1 of 2

Jacket: 412-794

Title: Medicare & You 2021 (Spanish Area-Specific Handbooks)

Agency: CMS

Basis of

Award Unite Rate Cost Unit Rate Cost Unit Rate Cost

(a) Complete Cover

(1) Makeready/Setup-----------per cover 11 1,500.00 16,500.00 785.00 8,635.00 3,431.00 37,741.00

(2) Running ---------------per 100 copies 8,460 4.73 40,015.80 5.62 47,545.20 7.30 61,758.00

(b) Basic 116-Page Section

(1) Makeready/Setup---------per section 1 62,961.90 62,961.90 14,395.00 14,395.00 5,560.00 5,560.00

(2) Running ---------------per 100 copies 8,460 60.68 513,352.80 47.07 398,212.20 51.99 439,835.40

(c ) 16-Page Signature

(1) Makeready/Setup-------per signature 23 1,500.00 34,500.00 471.00 10,833.00 500.00 11,500.00

(2) Running ---------------per 100 copies 17,286 7.05 121,866.30 5.21 90,060.06 7.69 132,929.34

(d) 8-Page Signature

(1) Makeready/Setup-------per signature 7 1,500.00 10,500.00 635.00 4,445.00 500.00 3,500.00

(2) Running ---------------per 100 copies 7,896 3.91 30,873.36 3.66 28,899.36 4.04 31,899.84

(e ) 4-Page Signature

(1) Makeready/Setup-------per signature 4 1,500.00 6,000.00 620.00 2,480.00 500.00 2,000.00

(2) Running ---------------per 100 copies 776 2.34 1,815.84 4.65 3,608.40 2.32 1,800.32

Contractor Totals $838,386.00 ------------------ ------------------

Discount 1.00% $8,383.86 ------------------ ------------------

Discounted Totals $830,002.14 ------------------ ------------------

Robbinsville, NJ Miami, FL

ADVANTAGE MAILING LLC BIND-RITE ROBBINSVILLE COLONIAL PRESS

Anaheim, CA
2 of 2

Jacket: 412-794

Title: Medicare & You 2021 (Spanish Area-Specific Handbooks)

Agency: CMS

Basis of 

Award Unit Rate Cost

(a) Complete Cover

(1) Makeready/Setup-----------per cover 11 2,591.26 28,503.86

(2) Running ---------------per 100 copies 8,460 9.67 81,808.20

(b) Basic 116-Page Section

(1) Makeready/Setup---------per section 1 25,867.34 25,867.34

(2) Running ---------------per 100 copies 8,460 80.46 680,691.60

(c ) 16-Page Signature

(1) Makeready/Setup-------per signature 23 1,596.49 36,719.27

(2) Running ---------------per 100 copies 17,286 6.22 107,518.92

(d) 8-Page Signature

(1) Makeready/Setup-------per signature 7 2,240.84 15,685.88

(2) Running ---------------per 100 copies 7,896 3.26 25,740.96

(e ) 4-Page Signature

(1) Makeready/Setup-------per signature 4 2,237.96 8,951.84

(2) Running ---------------per 100 copies 776 1.58 1,226.08

Contractor Totals $1,012,713.95

Discount 0.00% $0.00

Discounted Totals $1,012,713.95

Laurel, MD

RR DONNELLEY
Jacket 412-794 Page 1 of 33 

Requisition 0-00100 

Specifications by MRN 

Reviewed by JLF 

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Washington, DC Time, on April 27, 2020, at 

the Government Publishing Office, Washington, DC. (Due to the COVID-19 pandemic, this will NOT be a 

public bid opening.) 

BID SUBMISSION: Due to the COVID-19 pandemic, the Government Publishing Office, Washington, DC, will 

NOT be open to the public. Based on this, bidders must submit email bids for this solicitation to: 

APSACS@gpo.gov. 

No other method of bid submission will be accepted at this time. The jacket number and bid opening date must be 

specified in the subject line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date 

specified above will not be considered for award. 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

 For the Procurement of 

“Medicare and You 2021” 

(Spanish Area-Specific Handbooks) 

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

Department of Health and Human Services (HHS) 

Centers for Medicare & Medicaid Services (CMS) 

BIDDERS, PLEASE NOTE: These specifications have been EXTENSIVELY revised. All bidders are cautioned 

to familiarize themselves with all provisions of these specifications before bidding. 

GPO has issued a new Government Paper Specification Standards, No. 13, dated September 2019. Prospective 

bidders should carefully read this publication as the applicable standards within become an integral part of this 

contract. The document is posted at https://www.gpo.gov/how-to-work-with-us/vendors/forms-and-standards along 

with a list of major revisions. 

Any questions concerning these specifications, contact Mary Newton at mnewton@gpo.gov or (202) 512-2132.
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 2 of 33 

Jacket 412-794 

TABLE OF CONTENTS 

GPO CONTRACT TERMS ............................... 3 

CONTRACTOR .................................................. 3 

WORKING AND COMMUNICATING 

 WITH OTHER PLANTS AND 

 SUBCONTRACTORS ..................................... 3 

QUALITY ASSURANCE LEVELS 

 AND STANDARDS .......................................... 3 

 Product Quality Levels for Text Pages ........... 3 

 Product Quality Levels for Covers .................. 3 

 Inspection Levels ............................................ 3 

 Specified Standards ......................................... 4 

DATA SECURITY .............................................. 4

 Data Custodians .............................................. 4 

 Preaward/Postaward Surveys .......................... 4

 Personnel Security .......................................... 5 

 Physical Security ............................................. 5 

 Information Technology (IT) Security ............ 5 

 Security Liaison(s) .......................................... 5

 Disposal of Waste Materials ........................... 5 

 Disposal of Electronic PII ............................... 5 

 Incident Reporting Requirements ................... 5 

 Expiration of Data Use Agreement (DUA) ..... 5 

 Security Exhibits ............................................. 5 

SECURITY PLAN............................................... 6 

LIQUIDATED DAMAGES ................................ 6

PREAWARD SURVEY ...................................... 6

PROJECT PLANS .............................................. 7

 Personnel Plan ................................................. 8 

 Production Facilities Plan ............................... 8 

 Production Plan ............................................... 8 

 On-Site Monitors Security/Safety Plan ........... 8 

 Continuity of Operations (COOP) Plan .......... 9 

 Quality Assurance Plan ................................... 9 

 Transportation Management Plan ................... 9 

 Sequential Numbering Plan ............................ 9 

QUALITY ASSURANCE PROGRAM ............. 9

INSPECTION BY THE GOVERNMENT 

 AND ON-SITE MONITORING ................... 10 

POSTAWARD CONFERENCE ...................... 10

WARRANTY ..................................................... 10 

PRIVACY ACT NOTIFICATION .................. 10

PRIVACY ACT ................................................. 11

ADDITIONAL EMAILED BID 

 SUBMISSION PROVISIONS ....................... 11 

PAYMENT ......................................................... 12

TITLE ................................................................. 12

QUANTITY ....................................................... 12

NUMBER OF PAGES ...................................... 13

TRIM SIZE ....................................................... 13

GOVERNMENT TO FURNISH ..................... 13

CONTRACTOR TO FURNISH ...................... 14

ELECTRONIC PREPRESS ............................ 14 

PROOFS ............................................................ 14

STOCK/PAPER ................................................ 16

PRINTING ........................................................ 16

VARIABLE COMPUTERIZED IMAGING 

 (ADDRESSING FOR SELF-MAILERS) .... 17 

MARGINS ......................................................... 17

BINDING ........................................................... 17

PRODUCTION REPORT DURING 

 BINDING AND IMAGING PHASE ............ 17

PRESS SHEET, BINDING, AND 

 VARIABLE IMAGING INSPECTIONS .... 18

 Cover Press Sheet Inspections ..................... 18 

 Content Inspections ...................................... 19 

 Binding and Variable Imaging Inspections .. 19 

 Scheduling Inspections ................................. 19 

PRESS SHEETS AND SAMPLES .................. 20 

PACKING ......................................................... 20

LABELING AND MARKING ........................ 21

QUALITY ASSURANCE RANDOM 

 COPIES (QARC) ........................................... 21

DISTRIBUTION ............................................... 22 

MAIL PREPARATION ................................... 24

 Mail Processing ............................................ 25 

 Mail Storage/Staging .................................... 25 

 Mail Service Disruption Reports .................. 25 

 Mailing Statements ...................................... 26 

 Return of Government Furnished Material .. 26 

SCHEDULE ...................................................... 27 

UNDELIVERABLE/RETURNED COPIES .. 28 

GPO KEY PERSONNEL ................................ 28

CMS KEY PERSONNEL ................................ 28

DETERMINATION OF AWARD .................. 29 

SCHEDULE OF PRICES ................................ 31 

ALLOWABLE CHARGES ............................. 31 

TEXT AND COVER PRODUCTION 

 LOCATIONS ................................................. 32 

SHIPPING LOCATIONS ................................ 32 

SUBCONTRACTORS ..................................... 32 

DISCOUNTS ..................................................... 33 

AMENDMENTS ............................................... 33 

BID ACCEPTANCE PERIOD ........................ 33 

BIDDER’S NAME AND SIGNATURE .......... 33
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 3 of 33 

Jacket 412-794 

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

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

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

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

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

CONTRACTOR: Throughout this document, the term “contractor” refers to the printing company that is awarded 

the contract. The term “subcontractor” refers to any other company that is performing work on this contract as 

hired by the contractor. 

WORKING AND COMMUNICATING WITH OTHER PLANTS AND SUBCONTRACTORS: The 

contractor may employ the services of outside subcontractors to perform all or part of the non-printing requirements 

of this job. In addition, the contractor may utilize multiple plants within their own company to complete the 

requirements of this job. In such situations, the contractor MUST ensure that the additional plants and 

subcontractors have a copy of these specifications and meet all requirements stated within this document. In 

addition, it is the contractor’s responsibility to communicate with, and manage the work performed, by other plants 

and subcontractors. 

The contractor is responsible for enforcing all contract requirements outsourced to a subcontractor 

If the contractor needs to add a subcontractor at any time after approval of the contractor’s project plans (see 

“PROJECT PLANS” specified herein), the subcontractor must be approved by the Government prior to production 

starting in that facility. The contractor must submit the subcontractor’s information to the Government for approval 

24 hours prior to the start of production at that facility. 

If the contractor needs to add another contractor production facility at any time after approval of the contractor’s 

project plans, the contractor must notify the Government 24 hours prior to production starting in that facility. 

QUALITY ASSURANCE LEVELS AND STANDARDS: 

The following levels and standards shall apply to these specifications: 

Product Quality Levels For Text Pages: 

 

 (a) Printing Attributes – Level III. 

 (b) Finishing Attributes – Level II. 

Product Quality Levels For Covers: 

 (a) Printing Attributes – Level II. 

 (b) Finishing Attributes – Level II. 

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

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

 (b) Destructive Tests – Special Inspection Level S-2. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 4 of 33 

Jacket 412-794 

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

Attribute Standard 

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

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

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

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

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

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

P-7. O.K. Contractor-furnished text signatures/O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Average type 

dimension in publication/Electronic media. 

P-8. O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Electronic media. 

P-9. Pantone Matching System 

P-10. O.K. Cover press sheets/O.K. Samples/O.K. Proofs/Electronic media. 

 

DATA SECURITY: These products contain Personally Identifiable Information (PII). Security of Personally 

Identifiable Information is a vital component of this contract. The contractor shall guarantee strict confidentiality, 

integrity, and limited availability of all PII provided by the Government during the performance of this contract. 

Disclosure of the information/data, in whole or in part, by the contractor can only be made in accordance with the 

provisions in the Data Use Agreement (DUA). (Instructions for the DUA will be provided after award.)

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

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

PII for the Medicare and You handbook includes: a person’s name and address. 

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

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

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

in the performance of this contract. 

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

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

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

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

telecommunications, including the internet, to transmit PII is prohibited. 

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

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

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

location and shall have them complete an Addendum to Data Use Agreement (instructions will be provided after 

award). The contractor’s project manager must collect and submit completed forms to CMS before any PII may be 

sent to that location.

Preaward/Postaward Surveys: At the Government’s option, Preaward or Postaward Surveys may be conducted to 

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

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

the contractor’s Security Plan. 

 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 5 of 33 

Jacket 412-794 

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

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

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

4 for more information.) 

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

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

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

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

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

 

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

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

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

will include attending the Postaward Conference, submitting a security plan (see “Security Plan” specified herein), 

discussing confidential security issues with CMS staff, submitting background applications, and resolving any 

issues of inaccurate or incomplete data supplied by background investigation applicants. In the event CMS discovers 

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

investigation applicant directly. 

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

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

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

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

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

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

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

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

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

breach. 

Disposal of Electronic PII: Immediately after production is complete, all electronic files including any files 

(parallel printout) deriving from the originally furnished file containing PII must be permanently destroyed in 

accordance with Federal Information Security Management Act (FISMA) of 2002. CMS will maintain an archive 

of furnished files. 

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

to CMS within one hour of discovery. Contractor to report breaches to the CMS IT Service Desk at (410) 786-2580 

or (800) 562-1963. 

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

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

may cause the CMS Privacy Office to refuse to issue future DUA’s and data with the contractor’s company or to 

individuals listed on the DUA. (Instructions for the destruction of CMS data files will be provided after award.) 

Security Exhibits: The following Exhibits 1 through 4 contain security clauses, information, and forms (Exhibits 

follow after Attachment C of these specifications). 

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

 Security Exhibit 2: CMS Clause 09A-01 Security Clause (May 2007) (NOTE: This contract is designated 

as Low Risk.) 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 6 of 33 

Jacket 412-794 

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

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

All contractor management and employees involved in this contract must read and sign this document. 

Signed copies of this document for Gentran applicants, DUA applicants, and Data Custodians must be 

submitted to CMS immediately after award. Signed copies for all other employees will be maintained by 

the contractor and furnished to the Government upon request. 

The contractor must submit all completed and signed security forms to: CMS, Attn: Christine Crawford, S1-11-16, 

7500 Security Boulevard, Baltimore, MD 21244. For delivery directly to Christine Crawford, the contractor may 

scan and email all documents to: Christine.crawford@cms.hhs.gov, or use FedEx Overnight service using FedEx 

furnished packaging. 

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

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

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

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

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

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

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

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

Contractor must submit their Security Plan as part of their Project Plan (see “PROJECT PLAN” specified herein). 

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

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

LIQUIDATED DAMAGES: “Medicare and You” is a Congressionally mandated publication: Balanced Budget 

Act of 1997, section 4001, 1851 (d) (2) (A); and, Medicare, Prescription Drug, Improvement and Modernization 

Act of 2003. Liquidated damages will apply and will be computed at the rate of two and one half percent (2.5%) of 

the contract price for the total quantity ordered under these specifications for each workday the contractor is in 

default of the shipping schedule(s); provided that the minimum amount of liquidated damages shall not be less than 

$5.00 for the entire order and not more than $50,000.00 per day on the entire order, except the total damages 

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

BUY AMERICAN ACT: In conjunction with the preaward survey (see “PREAWARD SURVEY” specified 

herein), bidders must state the paper supplier(s) and what percentage of paper from each of those paper suppliers, 

as applicable, will be used in production of these handbooks. Refer to GPO Contract Terms (GPO Publication 

310.2, rev. 01-18). 

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 shall be required to provide the following 

financial documents: 

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 7 of 33 

Jacket 412-794 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

NOTE: The letter of commitment from paper supplier(s) must state what percentage of paper from each paper 

supplier will be used in production of these handbooks. (See “BUY AMERICAN ACT” specified herein.) 

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. 

Additionally, each of the contractor’s facilities that are proposed for the production of the Medicare and You 

Handbooks MUST be certified at the time of bid submission by GPO’s Quality Control for Published Products at 

the appropriate Quality Level, in accordance with the specified Quality Assurance Levels and Standards. 

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

Medicare and You Handbooks will include a review of the contractor’s mail, material, personnel, facility, 

production, transportation, quality, and recovery plans as required by this contract. Attending this meeting will be 

representatives from the Government Publishing Office. A listing of all subcontractors involved, along with their 

specific functions must be presented. 

PREAWARD PAPER SAMPLES: Contractor(s) being considered for award may be required to submit 50 sheets 

each (8-1/2 x 11” in size) of the required text and cover stock, as specified under “STOCK/PAPER.” Samples must 

be labeled as to the paper, paper weight, and paper manufacturer. 

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

If required, the preaward paper samples are to be submitted to: U.S. Government Publishing Office, Chief of 

Testing and Technical Services, Attn: Tyler Wood, Loading Dock, Stop: QC, 44 H Street, NW, Washington, DC 

20401. 

If the paper samples are disapproved by the Government, the Government, at its option, may require the contractor 

to submit additional samples for inspection and test, in the time and under the terms and conditions specified in the 

notice of rejection. 

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

failed to comply with the applicable requirements of these specifications for stock/paper, which may be reason for 

a determination of non-responsibility. 

Samples will not be returned to the contractor. No charges will be allowed for costs incurred for the preaward paper 

samples. 

PROJECT PLANS: Within 5 workdays of notification of contract award, the contractor shall submit 4 bound 

copies each of their Project Plan to the following addresses. 

 1 Bound Copy to: U.S. Government Publishing Office, APS-ACS, Attn: Mary Newton, Stop: CSAPS, 

Room A843, 732 North Capitol Street, NW, Washington, DC 20401. (Telephone: (202) 512-2132) 

 3 Bound Copies to: Centers for Medicare & Medicaid Services (CMS), Attn: Clint Howard, SLL-11-17, 

7500 Security Boulevard, Baltimore, MD 21244-1850. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 8 of 33 

Jacket 412-794 

Along with the 4 bound copies, the contractor shall submit one PDF copy to: Mary Newton at mnewton@gpo.gov

and clinton.howard@cms.hhs.gov. 

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

without written approval from GPO. 

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

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

Alternate (Back-up) Project Manager: 

 Name 

 Work address 

 Telephone Numbers (Office and Cellular) 

 Fax Number 

 Email Address 

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

that will be used for this project shall be provided: 

 Company Name 

 Plant Name 

 Street Address 

 Name of Contact Person 

 Number and Type of presses, binding lines, and imaging lines that will be used to produce M&Y Handbooks 

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

 Contact Person’s Email Address 

 Plant Manager’s Name (for each shift) 

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

 Plant Manager’s Email Address 

If the contractor needs to add another contractor production facility at any time after approval of the contractor’s 

project plans, the contractor must notify the Government 24 hours prior to production starting in that facility. 

If the contractor needs to add or change a piece of equipment other than what was specified in the project plans, 

that piece of equipment must be approved prior to starting production on it. 

If the contractor needs to add a subcontractor at any time after approval of the contractor’s project plans, the 

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

submit the subcontractor’s information to the Government for approval 24 hours prior to production starting in that 

facility. 

Production Plan: This plan must include: 

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

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

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

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

any outside areas, such as parking lots. 

 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 9 of 33 

Jacket 412-794 

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

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

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

to perform at said locations for a period longer than 2 workdays, contractor must have a backup plan for producing 

the products required under this specification. 

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

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

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

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

another. 

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

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

contract. 

Quality Assurance Plan: This plan must include, for each location, the names of all quality assurance personnel 

and a detailed description of the number, type, and frequency of inspections that will be performed as well as the 

records that will be maintained documenting these activities (see “QUALITY ASSURANCE PROGRAM”). The 

plan must also include samples of detailed quality checklists that will be used at each identified type of inspection. 

Personnel responsible for performing these quality inspections will be required to sign the checklist for their specific 

task, certifying that they have read and understand the required checklist. A copy of the certified checklist must be 

posted at the site of the inspection, for review and confirmation by the GPO monitor. A sample of the intended 

5,000th book parallel print-out format must be submitted with the contractor’s Project Plan for review and approval. 

Transportation Management Plan: This plan must describe the details of obtaining transportation services for the 

drop-shipment of single copies to appropriate postal facilities and for delivery of bulk copies. This plan must show 

how the transportation service providers are selected by the contractor’s firm as the best value for the Government. 

Include the following information regarding the contractor’s methods for: 

 Soliciting and reviewing bids for transportation services to ensure that the Government is receiving “best 

value.” 

 Evaluating reasonableness of cost/price. 

 Evaluating on-time delivery record. 

 Controlling transportation costs. 

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

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

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

QUALITY ASSURANCE PROGRAM: By submission of the bid, the contractor agrees to maintain a quality 

system in addition to GPO’s regular program. At a minimum, this program will include the following: 

 Random press sheet pulls during the run by the press operator, mechanically dated and time stamped, then 

signed by the person performing the inspection. The press pulls will consist of a pull from all streams being 

produced every 20 minutes with the attached GPO “Certificate of Selection” form (Attachment C) also 

being mechanically dated and time stamped then being filled out by the shift Pressroom Foreman at the end 

of each shift. 

 A designated company official who will be responsible for checking the first 10 addresses for each item 

printed in each location by comparing them with a parallel printout as well as every 5,000th piece. The 

results of these checks will be recorded and made available to the Government upon request. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 10 of 33 

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 Any deviation from the parallel printout must indicate the steps taken for correction including going back 

to the last matching address and identifying the first and last pieces which had to be re-run as a result of the 

deviation. An accurate record of all complete publications and the anticipated release date for shipment to 

the U.S. Postal Service is essential. 

 The contractor is required to keep the press sheet pulls for 6 months after completion of distribution. After 

6 months, the press sheet pulls are to be destroyed in accordance with “Disposal of Waste Material” 

specified under “DATA SECURITY.” Contractor must furnish a certificate of destruction certifying that 

the press sheet pulls have been destroyed properly. 

NOTE: Although a Government representative will be on site during much of the binding and imaging phase, it still 

remains the contractor’s responsibility to follow their own quality assurance program. The Government 

representative is monitoring production and not performing quality assurance checks. 

INSPECTION BY THE GOVERNMENT AND ON-SITE MONITORING: Performance of all elements and 

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

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

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

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

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

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

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

reasonable distance and/or be reasonably accessible to the production lines. These requirements apply for all 

locations that are doing binding and/or imaging, including subcontractors. The Government representatives shall 

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

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

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

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

monitor. 

NOTE: All binding/imaging equipment must be inspected and approved by the on-site monitor prior to use.

POSTAWARD CONFERENCE: Government representatives will conduct a conference with the contractor’s 

representatives, including at least one mailing representative, at the Government Publishing Office, Washington, DC, at 

a date and time determined by the Government (see “SCHEDULE” for dates). NOTE: At the Government’s option, the 

postaward conference may be conducted via teleconference. 

WARRANTY: Contract Clause 15, “Warranty,” of GPO Contract Terms (GPO Publication 310.2, effective 

December 1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED 

from 120 calendar days to 180 calendar days from the date the check is tendered as final payment. All other 

provisions remain the same.

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

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

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

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

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

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

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

 
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PRIVACY ACT 

(a) The contractor agrees: 

(1) to comply with the Privacy Act of l974 and the rules and regulations issued pursuant to the Act in the 

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

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

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

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

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

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

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

individuals to accomplish an agency function; and 

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

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

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

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

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

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

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

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

considered to be an employee of the agency.

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

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

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

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

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

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

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

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

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

or other identifying particular assigned to the individual. 

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

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

1. Illegibility of bid. 

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

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

advised not to exceed GPO’s stated limit. 

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

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

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

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

 
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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 receiving payment. Instruction for 

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

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

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

located at: http://www.gpo.gov/finance/index.htm. 

Contractor’s billing invoice must be itemized in accordance with the line items in the “SCHEDULE OF 

PRICES” for each state. 

TITLE: “Medicare and You 2021” (Spanish Area-Specific Handbooks). 

PRODUCT: There are 11 items (Spanish Area-Specific Handbooks). 

NOTE: For the purpose of this contract, the term “item” refers to an “Area Specific Handbook,” and these terms 

will be used interchangeably throughout these specifications. 

QUANTITY: The estimated requirement of this product is approximately 840,000 to 900,000 handbooks, including 

the Quality Assurance Random Copies, plus an additional 176 copies for the Office of Superintendent of 

Documents. 

NOTE: The figures specified below are estimates only based on historical data of past production runs (2020 

figures). Exact quantities will not be known until the files are furnished to the contractor during the week 

of July 6, 2020. The Government reserves the right to increase or decrease by up to 20% the total number 

of handbooks ordered. Quantities are as follows: 

 Estimated 

 Handbook Name Publication Number Total Quantity 

New Jersey and Puerto Rico 

(includes Virgin Island and Atlantic Euro 10050-1S 684,344 

New York City 10050-2S 15,832 

Southern Florida 10050-3S 31,976 

Illinois 10050-4S 8,955 

Texas 10050-5S 31,888 

Southern California 10050-6S 34,823 

Northern California 10050-7S 11,748 

Northern Florida 10050-8S 10,803 

Arizona 10050-9s 5,845 
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Massachusetts 10050-10S 4,996 

Pennsylvania 10050-11S 4,772 

NUMBER OF PAGES: Each item is an estimated 144 to 172-page publication with a separate, wraparound cover. 

Each item contains text and cover pages as follows: 

Text: Text consists of a fixed section and a variable section, as follows: 

 Fixed section is estimated to be approximately 116 pages and is common to all books. 

 Variable section is approximately 28 to 56 pages, is unique, and is located at the end of each Area-Specific 

Handbook. 

Covers: Covers 1, 2, and 3 are common to all books, and Cover 4 is specific to each book. 

TRIM SIZE: 8-3/8 x 10-7/8”. 

NOTE: See “PRESS SHEET INSPECTION” for color control bar requirements. 

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

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

contractor must submit the names of two (one primary user and one back-up user) to Christine Crawford at 

christine.crawford@cms.hhs.gov. At that time, the contractor will be given a mailbox ID that will be needed when 

applying for online access to the Gentran Mailbox. 

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

(Select the “New User Registration” link under the CMS Secure Portal tab on the top right of the webpage). A 

Social Security Number is required for the persons completing the form (no exceptions). 

When online applications are complete, contractor must notify Christine Crawford by email 

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

Additional information regarding the CMS EFT infrastructure can be found at the following link: 

http://www.cms.hhs.gov/SystemLifecycleFramework/Downloads/EFTInfrastructure.pdf. 

Software: Contractor will need an Internet browser (the browser must be Internet Explorer 5.0 or above) or may 

use a GIS-compatible Secure File Transfer Protocol Client (SFTP). 

The Government will furnish the following deliverables to the contractor at time of the postaward 

conference: 

 Addresses furnished in a compressed EBCDIC file in a Gentran mailbox (secure FTP site, available when 

computer access forms are approved) 

 CD-ROM generated on a MAC computer with MAC OS Mojave Version 10.14.6 using Adobe InDesign 

CC2019 in native application format and Adobe Acrobat DC via email (see below for additional 

specifications) 

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

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

postaward conference) 

 Record Layout for mailing addresses 

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

 
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Adobe InDesign CC2019 and Adobe Acrobat DC PDF Files: The 650 MB or 700 MB CD-ROM will be 

generated on a MAC computer with MAC OS Mojave Version 10.14.6 using Adobe InDesign CC2019 in native 

application format. Printer and screen fonts are included on the CDs. PDF files will be supplied to the contractor 

via email with the variable pages that will comprise the last portion of the Handbook. NOTE: Contractors must use 

CMS supplied fonts only. One set of color visuals for the pages common to all Handbooks and the pages that are 

unique for each item of the Handbook will be provided as a general guide. 

NOTE: All software upgrades (for specified applications) which may occur during the term of the contract, must 

be supported by the contractor. 

The CD will contain electronic files for the fixed section of the Handbooks (the fixed section for the Area-Specific 

Handbooks are identical) and the covers for the Handbooks (Covers 1, 2, and 3 are identical for ALL Handbooks; 

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

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

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

pages) and will follow the fixed section. NOTE: Each Area-Specific Handbook may contain a different page count 

for the variable section at the end of the Handbook. 

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

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

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

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

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

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

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

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

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

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

assigned quality level. 

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

Upon completion, the contractor must furnish one set of 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. NOTE: 

The Government will accept PDF files as digital deliverables when furnished by the Government. 

PROOFS: The following proof requirements must be submitted for each plant location used in the printing of the 

product. 

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

 *Three sets of digital color content proofs in book form of the “fixed” section of the Handbook 

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

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

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

position (not pasted up), imaged face and back, trimmed and folded to the finished size of the product. 
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*Covers 1, 2, and 3, and the “fixed” section of each Handbook are common to all Area-Specific Handbooks; 

therefore, only two sets from each plant are required. For Cover 4, two sets for each item are required. 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

2400 dpi.

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

overlay, or inkjet proof. 

Contractor to submit two sets of ink drawdowns on actual production stock of the black ink and the Pantone 

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

NOTE: Proofs will not be required for the PDF files for variable pages. 

Send two sets of digital color content proofs, one set of inkjet proofs, and one set of ink drawdowns directly to: 

CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, Baltimore, MD 21244-1850. Contractor must 

indicate Jacket Number, Requisition Number, and “PROOFS” on proof package(s). 

Send one set of the digital color content proofs, one set of inkjet proofs, and one set of ink drawdowns directly to: 

Government Publishing Office, Agency Publishing Services, APS-ACS, Attn: Mary Newton, Stop: CSAP, Room 

A843, 732 North Capitol Street, NW, Washington, DC 20401. (Telephone: (202) 512-2132) Contractor must 

indicate Jacket Number, Requisition Number, and “PROOFS” on proof package(s). Contractor must notify Mary 

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

will not be returned to the contractor. 

Contractor must notify GPO Shared Support Services Compliance Section via e-mail to compliance@gpo.gov, and 

notify Mary Newton (mnewton@gpo.gov) immediately upon submitting proofs and immediately upon notification 

that the proofs are available for pickup at CMS. 

NOTE: Due to the COVID-19 pandemic, the delivery addresses for the proofs may change. Contractor will 

be notified after award. 

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

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

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

The contractor must not print prior to receipt of an “O.K. to Print.” 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 16 of 33 

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

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

September 2019. 

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

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

spine. 

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

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

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

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

All text pages (fixed, base pages and variable pages) print in black and one Pantone color consisting of illustrations, 

gradient tones, type and line matter throughout. Text pages contain some bleeds. 

Fixed section (base pages) text is circle folioed 1 through 116 (estimated). The variable section, provided in the 

PDF file to be sent via email, is the balance of the book. 

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

NOTE: Press sheet inspections for the text will NOT be required. In lieu of the press sheet inspections, the 

contractor must provide 10 signatures of the first printing of the text pages at color density. These signatures must 

be provided for each plant printing the text pages. The black ink and the Pantone color (Pantone 300 Blue) must 

be within plus or minus 5 points of the density mark on the ink drawdowns. The signatures must contain all color 

bars and information as required by GPO for a press sheet inspection and must be without perforations. NOTE: 

The color bars must be readable with a handheld densitometer. 

NOTE: Due to the COVID-19 pandemic, the delivery addresses specified below may change. Contractor 

will be notified after award. 

 Contractor to deliver 5 text signatures to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, 

Baltimore, MD 21244-1850. Contractor must indicate Jacket Number, Requisition Number, and “TEXT 

SIGNATURES” on package. 

 Contractor to deliver 5 text signatures to: Government Publishing Office, APS-ACS, Attn: Mary Newton, 

Stop: CSAP, Room A843, 732 North Capitol Street, NW, Washington, DC 20401. (Telephone: (202) 512-

2132) Contractor must indicate Jacket Number, Requisition Number, and “TEXT SIGNATURES” on 

package. Contractor must notify Mary Newton (mnewton@gpo.gov) immediately upon submitting text 

sheets.

Text signatures to be delivered within 3 workdays of start-up of printing. 

Cover: A minimum of 150-line screen for covers is required. 

Covers 1 and 2 print four-color process and one Pantone color (Pantone 300). Printing may consist of halftones, 

illustrations, type, bleeds and line matter. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 17 of 33 

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Cover 3 prints black and one Pantone color (Pantone 300 Blue) with the GPO imprint line in black in lower righthand corner. NOTE: GPO imprint line MUST print on Cover 3 as specified. GPO imprint line must be in 

accordance with Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 1-18)). 

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

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

shipment copies (see Attachment A). Contractors can use knock-out varnish window (from mailed versions) for 

the bulk versions. 

The Pantone color (Pantone 300 Blue) must print as a solid color. It cannot be built out of the process colors. 

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

Coating must be dull satin (not gloss). 

All covers must be printed on a press capable of printing five colors in a single pass through the press (minimum of 

five printing units). 

VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR SELF MAILERS): Contractor to address 

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

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

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

applicable USPS addressing guidelines (See Attachment A). Please note that furnished addresses can be up to eight 

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

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

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

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

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

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

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

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

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

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

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

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

PRODUCTION REPORT DURING BINDING AND IMAGING PHASE: During the binding and imaging 

phase of this project, the contractor must email production reports that compare “actual production” to the 

“projected production” quantities provided in the project plan to Clint Howard (clint.howard@cms.hhs.gov) and 

Mary Newton (mnewton@gpo.gov). 

The production report shall be a single-page Microsoft Excel spreadsheet with four columns: 

1. plant location 

2. projected number of books bound and imaged (should match the projected totals in the project plan) 

3. actual number of books bound and imaged 

4. difference 
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Additionally, the contractor must provide hard copy daily production reports for each production facility to each 

on-site monitor assigned to that facility. These production reports must provide the quantity of handbooks bound, 

imaged, and shipped. 

The contractor is responsible for compiling this information from each location that is doing binding and imaging 

work. This report should be submitted every three (3) calendar days that bindery and imaging work is being done 

to Clint Howard and Mary Newton. At the postaward conference, a Microsoft Excel spreadsheet shall be provided 

to the contractor for this purpose. 

PRESS SHEET, BINDING, AND VARIABLE IMAGING INSPECTIONS: The following inspections will be 

held at the contractor’s production facility: 

 Cover pages press sheet inspection 

 Content inspection for the variable pages 

 Binding inspection (may be held concurrently with the variable imaging inspection) 

 Variable imaging inspection (may be held concurrently with the binding inspection) 

Cover Press Sheet Inspections: Contractor is to print an open 8-point star symbol, or a similar pre-identified unique 

symbol, within the finished trim area on each cover, which will be honed off after color “O.K.” standards have been 

established during the press sheet inspection. 

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

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

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

QATAP tolerances when applicable) and with discarding all makeready sheets that preceded approval. See GPO 

Publication 315.3 (Guidelines for Contractors Holding Press Sheet Inspections) dated January 2015. NOTE: A 

press sheet inspection is for the purpose of setting specific standards that are to be maintained throughout the 

entire run. It does not constitute a prior approval of the entire run. 

GPO Publication 315.3: 

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

sfvrsn=2

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

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

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

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

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

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

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

NOTE: If a contractor is printing covers in multiple locations, a single cover press sheet inspection will be held at 

the location that is printing first. The contractor is responsible for maintaining the same standards at all other printing 

locations. 

The contractor must have the signed and approved proofs available for the section being printed at the cover press 

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

are being used to print, contractor must have a copy of the signed-off press sheet at each plant. 
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Content Inspections: A Government inspector shall conduct a content inspection for the variable pages when the 

contractor starts to print these pages. The purpose of this content inspection is to ensure that the pages printed 

match the PDF file sent to the contractor. Since no proofs are required for these pages only the content and color 

separation will be examined at the start of this press run. The Government inspector will not establish new standards 

for color or ink density; contractor must match color standards set at the initial text press sheet inspection. 

Binding and Variable Imaging Inspections: In the event that a contractor is binding or imaging in multiple 

locations, a binding and/or imaging inspection will be held in EACH location. This includes all plants the contractor 

uses for binding and/or imaging, as well as all subcontractor locations. 

Binding operations will be inspected at the contractor’s plant for binding quality conformance and to ensure that all 

GPO binding specifications are being met. 

Variable imaging inspections will be held to ensure that: 

 The variable computerized imaging specifications and pertinent GPO imaging specifications are being 

followed. 

 All address elements, components, ink characteristics, and barcodes meet USPS automated flat mail 

processing equipment compatibility standards and comply with all related USPS requirements as cited in 

current DMM and Flat Mail processing guidelines in effect at time of mailing (http://pe.usps.com). 

 The correct covers, text pages, and address files are being utilized for the specific book being printed. 

If imaging and binding are being done in-line, then the imaging and binding inspections will be held concurrently. 

Contractor is not to bind prior to receipt of an “O.K. for Binding” and is not to image addresses and barcodes prior 

to an “O.K. for Imaging.” 

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

5:00 p.m., local prevailing time) on Government workdays, Monday through Friday. Cover press sheet inspections 

will NOT be held on weekends or Federal holidays. 

If possible, contractors should attempt to conduct the content inspection, as well as the binding and imaging 

inspections, during normal business hours (8:00 a.m. to 5:00 p.m., local prevailing time) on Government workdays, 

Monday through Friday. However, since the binding and imaging schedules, as well as the printing schedule for 

the variable pages, are very tight, these inspections can be held on weekends, Federal holidays, and during evening 

hours. 

 

The Project Manager or Alternate Project Manager MUST notify GPO and CMS of the date and time the press 

sheet (cover) inspection, content inspection, variable imaging inspection(s), and the binding inspection(s) will be 

performed. 

In order for proper arrangements to be made, notification must be given at least 3 Federal workdays prior to EACH 

inspection. Notify both GPO and CMS, as follows: 

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

20401, telephone number (202) 512-0542 (telephone calls will only be accepted between the hours of 8:00 

a.m. and 2:00 p.m., Monday through Friday, prevailing Eastern Time) 

 

 Clint Howard, telephone number (410) 786-1962. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 20 of 33 

Jacket 412-794 

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

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

communicated by subcontractors hired by the contractor. 

It is the contractor’s responsibility to ensure that appropriate personnel are on site during all inspections that can 

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

and mixing inks. 

NOTE: See contract clauses, paragraph 14(e)(1), Inspections and Tests of GPO Contract Terms (GPO Publication 

310.2, effective December 1, 1987 (Rev. 01-18)). When supplies are not ready at the time specified by the 

contractor for inspection, the Contracting Officer may charge to the contractor the additional cost of the inspection. 

PRESS SHEETS AND SAMPLES: Due to the COVID-19 Pandemic, the actual cover press sheet, content, 

binding, and/or variable imaging inspections may be canceled if travel is not advisable at the time of each 

inspection. 

 If required, in lieu of a cover press sheet inspection, the contractor will be required to submit 50 untrimmed 

cover press sheets for each assigned stated with all color bars and marks in place (for each assigned state - 

25 sheets to GPO and 25 sheets to CMS, as specified below). 

 If required, in lieu of a content inspection, the contractor will be required to submit 7 folded, untrimmed 

sets of each signature of the variable pages for each assigned state (for each assigned state - 1 set to GPO 

and 5 sets to CMS, as specified below. One set will be signed and returned to the contractor). 

 If required, in lieu of a binding and/or variable imaging inspection, the contractor will be required to submit 

7 bound and imaged samples for each assigned state (for each assigned state - 1 sample to GPO and 5 

samples to CMS as specified below. One sample will be signed and returned to the contractor). NOTE: 

NOTE: For the imaging of addresses on the samples, contractor will either be furnished dummy 

addresses or be instructed to use any dummy address (such as the addresses provided in Attachment A, 

page 2). 

All press sheets and/or samples are to be delivered as follows: 

 Contractor to deliver to: CMS, Attn: Clint Howard, SLL-11-17, 7500 Security Boulevard, Baltimore, MD 

21244-1850. Contractor must indicate Jacket Number, Requisition Number, and “XXX” on package. 

 Contractor to deliver to: Government Publishing Office, APS-ACS, Attn: Mary Newton, Stop: CSAP, 

Room A843, 732 North Capitol Street, NW, Washington, DC 20401. (Telephone: (202) 512-2132) 

Contractor must indicate Jacket Number, Requisition Number, and “XXX” on package. Contractor must 

notify Mary Newton (mnewton@gpo.gov) immediately upon submitting text sheets.

Press sheets and/or samples, as applicable, are to be delivered within 3 workdays of start-up of 

printing/binding/imaging, as applicable. 

PACKING:

Bulk Shipments: Pack each item separately and identify the shipping containers with the Area-Specific item name, 

item number, publication number, Inventory Control Number, and publication revision date which will be provided 

at the postaward conference. Each shipping container in all shipments, including shipments to the CMS 

warehouse and United Systems of Arkansas (USA) warehouse, must contain this information on the actual 

shipping container. 
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Pack suitable per shipping container not to exceed 40 pounds when fully packed. Shipping containers must be 

packed in a manner that will assure there is no damage to the product during shipping and handling. 

Mailed Shipments: Pack suitably in mailing containers. Mail shipments must be packed in a manner that will ensure 

there is no damage to the product during shipping and handling. 

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

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

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

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

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

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

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

per destination. 

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

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

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

LABELING AND MARKING: Contractor to download GPO Form 905 (R. 7-15) – Labeling and Marking 

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

located to where CMS Warehouse can see on rack system. 

Address individual copies for mailing (see “VARIABLE COMPUTERIZED IMAGING (ADDRESSING FOR 

SELF-MAILERS”). 

Contractor to create and affix placards to the pallets according to the content and destination of the mail. At least 

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

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

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

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

QUALITY ASSURANCE RANDOM COPIES (QARC): All orders must be divided into equal sublots in 

accordance with the chart below to test for compliance against the specifications. A random copy must be selected 

from each sublot. Do not choose copies from the same general area in each sublot. The contractor will be required 

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

(located on GPO.gov). Copies will be paid for at the running rate offered in the contractor’s bid and their cost will 

not be a consideration for award. A copy of the purchase order/specifications must be included. 

 

NOTE: If a state quantity is divided between printing plants, the number of quality assurance random copies must 

be divided evenly (as allowable) among each those plants. 

The breakdown for QARCs (based on the total quantity for each state): 

500 thru 3,200 copies ....................... 13 QARC Samples 

3,201 thru 10,000 copies .................. 20 QARC Samples 

10,0001 thru 35,000 copies .............. 32 QARC Samples 

35,0001 and over copies .................. 50 QARC Samples 

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

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

identified by Jacket and Purchase Order numbers must be furnished with billing as evidence of mailing. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 22 of 33 

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DISTRIBUTION: 

Single copies: Mail f.o.b. contractor’s city approximately 794,048 single copies (self-mailers) via the Governmentfurnished mailing permit, as specified below. Contractors will be notified of final quantities, as well as the specific 

books they will be printing, at the postaward meetings. NOTE: Drop-shipments to USPS’ Destination Network 

Distribution Center (DNDC) Entry, Destination Sectional Center Facility (DSCF) Entry, Destination Delivery 

Unit (DDU) Entry, and Destination Flat Sequencing System (DFSS) Entry are required. 

NOTE: The figures specified in the below tables are estimates only based on historical data of past production 

runs (2020 figures). Exact quantities will not be known until the files are furnished to the contractor during 

the week of July 6, 2020. The Government reserves the right to increase or decrease by up to 20% the total 

number of handbooks ordered. 

Estimated self-mailer quantities are listed in the table below: 

Handbook Name Publication Number Self-Mailer Quantity 

New Jersey and Puerto Rico 

(includes Virgin Islands, Atlantic 

Euro) 

10050-1S 

675,488 

New York City 10050-2S 12,267 

Southern Florida 10050-3S 26,134 

Illinois 10050-4S 4,851 

Texas 10050-5S 20,681 

Southern California 10050-6S 28,680 

Northern California 10050-7S 8,801 

Northern Florida 10050-8S 8,410 

Arizona 10050-9S 3,268 

Massachusetts 10050-10S 2,553 

Pennsylvania 10050-11S 2,915 

Bulk Shipments: Ship f.o.b. contractor’s city as specified in the below table. 

NOTE: All bulk shipments MUST be shipped prior to the self-mailer quantities. 

Handbook 

Name 

Pub. No. QARC 

Qty 

Bulk

Shipmen

t

Partners

*

Bulk

Ship:

Deposit.

Copies 

Bulk

Ship:

GPO 

Lead 

Bulk 

Ship:

LOC 

Bulk

Ship:

CMS

WH 

Bulk

Ship:

USA 

Total 

Qty 

Bulk 

Shipme

nt 

Location

s

New Jersey 

Puerto Rico,

includes VI,

Atlantic 

Euro 

10050-1S 50 8,289 1 1 15 200 300 8,856 52 

New York 

City 10050-2S 50 2,998 1 1 15 200 300 3,565 24 

So. Florida 10050-3S 50 4,625 1 1 15 250 900 5,842 29 
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Illinois 10050-4S 50 3,537 1 1 15 200 300 4,104 50 

Texas 10050-5S 50 10,240 1 1 15 200 700 11,207 65 

So. California 10050-6S 50 5,176 1 1 15 400 500 6,143 36 

No. California 10050-7S 50 2,380 1 1 15 200 300 2,947 40 

No. Florida 10050-8S 50 1,876 1 1 15 200 250 2,393 18 

Arizona 10050-9S 50 2,110 1 1 15 200 200 2,577 21 

Massachusetts 10050-10S 50 1,976 1 1 15 200 200 2,443 22 

Pennsylvania 10050-11S 50 1,390 1 1 15 200 200 1,857 42 

Totals 550 44,597 11 11 165 2,450 4,150 51,934 399 

*Bulk Shipments to Medicare Partners: Ship reimbursable small parcel post (reimbursable) via traceable means. 

Signed receipts required. 

**Bulk Shipment Locations (final) include: QARCs, Partners, Depository Copies, GPO Lead, Library of Congress 

(LOC), CMS Warehouse, and United Systems of Arkansas (USA) Warehouse number of locations. 

Ship f.o.b. contractor’s city (per the above table) via reimbursable small parcel carrier (must be traceable means 

with signed signature receipt), as specified below: 

 Ship f.o.b. contractor’s city 1 copy of each version marked “Depository Copies Item No. 0512-A-39” to: 

U.S. Government Publishing Office, Federal Depository Library Program, Mail Stop: FDLP, 44 H Street, 

NW, Loading Dock, Washington, DC 20401. 

 Ship f.o.b. contractor’s city 15 copies of each version to: Library of Congress, U.S. Serials and Government 

Documents Section, U.S. Anglo Division, 101 Independence Avenue, SE, Stop 4276, Washington, DC 

20540-4276, Marked: “Depository File Copies.” NOTE: All shipments to this destination must be via 

FedEx, UPS, or USPS. 

 Ship f.o.b. contractor’s city 1 sample of each version to: U.S. Government Publishing Office, Customer 

Services Department, Agency Publishing Services – Alternate Contract Solutions, Attn: Mary Newton, 

Mail Stop: CSAPS, Room A843, 732 North Capitol Street, NW, Washington, DC 20401. (Telephone: 

(202) 512-2132) 

 All Quality Assurance Random Copies to the address specified on the furnished business reply label. 

Ship f.o.b. contractor’s city (via most economical motor freight ship available) approximately 200 to 400 copies of 

each item to: CMS Receiving Clerk, 7500 Security Boulevard, Baltimore, Maryland 21244. (Telephone ( 410) 

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

Bulk ship f.o.b. contractor’s city approximately 200 to 900 copies of each item to: United Systems of Arkansas, Inc., 

Attn: PODFO, 4949 West Bethany Road, Little Rock, AR, 72117. (Telephone (800) 264-0812) 

Handbook Name Publication 

Number 

ICN 

Number 

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

New York City 10050-2S 006612 

Southern Florida 10050-3S 006613 

Illinois 10050-4S 006614 

Texas 10050-5S 006615 

Southern California 10050-6S 006616 

Northern California 10050-7S 006642 
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Northern Florida 10050-8S 006643 

Arizona 10050-9S 902383 

Massachusetts 10050-10S 902384 

Pennsylvania 10050-11S 904466 

Contractor will be reimbursed for all shipping costs by submitting all shipping receipts with billing invoice for 

payment. Some deliveries may require inside delivery. 

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

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

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

Standard Time (CST), Monday through Friday. (No after hours or weekend deliveries are accepted unless preapproved through shipping/receiving.) No appointments are necessary. Contractor to email Robert Bluejacket at 

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

Cost for transporting the mailed copies to the USPS mailing facility is reimbursable upon receipt of the contractor’s 

delivery receipts with his billing invoice. Additionally, the contractor is responsible for the mailed copies until the 

copies have been accepted by an official USPS representative at a physical postal facility, regardless of whether an 

on-site USPS representative at the contractor’s facility has filled out and signed a PS Form 8125 for those copies. 

NOTE: It is the contractor’s responsibility to ensure that all required paper work and the furnished agency mailing 

indicia is filled out correctly and issued/on file with the appropriate mailing/shipping facilities. Contractor to 

contact Erika Grant at (410) 786-1067 with any questions. 

MAIL PREPARATION: All items mailed will have a printed CMS Standard Mail “Postage and Fees Paid” Permit 

(#G-845). The contractor is cautioned to use the permit imprint only for mailing material produced under this 

contract. The contractor is required to prepare all mail in accordance with appropriate USPS rules and regulations, 

including the Mailing Standards of the United States Postal Service, DMM (http://pe.usps.com) and other USPS 

procedural publications in effect at time of mailing. 

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

Standard Class mail automated and non-automated mail discount structure in effect at time of mailing, except when 

any address data enhancement will negatively affect deliverability and/or omit any required address fields. 

Contractor shall follow indicia, address, and barcode placement found on the facsimile copies in the “Attachment” 

section of this document, which is consistent with current USPS Address Quality Standards, and in accordance with 

appropriate USPS rules and regulations including the Mailing Standards of the United States Postal Service, DMM 

presently in effect (http://pe.usps.gov/DMM300/Index). 

The typestyle must be sans serif and consistent with the guidelines in USPS Publication 28, Postal Addressing 

Standards, (http://pe.usps.gov/cpim/ftp/pubs/Pub28/pub28.pdf) and must consist of all upper case characters, 

comparable to the typestyle and font size illustrated in the “Attachment” section. No contractor alterations to this 

copy will be permitted without written authorization from CMS and GPO. 

In compliance with USPS Mail Preparation and Sortation Regulations, all mail must be: appropriately marked; 

barcoded if necessary; supported with documentation generated by PAVE-certified software; or, printed in a 

standardized format to ensure USPS acceptance. Full Service Intelligent Mail Barcode (IMB) barcoding and 

delivery address placement used for this mailing must comply with the CMS specifications cited and USPS 

requirements for automation-compatible mail in effect at the time of the mailing. The contractor will be responsible 

for payment of any additional postage resulting from a loss of a discount due to irresponsible and careless 

application of USPS mail preparation and sortation standards. Addresses for this mailing come from a Government 

maintained file. 
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Mail Processing: National Change of Address (NCOA): The contractor must process the address files by using 

NCOA certified mail processing software to qualify for the most cost efficient Standard/Bulk automation rates 

available. The contractor must furnish the appropriate, properly filled out forms to the U.S. Post Office. The files 

must be matched against the postal database to update and correct the ZIP codes, provide ZIP codes, and provide 

the data required to print delivery point bar code for each address. 

It is incumbent upon the contractor to ensure the maximum postage discount possible is received for this mailing. 

NOTE: Only the State address files are to be processed through NCOA. The PR address files are not to be processed 

through NCOA. 

For the final quantity counts for the basis of this contract’s distribution, the State address files only need to be 

processed through NCOA one time and must not be processed prior to 8/6/2020. All related costs to perform this 

one-time operation must be included in submitted bid pricing. No additional reimbursement will be authorized. In 

addition to the Government’s one-time requirement, the contractor may process the address files through NCOA at 

any time for their own internal needs, at the contractor’s expense. 

Mail Storage/Staging: Mailing must be assembled and stored for eventual turnover to the USPS. Mailing for 

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

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

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

contractor’s facilities. 

Mail Service Disruption Reports: The contractor is required to provide a report on disruption to the mail service 

due to weather or any unforeseen situations, such as accidents (vehicle, boat, etc.), or pandemic situations (H1N1, 

COVID-19, etc.) as follows: 

 A report for areas with weather/health impacted delays or pandemic situations (H1N1, COVID-19, etc.), to 

include, but is not limited, to the following: 

o Mail that is in route. 

o Non-delivery of mail. 

o Pull back of non-postal transportation. 

o Refund request for non-delivery/acceptance. 

o Completion of refund request and that the refund has occurred. 

o Mail staged until end of event for both the contractor facility and USPS facility. 

o Mail destroyed for both the contractor facility and USPS facility. 

o Volume of mail impacted by state. 

 Situations such as accidents (vehicle, boat, etc.) rendering mail damaged or destroyed, to include, but is not 

limited, to the following: 

o Letter to CMS explaining the details of the incident. 

o Truck and load report. 

o Original postage statement copies. 

o Bill of lading from trucking company, if available. 

Contractor to provide these reports only when the mailing/delivery of the handbooks will be impacted by weatherrelated events, situations such as accidents (vehicle, boat, etc.) or pandemic situations (H1N1, COVID-19, etc.). 

The contractor must forward copies of the Mail Service Disruption Reports to: CMS, Attn: Erika Grant, SL-12-18, 

7500 Security Boulevard, Baltimore, MD 21244-1850; or email to: erika.grant@cms.hhs.gov.
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 26 of 33 

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Mailing Statements: Contractor must provide the following to CMS, Attn: Erika Grant, SL-12-18, 7500 Security 

Boulevard, Baltimore, MD 21244-1850. (Method of delivery must require CMS acknowledgment of receipt. See 

“SCHEDULE” for dates.): 

 Copy of Invoice 

 USPS Form 3602 R Postage Statement – U.S. Marketing Mail (Standard Mail) 

 GPO Form 712 

 Track/Trace report showing the appointment dates and USPS confirmation numbers 

 Copies of all commercial freight bills 

 Copies of 8125 (Plant-Verified Drop Shipment (PVDS) Verification and Clearance) - If contractor is using 

eInduction or Seamless Acceptance at the Business Mail Acceptance Entry Unit (BMEU): 

o It enables quicker appointment processing in the Facility access Shipment Tracking (FAST) on-line 

system; eliminates the need for clerks to manually reconcile containers against paper documentation 

(PS Forms 8125); and, provides 24/7 appointment resolution. 

o The contractor will be required to provide the pre-induction validations, e8125 communication message 

sent from PostalOne!. This will replace the hard copy Form 8125. 

o These statements must be packaged in an individual container for each item. 

 Contractor-prepared ZIP Codes Count Listing (format must show 3-digit, 5-digit, and carrier route 

ZIP Code destinations.) 

Contractor must notify the Contract Administrator, Mary Newton, via email (mnewton@gpo.gov) when the 

mailing statements have been sent out for delivery. 

PLEASE NOTE: These are critical deliverables, and this job is not considered to be complete until all 

mailing statements are submitted. Contractor will not be paid until all statements are delivered. 

The contractor must supply legible USPS certified copies of all USPS Form 3602R, or similar forms, and GPO 

Form 712. Facsimile postage statements of USPS Form 3602R, or similar, are acceptable, but must contain data 

and elements in locations as close as possible to where they appear on the USPS Form. The facsimiles and/or 

alternate items must include all other information pertaining to the mailing, including the class of mail, postage 

payment method (e.g., permit imprint) and form number. The facsimile must fully and exactly reproduce the 

“Certification and USPS Use Only” fields that appear on the USPS form. A postage statement produced by 

software certified by the USPS Presort Accuracy Validation and Evaluation (PAVE) or Manifest Analysis and 

Certification (MAC) program is considered a USPS approved form for these standards. 

Reimbursement for the actual freight costs will be made from copies of the commercial carrier freight bills that 

must be submitted with the contractor’s invoice, and each freight bill must show the shipping cost and weight 

of the shipment. If the contractor utilizes a freight consolidator, payment will be made with the submission 

of the contractor’s invoices showing actual charges to the contractor. Reimbursed freight costs will not be 

subject to any prompt payment discounts. Freight charges must not exceed those in the submitted drop-shipment 

plan, except for allowable fuel surcharges. 

Return of Government Furnished Material: All Government furnished materials must be returned to CMS. (See 

“SCHEDULE” for dates.) 

As applicable, all expenses incidental to picking up and returning furnished materials, submitting proofs, sample 

copies, invoices, postal receipts, drop-shipment plans, Project Plans, Security Plans, and other materials associated 

with this contract, must be borne by the contractor. PLEASE NOTE: Any shipments sent to CMS using FedEx 

must use FedEx containers and boxes. 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 27 of 33 

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SCHEDULE: This publication is mandated by the following Congressional legislation and must be met without 

exception: Balanced Budget Act of 1997, Section 4001, 1851 (d) (2) (A) and (B), and, the Medicare, Prescription 

Drug, Improvement and Modernization Act of 2003. It is critical that the contractor meets all production and 

delivery dates. 

Submit proofs and drawdowns as soon as the contractor deems necessary in order to comply with the shipping and 

mailing schedule. 

Proofs and drawdowns will be withheld no later than 10 workdays from receipt by CMS until they are made 

available for pickup by the contractor. (NOTE: The first workday after receipt of proofs and drawdowns is day one 

of the hold time.) 

If revised proofs and/or drawdowns are required due to contractor errors, the revised proofs and/or drawdowns will 

be withheld up to an additional 10 workdays until they are made available to the contractor for pickup. This process 

may be repeated until CMS determines that the proofs and/or drawdowns are satisfactory. 

DATE EVENT 

April 27, 2020 Bid Opening Date 

Within 5 workdays after 

notification of contract 

award 

Deadline for submitting Contractor Project Plans CMS and GPO 

After award, when notified Postaward Meeting 

Week of 7/6/2020 Adobe InDesign files for the covers and fixed signature will be available 

TBD by Contractor Cover Press Inspection 

TBD by Contractor Text Signatures due to CMS/GPO 

8/27/2020 Contractor receives one completed file of the variable section for pre-lighting. 

No later than 9/8/2020 Contractor receives PDF file for the variable section. (NOTE: If this 

information is available sooner, CMS will notify GPO and the contractor.)

No later than 9/8/2020 Contractor receives PDF file for the variable section (via email). 

TBD by Contractor Content inspection for variable pages 

TBD by Contractor Binding/Imaging Inspections 

9/9/2020 – 9/30/2020 Mailing of all Bulk Copies and Self-mailers 

9/30/2020 Last Day for contractor to ship self-mailers from plant (Form 3607 

verification) 

12/7/2020 Deadline for contractor to return all Government furnished materials 

12/7/2020 Deadline for contractor to submit all required mailing statements 

The ship/deliver date indicated on the print order is the date products ordered mailing/shipping f.o.b. contractor’s 

city must be delivered to the U.S. Postal Service or picked up by small package carrier. 

NOTE: In order to meet the scheduled mailing date, all mailed copies must be accepted by a USPS 

representative (with a signed/dated applicable PS Form) AND must have left the contractor’s plant(s) no 

later than 9/30/2020.

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

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

Services Compliance Section via email at compliance@gpo.gov. Personnel receiving email will be unable to 

respond to questions of a technical nature or to transfer any inquiries. 

 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 28 of 33 

Jacket 412-794 

UNDELIVERABLE/RETURNED COPIES: For mailed copies that are determined to be unmailable (prior to 

entering into the mail stream), or for any bulk deliveries that are returned or are undeliverable, contractor must 

notify CMS immediately. CMS may direct the contractor to deliver to another address or destroy the copies. 

NOTE: During times of natural disasters or national emergencies, the contractor may be required to hold/store 

copies, pick up mailed/delivered copies, re-mail copies, and/or re-deliver copies to another address. 

Contractor may be required to hold/store copies for up to 15 calendar days at no cost to the Government or destroy 

copies (up to and including 5,000 copies) at no cost to the Government. Contractor will be entitled to financial 

compensation for copies held/stored longer than 15 calendar days or for a quantity over 5,000 copies to be destroyed. 

If required, the Contracting Officer will issue a modification. 

NOTE: Copies for destruction must be destroyed in accordance with “Disposal of Waste Material” specified under 

“DATA SECURITY.” 

GPO KEY PERSONNEL: 

 Contracting Officer: Jamie Fowler, (202) 512-2132, jlfowler@gpo.gov

 Contract Administrator: Mary Newton, (202) 512-2132, mnewton@gpo.gov 

CMS KEY PERSONNEL: 

 “Medicare and You” Project Manager: Christine Crawford, (410) 786-1887, christine.crawford@cms.hhs.gov 

 Printing and Technical Issues: Clinton Howard, (410) 786-1962, clinton.howard@cms.hhs.gov 

 Mail File Content and Formatting Issues: Tammy Johnson, (410) 786-6326, tammy.johnson@cms.hhs.gov 

 Mailing and Shipping Issues: Erika Grant, (410) 786-1067, erika.grant@cms.hhs.gov

 Mailing and Shipping Issues Backup: Tina Dickens, (410) 786-3895, tina.dickens@cms.hhs.gov 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 29 of 33 

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DETERMINATION OF AWARD

Award will be made to the lowest, responsible offeror whose offer the Government has determined to be 

fair and reasonable by applying the prices listed in the “SCHEDULE OF PRICES” to the following units of 

production. 

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

 (1) (2) 

(a) 11 8,460 

(b) 1 8,460 

(c) 23 17,286 

(d) 7 7,896 

(e) 4 776 

 
“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 30 of 33 

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“Medicare and You 2021” (Spanish Area-Specific Handbooks) Page 31 of 33 

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SCHEDULE OF PRICES

Prices offered shall include the cost of all required materials and operations for each item listed necessary for the 

complete production and distribution of the product listed in accordance with these specifications. Prices for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges and will not 

be a factor for determination of award. 

The bidder must make an entry in each of the spaces provided. 

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

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. 

The number of text pages stated herein are estimates only and may increase or decrease for any one or all of the 

items at the time the final PDF files for the variable pages are made available to the printer. In the event text page 

count changes do occur, the contractor will not be allowed any additional production time, nor will a surcharge be 

permitted to any of the line item bid prices submitted (See “ALLOWABLE CHARGES” specified herein). 

Transportation charges are not a factor in determining award. However, bidder must state in the bid, the location 

(city and state) of the plant(s) (including plant-specific GPO Contractor Codes) from which this product will be 

shipped with approximate quantities for each plant. If shipment is not made from this location, contractor may be 

responsible for any additional shipping costs incurred. The bidder must also provide the name and location (city 

and state) of any subcontractors that will be used. Additionally, the bidder must provide the name and location (city 

and state) where the text and covers will be produced. 

ALLOWABLE CHARGES: Charges will be allowed only on the basis of that combination of one basic section 

plus or minus such other signatures as may be required which proves to be the most economically beneficial to the 

Federal Government, based on the prices submitted with the contractor’s bid. EXCEPTION: Unless otherwise 

specified, no more than three blank pages will be permitted at the end of the text. 

EXAMPLE: Basic 116-Page Section Pricing: If the basic (fixed) section page count is in excess of plus or minus 

16 pages, the basic 116-page section pricing will be changed on the basis of that combination of signature prices 

that is most economical to the Federal Government. (NOTE: If the basic section page count is other than 116 

pages, but within a 16-page difference, the contractor will charge for the basic 116-page section at their originally 

submitted bid prices for that line item.) 

Variable Section Pricing: If the variable section is 12 pages, the variable section price will be calculated by the most 

economical combination of submitted signature prices, e.g., 8-page plus 4-page signature pricing or three 4-page 

signature pricing (whichever is most economical to the Federal Government). 

In all cases, billing invoices presented to the GPO must reflect the most economical method (to the Federal 

Government) of production at the prices offered. 

Fractional parts of 100 will be prorated at the per-100 rate. 

Contractor’s billing invoice must be itemized in accordance with the line items in the “SCHEDULE OF 

PRICES” for each state. 

______________ 

(Initials) 
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 Makeready Running Per 

 and/or Setup 100 Copies 

(1) (2) 

(a) Complete Cover ..................................................................... per cover ...... $___________ $___________ 

(b) Basic 116-Page Section .............................................. per basic section ...... $___________ $___________ 

(c) 16-Page Signature ............................................................ per signature ...... $___________ $___________ 

(d) 8-Page Signature .............................................................. per signature ...... $___________ $___________ 

(e) 4-Page Signature .............................................................. per signature ...... $___________ $___________ 

TEXT AND COVER PRODUCTION LOCATIONS: 

Text Production Location:______________________________________ 

Text Production Location:______________________________________ 

Cover Production Location:_____________________________________ 

Cover Production Location:_____________________________________ 

SHIPPING LOCATIONS: 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

Shipping From: _________________________ Approximate Quantity From This Location: _____________ 

SUBCONTRACTORS: 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

Name: _____________________ Role: _________________ City and State: _______________________ 

______________ 

(Initials)
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DISCOUNTS: Discounts are offered for payment as follows: __________ Percent, _________calendar days. See 

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

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

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

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

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

points(s), in exact accordance with specifications. 

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

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

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

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

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

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

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

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

Bidder _____________________________________________________________________________________ 

 (Contractor Name) (GPO Contractor’s Code) 

 ___________________________________________________________________________________________ 

(Street Address) 

 ___________________________________________________________________________________________ 

(City – State – Zip Code) 

By _________________________________________________________________________________________ 

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

 ___________________________________________________________________________________________ 

 (Printed Name) (Telephone Number) 

___________________________________________________________________________________________ 

 (Email) (Fax Number) 

___________________________________________________________________________________________ 

THIS SECTION FOR GPO USE ONLY 

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

 (Initials) (Initials) 

___________________________________________________________________________________________ 
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(At less than 100%) 

 

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

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

JANE BENEFICIARY 

JOE BENEFICIARY 

MAILSTOP SL-12-16 

SOUTH BUILDING 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

JANE BENEFICIARY 

JOE BENEFICIARY 

MAILSTOP SL-12-16 

SOUTH BUILDING 

DIVISION OF PUBLICATIONS 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

JANE BENEFICIARY 

JOE BENEFICIARY 

BUILDING ENGINEERS 

MAILSTOP SL-12-16 

ADMINISTRATIVE SERVICES GROUP 

SOUTH BUILDING 

7500 SECURITY BOULEVARD 

BALTIMORE, MD 21244-1850 

ATTACHMENT B Page 1 of 1 ATTACHMENT A Page 2 of 2 
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Attachment C Base Jacket 

 

ATTACHMENT B Page 1 of 1 
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ATTACHMENT C Page 1 of 2 

Medicare and You 2019, Jacket __________________ 

Quality Assurance Press Pulls 
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