consisting of a Letter, Brochure, and Envelope.

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

materials required to produce the product ordered under these specifications from falling into unauthorized 

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

TITLE: Annual SECVA Anti-Harassment Policy Mailing

QUANTITY: 2,996,932 sets + 2 sample sets

(1 set = 1 Letter + 1 Brochure + 1 Envelope with addressing)

TRIM SIZE:

Letter: 8.5” x 11” folded to approximately 8.5” x 3.666”

Brochure: 11” x 8.5” folded to 3.66” x 8.5” 

Envelope: 4.125” x 9.5”

GOVERNMENT TO FURNISH: PDF files, Word file, and Excel Mailing Lists will be transferred via 

FTP site after award. Contractor to contact agency after award to arrange transmission of files.

See attached draft files for the letter and brochure (Attachment 1 and Attachment 2). Do not print from draft 

files.
Jacket 577-400 Page 4 of 9

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.

Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial 

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

copy or film, must not print on finished product.

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

of the furnished media and publishing files to assure correct output of the required reproduction image. If 

any errors, media damage, or data corruption that might interfere with proper file image processing are 

discovered during inspection by the contractor, work must be discontinued and further instructions should 

immediately be requested from the contract administrator, see below.

This preflight must identify any problem areas with digital file submission and must include but not be 

limited to missing or damaged fonts, damaged disks, missing bleeds, improper trim size, and improper color 

definition. The Contractor is also responsible for creating or altering any necessary trapping, setting proper 

screen angles and frequency (unless indicated otherwise by the Government), and defining proper file output 

selection for the imaging device being used. All furnished files must be imaged as necessary to meet the 

assigned Quality Assurance Through Attributes Program (QATAP) level.

SPECIAL SOFTWARE CONSIDERATION: Special Software Consideration: (a) Microsoft Office files 

(e.g. files from Presentations, Word Processing, or other non-publishing applications) are furnished for this 

procurement. Additional system work may be required to produce acceptable output as per specifications. (b) 

The Contractor will not receive additional compensation or time for common errors associated with the 

output of Office files. Common errors include, but are not limited to: (1) color issues and shift (RGB color 

data, no spot colors, loss of black plate), (2) page integrity (text reflow), (3) missing prepress features (e.g., 

bleeds, trim marks) or (4) loss of text characters from graphic elements. (c) If supplied by the Government, a 

visual will be considered the standard for output. The contractor must ensure that the page integrity (e.g. 

reflow) of final output matches the furnished visual.

DIGITAL DELIVERABLES: Upon completion of order the contractor must furnish final production native 

application files (digital deliverables) with the furnished material. The digital deliverables must be an exact 

representation of the final printed product and shall be returned on the same type of storage media as was 

originally furnished. The Government will not accept, as digital deliverables, PostScript files, Adobe 

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

unless specified by the Government.

When required by the Government, the contractor shall make minor revisions to the electronic files. Prior to 

making any revisions, the contractor shall copy the furnished files and make all changes from the copy unless 

otherwise indicated.

RIGHTS ON DATA: The contractor is cautioned that furnished fonts are the property of the Government 

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

completion of the contract.

 

PROOFS: One set of digital color one-off proofs for Letters and Envelopes and One set of Inkjet Proofs for 

Brochures. Proofs will be withheld not more than 2 workdays from receipt by the Government. Contractor 

must not print prior to receipt of an 'OK to print'. Note: The first workday after receipt of proofs by the 

Government is day one of the hold time.
Jacket 577-400 Page 5 of 9

LETTERS and ENVELOPES: One set of digital color one-off proofs created using the same output 

device/RIP that will be used to produce the final printed product on the actual production stock. Proofs shall 

be collated with all elements in proper position (not pasted up), imaged face and back, trimmed, folded and 

bound to the finished size/format of the product, as applicable. Proofs will be used for color match on the 

press during the production run.

Contractor is cautioned that the proofs produced must be from the contractor's prepared files for their output 

device and which will be used for final reproduction. It is not acceptable to simply submit reproductions for 

PDF files furnished by the ordering agency. 

If there are any author's alterations or delays caused by the Government in the handling of proofs, it's the 

contractor's responsibility to notify the GPO in advance of making changes for approval so that an extension 

and/or price adjustment may be made by Contract Modification.

BROCHURES: One set of inkjet proofs that are G7 profiled and use pigment-based inks. A proofing RIP that 

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

Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for Graphic Technology (as 

of 3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated #1 specifications (CGATS 

TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified 

proofing media. Proofs must contain the following color control strip to be evaluated for accuracy: IDEAlliance 

ISO 12647-7 Control Strip 2009 or 2013(i1).

J0038 (NEW 6-18) (Must always be used with J0035, J0036, and J0037)

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

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

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

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

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

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

match on press.

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or 

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

dated September 2019.

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).

Letter: White Uncoated Text, basis weight: 60 lbs. per 500 sheets, 25 x 38", equal to JCP Code A60. 

Brochure: White No. 1 Dull-Coated Text, basis weight: 70 or 80 lbs. per 500 sheets, 25 x 38", equal to JCP 

Code A261. 

Envelope: White Writing Envelope, basis weight: 20-24 lbs. per 500 sheets, 17 x 22”, equal to JCP Code V20. 

Open side, side seams or suitable, with regular gummed flap. Inside security tint.
Jacket 577-400 Page 6 of 9

DESCRIPTION:

One set = 3 items (Letter + Brochure + Envelope)

1. Standard Letter with no personalization. Static letter prints face only with adequate gripper margins in 

black and Pantone 541 blue ink (contractor to covert from 4 color process) on 60 lb. white offset. Letter 

prints text and signature in black and VA Seal and links in Pantone 541. Once vendor is selected, the 

signature will be sent for scanning and placement. Fold to 8.5” x 3.66” using 2-parallel wrap-around 

folds. Fold parallel to grain. Cracking on the folds will not be acceptable and may result in rejection.

2. Tri-fold Color Brochure. Brochure prints face and back in 4 color process. Face bleeds 1 side and back 

has full bleeds (contractor to create bleeds) on 70 lb. or 80 lb. dull coated text. Fold to 3.66” x 8.5” 

using 2 parallel wrap-around folds with title panel out. Fold parallel to grain. Cracking on the folds 

will not be acceptable and may result in rejection.

3. Non-window #10 Envelope with an inside security tint imaged with the name and address of recipient. 

The name and address that is printed on the outside of the envelope is PII (Personally Identifiable 

Information).

Personalization must be in all caps without punctuation.in black on the envelope. Personalization 

approximately 3-4 lines and a barcode of variable data at the address section. Envelope prints return 

address, VA seal and presorted postage in the Pantone 541 blue. Must be imaged directly on the 

envelope using laser imaging or high quality ink jet imaging (minimum 240 x 240 dpi). Image must 

be clear and sharp, appropriate to space, and must follow all Postal Service regulations for address 

standardization and for clear areas. Contractor is responsible for any file conversions to meet these 

requirements. Contractor must check this prior to any production of the pieces.

Assembly: Collate one of each item to create a set and mail. Place item 1: Letter and item 2: Brochure into 

item 3 Envelope; seal; and mail per mailing list file (Excel files will be provided). Outer envelopes must be 

securely sealed after items are inserted. Contractor must use a method of sealing such that envelopes are 

securely sealed at the time of sealing. Methods that rely on the pressure of the other envelopes to seal the bond 

are not acceptable. Envelopes must be securely sealed when entered into the mail stream and must not open 

until opened by the recipient.

Contractor to mail approximately 2,996,932 sets** using the agency’s furnished mail anywhere permit no. 

1090 for postage – First Class Pre-sort mail rate. Contractor must submit the postal receipt to the agency 

after dropping at the post office and must include the agency control number 018456 in the “Customer 

Reference ID” field”.

**Actual quantity mailed will be based on the quantity remaining after the NCOA and CASS pre-sorts.

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

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

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

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

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

Service regulations to achieve the lowest Standard Mail rate. Addresses are not in Zip code sequence. The 

contractor will be required to accurately complete all appropriate mailing statements required by the U.S. Postal 

Service.
Jacket 577-400 Page 7 of 9

The VA and GPO must be furnished with copies of all such completed forms stamped by the Post Office and 

signed copies of all shipping receipts within 1 workday of the completed mailing. Contact Penny Woods 

(penny.woods2@va.gov), 202-461-5430) to arrange transmission.

Request USPS secure destroy (record of pieces destroyed). Must use USPS secure destroy service so the VA 

does not have to physically handle return mail.

Request list of failure of postal sort at beginning (as well as those returned after mailing).

Contractor to presort and run mail lists through all applicable postal software to achieve the lowest possible 

per piece postage rate. Return spreadsheet to the VA with any addresses deemed undeliverable.

Mail via first class via agency printed permit.

NOTE: Contractor must provide the agency contact Penny Woods (penny.woods2@va.gov, 202-461-

5430) with the estimated postage amount as soon as possible (at least 5 business days before mailing) so 

the VA can request adequate funds for the mailing permit.

Mail drops to occur weekly, starting on or around April 15, 2024 and ending May 20, 2024.

INK: Four Color Process, Black and Pantone 541 (blue)

MARGINS: Full bleeds on Brochure; contractor to create bleeds and include cost in bid. Adequate gripper 

for the letters and envelopes.

DISTRIBUTION: Mail f.o.b. contractor’s city except for sample copies which must be delivered f.o.b. 

destination. See below.

Sample copies for the agency are included in the total quantities. All expenses incidental to picking up and 

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

the contractor.

Contractor to contact agency, Penny Woods (penny.woods2@va.gov, 202-461-5430), with notification of 

proof delivery.

Deliver 2 sample sets (not personized) and proofs to residential address:

Penny Woods (202-461-5430)

3525 Ferry Landing Road

Dunkirk, MD 20754

PACKING: Suitable.

SCHEDULE: Purchase Order will be emailed to the contractor upon award. Contact agency Penny Woods 

(penny.woods2@va.gov, 202-461-5430) for digital files on or before April 1, 2024.

Proofs will be withheld not more than 2 workdays from receipt by the Government.

Mail as follows:

Approximately 500,000 sets by April 15, 2024

Approximately 500,000 sets by April 22, 2024

Approximately 500,000 sets by April 29, 2024

Approximately 500,000 sets by May 6, 2024

Approximately 500,000 sets by May 13, 2024

Balance (approximately 496,932) by May 20, 2024
Jacket 577-400 Page 8 of 9

TIME CRITICAL: Notify Penny Woods (penny.woods2@va.gov, 202-461-5430) of the delivery status in 

the morning 2 days prior to the first shipment to meet the at destination delivery date.

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

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

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

that will guarantee delivery at destination within the specified schedule. Carrier “targets” in lieu of 

“guaranteed” deliveries will not be acceptable.

Contractor must notify the ordering agency on the same day that each grouping ships/delivers via e-mail sent 

to penny.woods2@va.gov, jschaffer@gpo.gov and compliance@gpo.gov. Call Penny Woods (202-461-

5430) to confirm receipt of documentation. The subject line of this message shall be "Distribution Notice for 

Jacket 577-400". The notice must provide all applicable tracking numbers, shipping method, and Title. 

Contractor must be able to provide copies of all delivery, mailing, and shipping receipts upon agency request.

Alternate agency contact is Rick Gordon (202-430-0011), rick.gordan@va.gov.

Prices must include the cost of all required materials and operations for the total quantity ordered in 

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

per each item. The price for additional quantities must be based on a continuing run, exclusive of all basis or 

preliminary charges, (i.e., running rate not including makeready) and will not be a factor for determination of 

award.

Bids for each item listed in its respective format group, as defined in Section 2.- Specifications, must include 

the cost of all required materials and operations in accordance with these specifications.

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or 

alteration of the order and manner of submitting bids, may be declared nonresponsive.

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 nonresponsive.

LOCATION(S) OF POST OFFICE(S). All mailing will be made from:

Post Office located at Street Address:_____________________________________________________,

City:______________________________, State:_________________, Zip Code:_________________.
Jacket 577-400 Page 9 of 9

Bidders must fill out this page and return it via email.

TOTAL BID PRICE: $______________ ADDITIONAL RATE $______________ PER 1,000 sets

 PRICE ADDED RATE/M

Item (1) Letter: $_______________ $_______________

Item (2) Brochure: $_______________ $_______________

Item (3) Envelope: $_______________ $_______________

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

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

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

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

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

the date for receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the 

designated points(s), in exact accordance with specifications.

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

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

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

required by the solicitation and GPO Contract Terms – Publication 310.2. When responding by email, fill out 

and return one completed copy of all applicable pages that include the Jacket Number, Bid Price, Additional 

Rate, Discounts, Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing 

where indicated. Valid electronic signatures will be accepted in accordance with the Uniform Electronic 

Transactions Act, § 2. Electronic signatures must be verifiable of the person authorized by the company to 

sign bids.

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

Bidder _____________________________________________________________________________

(Contractor Name) (GPO Contractor’s Code)

_____________________________________________________________________________________

(Street Address)

_____________________________________________________________________________________

(City – State – Zip Code)

By _____________________________________________________________________________________

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

_____________________________________________________________________________________

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

FOR GPO USE ONLY

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

Contracting Officer Review________ Date_________ Certifier__________ Date__________