Program No. C430-S

TERM: JUNE 30, 2014 TO JUNE 30, 2015 TITLE: MADCAP, MCS, SSA-L991, TASTE, AND TATTER NOTICES

ITEM NO. DESCRIPTION BOA UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE 

I. COMPOSITION:

(A) Envelopes........................per envelope.................................... 22 $50.00 $1,100.00 $50.00 $1,100.00 NC $20.00 

II. PROOFS:

(A) Color content proofs and construction samples.........per/trim-page-size unit......... 375 $15.00 $5,625.00 $10.00 $3,750.00 NC $20.00 

(B) Ink-jet color proofs........per trim/page-size unit.............................. 63 $10.00 $630.00 $10.00 $630.00 NC $20.00 

III. PRINTING/IMAGING and BINDING:

(A) Daily makeready/setup charge............................................................ 250 $750.00 $187,500.00 $1,000.00 $250,000.00 $600.00 $150,000.00 NC 

(B) Notices face and black...........per 1,000 leaves.............................. 23,668 $25.48 $603,060.64 $7.00 $165,676.00 $14.50 $343,186.00 $19.50 

( C ) Mailout Envelope (4-1/8 x 9-1/2")..........per 1,000 leaves.......................... 1,033 $36.95 $38,169.35 $3.58 $3,698.14 $10.00 $10,330.00 $15.50 

(D) Mailout Envelope (4-1/8 x 9-1/4")..........per 1,000 leaves.......................... 1,100 $36.95 $40,645.00 $3.58 $3,938.00 $10.00 $11,000.00 $15.50 

( E ) Mailout Envelope (6-1/8 x 9-1/2")..........per 1,000 leaves........................... 12,011 $20.15 $242,021.65 $4.59 $55,130.49 $12.00 $144,132.00 $28.00 

(F) CRM Return Envelope..............................per 1,000 leaves............................... 38 $47.60 $1,808.80 $6.02 228.76 $35.00 $1,330.00 $15.50 

(G) Green BRM Envelope................................per 1,000 leaves.............................. 239 $33.81 $8,080.59 $4.63 $1,106.57 $13.50 $3,226.50 $22.00 

(H) White BRM window return envelope.......per 1,000 leaves........................ 512 $28.00 $14,336.00 $4.19 $2,145.28 $11.50 $5,888.00 $15.50 

(I) Form CMS-2690 (8-1/2 X 3-1/2").................per 1,000 complete forms...................... 107 $23.73 $2,539.11 $7.70 $823.90 $9.60 $1,027.20 $11.00 

(J) Form SSA-3105 (10-1/2 X 8").......................per 1,000 complete forms........................ 217 $51.26 $11,123.42 $18.15 $3,938.55 $8.50 $1,844.50 $19.00 

(K) Leaflets: SSA Pubs 05-10058 and 05-10072(Printed face and back) (14 x 8")

 price offered includes folding down to (3-1/2 x8)..........per 1,000 complete leaflets........... 1,083 $31.07 $33,648.81 $41.80 $45,269.40 $13.50 $14,620.50 $28.00 

(L) Leaflets: SSA Pubs 05-10058 and 05-10072(Printed face and back) (17-1/2 x 8") price offered

includes folding down to (3-1/2 x 8).................................per 1,000 complete leaflets 140 $59.60 $8,344.00 $34.10 $4,774.00 $48.00 $6,720.00 $39.00 

(M) Leaflets: SSA Pub, 70-10283 (Printed face and black) (12 x 8") price offered includes folding 

down to (3-1/2 x 8")..............................per 1,000 complete leaflets 4 $935.60 $3,742.40 $480.70 $1,922.80 $24.00 $96.00 $44.00 

(N) Leaflets: SSA Pub, 05-10018 (Printed face and back) (10-1/2 x 8") price offered includes folding

down to (3-1/2 x 8")..............................per 1,000 complete leaflets 44 $106.65 $4,692.60 $56.10 $2,468.40 $51.50 $2,266.00 $19.00 

( O ) Saddle-stitched booklets: SSA Pubs 05-10076, 05-10077, 

 05-10153, 05-10903, 05-10976 and 05-10977(5-1/4 x 8") including binding..................................per 1,000 complete booklets.................. 4,859 $536.29 $2,605,833.11 $104.50 $507,765.50 $72.50 $352,277.50 $70.00 

(P) Saddle-stitched booklets: SSA Pubs 05-10137, 05-10138, and 05-10095 (3-1/2 x 8") including

binding..................per 1,000 complete booklets........................................... 40 $917.12 $36,684.80 $286.00 $11,440.00 $110.00 $4,400.00 $70.00 

(Q) Factsheets: SSA Pubs 05-10007, 05-10075, and 05-10975 (8-1/2 x 11") price offered includes

folding..................per 1,000 factsheets................................... 53 $92.69 $4,912.57 $60.50 $3,206.50 $52.00 $2,756.00 $19.00 

IV. PAPER

Notices: 8-1/2 X 11..........Mailout Envelope: 4-1/8 x 9-1/2"...................................Mailout Envelope: 6-1/8 x 9-1/2"...................................Green BRM Envelope & CRM Envelope: 3-7/8 x 8-7/8"............................White BRM Window Envelope:...........................................SSA-3105: 10-1/2 x 8".............................................................CMS-2690: 8-1/2 X 3-1/2"......................................................

Leaflets: SSA Pub. 05-10058 14 x 8"

SSA Pub. 05-10072 14 x 8"SSA Pub. 70-10281 17-1/2 x 8"SSA Pub. 05-10972 17-1/2 x 8"SSA Pub. 70-10283 21 x 8"SSA Pub. 05-10018 10-1/2 x 8"

Booklets: SSA Pub. 05-10076 5-1/4 x 8"

SSA Pub. 05-10153 5-1/4 x 8"SSA Pub. 05-10077 5-1/4 x 8"SSA Pub. 05-10903 5-1/4 x 8"SSA Pub. 05-10976 5-1/4 x 8"SSA Pub. 05-10977 5-1/4 x 8"SSA Pub. 05-10137 3-1/2 x 8"SSA Pub. 05-10138 3-1/2 x 8"SSA Pub. 05-10095 3-1/2 x 8"

Factsheets SSA Pub. 05-10007 8-1/2 x 11"

SSA Pub. 05-10075 8-1/2 x 11"SSA Pub. 05-10975 8-1/2 x 11"

PINNACLE DAT

SUWANE

CENVEO ST. LOUIS

EUREKA, MO

MPM COMM. ABR 

WALDORF, MD.

NPC, INC.

CLAYSBURG, PA
ITEM NO. DESCRIPTION BOA UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE 

A. White Offset Book (50 lb.) Notices...........................Per 1,000 Leaves................

1 Format A-5-1/4 x 8"2 Format B-8-1/2 x 11" 23,668 $6.75 $159,759.00 $7.88 $186,503.84 $8.50 $201,178.00 $8.00 

3 Format C-14 x 8'4 Format D-17-1/2 x 8"5 Format E-21 x 8"

B. White Offset Book (60 lb.) Factsheet, Leaflets, and Booklets......Per 1,000 Leaves.........

1 Format A-5-1/4 x 8" 65,514 $3.98 $260,745.72 $5.25 $343,948.50 $4.75 $311,191.50 $4.25 2 Format B-8-1/2 x 11" 97 $7.86 $762.42 $10.51 $1,019.47 $10.15 $984.55 $8.50 3 Format C-14 x 8' 1,083 $11.75 $12,725.25 $20.08 $21,746.64 $15.50 $16,786.50 $11.00 

4 Format D-17-1/2 x 8" 140 $18.45 $2,583.00 $20.08 $2,811.20 $20.50 $2,870.00 $15.00 

5 Format E-21 x 8" 4 $22.50 $90.00 $20.08 $80.32 $19.50 $78.00 $21.00 

C. White Wove (24 lb.) Mailout and BRM Window Envelopes.........Per 1,000 Leaves... $0.00

1 Format A-5-1/4 x 8"2 Format B-8-1/2 x 11" 2,645 $10.75 $28,433.75 $10.73 $28,380.85 $9.90 $26,185.50 NC 3 Format C-14 x 8' 12,011 $14.50 $174,159.50 $13.78 $165,511.58 $12.00 $144,132.00 NC 4 Format D-17-1/2 x 8"5 Format E-21 x 8"

D. Green Stock (20lb.) 3-7/8 x 8-7/8" BRM Envelope.........Per 1,000 Leaves............

1 Format A-5-1/4 x 8"2 Format B-8-1/2 x 11" 239 $16.00 $3,824.00 $13.90 $3,322.10 $13.20 $3,154.80 NC 3 Format C-14 x 8'4 Format D-17-1/2 x 8"5 Format E-21 x 8"

E. White Stock (20 lb.) 3-7/8 x 8-7/8" CRM Envelope..................Per 1,000 Leaves.........

1 Format A-5-1/4 x 8"2 Format B-8-1/2 x 11" 38 $13.18 $500.84 $18.07 $686.66 $30.00 $1,140.00 NC 3 Format C-14 x 8'4 Format D-17-1/2 x 8"5 Format E-21 x 8"

F. White C.W. Writing (20lb.) Forms SSA-3105............................Per 1,000 Leaves...

1 Format A-5-1/4 x 8"2 Format B-8-1/2 x 11" 217 $12.27 $2,662.59 $7.88 $1,709.96 $6.95 $1,508.15 $11.00 

3 Format C-14 x 8'4 Format D-17-1/2 x 8"5 Format E-21 x 8"

G. Yellow Index (90 lb.) Form CMS-2690...............................Per 1,000 Leaves.........

1 Format A-5-1/4 x 8" 107 $8.17 $874.19 $13.75 $1,471.25 $12.50 $1,337.50 $29.00 2 Format B-8-1/2 x 11"3 Format C-14 x 8'4 Format D-17-1/2 x 8"5 Format E-21 x 8"

V. INSERTING AND MAILING:

A. Mailer1 (English Notice, mailout envelope, any or all of the following components:

Form SSA-3105: Form CMS-2690: Pub. No. 05-10018; Pub. No. 05-10072; Pub. No. 05-10076; Pub No. 05-10137; BRM refund envelope;CRM return envelope)...............Per 1,000 Complete Mailers.......... 1,767 $62.53 $110,490.51 $55.00 $97,185.00 $90.00 $159,030.00 $19.00 

B. Mailer 2 (Spanish/English Notice, mailout envelope, any or all of the following components:

Form SSA-3105: Form CMS-2690: Pub. No. 05-10018; Pub. No. 05-10072; Pub. No. 05-10076;No. 05-10077 Pub. No. 05-10137; Pub. No. 10138; Pub. No. 05-10153 Pub No. 10281; Pub. No. 05-10903Pub No. 05-10972 Pub. No. 05-10976; Pub. No. 05-10977; Pub. No. 70-10283;BRM Refund envelope; CRM Return envelope)..................Per 1,000 Complete Mailers......... 113 $916.67 $103,583.71 $85.00 $9,605.00 $290.00 $32,770.00 $19.00 

C. Mailer 3 (English Notice, mailout envelope, any or all of the following components:

Form CMS-2690; Pub No. 05-10007;Pub. No. 05-10018;Pub No. 05-10072;Pub No. 05-10075;Pub No. 05-10076;Pub No. 10077;Pub No. 05-10137;Pub No. 05-10153;Pub No. 70-10281;CRM Return envelope.....................................Per 1,000 Complete Mailers........................... 9,671 $916.67 $8,865,115.57 $55.00 $531,905.00 $35.00 $338,485.00 $19.00 

D. Mailers 4 ( Spanish/English Notice, mailout envelope, any or all the following components:

Form CMS-2690; Pub No. 05-10007;Pub. No. 05-10018;Pub No. 05-10138;Pub No. 05-10903;Pub No. 05-10972 Pub. No. 05-10976; Pub. No. 05-10977; Pub. No. 70-10283;CRM Return envelope.....................................Per 1,000 Complete Mailers........................... 299 $916.67 $274,084.33 $55.00 $16,445.00 $75.00 $22,425.00 $19.00 

E. Mailers 5 (English Notice, mailout envelope....................Per 1,000 Complete Mailers.......... 1,100 $38.66 $42,526.00 $25.00 $27,500.00 $60.00 $66,000.00 $19.00 

F. Mailers 6 (English Notice, mailout envelope.....................Per 1,000 Complete Mailers........... 41 $50.07 $2,052.87 $25.00 $1,025.00 $30.00 $1,230.00 $19.00 

G. Mailers 7 (English Notice, mailout envelope; White BRM Window envelope........

Per 1,000 Complete Mailers..... 496 $47.61 $23,614.56 $25.00 $12,400.00 $35.00 $17,360.00 $19.00 

H. Mailers 8 (English Notice, mailout envelope)....................Per 1,000 Complete Mailers............. 496 $44.94 $22,290.24 $25.00 $12,400.00 $15.00 $7,440.00 $19.00 

I. Mailers 9(English Notice, mailout envelope; Form SSA-3105

Pub No. 05-10076;Pub No. 05-10095;Green BRM envelope..................................Per 1,000 Complete Mailers........................... 152 $63.36 $9,630.72 $35.00 $5,320.00 $270.00 $41,040.00 $19.00 

J. Mailers 10 (English Notice, mailout envelope; Form SSA-3105; Pub No. 05-10058;

CRM Return envelope.....................................Per 1,000 Complete Mailers........................... 8 $716.67 $5,733.36 $35.00 $280.00 $300.00 $2,400.00 $19.00 

CENVEO ST. LOUIS MPM COMM. ABR NPC, INC. PINNACLE DAT

EUREKA, MO WALDORF, MD. CLAYSBURG, PA SUWANE
ITEM NO. DESCRIPTION BOA UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE 

VI. REPRODUCTION TESTS:

A. Preproduction Press and Mail Run Test.......................................................... 1 $10,500.00 $10,500.00 $15,000.00 $15,000.00 NC $2,500.00 

B. Wire Transmission Test.............................................................................. 1 $125.00 $125.00 $1,500.00 $1,500.00 NC NC C. Validation Test............................................................................................. 1 $250.00 $250.00 $3,500.00 $3,500.00 NC NC 

VII. PROCESSING/FORMATTING FILES:

A. Processing/ Formatting Files..................................................Per/Notice Workload...... 10 $300.00 $3,000.00 $1,000.00 $10,000.00 NC $1,000.00 

VIII. ADDITIONAL OPERATIONS:

A. Destruction of outdated stock................................................Per 1,000 Pieces.......... 807 $4.00 $3,228.00 $3.00 $2,421.00 NC $1.00 

CONTRACTOR TOTALS $13,977,842.98 $2,572,690.66 $2,453,826.70 

DISCOUNT 0.00% $0.00 5.00% $128,634.53 0.25% $6,134.57 1.00% 

DISCOUNTED TOTALS $13,977,842.98 $2,444,056.13 $2,447,692.13 

CENVEO ST. LOUIS MPM COMM. ABR NPC, INC. PINNACLE DAT

EUREKA, MO WALDORF, MD. CLAYSBURG, PA SUWANE
Program 430-S Page 1 of 52 

Specifications by sbf 

Reviewed by SSA 

U.S. GOVERNMENT PRINTING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

MADCAP, MCS, SSA-L991, TASTE (Age Attainments), and TATTER Notices 

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

Social Security Administration (SSA) 

Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award and ending June 30, 

2015, plus up to optional 12-month extension period(s) that may be added in accordance with the "Option to Extend the 

Term of the Contract" clause in Section 1 of this contract. 

NOTE: The period from Date of Award until June 30, 2014 will be used by the contractor for testing and interfacing 

with SSA’s National File Transfer Management System (FTMS) for electronic transmission of files from SSA to the 

production facility, actual production begins July 1, 2014. 

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time March 19, 2014. 

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

Printing Office, Bid Section, Room C-161, PPSB, 36 H Street NW, Washington, DC 20401. Facsimile bids in response 

to this solicitation are permitted. Facsimile bids may be submitted directly to the GPO Bid Section, FAX No. (202) 512-

1782. The Program number and bid opening date must be specified with the bid. Refer to Facsimile Bids in 

Solicitation Provisions of GPO Contract Terms, GPO Publication 310.2 as revised June 2001. 

BIDDERS, PLEASE NOTE: THIS IS A NEW PROGRAM. THERE IS NO ABSTRACT AVAILABLE. 

BIDDERS, PLEASE NOTE: This Program was formerly Notices in both Programs 872-S and 45-S; the specifications 

involve a complex distribution and mailing system. It is strongly encouraged that you ask questions involving these 

requirements prior to bidding. Also, exhibits (A through J) are included in this specification. A complete copy of the 

specification including all exhibits, which each bidder is cautioned to inspect prior to bidding, can be obtained from the 

bid room by request. 

For information of a technical nature call Stuart Friedman at (202) 512-0310 (No collect calls). 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 2 of 52 

(430-S) 06/15 

SECTION 1.- GENERAL TERMS AND CONDITIONS 

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

provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Pub. 310.2, effective December 1, 

1987, Rev. 6 - 01) and GPO Contract Terms, Quality Assurance Through Attributes Program (GPO Pub. 310.1, 

effective May 1979, Rev. August 2002). 

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

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

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

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

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

SUBCONTRACTING: The predominant production function is the laser/ion deposition imaging of data from 

electronically transmitted files and inserting. Any bidder who cannot perform the imaging and inserting portions of the 

Program will be declared nonresponsible. 

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

If the Contractor wishes to add a subcontractor at any time after award the subcontractor must be approved by the 

Government prior to production starting in that facility. If the sub-contractor is not approved by the Government then 

the contractor must submit a new subcontractor’s information to the Government for approval 30 calendar days prior to 

the start of production at that facility. 

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

specifications: 

Product Quality Levels: 

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

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

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

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

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

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

with a rejection rate of less than 1/4% when run through a United States Postal Service (USPS) OCR Scanner. 

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

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

which shall apply. 

(e) Exception: The Data Matrix 2D barcodes must be in accordance with the requirements of ANSI MH 10.8.3M 

unless otherwise specified. 

(f) The payment portion below the micro-perforation on the “payment stub”, once detached, will be scanned and 

must function properly when processed through the current high speed scanning equipment at SSA. A form is a 

reject and will be considered a major defect when its OCR print cannot be correctly deciphered on the first pass 

through the scanning equipment (See PRINTING/IMAGING” for additional information regarding perforated 

payment stub.) 

NOTE: Use of equipment or ink which in any way adversely affects the scannability of the payment stub will 

not be allowed. 

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

 New York, NY 10036. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 3 of 52 

(430-S) 06/15 

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

Attribute Specified Standard

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

 Camera Copy/Electronic Media 

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

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

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

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

the total duration of this contract may not exceed 5 years as a result of, and including, any extension(s) added under this 

clause. Further extension may be negotiated under the "Extension of Contract Term" clause. See also "Economic Price 

Adjustment" for authorized pricing adjustment(s). 

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

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

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

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

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

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

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

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

clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper prices are subject to 

adjustment by separate clause elsewhere in this contract. 

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

will extend from Date of Award to June 30, 2015, and the second and any succeeding period(s) will extend for 12 

months from the end of the last preceding period, except that the length of the final period may vary. The first day of 

the second and any succeeding period(s) will be the effective date of the economic price adjustment for that period. 

Pricing adjustments in accordance with this clause will be based on changes in the seasonally adjusted "Consumer Price 

Index For All Urban Consumers - Commodities Less Food" (Index) published monthly in the CPI Detailed Report by 

the U.S. Department of Labor, Bureau of Labor Statistics. 

The economic price adjustment will be the percentage difference between Index averages as specified in this paragraph. 

 An index called the variable index will be calculated by averaging the monthly Indexes from the 12-month interval 

ending 3 months prior to the beginning of the period being considered for adjustment. This average is then compared to 

the average of the monthly Indexes for the 12-month interval ending October 31, 2014 called the base index. The 

percentage change (plus or minus) of the variable index from the base index will be the economic price adjustment for 

the period being considered for adjustment. 

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

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

decrease against the total price of the invoice less reimbursable postage or transportation costs and separately adjusted 

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

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

6 - Producer Price Indexes and Percent Changes for Commodity Groupings and Individual Items" in Producer Price 

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

1. BLS code 0913-01 for "Offset & Text" will apply to all paper required under this contract. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 4 of 52 

(430-S) 06/15 

2. The applicable index figures for the month of December 2013 will establish the base index. 

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

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

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

being considered for adjustment. 

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

following formula: 

 X - base index 

 ______________ x 100 = ___ %

 base index 

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

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

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

the "SCHEDULE OF PRICES" and will be effective on the first day of any month for which prices are to be 

adjusted. 

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

placed during months affected by this clause. 

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

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

Contractor, but shall be computed as provided above. 

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

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

SECURITY REQUIREMENTS: Protection of Confidential Information: 

(a) The contractor must restrict access to all confidential information obtained from the Social Security 

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

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

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

responsible Contractor representative. 

(b) The contractor must process all confidential information obtained from SSA in the performance of this contract 

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

confidentiality of the records in such a way that unauthorized persons cannot retrieve any such records. 

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

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

this information from improper disclosure. 

(d) For knowingly disclosing information in violation of the Privacy Act, the contractor and the contractor 

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

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

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

the Contractor and contractor's employees may also be subject to the criminal penalties as set forth in that 

provision. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 5 of 52 

(430-S) 06/15 

(e) The contractor must ensure that each contractor employee with access to confidential information knows the 

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

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

made aware of this information, they will be required to sign the SSA-301, “Contractor Personnel Security 

Certification” (see EXHIBIT A). A copy of this signed certification must be forwarded to: Social Security 

Administration (SSA), Division of Printing Management, ATTN: Sherry Leverett, Room 1337 Annex Building, 

6401 Security Boulevard, Baltimore, MD 21235-6401, and a copy must also be forwarded to U.S. Government 

Printing Office, 732 North Capitol Street, NW, Stop CSAC, Agency Publishing Services – Team 4, Room C838, Attn: Contracting Officer, Washington, DC 20401. 

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

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

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

6103(b) of the Internal Revenue Code (IRC). All such information must be handled as confidential and may 

not be disclosed without the written permission of SSA. For willingly disclosing confidential tax return 

information in violation of the IRC, the contractor and contractor employees may be subject to the criminal 

penalties set forth in 26 U.S.C. Section 7213. 

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

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

conform to all security requirements of the contract. 

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

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

identifiable information. Personally identifiable information is “any information which can be used to distinguish or 

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

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

and place of birth, mother’s maiden name, etc.). 

All employees working on this contract must: 

• Be familiar with current information on security, privacy and confidentiality as they relate to the requirements 

of this contract. 

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

determination as applicable to the specifications. 

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

• Act in an ethical, informed and trustworthy manner. 

• Protect sensitive electronic records. 

• Be alert to threats and vulnerabilities to their systems. 

Contractor’s managers working on this contract must: 

• Monitor use of mainframes, PCs, LANs, and networked facilities to ensure compliance with national and local 

policies, as well as the Privacy Act statement. 

• Ensure that employee screening for sensitive positions within their department has occurred prior to any 

individual being authorized access to sensitive or critical applications. 

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

outlined by the contractor. 

• Contact the security officer within 24 hours whenever a systems security violation is discovered or suspected. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 6 of 52 

(430-S) 06/15 

Applicability: 

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

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

stating they understand these policy provisions and their duty to safeguard personally identifiable information. These 

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

• Employees are required to have locking file cabinets or desk drawers for storage of confidential material, if 

applicable. 

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

• Employees must safeguard and protect all Government records from theft and damage while being transported 

to and from contractor’s facility. 

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

safeguarded: 

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

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

• Leaving an unattended file containing Government information in a non-secure area (e.g., leaving the file in a 

break-room or on an employee’s desk). 

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

etc.) that other people have access to (not password-protected). 

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

to the contractor’s employees to situations that must be avoided. Misfeasance occurs when an employee is authorized to 

access Government information that contains sensitive or personally identifiable information and, due to the employee’s 

failure to exercise due care, the information is lost, stolen or inadvertently released. 

Whenever the contractor’s employee has doubts about a specific situation involving their responsibilities for 

safeguarding personally identifiable information, they should consult the Contracting Officer or the Contract 

Administrator. 

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

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

employees performing under this contract will be subject to a thorough civil and criminal background check as detailed 

in Exhibit B, “Security and Suitability Requirements.” 

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

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

Upon award, the contractor must provide to SSA an applicant listing of all individuals for whom the contractor is 

requesting a suitability determination (i.e., background investigation). This listing should include the following: 

 the contractor’s name 

 the contract number 

 the contractor’s point of contact (CPOC) name 

 the CPOC’s contact information including email address 

 each applicant’s full name 

 each applicant’s Social Security Number (SSN) 

 each applicant’s date of birth 

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

if born outside of the U.S.) 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 7 of 52 

(430-S) 06/15 

The contractor must submit the applicant listing within two (2) days of award. The background investigation process 

will not start until the applicant listing is submitted. 

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

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

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

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

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

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

seven-day timeframe begins once SSA notifies the CPOC of the eQIP invitation(s). The applicant must print the 

signature pages of the form (pages 7 through 9 of SF 85P), (Sample Form SF85P, ExhibitC), sign the signature pages, 

and then provide the signed originals to the CPOC. 

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

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

paragraph. 

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

fingerprints). 

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

 One (1) “Fair Credit Reporting Act Authorization Form” (Exhibit F). 

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

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

fingerprinting cards must be submitted no later than five (5) workdays after completing the eQIP form. For new 

contract employees hired during the contract term, forms must be submitted within five (5) workdays after completing 

the eQIP form. The fingerprint cards and all paper forms must be legible or typed in black ink and all signatures must 

be in black ink. There must be no “breaks” in residences or employment. SSA requires complete addresses, including 

zip codes and phone numbers. It is the responsibility of the contractor to ensure fingerprint cards are processed through 

their local police departments or other authorized finger printers. SSA must receive forms within five (5) workdays 

after completing the eQIP form. SSA will return forms not fully completed back to the contractor. Forms may be 

obtained by calling SSA Personnel Security Suitability Program Officer (SPO) Leslie Herman at (410) 965-4426 or 

Joan DeAngelis at 410-965-6845. 

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

is submitting completed paperwork. This cover sheet should include the contract number, each applicant’s full name, 

each applicant’s SSN, each applicant’s date of birth, and each applicant’s place of birth. Submit this cover sheet along 

with the completed paper forms and two FD-258 fingerprint charts for each applicant to: SSA, CPSPM Suitability 

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

The CPOC must also furnish a copy of the cover sheet only to: SSA, Attn: Sherry Leverett, 1337 Annex Building, 

6401 Security Boulevard, Baltimore, MD 21235, Telephone (410) 965-4664. 

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

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

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

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

Government reserves the right to conduct an on-site pre-award survey of all of the contractor’s computer, printing, 

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

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

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

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

security and backup facility plans, as required by this specification. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 8 of 52 

(430-S) 06/15 

The contractor must demonstrate the capability to perform the requirements of the contract at the time of award. If 

award is predicated on the purchase of additional production and/or systems equipment to increase capacity, the 

contractor must provide purchase order(s) with delivery date(s) of equipment to arrive at least 90 calendar days 

prior to the start of live production, on July 1, 2014. 

Production Plans – The contractor must present, in writing, to the Contracting Officer within five (5) workdays of 

being notified to do so by the Contracting Officer or his/her representative, detailed plans for each of the following 

activities. The workday after notification to submit will be the first day of the schedule. 

These proposed plans are subject to review and approval by the Government and award will not be made prior to 

approval of same. 

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

Backup Facility: The failure to deliver these notices in a timely manner would have an impact on the daily 

operations of SSA. Therefore, if for any reason(s) (act of God, labor disagreements, etc.) the contractor is 

unable to perform at said location for a period longer than 24 hours, the contractor must have a backup facility 

with the capability of producing the notices. The contractor must operate the backup facility. 

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

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

facility, security plans at the facility, and a timetable for the start of production at that facility. Part of the plans 

must also include the transportation of Government materials from one facility to another. The contractor 

must produce items from a test file at the new facility for verification of software prior to producing notices 

at this facility. SSA has the option to install a connection into the backup facility. 

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

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

quality assurance team of sufficient size and expertise. The team must monitor the operations performed and 

inspect the products of each operation to a degree and extent that will ensure the Government’s quality 

assurance, inspection, and acceptance provisions herein are met. The contractor must perform, or have 

performed, the process controls, inspections, and tests required to substantiate that the products provided under 

this contract conform to the specifications and contract requirements. The contractor must describe in detail 

their quality control/quality assurance and recovery plans describing how, when and by whom the plans will be 

performed. 

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

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

inspections performed on each run. 

The quality control system must include all aspects of the job including mail flow and materials handling. The 

plan must also allow for a complete audit trail (e.g., it must be possible to locate any piece of mail at any time 

from the point it leaves the press up to and including the point at which the mail is off-loaded at the USPS 

facility). SSA will not, as a routine matter, request the contractor to produce pieces in transit within the 

contractor’s plant. Furthermore, the plan must include the names of all quality assurance officials and describe 

their duties in relationship to the quality control plan. 

The quality control plan must account for the number of pieces mailed daily, and must also cover the security 

over the postage meters as well as the controls for the setting of the meters (if meters will be used). 

Quality Control Sample Plan: The plan must provide a description of how the contractor will create quality 

control samples for periodic samplings to be taken during the production run and provide for backup and 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 9 of 52 

(430-S) 06/15 

rerunning in the event of an unsatisfactory sample. The plan shall contain control systems that will detect 

defective or missing/mutilated pieces. 

The plan should include the sampling interval the contractor intends to utilize. The contractor will be required 

to create two quality control samples to be drawn from the production stream at the same time. 

• One (1) sample will be drawn, inspected and retained as part of the contractor’s quality assurance 

records. 

• One (1) sample will be drawn for the Social Security Administration, packed with the remaining 

samples associated with each task order, and shipped to the Social Security Administration, ATTN: 

Sherry Leverett, Room 1337 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

NOTE: Samples shall be bulk shipped back to SSA weekly for each print order. 

The plans shall detail the actions to be taken by the contractor when defects, missing, or mutilated items are 

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

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

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

production and delivery of these notices meet specifications and Government requirements. This includes 

maintaining 100% accountability in the accuracy of imaging and mailing of all pieces throughout each run. The 

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

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

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

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

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

assurance random copies. 

Computer System Plan: This plan must include a detailed listing of the contractor’s operating software 

platform and file transfer system necessary to interface with SSA’s National File Transfer Management System 

(FTMS) for electronic transmission of files from SSA. The plan must also include the media type on which files 

from SSA will be received to the extent that operator intervention (e.g., a tape mount) is not required at SSA or 

the contractor’s production facility. This plan must demonstrate the contractor’s ability to provide complete 

hardware and software compatibility with SSA’s existing network (see “FILE TRANSFER MANAGEMENT 

SYSTEM (FTMS) REQUIREMENTS” for additional information). The contractor must complete the 

System Plan, Exhibit G. 

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

and the programming of the contractor’s computer system and file transmissions. If the contractor plans to use 

a consultant for either task, a resume must still be included. This plan must show that the programmer(s) is 

skilled in the handling and programming of Advanced Function Presentation (AFP) resources and files. 

Mail Plan: This plan should include sufficient detail as to how the contractor will comply with all applicable 

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

Manuals in effect at the time of the mailing and other USPS instructional material such as the Postal Bulletin. 

The contractor must also disclose how they will achieve multi-level USPS automated presort postal discounts 

as outlined in the contract. 

Material Handling and Inventory Control Plan: This plan should explain in detail how the following 

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

materials; USPS inspection materials; and all outgoing materials cleared for USPS pick-up/delivery. 

Personnel Plan: In conjunction with the required applicant listing (see “PUBLIC TRUST SECURITY 

REQUIREMENTS”), this plan should include a listing of all personnel who will be involved with this contract. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 10 of 52 

(430-S) 06/15 

 For any new employees the plan should include the source of these employees, and a description of the training 

programs the employees will receive to familiarize them with the requirements of this program. 

Production Plan: The contractor is to provide a detailed plan of the following: 

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

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

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

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

installation dates are required. 

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

materials necessary under this contract. If a subcontractor will be handling SSA notices, the plan must include 

the same information required from the contractor for all items contained under “SECURITY 

REQUIREMENTS” and “PREAWARD SURVEY.” If a subcontractor for any operation is added at any time 

after award, the contractor must submit the subcontractor’s proposed plans which are subject to review and 

approval by the Government. 

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

the subcontractor is not approved by the Government, then the contractor has 15 calendar days prior to 

production to submit to the Government the new subcontractor’s information. 

Security Control Plan: The contractor must maintain in operation, an effective security system where items by 

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

and/or the product ordered falling into unauthorized hands. 

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

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

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

The plan must contain at a minimum: 

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

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

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

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

Materials: The contractor is required to explain how all accountable materials will be handled throughout all 

phases of production. This plan must also include the method of disposal of all production waste materials. 

Disposal of Waste Materials: The contractor is required to demonstrate how all waste materials used in the 

production of sensitive SSA records (records containing PII information as identified in “Security Warning”) 

will be definitively destroyed (e.g., burning, pulping, shredding, macerating, or other suitable similar means). 

Electronic Records must be definitively destroyed in a manner that prevents reconstruction. Definitively

destroying the records means the material cannot be reassembled and used in an inappropriate manner in 

violation of law and regulations. Sensitive records are records that are national security classified or exempted 

from disclosure by statute, including the Privacy Act or regulation. 

All documents to be destroyed cannot leave the security of the building, must be destroyed at contractor’s 

printing site, and cannot be subcontracted. The contractor must specify the method planned to dispose of the 

material. 

Production Area: The contractor must provide a secure area(s) dedicated to the processing and storage of data 

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

contractor’s existing facility. Access to the area(s) must be limited to security-trained employees involved in the 

production of notices. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 11 of 52 

(430-S) 06/15 

Part of the Security Control Plan must include a floor plan detailing the area(s) to be used, showing existing 

walls, equipment to be used, and the printing and finishing locations. The plan must include a description of 

the physical security of the facility as well as the physical security of this notice contract as it progresses to 

completion. 

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

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

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

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

plans. 

If the preaward survey is waived, the above referenced plans must be submitted to the Contracting Officer within five 

(5) workdays of being notified to do so by the Contracting Officer or his/her representative. The workday after 

notification to submit will be the first day of the schedule. 

THESE PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT AND AWARD WILL 

NOT BE MADE PRIOR TO APPROVAL OF THE SAME. 

Unique Identification Number: Unique identifying numbers will be used to track each individual notice, thereby 

providing 100% accountability. This enables the contractor to track each notice through completion of the project. The 

contractor will be required to create a test sample every 4,000 notices. This sample must have a unique number and 

must be produced on each notice. The contractor will generate a list of the unique identifying numbers for each sample. 

 As samples are pulled, the unique numbers will be marked off the list. This enables the contractor to track which 

samples have been produced and pulled and what records have been produced. 

The contractor may create their own sequence number and run date to facilitate their presorting and inserting process 

but must maintain the original SSA identification number. 

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

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

alpha/numeric identifiers assigned to each piece (including quality control samples) to aid in the recovery and 

replacement of any defective or missing and/or mutilated pieces, and must be capable of tracking and/or locating any 

individual piece of mail from the time it leaves the press, up to and including when it is off-loaded at the USPS facility. 

An explanation of the contractor’s sequential numbering system is required to understand the audit trail required for 

each and every piece. 

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

determine that the data from the original print file is in the correct envelope with the correct number of pages and 

inserts. Notices requiring print regeneration must be reprinted from their original print image with the original job ID 

and piece ID remaining unchanged as each mail piece continues through the inserting life cycle. This process will 

repeat itself (since subsequent reprint runs may yield damages) until all mail pieces from the original print run have 

been inserted and accounted for. 

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

reprinting capabilities. The method provides a mail handling process which tracks processing errors with the use of a 

first and second scan code which obtain information regarding each mail piece, diverts mail pieces in response to error 

detection, transmits such errors to a processor, and automatically generates a reconfigured print file to initiate reprints 

for the diverted mail pieces. 

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

notice, thereby providing 100% accountability and validating the integrity of every notice produced in all phases of 

printing, inserting and mailing and to ensure all notices received from SSA were correctly entered into the USPS 

system. 

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

equipment must arrive at least 90 calendar days prior to the start of live production, on July 1, 2014. Contractor must 

submit a sample of their proposed Audit and Summary reports with the required Pre-Award production plans for 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 12 of 52 

(430-S) 06/15 

approval. The government considers grounds for the immediate default of this contract if the contractor, at any time, is 

unable to perform or found not complying with any part of this requirement. 

Notice integrity must be defined as follows: 

• Each notice must include all pages (and only those pages) intended for the designated recipient as contained in 

the print files received from SSA. 

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

when detected, and identify, remove and reprint all affected notices. 

Mailing integrity must be defined as follows: 

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

system. 

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

required to validate that 100% of all notices received from SSA were printed, all pages for each notice with the correct 

inserts are accounted for, inserted and mailed correctly. 

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

capable of: 

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

and file date. 

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

present and accounted for. 

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

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

is any variance on a mail piece or if a mail piece is not verified that all leaves are present, that piece and the 

piece prior to and immediately following must be diverted and sent back for reprint. All instances of variance 

must be logged. 

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

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

a new print file for reprint. Exception – Intentionally diverted pieces due to a requirement for a product, which 

cannot be intelligently inserted and requires manual insertion such as a publication, can be sealed, re-scanned 

and placed back into production. These must be programmed diverts and sent to a separate bin for processing 

to ensure they are not mixed with other problem diverts and logged into the Audit system as such. NOTE: due 

to inserting equipment limitations, the contractor can divert and insert by hand notices over 50 leaves. These 

notices, to ensure notice integrity, are to be scanned and collated by an automated process prior to manual 

handling for inserting. The completed mail package must then be processed through exit scanning. The event 

log report must show these as “50+ Manual”. 

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

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

notices that were lost or spoiled during production for each individual file by mailer number and file date. This 

system ensures that no missing mail pieces have been inadvertently inserted into another mail piece. The 

equipment must check the mail pieces, after insertion and verification that all leaves are accounted for, and 

divert any suspect product. During exit scanning, if a sequence number is missing the notice prior to and 

immediately after must be diverted. The equipment must divert all products that exhibit missing or out of order 

sequence numbers and any other processing errors. All diverted pieces are to be automatically recorded and 

regenerated in a new print file for reprint. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 13 of 52 

(430-S) 06/15 

(f) Reconciliation: all notices and the amount of correct finished product must be electronically accounted for after 

insertion through the use of the audit system that is independent of the inserting equipment as well as 

independent of the operation. The sequence numbers, for each file, must be reconciled; taking into account any 

spoilage, duplicate and/or diverted product. If the reconciliation yields divergent results, corrective action must 

be taken to locate the mail pieces that are causing any difference between the input and outputs of the inserting 

process. Therefore, all finished mail for that sequence run must be held in an accessible area until this 

reconciliation is complete. 

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

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

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

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

Contractor must maintain this information for a six month period after mailing. 

(i) Audit report must contain the following information: 

1. Job name 

2. Mailer number, file date and mail date(s) 

3. Machine ID 

4. Date of production with start and end time for each phase of the run i.e. machine ID. 

5. Start and end sequence numbers in each run 

6. Status of all sequence numbers in a run 

7. Total volume in run 

8. Status report for all incidents for each sequence number and cause, i.e. inserted, diverted and reason for 

divert such as missing sequence number, missing leave, mutilated, duplicate, pulled for inspection, etc. 

9. Bottom of audit report must contain total number of records for that run, quantity sent to reprint, 

number of duplicates, duplicates verified and pulled, total completed. 

10. Audit report must contain the same information for all the reprints 

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

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

are not allowed. The summary report must contain the following: 

1. Job name 

2. Each individual file by mailer number and file date (must show sequence numbers for each section i.e. 

first pass and then reprints) 

3. Sequence number range for each individual file by mailer number and file date 

4. Volume of all sequence numbers associated with an individual file by mailer number and file date were 

inserted. 

5. Volume of reprints that were inserted for each file date. 

6. Volumes for each file date that each was completed. 

NOTE: A PDF copy of the summary report(s) and matching GPO 712 form(s) must be submitted to Sherry Leverett at 

sherry.leverett@ssa.gov for each file date within 2 days of mailing. 

NOTE: Contractor must submit a sample of their Audit and Summary reports (See Exhibit H) with the required PreAward production plans for approval. 

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

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

Contractor is required to provide any requested Summary and/or Audit reports within an hour of a request via email in 

MS Word, MS Excel or PDF. 

All notice tracking/reporting data must be retained in electronic form for 210 days after mailing, and must be made 

available to SSA for auditing of contractor performance upon request. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 14 of 52 

(430-S) 06/15 

The contractor must maintain quality control samples, inspection reports and records for a period of no less than 180 

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

Government will periodically verify that the contractor is complying with the approved quality control plan through onsite examinations and/or requesting copies of the contractor’s quality assurance records and quality assurance random 

copies. 

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

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

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

Pulling of Notices from Production: Due to the sensitivity of some of the notices in this contract, the Government 

may request that certain notices be removed from the production stream. When this occurs, the Government will supply 

the contractor with a list of Social Security Numbers (SSNs) that need to be pulled. The SSNs for each notice is 

contained in the Mail Run Data (MRD) File. The contractor must be able to run a sort to find and eliminate the notice 

from the production run. If the list is provided after the notice had been produced, the contractor must be capable of 

identifying the notice and pulling it from the production floor. It is anticipated that this will be an infrequent 

occurrence. 

Option Years: For each option year that may be exercised, the contractor will be required to review their plans and resubmit in writing the above plans detailing any changes and/or revisions that may have occurred. THE REVISED 

PLANS ARE SUBJECT TO GOVERNMENT APPROVAL. The revised plans must be submitted to the Contracting 

Officer or his/her representative within five (5) workdays of notification of the option year being exercised. 

If there are no changes/revisions, the contractor will be required to submit to the Contracting Officer or his/her 

representative a statement confirming that the current plans are still in effect. 

ON-SITE REPRESENTATIVES: One or two full-time Government representatives may be placed on the 

Contractor's premises on a limited basis or throughout the term of the contract. 

The contractor will be required to provide a private workspace with a telephone line, internet access, and one facsimile 

machine. 

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

transmissions; verify addresses; monitor the printing, folding, inserting, mail processing, quality control, sample 

selections and inspections; and monitor the packing and staging of the mail. These coordinators will not have 

contractual authority, and cannot make changes in the specifications or in contract terms, but will bring any and all 

defects detected, to the attention of the company Quality Control Officer. The coordinators must have full and 

unrestricted access to all production areas where work on this program is being performed. 

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

job as indicated in these specifications, Government representatives will conduct a conference with the Contractor's 

representatives at the Social Security Administration (SSA), Baltimore, MD, immediately after award. 

PRE-PRODUCTION MEETING: A pre-production meeting covering printing and mailing must be held at the 

contractor's facility after award of the contract to review the contractor's production plan and to establish coordination of 

all operations. Attending this meeting will be representatives from the Government Printing Office, Social Security 

Administration, and the U.S. Postal Service (USPS). The contractor must present and explain their final plan for both 

the printing and mailing of all notices (the contractor must be prepared to present detailed production plans, including 

such items as quality assurance, projected commencement dates, equipment loading, pallet needs, etc.). 

The contractor must meet with SSA Division of Mail and Postage Policy (DMPP) and USPS representatives to present 

and discuss their plan for mailing. The preproduction meeting will include a visit to the contractor's mailing facility, 

where the contractor is to furnish specific mail flow information. The contractor must present documentation of the 

plant loading agreement and either a copy of the optional procedure, which has been negotiated with the USPS or a draft 

of the original procedure that the contractor intends to negotiate with the USPS for SSA approval. The contractor also 

needs to present SSA with a copy or a draft of the manifest (tracking system) to be used to accomplish the above. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 15 of 52 

(430-S) 06/15 

DMPP may conduct unscheduled visits during the term of this contract at the contractor’s mailing facility. In addition, 

a mail plan detailing how the contractor will obtain maximum automation postage discounts will be e-mailed to: 

Francine.Moore@ssa.gov after the contract award. The contractor is to provide the name of the representative 

responsible for the mailing operation and that individual's backup. 

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

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

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

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

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

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

June 30, 2015, plus for such additional period(s) as the contract is extended. All print orders and task orders issued 

hereunder are subject to the terms and conditions of the contract. The contract must control in the event of conflict with 

any print order or task order. Task orders will be "issued" daily for purposes of the contract and must detail the daily 

volume of notices required. A Print Order (GPO Form 2511) to be used for billing purposes, will be issued weekly and 

will cover all daily task orders issued that week. 

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

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

with the clause entitled "Ordering." The quantities of items specified herein are estimates only, and are not purchased 

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

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

equitable price adjustment under this contract. 

The estimated quantities specified in the "Determination of Award" are not the total requirements of the Government 

but are the estimates of requirements. 

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

orders under this contract, if any. 

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

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

respecting those orders must be governed by the terms of this contract to the same extent as if completed during the 

effective period of this contract. 

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

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

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

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

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

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

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

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

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

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

 PRIVACY ACT

(a) The Contractor agrees: 

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

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

function when the contract specifically identifies (i) the system or systems of records and (ii) the work to be 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 16 of 52 

(430-S) 06/15 

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. 

CRIMINAL SANCTIONS: 

(1) Each officer or employee of any person to whom returns or return information is or may be disclosed must be 

notified in writing by such person that returns or return information disclosed to such officer or employee can be 

used only for a purpose and to the extent authorized herein, and that further disclosure of any such returns or return 

information for a purpose or to an extent unauthorized herein constitutes a felony punishable upon conviction by a 

fine of as much as $5,000 or imprisonment for as long as five years, or both, together with the costs of prosecution. 

 Such person must also notify each such officer and employee that any such unauthorized further disclosure of 

returns or return information may also result in an award of civil damages against the officer or employee in an 

amount not less than $1,000 with respect to each instance of unauthorized disclosure. These penalties are 

prescribed by IRC Sections 7213 and 7431 and set forth at 26 CFR 301.6103(n). 

 

(2) Additionally, it is incumbent upon the contractor to inform its officers and employees of the penalties for 

improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5 U.S.C. 552a(i)(1), which is 

made applicable to contractors by 5 U.S.C. 552a(m)(1), provides that any officer or employee of a contractor, who by 

virtue of his/her employment of official position, has possession of or access to agency records which contain 

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

there under, and who knowing that disclosure of the specific material is prohibited, willfully discloses the material in 

any manner to any person or agency not entitled to receive it, will be guilty of a misdemeanor and fined not more than 

$10,000. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 17 of 52 

(430-S) 06/15 

SECTION 2.- SPECIFICATIONS 

SCOPE: These specifications cover the production of mailing packages from five(5) workloads*, consisting of English 

and Spanish/English personalized notices; English form inserts; English and Spanish pamphlet inserts; mail out 

envelopes; Business Reply Mail (BRM) envelopes and Courtesy Reply Mail (CRM) envelopes; requiring such 

operations as: the receipt and processing of wire transmitted data; re-development of Advanced Function Presentation 

(AFP) resources; composition; printing and imaging; dating of form inserts; binding; folding; inserting; presorting and 

mailing. 

*The five workloads identified thus far are as follows: 

1. MADCAP 

2. MCS 

3. SSA-L991 

4. TASTE 

5. TATTER 

New Notices (during term of the contract): 

During the term of this contract, the Government anticipates developing new notice workloads with the same 

requirements as the five (5) notice workloads described by these specifications. All terms and conditions in this 

specification will apply to these future notice workloads. It is estimated that approximately one (1) to three (3) new 

notice workloads may be added during the term of this contract. 

FILE NAME MAILER DATA SET NAME*

MADCAP 1 OLBG.BTI.vendor.MDCAFP.M1#aaaaa.Ryymmdd 

 2 OLBG.BTI.vendor.MDCAFP.M2#aaaaa.Ryymmdd

MCS 3 OLBG.BTI.vendor.MCSAFP.M3#aaaaa.Ryymmdd 

 4 OLBG.BTI.vendor.MCSAFP.M4#aaaaa.Ryymmdd 

SSA-L991 5 OLBG.BTI.vendor.L99AFP.M51aaaaa.Ryymmdd 

TASTE 6 OLBG.BTI.vendor.S76AFP.M61aaaaa.Rmmyy 

 OLBG.BTI.vendor.S76AFP.M62aaaaa.Rmmyy 

 OLBG.BTI.vendor.S76AFP.M63aaaaa.Rmmyy 

 OLBG.BTI.vendor.S76AFP.M64aaaaa.Rmmyy 

 7 OLBG.BTI.vendor.S72AFP.M71aaaaa.Ryymm01 

OLBG.BTI.vendor.S72AFP.M72aaaaa.Ryymm01 

 8 OLBG.BTI.vendorS87AFP.M81aaaaa.Ryymm01 

 OLBG.BTI.vendor.S87AFP.M82aaaaa.Ryymm01 

TATTER 9 OLBG.BTI.vendor.EPEAFP.M9#aaaaa.Ryymmdd 

 10 OLBG.BTI.vendor.TLCAFP.M10#aaaaa.Ryymmdd 

NEW NOTICES: The file names for each new notice workload will be supplied to the contractor as they are 

developed. 

NOTE: All of the data set names are not listed for each mailer. The aaaaa represents the unique job identifier that 

is assigned at run time. The “#” will be replaced with 1 through 8 for each of the Payment Service Centers. For 

example, there are 8 files for MADCAP mailer as follows: 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 18 of 52 

(430-S) 06/15 

OLBG.BTI.vendor.MDCAFP.M11aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M12aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M13aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M14aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M15aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M16aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M17aaaaa.Ryymmdd 

OLBG.BTI.vendor.MDCAFP.M18aaaaa.Ryymmdd 

The data set names listed are SSA names. The first three (3) qualifiers will be removed for the file received by the 

vendor. The fourth qualifier in the data set name listed is the file type and the fifth is the unique identifier. This 

qualifier will be used to match the corresponding files (Mail Run Data file and Banner file) with the print file. 

The MRDF name will be OLBG.BTI.vendor.MDCMRD.M1#aaaaa.Ryymmdd and the Banner name will be 

OLBG.BTI.vendor.MDCBNR.M1#aaaaa.Ryymmdd for the MADCAP file type. The final qualifier is the Run 

Date. 

The files will be broken down and transmitted in segments by Program Service Center (PC) codes. Each file 

transmitted will have a banner page identifying the PC and required inserts. 

The PC codes correspond to the mail-out envelope required as follows: 

PC 1 – Northeastern (Jamaica, NY) 

PC 2 – Mid-Atlantic (Philadelphia, PA) 

PC 3 – Southeastern (Birmingham, AL) 

PC 4 – Great Lakes (Chicago, IL) 

PC 5 – Western (Richmond, CA) 

PC 6 – Mid-America (Kansas City, MO) 

PC 7 – Office of Central Operations (Domestic & Foreign) (Baltimore, MD) 

PC 8 – Office of International Operations (Baltimore, MD) 

*NOTE: The data set names listed above (and throughout these specifications) are not the final data set names that 

will be transmitted to the contractor. Final data set names will be provided to the contractor at the post award 

meeting. 

MAKE-UP OF MAILERS: A record will be transmitted for each mailing address. The records will contain all the 

data relevant for the mailing of an associated mail piece. Unique alpha/numeric identifiers will be part of the record to 

ensure accuracy in the insertion process. All files transmitted by SSA will be physical sequential Advanced Function 

Presentation (AFP) mixed mode. Any alteration of the notice content in the file is not permitted. 

MADCAP and MCS NOTE: MADCAP and MCS files can contain third party notices. The third party notice 

copy is an exact copy of the original notice with a coversheet containing the name and address of a third party 

designated by the beneficiary (such as; an attorney, a Representative for the beneficiary (Rep Payee), or others). 

The original MADCAP notice is also in a file, which is printed separately. 

FOR QUALITY CONTROL AND AUDITING PURPOSES: The contractor must not merge file dates and mailers 

during processing, printing and mailing. Any alteration of the notice content in the file is not permitted. 

The figures indicated below are estimates that are based on historical data of past production runs. The figures show the 

minimum and maximum quantities required daily or monthly for the MADCAP, MCS, SSA-L991, TASTE, and 

TATTER notices; as well as, number of printed pages in a notice (notices are duplex printed and one-side only when an 

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

notice is to be folded. Exact quantities will not be known until each run is electronically transmitted to the contractor. 

NO SHORTAGES WILL BE ALLOWED. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 19 of 52 

(430-S) 06/15 

NOTICES: Notices ordered under this contract will range from one (1) to twenty-four (24) printed pages (per notice). 

See following for page counts of each mailer. 

MADCAP: There are two MADCAP mailers. MADCAP mailer #1 notices are considered English but contain English 

only notices or English notices with the first few paragraphs in Spanish. Mailer #2 is a Spanish/English mailer. This 

mailer consists of two parts. The first part is the Spanish notice; the second part is the same notice in English. Notices 

can consist of 1-8 pages. Mailers may generate any combination of components below. 

1. OLBG.BTI.vendor.MDCAFP.M1#aaaaa.RYYMMDD 

 Daily Minimum: 1,840 

 Daily Maximum: 13,170 

 Approximate Daily Average: 7,315 

 Printed Notice Pages: 1 to 6 

 Personalized English Notice 

 Mailout Envelope 6-1/8 x 9-1/2” (Bifold) 

 Inserts: SSA Form SSA-3105 

 Form CMS-2690 

 BRM Refund Envelope 

 CRM Return Envelope 

SSA Publication No. 05-10018 

SSA Publication No. 05-10072 

SSA Publication No. 05-10076 

SSA Publication No. 05-10137 

2. OLBG.BTI.vendor.MDCAFP.M2#aaaaa.RYYMMDD 

 Daily Minimum: 35 

 Daily Maximum: 850 

 Approximate Daily Average: 195 

 Printed Notice Pages: 1 to 8 

 Personalized Spanish/English Notice 

 Mailout Envelope 6-1/8 x 9-1/2” (Bifold) 

 Inserts: SSA Form SSA-3105 

Form CMS-2690 

 BRM Refund Envelope 

 CRM Return Envelope 

SSA Publication No. 05-10018 

SSA Publication No. 05-10072 

SSA Publication No. 05-10076 

SSA Publication No. 05-10077 

SSA Publication No. 05-10137 

SSA Publication No. 05-10138 

SSA Publication No. 05-10153 

SSA Publication No. 70-10281 

SSA Publication No. 05-10903 

SSA Publication No. 05-10972 

SSA Publication No. 05-10976 

SSA Publication No. 05-10977 

SSA Publication No. 70-10283 

MCS: The MCS mailers are divided into two (2) categories by data set names. These mailers are English Only, or 

English containing a Spanish Cover Letter, or Spanish/English Bilingual. Notices can consist of 1-24 pages. The 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 20 of 52 

(430-S) 06/15 

notices are represented by the following data set names. Mailers may generate any combination of the components 

listed below: 

3. OLBG.BTI.vendor_id.MCSAFP.M3#aaaaa.Ryymmdd 

 Daily Minimum: 4,000 

 Daily Maximum: 77,000 

 Approximate Daily Average: 37,000 

 Printed Notice Pages: 1 to 24 

 Personalized Notice (English Only and English with Spanish 

 Cover Letter) 

 Mailout Envelope 6-1/8 x 9-1/2” (Bifold) 

 Inserts: Form CMS-2690 

 SSA Publication No. 05-10007 

 SSA Publication No. 05-10018 

 SSA Publication No. 05-10072 

 SSA Publication No. 05-10075 

 SSA Publication No. 05-10076 

 SSA Publication No. 05-10077 

 SSA Publication No. 05-10137 

 SSA Publication No. 05-10153 

 SSA Publication No. 70-10281 

 CRM Return Envelope 

4. OLBG.BTI.vendor_id.MCSAFP.M4#aaaaa.Ryymmdd 

 Daily Minimum: 140 

 Daily Maximum: 2,100 

 Approximate Daily Average: 14,000 

 Printed Notice Pages: 1 to 24 

 Personalized Notice (Spanish/English Bilingual) 

 Mailout Envelope 6-1/8 x 9-1/2” (Bifold) 

 Inserts: Form CMS-2690 

 SSA Publication No. 05-10007 

 SSA Publication No. 05-10018 

 SSA Publication No. 05-10138 

 SSA Publication No. 05-10903 

 SSA Publication No. 05-10972 

 SSA Publication No. 05-10975 

 SSA Publication No. 05-10976 

 SSA Publication No. 70-10283 

 CRM Return Envelope 

SSA-L991: The SSA-L991 mailers are English only personalized notices represented by the following data set names. 

Notices can consist of 1-4 pages. All mailers will consist of components below. 

 5. OLBG.BTI.vendor.L99AFP.M51aaaaa.RYYMMDD 

 Daily Minimum: 130 

 Daily Maximum: 6,400 

 Approximate Daily Average: 4,265 

 Printed Notice Pages: 1 to 4 

 Personalized English Notice 

 Mailout Envelope 4-1/8 x 9-1/2” (Trifold) 

 Inserts: None 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 21 of 52 

(430-S) 06/15 

TASTE : The TASTE mailers are divided into three (3) notice categories by data set names. The notices contained 

within these mailers carry the form numbers SSA-1076, SSA-1372-BK, SSA-1372-BK-FC, and SSA-1387. Notices can 

consist of 1-8 pages. These mailers may generate any combination of components listed below: 

6. OLBG.BTI.vendor.S76AFP.M61aaaaa.Rmmyy 

 OLBG.BTI.vendor.S76AFP.M62aaaaa.Rmmyy 

 OLBG.BTI.vendor.S76AFP.M63aaaaa.Rmmyy 

 OLBG.BTI.vendor.S76AFP.M64aaaaa.Rmmyy 

 

 Approximate Monthly Average: 3,500 

 Printed Notice Pages: 1 

 Personalized Notice 

 Mailout Envelope 4-1/8 x 9-1/2” (Trifold) 

 Inserts: None 

7.OLBG.BTI.vendor.S72AFP.M71aaaaa.Ryymm01 

 OLBG.BTI.vendor.S72AFP.M72aaaaa.Ryymm01 

 Approximate Monthly Average: 41,000 

 Printed Notice Pages: 6 to 8 

 Personalized Notice 

 Mailout Envelope 4-1/8 x 9-1/2” (Trifold) 

 Inserts: White Window BRM Return Envelope 

8.OLBG.BTI.vendor.S87AFP.M81aaaaa.Ryymm01 

 OLBG.BTI.vendor.S87AFP.M82aaaaa.Ryymm01 

 Approximate Monthly Average: 40,700 

 Printed Notice Pages: 1 

 Personalized Notice 

 Mailout Envelope 4-1/8 x 9-1/2” (Trifold) 

 Inserts: None 

NOTE: Mailers 6, 7, and 8 typically transmit during the last week of the month. 

TATTER: The TATTER mailers are dived into two (2) categories by data set names. Notices can consist of 1-6 pages. 

These mailers may generate any combination of components listed below: 

9. OLBG.BTI.vendor.EPEAFP.M9#aaaaa.Ryymmdd 

 Daily Minimum: 140 

 Daily Maximum: 2,500 

 Approximate Daily Average: 510 

 Printed Notice Pages: 1 to 6 

 Personalized Notice 

 Mailout Envelope 6-1/8 x 9-1/2” (Bifold) 

 Inserts: SSA Form SSA-3105 

 SSA Publication No. 05-10076 

 SSA Publication No. 05-10095 

 Green BRM Envelope 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 22 of 52 

(430-S) 06/15 

10. OLBG.BTI.vendor.TLCAFP.M10#aaaaa.Ryymmdd 

 Daily Minimum: 10 

 Daily Maximum: 125 

 Approximate Daily Average: 110 

 Printed Notice Pages: 1 

 Personalized Notices 

 Mailout Envelope 6-1/8 x 9-1/2” (Bifold) 

 Inserts: SSA Form SSA-3105 

 SSA Publication No. 05-10058 

 CRM Return Envelope 

NOTE: During the term of this contract, it is anticipated that SSA will require some of the mailers be sent certified or 

registered mail. 

TRIM SIZES: 

 Notices: 8-1/2 x 11” flat size, folds down to 8-1/2 x 5-1/2”and 8-1/2 x 3-11/16” 

 Mailout Envelopes: 4-1/8 x 9-1/2” 

 4-1/8 x 9-1/4” 

 6-1/8 x 9-1/2” 

 Green BRM Envelopes: 3-7/8 x 8-7/8” 

 White BRM Window Envelopes: 3-7/8 x 8-11/16” 

 CRM Envelopes: 3-7/8 x 8-7/8” 

 Form SSA-3105: 10-1/2 x 8” flat size, folds down to 3-1/2 x 8” 

 Form CMS-2690: 8-1/2 x 3-1/2” 

 SSA Publication No. 05-10076: 5-1/4 x 8”, 20 pages 

 

 SSA Publication No. 05-10077: 5-1/4 x 8”, 28 pages 

 SSA Publication No. 05-10137: 3-1/2 x 8”, 32 pages 

 SSA Publication No. 05-10138: 3-1/2 x 8”, 36 pages 

 SSA Publication No. 05-10153; 

 05-10903: 5-1/4 x 8”, 24 pages 

 SSA Publication No. 05-10976: 5-1/4 x 8”, 20 pages 

 SSA Publication No. 05-10977: 5-1/4 x 8”, 28 pages 

 SSA Publication No. 05-10018: 10-1/2 x 8” flat size, folds down to 3-1/2 x 8” 

 SSA Publication No. 05-10058; 

 05-10072: 14 x 8” flat size, folds down to 3-1/2 x 8” 

 

 SSA Publication No. 70-10281; 

 05-10972: 17-1/2 x 8” flat size, folds down to 3-1/2 x 8” 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 23 of 52 

(430-S) 06/15 

 SSA Publication No. 70-10283: 21 x 8” flat size, folds down to 3-1/2 x 8” 

 SSA Publication No. 05-10007; 

 05-10075; 05-10975: 8-1/2 x 11”, flat size, folds down to 8-1/2 x 5-1/2”and 8-1/2 x 3-11/16” 

 SSA Publication No. 05-10095: 3-1/2 x 8”, 16 pages 

FREQUENCY OF ORDERS AND QUANTITY: 

Combined yearly total for all mailers will be approximately 14,143,500 notices per year. The estimated annual quantity 

for the daily, MADCAP notices is 1,880,000, MCS notices is 9,970,600, SSA-L991 notices is 1,100,000, TASTE 

notices is 1,033,000, and TATTER notices is 159,900. 

The Government reserves the right to increase 20% of the total number of notices ordered annually.

MADCAP, MCS, and TATTER MAILOUT ENVELOPES: 

 BIFOLD SIZE: 6-1/8 x 9-1/2”

Program Service Center 90-Calendar Day Volumes

PC1 - Northeastern Program Service Center 379,850 

PC2 - Mid-Atlantic Program Service Center 307,498 

PC3 - Southeastern Program Service Center 428,085 

PC4 - Great Lakes Program Service Center 367,791 

PC5 - Western Program Service Center 391,909 

PC6 -Mid-America Program Service Center 409,997 

PC7 - Office of Central Operations 669,260 

PC8 - Office of International Operations 48,235 

SSA-L991 MAILOUT ENVELOPES: 

TRIFOLD SIZE: 4-1/8 x 9-1/4”

Social Security Administration 90-Calendar Day Volumes

6401 Security Boulevard 275,000 

 Baltimore, MD 21235 

 

TASTE MAILOUT ENVELOPES: 

 TRIFOLD SIZE: 4-1/8 x 9-1/2”

Social Security Administration 90-Calendar Day Volumes

 6401 Security Boulevard 258,250 

 Baltimore, MD 21235 

 

 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 24 of 52 

(430-S) 06/15 

INSERTS: 

MADCAP and TATTER BUSINESS REPLY MAIL (BRM) ENVELOPES: 

Program Service Center 90-Calendar Day Volumes

PC2 - Mid-Atlantic Program Service Center 59,750 

All MADCAP and TATTER notices with PC1 through PC7 within the data set name, which require a BRM 

envelope, will receive a PC2 envelope. The contractor is responsible for setting up their equipment to ensure that 

the correct envelope is inserted. 

All MADCAP and TATTER notices with PC8 within the data set name, which require a BRM envelope, will 

receive a PC8 CRM envelope, not a PC8 BRM envelope. (Business reply mail does not exist in International mail.) 

 The contractor is responsible for setting up their equipment to ensure that the correct envelope is inserted. 

TASTE BRM WINDOW RETURN ENVELOPES:

Headquarters Address 90-Calendar Day Volumes

SSA Headquarters 128,000 

6401 Security Boulevard 

Baltimore, MD 21235 

MADCAP, MCS, and TATTER (PC8 only) COURTESY REPLY MAIL RETURN ENVELOPES:

Program Service Center 90-Calendar Day Volumes

PC1 – Northeastern Program Service Center 468 

PC2 - Mid-Atlantic Program Service Center 426 

PC3 – Southeastern Program Service Center 1024 

PC4 – Great Lakes Program Service Center 643 

PC5 – Western Program Service Center 647 

PC6 – Mid-America Program Service Center 700 

PC7 – Office of Central Operations 5672 

PC8 – Office of International Operations * 

*The annual quantity will be less than 200. The contractor is allowed to order the full annual quantity. 

NON-ENVELOPE INSERTS—MADCAP, MCS, TASTE, TATTER: 

Form/Publication Number 90-Calendar Day Volumes

SSA Form SSA-3105 54,125 

*CMS Form CMS-2690 26,690 

SSA Publication No. 05-10007 7,806 

SSA Publication No. 05-10018 11,050 

SSA Publication No. 05-10058 4,020 

SSA Publication No. 05-10072 266,819 

SSA Publication No. 05-10075 5,358 

SSA Publication No. 05-10076 133,596 

SSA Publication No. 05-10077 806,676 

SSA Publication No. 05-10095 379 

SSA Publication No. 05-10137 8,489 

SSA Publication No. 05-10153 232,299 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 25 of 52 

(430-S) 06/15 

SSA Publication No. 70-10281 18,715 

SSA Publication No. 05-10972 16,282 

SSA Publication No. 05-10976 4,183 

SSA Publication No. 05-10977 27,101 

SSA Publication No. 05-10138 1,120 

SSA Publication No. 05-10903 10,915 

SSA Publication No. 05-10975 177 

SSA Publication No. 70-10283 972

 

*NOTE: When Form CMS-2690 is used for any workload, a CRM will be required. 

TATTER PAYMENT STUB NOTE: 

A micro-perforated payment stub will be on the last leaf of approximately 25% of the notices. However, the microperforation will not be on the same leaf for every notice, because the notices have variable page counts. The 

contractor will be required to identify the payment stub page requiring perforation (OMB No 0960-0462 prints at 

the top of the payment stub page) and ensure that only these pages are perforated. 

If there is a micro-perforated payment stub (Form SSA-53-EP) in the notice, enclose a Green BRM Envelope. 

GOVERNMENT TO FURNISH: 

Manuscript copy for 22 envelopes: 

• 9 mail-out envelopes (6-1/8 x 9-1/2”) 

• 1 mail-out envelopes (4-1/8 x 9-1/2”) 

• 1 mail-out envelopes (4-1/8 x 9-1/4”) 

• 9 CRM envelopes (3-7/8 x 8-7/8’) 

• 1 BRM envelope (3-7/8 x 8-7/8”) 

• 1 White BRM envelope (3-7/8 x 8-11/16”) 

Camera copy for the Facing Identification Mark (FIM) and ZIP+4 IMB for reply envelopes. 

At the Government’s option the following may be furnished: 

• Camera Copy or electronic files (PostScript format) for recycled paper logo and legend (English and Spanish). 

• Camera Copy or electronic files (PostScript or PDF format) for booklets, leaflets, factsheets, and forms. 

PS Form 3615, Mailing Permit Application, and Customer Profile. 

GPO Form 712 (Certificate of Conformance) 

GPO Form 892 (Proof Label) 

Postage and Fees Paid Mailing Indicia 

Coding Accuracy Support System (CASS) Certificate. 

National Change of Address Certificate (NCOA) 

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

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

At the Post-Award Conference the contractor will be issued either manuscript, camera copy, negatives, or electronic 

media for the publications (pamphlets, leaflets, fact sheets) and forms used in this contract. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 26 of 52 

(430-S) 06/15 

NOTE: If electronic media is available, the contractor must be able to accept files electronically via a contractor hosted 

FTP server. 

The electronic media will be as follows: 

 Platform: Macintosh OSX (or latest version); IBM Windows XP, Windows 95, Windows NT 4.0 

Windows 2000 operating systems. 

Storage Media: Files furnished via FTP. On occasion: CD-R/RW; DVD-R/RW; E-mail. 

 Software: Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat); Quark Express; 

Ventura Publisher; Adobe Capture; PageMaker; Corel Draw, or FrameMaker; 

All files will be created in current versions or near current versions of the above 

mentioned programs. 

Files will be furnished in native application and postscript format, or as a PDF. 

 Note: All platform system and software upgrades (for specified applications) which may 

occur during the term of the contract must be supported by the contractor. 

 Fonts: All printer and screen fonts for the pamphlets, leaflets, and fact sheets will be furnished. 

The contractor is cautioned furnished fonts are the property of the Government and/or 

its originator. All furnished fonts are to be eliminated from the contractor’s archive 

immediately after completion of the contract. 

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

Exhibit B: Security and Suitability Requirements. 

Exhibit C: Sample Form SF85P. 

Exhibit D: Sample Finger Print Card FD-258. 

Exhibit E: Declaration for Federal Employment Optional Form 306. 

 

Exhibit F: Fair Credit Reporting Act Authorization Form. 

Exhibit G: System Plan. 

Exhibit H: Audit and Summary Report 

Exhibit I: Mail Run Data (MRD) File Record Layout. 

Exhibit J: Perforated Payment Stub 

E-mail Address File of Key GPO and SSA Personnel. 

Electronic Files: 

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

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

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

NOTE: The contractor must not compress files in processing data for this contract. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 27 of 52 

(430-S) 06/15 

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

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

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

processing of AFP, SSA supplies resources used for printing notices in AFP format. 

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

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

and insertion bin selection, recipient’s address, return address, USPS IMB, the appropriate signature, and any required 

inserts. (Note: Notices contain either the Commissioner of Social Security signature or a fixed “Social Security 

Administrations” in lieu of a signature, etc. (See Exhibit I for MRD File record layout.) 

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

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

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

leaves, pages and any inserts required. 

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

preproduction electronic test files shortly after the postaward conference that are to be used in performing the various 

preproduction validation tests and the Pre-production Press and Mail Run Tests. 

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

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

Dataset Names for the following items will be provided at Post-award Conference: 

Print Resource Library (AFP) for Wire Transmission or Email: 

 AFP resources include page and form definitions, fonts, page segments and overlays (if applicable) for page 

formatting. 

 Preproduction Press and Mail Run Test Files for Wire Transmission: 

An AFP formatted print file with the corresponding MRD file and Banner file for each workload in the 

quantities required. 

Revised Resource Library (AFP) for Wire Transmission or Email (when applicable): 

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

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

electronically transmitted to the contractor as a replacement. 

PRINTER RESOURCES: AFP SSA will provide the AFP resources for each notice workload, unless licensed to SSA 

by another vendor, in which case that resource will need to be purchased by the contractor. These resources will be 

provided on the Contractor's choice of media (wire transmission or Email) shortly after the post-award conference. SSA 

will also provide test files for VPN transmission with samples of each workload to enable the start of the validation 

process. These test files may be used for the preproduction press and mail run test. (For additional information, see 

“PREPRODUCTION PRESS AND MAIL RUN TEST”.) 

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

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

MVS/ZOS390 operating system accompanied by the most recent release of IBM PSF. These compliances relate solely 

to interpreting and printing files to be provided to the vendor by SSA, to ensure the contractor is able to print the files as 

provided without alteration of any kind on the part of SSA. It is solely the contractor’s responsibility to 

redevelop/reprogram the AFP resources to ensure the proper printing in their environment.
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 28 of 52 

(430-S) 06/15 

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

NOTE: SSA prints 2 UP DUPLEX ROLL IN TO ROLL OUT with the file order reversed for insertion. The 

predominant data file format is AFP Mixed Mode; however any valid AFP format is possible and must be 

printable at the vendor’s location. 

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

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

resources, the Contractor shall install them immediately and provide SSA with up to 100 sample documents, 

representative of the workload involved, from the test file within one workday for review. Contractor is to continue 

using existing resources while the samples are being reviewed. Once the samples are approved the contractor will be 

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

performing the test on each printer that will be used during actual production. Submit samples to: ATTN: Sherry 

Leverett, Room 1337 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

The contractor is cautioned that there may be a signature change(s) during the term of this contract. If this occurs, SSA 

will provide the contractor with a new AFP resource file. See “SYSTEMS CHANGE/SIGNATURE CHANGE/NEW 

AND EXISTING NOTICE FILES VALIDATION TEST” for details. 

During the term of the contract, the Government anticipates making programmatic changes to the daily notices as 

warranted (e.g., changes in language, format, appearance, etc.). When changes occur, SSA will perform testing of the 

workload in their print facility for a short period of time. (The "Dark Days" for the contractor should only last a few 

days.) Only those affected workloads (indicated by filename) will be held back at SSA for validation and production. 

For example: If the MADCAP notice workload were to be changed, SSA would test and print those notices only. The 

contractor would continue to print and mail the MCS, SSA-L991, TASTE and TATTER notice workloads. Upon 

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

transmission of the notice file(s). 

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

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

The contractor is required to have a Secure SFTP site set up so SSA can transmit files electronically. The site must 

allow SSA the ability to upload and download files for proofing and validation. 

COMPOSITION: Contractor will be required to set type for 22 envelopes. Helvetica or similar typeface will be 

utilized. 

Century Schoolbook, Sonoran Serif or equivalent fonts are to be used for producing the notices. SSA will provide the 

font part numbers to the contractor who will validate that they have the proper licenses for each required font. 

Intelligent Mail Barcode font will be required for the start of this contract. The contractor will be required to obtain the 

necessary font; SSA will not provide it with Resources supplied. 

PROOFS: The contractor must submit proofs for all materials under this contract within 7 workdays after receipt of furnished 

material. Furnished materials must be returned with proofs. The Government will approve, conditionally approve or disapprove 

these proofs within 5 workdays of receipt thereof. Contractor must submit revised proofs, if necessary due to AA’s, within 5 

workdays after receipt of furnished materials. No additional time will be permitted due to contractor’s errors (PE’s). Revised 

proofs will be available for pickup within 3 workdays. (The first workday after receipt of proofs at SSA is day one (1) of 

the hold time.) 

 

At the Government's option, three (3) sets of digital color content proofs will be required for each. Proofs must be 

created using the same Raster Image Processor (RIP) that will be used to produce the product. Proofs must be collated 

with all the elements in proper position (not pasted up), imaged face and back, trimmed, folded to the finished size of 

the product. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 29 of 52 

(430-S) 06/15 

 

At the Government's option, three (3) sets of inkjet proofs that are G7 profiled and use pigment based inks will be 

required for each. A proofing RIP that provides an option for high quality color matching such as Device Links 

Technology and/or ICC Profiles Technology, and meets or exceeds industry tolerance ISO 12647-2 standard 

for Graphic Technology (as of 3/19/09 and future amendments) must be utilized. Output must be at a minimum of 720 x 

720 dpi on GRACoL or SWOP certified proofing media. Proofs must contain one of the following color control strips 

to be evaluated for accuracy: IDEAlliance 12647-7 Wedge or P2P25 Target. 

 

The make and model of the proofing system utilized must be furnished with the proofs. These proofs must contain all 

elements and indicate margins. 

 

Pantone colors may be substituted with a similar color but may not be built out of the four process colors. Contractor 

may be required to submit ink draw downs on actual production stock of Pantone colors used in job. 

 

SSA reserves the right to make changes to all proofs. The Government may require one (1) or more sets of revised 

proofs before rendering an "O.K. to print". 

 

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

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

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

 

If any Author's Alterations (AA's) require additional proofs, the Government will allow for additional time to process 

this additional requirement (see Schedule on page 46) and will incur these costs under line Item II Proofs (a) and/or (b). 

 

NOTE: SSA uses many of the same booklets, leaflets, fact sheets, and forms in several of its print contracts. If 

SSA determines after award the contractor is responsible for the production of any other SSA workloads 

containing the same publications and/or forms required for this program, the revisions may be proofed using one 

of these other programs to reduce the proofing requirements for any revisions. 

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

the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 11” dated February 1999 

(http://www.gpo.gov/vendors/vol11.htm). 

Color of paper furnished must be of a uniform shade and a close match by visual inspection of the JCP and/or attached 

color sample(s). The Contracting Officer reserves the right to reject shipments of any order printed on paper the color 

of which, in his opinion, materially differs from that of the color sample(s). 

All text paper used in each copy must be of a uniform shade. 

Personalized Notices: White Offset Book, basis weight: 50 lbs per 500 sheets, 25 x 38", equal to JCP Code A60. 

Factsheets, Booklets, and Leaflets: White Offset Book, basis weight: 60 lbs per 500 sheets, 25 x 38", equal to JCP Code 

A60. 

Mail-Out Envelopes: White Wove, basis weight: 24 lbs per 500 sheets, 17 x 22" bursting strength 38 lb/in2

. 

BRM Refund Envelopes: Any green stock (match of PMS-344), (basis weight: 20 lbs per 500 sheets, 17 x 22") bursting 

strength 20 lb/in2, containing a minimum of 50 percent waste paper. 

Envelope color must meet USPS print reflectance difference requirements. NOTE: At contractor's option, the green 

BRM envelopes may be surface tinted. Surface tinting must cover all exposed surfaces (front and back) of the envelope 

when sealed. 

White BRM Window Return Envelope (3-7/8 x 8-11/16”): White Wove, basis weight: 24 lbs. per 500 sheets, 17 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 30 of 52 

(430-S) 06/15 

x 22”, bursting strength 20 lb/in2. 

CRM Return Envelopes: Any white stock, basis weight: 20 lbs per 500 sheets, 17 x 22" bursting strength 20 lb/in2,

containing a minimum of 50 percent waste paper. 

Form SSA-3105: White C.W. Writing, basis weight: 20 lbs per 500 sheets, 17 x 22", equal to JCP Code D10. 

Form CMS-2690: Yellow Index, basis weight: 90 lbs per 500 sheets, 25-1/2 x 30-1/2", equal to JCP Code K10. 

PRINTING/IMAGING: The Government reserves the right to make changes to the envelopes or the format(s)/text of 

the forms, booklets, leaflets and/or factsheets at any time during the term of the contract. Notification of a proposed 

change will be given with sufficient time for the contractor to allow for the change, and submit proofs to the 

Government. Therefore, the contractor is not to preprint or maintain more than a 90 calendar day surplus/inventory of 

any of the components required on this contract. The Government will not be required to purchase from the contractor 

the surplus/inventory of any component remaining on hand in excess of what was authorized when an envelope or 

format/text change is implemented. The cost for an increase or decrease in booklet page counts can only be charged at 

the prices (per page) currently in the Schedule of Prices in the contract. No additional charge may be incurred. 

Contractor will be required to convert furnished data from electronic transmission for either laser or ion deposition 

printing. All imaging/printing must have a minimum resolution of 300 x 300 dpi. 

NOTICES: All notices are simplex (face only), and/or duplex (face and back, head-to-head) printed/imaged in black 

ink. 

In addition, notices can require a combination of simplex and duplex printing/imaging. 

• The MADCAP personalized notices print in both English and Spanish/English. 

• The MCS personalized notices print in both English and Spanish/English. 

• The SSA-L991 personalized notices print English only. 

• The TASTE personalized notices print English only. 

• The TATTER personalized notices print English only with a Spanish cover letter when applicable. 

FORMS AND PUBLICATIONS:

Form SSA-3105 – Prints face and back in black ink. 

Form CMS-2690 – Prints face and back in black ink. 

NOTE: On the face of each form CMS-2690 a date is required. Each form must be dated 60 workdays (Monday 

through Friday) in the future from the actual mailing date. When a Federal Holiday(s) fall within the 60 day period, that 

day(s) is not used, skip over that day and go to the next available workday. (e.g. Actual mail date is July 12, 2010 the 

CMS-2690 would require a date of October 4, 2010.) Federal Holidays are as follows: 

New Year’s Day Labor Day 

Martin Luther King’s Birthday Columbus Day 

Presidents’ Day Veteran’s Day 

Memorial Day Thanksgiving Day 

Independence Day Christmas Day 

Booklets - Print head-to-head and/or head-to-side. Self-cover: double-sided full bleed; prints in two Pantone ink colors. 

 Balance of pages print in two Pantone ink colors and contain adequate gripper margins. Match Pantone inks specified. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 31 of 52 

(430-S) 06/15 

Leaflets - Prints face and back, head-to-head. Face prints in two Pantone ink colors and bleeds three (3) side; back prints 

in two Pantone ink colors and contains adequate gripper margins. Match Pantone inks specified. 

Factsheets: Single leaf, prints face and back, head-to-head, in two Pantone ink colors on both face and back and contains 

adequate gripper margins. Match Pantone ink color specified. 

ENVELOPES: Envelopes print face and back after manufacture in black ink. Printing must be in accordance with the 

requirements for the style envelope ordered. All printing must comply with all applicable U.S. Postal Service 

regulations. The envelope must accept printing without feathering or penetrating to the reverse side. 

CRM Return Envelopes (3-7/8 x 8-7/8”): Requires a security tint printed on the inside (back - before manufacturing) in 

black ink. The contractor may use his own design but must guarantee that the product will ensure complete opacity and 

prevent show through of any material contained therein. Face of envelope to be in COURTESTY REPLY FORMAT. 

Print FIMs and Intelligent Mail Barcodes using the camera ready positive provided. The FIMs and Intelligent Mail 

Barcodes should be placed on the mailing piece according to the current U.S. Postal Service’s Domestic Mail Manual, 

“Barcoded Mail pieces.” 

BRM Return Envelope (3-7/8 x 8-7/8”): Requires a security tint printed on the inside (back - before manufacturing) in 

black ink. The contractor may use his own design but must guarantee that the product will ensure complete opacity and 

prevent show through of any material contained therein. Face of envelope to be in BUSINESS REPLY FORMAT. Print 

FIMs and Intelligent Mail Barcodes using the camera ready positive provided. The FIMs and Intelligent Mail Barcodes 

should be placed on the mailing piece according to the current U.S. Postal Service’s Domestic Mail Manual, “Barcoded 

Mail pieces.” 

White BRM Window Return Envelope: (3-7/8 x 8-11/16”): Requires a security tint printed on the inside (back - before 

manufacturing) in black ink. The contractor may use his own design but must guarantee that the product will ensure 

complete opacity and prevent show through of any material contained therein. Face of envelope to be in BUSINESS 

REPLY FORMAT. Print FIMs and Intelligent Mail Barcodes using the camera ready positive provided. The FIMs and 

Intelligent Mail Barcodes should be placed on the mailing piece according to the current U.S. Postal Service’s Domestic 

Mail Manual, “Barcoded Mail pieces.” 

RECYCLED PAPER LOGO/LEGEND: If recycled paper is used, the recycled paper logo and legend must be 

printed in black ink on the notices, envelopes and forms. If the booklets are printed on recycled paper, the recycled 

paper logo and legend must be printed in the same Pantone ink color as the text. 

Notices - The recycled paper logo/legend must be digitized by the contractor and imaged in the bottom right corner 

aligned with the contractor's control number on the first page of each notice. For bilingual notices, the logo will 

appear on the Spanish copy only. 

Envelopes - The logo/legend must be printed on the back of all envelopes in the bottom left hand corner. 

Forms, Leaflets, Factsheets, and Booklets - The SSA furnished camera copy, negative(s), PDF file or electronic media 

will already contain the recycled paper logo/legend in English (as appropriate). 

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

between SSA and the Contractor. Internet Protocol (IP) will be the connection protocol for the transmissions. The 

connectivity method will be through the Internet using an encrypted VPN tunnel or the Government will place an order 

for a dedicated circuit under GSA’s Networx contract to be installed within 60 to 90 calendar days between the 

contractor’s location and SSA’s network interface location. Either connectivity method will be encrypted with the 

AES256 encryption algorithm. For the Internet option to be used the contractor must have an Internet ready VPN IPSec 

capable hardware device. The Government will not be responsible for any cost associated with the VPN Internet 

connection that the contractor may occur. The connection method is at the sole discretion of the Government. The cost 

of the dedicated circuit connection will be borne by the Government. The Government shall not be responsible for 

installation delays of data connections due to any external influences such as employee strikes, weather, supplies, etc; 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 32 of 52 

(430-S) 06/15 

which conditions are beyond the control of the Government. 

If a dedicated circuit is deemed necessary, SSA will provide the dedicated data connection, including a router, and 

firewall at the contractor’s specified locations. The contractor shall provide adequate rack space for securing the router 

and firewall; the contractor shall provide a dedicated analog dial-up line within 8 feet of the router. This dedicated 

analog dial-up line will be used for router management and access for troubleshooting. The line must be in place and 

active prior to the installation of the circuit/router. 

Also, upon contract award, the contractor shall provide a complete delivery address with nearest cross-street, contact 

name and phone number for installation of data transmission services and equipment. The contractor’s contact person 

shall be available for delivery of services at the specified location. The Government shall not be responsible for 

incorrect or lack of address information, nor for non-availability of contact persons at the delivery site. 

It is the Contractor’s responsibility to notify SSA when systems or data line problems arise and transmission(s) cannot 

take place. SSA’s first point of contact for systems or data line problems shall be the HELP DESK at 877-697-4978. 

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

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

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

SSA the line speed may be either increased or decreased depending on utilization. The contractor must provide, at 

their expense, the equipment, and operating software platform, and the file transfer software required at their location. 

The contractor assumes all responsibility for configuration, maintenance, and troubleshooting of their equipment and 

software. SSA utilizes, and the contractor must provide compatibility with, Cyberfusion Integration Suite software from 

Proginet Enterprise Software. The contractor may implement the Cyberfusion Platform Server that has embedded 

software encryption capable of being enabled. The personal computers/servers must have the capability to run 

Cyberfusion software with encryption enabled using IP protocols on Windows, UNIX (i.e., IBM’s AIX, SUN or HP), 

or z/OS platforms. 

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

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

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

be responsible for their own name/address translation to fulfill the intended purpose of data transfers. SSA will provide 

Cyberfusion node information to the contractor as required to accomplish file transfers. 

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

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

transmission sessions must be possible on the contractor’s equipment. All files transmitted by the SSA will be written 

as Physical Sequential or “flat” files at the contractor’s location and will be distinguished with a “run date” in the 

Contractor’s file name. Virtual Storage Access Method files and Generation Data Groups, supported by IBM/MVS or 

IBM/ZOS390 operating systems are not permitted under this contract. The contractor’s storage format must not 

preclude the availability of the Cyberfusion software Checkpoint/Restart feature. 

NOTE: The Contractor may not use VM/VSE/ESA on a mainframe system, as this hampers automated file 

transmission.

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

otherwise specified by the Government. The communications protocol between SSA and the contractor shall be the 

Internet Protocol (IP). The contractor must specify the type of Local Area Network (LAN) connection that will be used 

at the location where the SSA connection is to be installed. The contractor is responsible for providing complete 

hardware and software compatibility with SSA’s existing network. Production file transfers will be established 

according to SSA’s standard procedures for transmission control, dataset naming, and resource security. The 

contractor’s file management system must accommodate multiple file transmission sessions without intervention at 

either end. The Contractor must have sufficient capacity to support the number of concurrent transmission file sessions 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 33 of 52 

(430-S) 06/15 

as dictated by SSA. 

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

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

accept transmission of all files according to their schedules. 

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

network is unavailable for a time period deemed critical by the Government, the files may (at the Government’s option) 

be processed at the SSA print/mail facility. 

The contractor shall notify SSA of any reprogramming and/or reformatting of data supplied by wire transmission 

necessitated due to the contractor’s method of production, within 2 hours of receipt of the data. 

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

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

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

this contract. Any duplicate data and any resultant printouts must be maintained 21 workdays after mailing and then 

destroyed by the contractor. 

WIRE TRANSMISSION TEST, PRE-PRODUCTION VALIDATION TEST AND PRE-PRODUCTION PRESS 

AND MAIL RUN TESTS: Prior to the commencement of production on the contract, the contractor will be required to 

demonstrate their ability to perform the contract requirements. The contractor will be required to perform the following 

tests: Wire Transmission Test, Pre-Production Validation Test and a 12-Hour Preproduction Press and Mail Run Test. 

WIRE TRANSMISSION TEST: After the appropriate bandwidth connection has been installed, the contractor 

will be required to receive within five (5) workdays up to 191,845 notices (1-24 printed pages per notice). The 

contractor will be required to perform a record count verification and perform the Coding Accuracy Support 

System (CASS) certification within one (1) workday after the complete transmission of all notice test files. The 

contractor will be required to copy the files to their own system and provide Sherry Leverett of SSA’s Division of 

Printing Management with the exact counts received (broken down by dataset name) before proceeding with any 

other processing. The SSA will respond immediately for verification. The contractor will be required to run the 

test file through their CASS certification system to ensure that there are no problems with the reading of the 

address file. Contractor will be required to report back to SSA with the test results. When the record count 

verification and CASS certification have been successfully completed, the contractor will be required to process 

the test files and provide SSA, within two (2) workdays 320 sample notices (10 samples from each PC from each 

workload) from the wire transmission test files for MADCAP, MCS, and TATTER workloads. The contractor 

will be required to produce 50 sample notices for the SSA-L991 and 10 samples of each mailer from TASTE 

from the transmission test file. Wire transmission test notices do not require inserts and envelopes. Submit these 

test samples to: SSA, ATTN: Sherry Leverett, Room 1337 Annex Building, 6401 Security Boulevard, Baltimore, 

MD 21235-6401. 

The Government will approve, conditionally approve, or disapprove the samples from the Wire Transmission 

Test within five (5) workdays of receipt thereof. Approval or conditional approval must not relieve the contractor 

from complying with the specifications and all other terms and conditions of the contract. A conditional approval 

must state any further action required by the contractor. A notice of disapproval must state the reasons thereof. 

 NOTE: If errors are found, additional samples will be required until such time as the validation produces no 

errors. 

PRE-PRODUCTION VALIDATION TEST: Prior to commencement of production of orders placed under this 

contract, and within 5 workdays after Government approval of proofs, the contractor must conduct a preproduction validation test and furnish at least 250 sample notice packages (25 notices from each mailer for 

MADCAP, MCS, TATTER , SSA-L991 and TASTE). Notices must be complete and include all variable data 

from Government furnished files. Inserts and envelopes may be required; contractor will be notified if waived. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 34 of 52 

(430-S) 06/15 

The container and accompanying documentation must include the GPO jacket, purchase order and program 

number, and must be submitted to the attention of Sherry Leverett at the address shown directly above. 

The Government will approve, conditionally approve, or disapprove the samples from the Pre-Production 

Validation Test within 5 workdays of receipt thereof. Approval or conditional approval must not relieve the 

contractor from complying with the specifications and all other terms and conditions of the contract. A 

conditional approval shall state any further action required by the contractor. A notice of disapproval must state 

the reasons thereof. 

PRE-PRODUCTION PRESS AND MAIL RUN TEST: The contractor will be required to demonstrate their 

ability to perform the contract requirements, prior to commencement of production, by performing a 12-hour 

preproduction press and mail run test utilizing the test files transmitted electronically shortly after the post award 

conference. 

During the 12-hour period, the contractor will be required to print and prepare for mailing the following 

quantities of MADCAP, MCS, SSA-L991, TASTE, and TATTER notices: 

 

MADCAP Mailer 1 6,585 

 Mailer 2 425 

 

MCS Mailer 3 38,500 

MCS Mailer 4 1,050 

SSA-L991 Mailer 5 3,200 

TASTE Mailer 6 1,850 

TASTE Mailer 7 21,500 

TASTE Mailer 8 21,500 

TATTER Mailer 9 1,250 

TATTER Mailer 10 63 

 

TOTAL 95,923 

The contractor must perform the MADCAP, MCS, SSA-L991, TASTE and TATTER Notice Preproduction Press 

and Mail Run Test on the equipment they intend to use during live production and using their personnel. This 

test must be conducted during normal business hours, Monday through Friday. The press run test run will 

incorporate all aspects of the program consisting of the receipt of wire transmitted data; the duplex/ imaging (and 

simplex imaging when an odd page is required) of notices; gathering; folding; binding; inserting; metering (if 

approved by SSA under certain circumstances); presorting; and preparing finished notices for delivery to the 

USPS. This must include any and all reprints required during the course of this test. To simulate actual 

production conditions the product produced must be in accordance with all contract specifications and all USPS 

regulations. The contractor will be required to have all composition, proofing, printed leaflets, booklets, forms, 

and envelopes necessary for the test, completed prior to beginning the test. Contractor must have adequate 

supplies on-hand to complete the test. Mailers are to be completed in accordance with contract requirements, 

inserted into correct envelopes, and prepared for mailing. 

The contractor must produce a minimum of 95,923 notices in a continuous 12-hour period that will prove to the 

Government representatives the contractor can satisfactorily complete the requirements of this contract during 

live production. The 12-hour period for the printing process will begin when an “OK TO PRINT” is given by the 

Government representative(s) on site. The inserting and mailing process will begin when the contractor deems 

they have sufficient materials printed to begin the inserting process. The printing, inserting and mail process must 

be completed in the continuous 12-hour period. See "SCHEDULE" for date of the preproduction press and mail 

run test. 

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

manufactured. Samples of the preproduction press and mail run test will be brought back to SSA for validation. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 35 of 52 

(430-S) 06/15 

The Government will approve, conditionally approve, or disapprove the output within seven (7) workdays of 

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

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

action required by the contractor. A notice of disapproval must state the reasons thereof. 

SYSTEMS CHANGE/SIGNATURE CHANGE/NEW NOTICE FILES VALIDATION TEST: When required, the 

Government will furnish test files for wire transmission that are to be used in performing a Systems Change/Signature 

Change/New Notice Files Validation Test. This test is required whenever SSA initiates a systems/programming change, 

a signature change, or when a new notice workload is developed. The contractor must furnish up to 100 printed samples 

(no envelopes or enclosures). The Government will approve, conditionally approve or disapprove the samples within 

seven (7) workdays of receipt thereof. Submit these samples to SSA, ATTN: Sherry Leverett, Room 1337 Annex 

Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

The Systems Change/Signature Change/New Notice Files Validation Test must occur without a break in production of 

daily notices. The Government will inform the contractor in advance when the regular daily wire transmissions will 

contain the systems changes. 

NOTE: Failure of the contractor to perform any of the tests (i.e., Pre-Production Validation Test, Wire 

Transmission Test, 12-Hour Pre-production Press and Mail Run Test and Systems Change/Signature 

Change/New Notice Files Validation Test) satisfactorily may be cause for default. The Government reserves the 

right to waive the requirements of any of these tests. Contractor will be notified at the post-award conference if any 

test(s) is to be waived. 

PRODUCTION INSPECTION: Production inspection(s) may be required at the contractor's/subcontractor's plant for 

the purpose of establishing that the receipt of transmitted files, the printing of booklets, forms, leaflets and/or 

envelopes, the imaging, dating of form inserts, collating, folding, inserting and mailing is being accomplished in 

accordance with contract quality attributes and requirements. A production inspection is for the purpose of setting 

specific standards that are to be maintained throughout the entire run. It does not constitute a prior approval of the 

entire run.

When a production inspection is required, the Government will notify the contractor. 

PRESS SHEET INSPECTION: Final makeready press sheets may be inspected and approved at the contractor's plant 

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

contractor is charged with maintaining those standards throughout the press run (within QATAP tolerances when 

applicable) and with discarding all makeready sheets that preceded approval. When a press sheet inspection is required, 

it will be specified on the individual print order. See GPO Publication 315.3 (Guidelines for Contractors Holding Press 

Sheet Inspections) issued August 2002. NOTE: A press sheet inspection is for the purpose of setting specific standards 

that are to be maintained throughout the entire run. It does not constitute a prior approval of the entire run. 

Press sheets must contain one color bar for each color placed parallel to the press's ink rollers. The control bars must 

show areas consisting of 3/16 x 3/16" minimum solid color patches; tint patches of 25, 50, 75%; dot gain scale (GATF, 

BRUNNER, or GRETAG); and gray balance patches for process color, repeated across the entire press sheet. The 

density must be constant across the full width of the sheet with deviations not to exceed plus or minus 5%. For viewing 

of the press sheets, the contractor must provide a densitometer and controlled lighting using overhead viewing lights 

with 5000 degree Kelvin lumination. 

When a press sheet inspection is required, the Government will notify the contractor. 

NOTE: Before production begins on any new workloads, a production inspection(s) may be required at the 

contractor’s plant. 

MARGINS: Will be indicated on print order, sample, or electronic file. 

CONSTRUCTION/BINDING: 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 36 of 52 

(430-S) 06/15 

Notices - Gather all pages of a notice in numerical sequence. Notices are to be nested together with all faces forward. 

Fold from a flat size of 8-1/2 x 11" down to 8-1/2 x 3-11/16" or 8-1/2 x 5-1/2" as indicated and insert into the 

appropriate envelope with title out. Address on first page of notice must be visible through window of mail-out 

envelope. Either wraparound or accordion folds will be acceptable for the tri-fold notices. The address on the first page 

of the notice must be visible through the window of the mail-out envelope. 

NOTE: Bilingual Spanish/English notices consist of two parts: the first part is a Spanish notice; the second part is the 

same notice in English. The two parts must be nested together. 

Payment Stub - The last leaf of approximately 25% of the TASTE notices only will contain a micro-perforated 

payment stub. However, the micro-perforation will not be on the same leaf for every notice, because the notices have 

variable page counts. The contractor will be required to identify the payment stub page(s) requiring perforation (OMB 

No. 0960-0462 prints at the top of the payment stub page) and ensure that only these pages are perforated. 

Perforation - It is critical that the micro-perforation on the payment stub page must be 3-1/2” from the bottom of the 

payment stub page and run along the entire 8-1/2” dimension (See Exhibit J). 

 

Form SSA-3105 - Perforate on the fold 7" from left edge. Fold from a flat size of 10-1/2” x 8" down to 3-1/2 x 8" with 

two parallel wraparound folds, title out. Follow sample. 

Form CMS-2690 - 8-1/2” x 3-1/2”. 

 

Booklets - Saddle-wire stitch in two places and trim three sides. Each product must contain complete 4-page signature 

after trimming. Single leaves connected with a lip (i.e., binding stub) to left or right side of stitches will not be allowed.

Leaflets - Fold from a flat size of 10-1/2” x 8”, 14” x 8”, or 17-1/2” x 8” down to 3-1/2” x 8” title out, with two or three 

parallel folds. Follow furnished folding sample. 

BRM Return Envelope and CRM Return Envelope 3-7/8” x 8-7/8"- Envelope must be open, with gummed foldover flap for sealing and contain high cut diagonal seams or double side seams. Flap depth is at contractor’s option, but 

must meet all USPS requirements. Flap must be coated with a suitable remoistenable glue that will securely seal the 

return envelope for mailing. (Adhesive must not adhere to the contents of the envelope.) 

Mailout Envelope 4-1/8” x 9-1/2"- Envelope must be open, with gummed fold-over flap for sealing and contain high 

cut diagonal seams. Flap depth is at contractor’s option, but must comply with all USPS requirements. Flap must be 

coated with a suitable glue that will securely seal the envelope without adhering to contents, not permit resealing of the 

envelope and permit easy opening by the recipient. Face of envelope to contain a 1-1/2” x 4-1/4" die cut address 

window with slightly rounded corners. Die cut is to be located 5/8" from the bottom edge of the envelope and 3/4" from 

the left edge of the envelope (the long dimension of the window is to be parallel to the long dimension of the envelope). 

Contractor has the option to adjust the size of the window opening (subject to Government approval), providing the 

visibility of the computer generated mailing address and barcode on the notice is not obscured, and other extraneous 

information is not visible when material is inserted into the envelope. Window is to be covered with a suitable polytype transparent low gloss material that must be clear of smudges, lines, and distortions. Poly-type material must be 

securely affixed to the inside of the envelope so as not to interfere with insertion of contents. Window material must 

meet the current U.S. Postal Service's (USPS) readability standards/requirements. 

Mailout Envelope 4-1/8” x 9-1/4”-Envelope must be open, with gummed fold-over flap for sealing and contain high 

cut diagonal seams. Flap is at the contractor’s option but must meet all USPS requirements. Flap must be coated with 

suitable glue that will securely seal the envelope without adhering to contents, permit easy opening by the recipient, and 

not permit resealing of the envelope. Face of envelope to contain a 1-1/2” x 4-1/4” die cut address window with slightly 

rounded comers. Die cut is to be located 5/8” from the bottom edge of the envelope and 3/4” from the left edge of the 

envelope (the long dimension of the window is to be parallel to the long dimension of the envelope). The contractor has 

the option to adjust the size of the window opening (subject to Government approval), providing the visibility of the 

computer generated mailing address and barcode on the notice is not obscured, and other extraneous information is not 

visible when material is inserted into the envelope. Window is to be covered with a suitable poly-type, transparent, low-
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 37 of 52 

(430-S) 06/15 

gloss material that must be clear of smudges, lines, and distortions. Poly-type material must be securely affixed to the 

inside of the envelope so as not to interfere with insertion of contents. Window material must meet the current U.S. 

Postal Service’s (USPS) readability standards/requirements. 

Mailout Envelope 6-1/8” x 9-1/2"-Envelope must be open, with gummed fold-over flap for sealing and contain high 

cut diagonal seams. Flap depth is at contractor’s option, but must meet all USPS requirements. Flap must be coated 

with a suitable glue that will securely seal the envelope without adhering to contents, not permit resealing of the 

envelope and permit easy opening by the recipient. Face of envelope to contain a 1-1/2” x 4-1/4" die cut address 

window with slightly rounded corners. Die cut is to be located 2" from the bottom edge of the envelope and 1/2" from 

the left edge of the envelope (the long dimension of the window is to be parallel to the long dimension of the envelope). 

 Contractor has the option to adjust the size of the window opening (subject to Government approval), providing the 

visibility of the computer generated mailing address and barcode on the notice is not obscured, and other extraneous 

information is not visible when material is inserted into the envelope. Window is to be covered with a suitable polytype transparent low gloss material that must be clear of smudges, lines, and distortions. Poly-type material must be 

securely affixed to the inside of the envelope so as not to interfere with insertion of contents. Window material must 

meet the current U.S. Postal Service's (USPS) readability standards/requirements. 

White BRM Window Return Envelope 3-7/8” x 8-11/16”-Envelope must be open, with gummed fold-over flap for 

sealing and contain high cut diagonal seams or double side seams. Flaps depth must be 1-1/2” and flap must be coated 

with suitable remoistenable glue that will securely seal the envelope without adhering to contents. Face of envelope to 

contain a 1-1/4” x 3-1/4” die cut address window with slightly rounded corners. Die cut is to be located 7/16” from the 

bottom edge of the envelope and 1-3/16” from the right edge of the envelope (the long dimension of the window is to be 

parallel to the long dimension of the envelope). Window is to be covered with a suitable poly-type, transparent, lowgloss material that must be clear of smudges, lines, and distortions. Poly-type material must be securely affixed to the 

inside of the envelope so as not to interfere with insertion of contents. Window material must meet the current USPS 

readability standards/requirements. The contractor has the option to adjust the size of the window opening (subject to 

Government approval), providing the visibility of the computer generated mailing address and barcode on the notice is 

not obscured, and other extraneous information is not visible when material is inserted into the envelope. 

PACKING: Gather the appropriate number of leaves per notice, fold, and insert into mailout envelope with recipient's 

name and address on first page facing out for visibility through window envelope. It is the contractor's responsibility to 

assure that only the computer-generated address and IMB on the notice will be visible through the window in the 

envelope and that only one notice is inserted into each envelope. When required, pamphlet(s), leaflet(s), form(s), and/or 

return envelope(s) should be inserted behind the notice (when viewed from the window side of the envelope). 

In the case of bilingual Spanish/English notices, the recipient’s name and address on the Spanish notice should be visible 

through the window envelope. (NOTE: The bilingual Spanish/English notices must be nested together.) 

NOTE: When Form CMS-2690 is required, it must be dated 60 workdays in the future from the actual mailing date 

before inserting in the mailing package. See PRINTING/IMAGING. 

DISTRIBUTION: Deliver f.o.b. destination with the first order and whenever SSA makes a significant change to 

the language, format, or appearance of a notice, 30 complete sample copies of each type of notice, inserted into 

mailout envelopes but not sealed. Samples must be printed and constructed in accordance with these specifications. 

Deliver samples to: SSA, Forms Management Team, Attn: Sherry Leverett, Room 1337 Annex Bldg., 6401 

Security Boulevard, Baltimore, MD 21235-6401. 

Deliver f.o.b. destination with the first order and whenever copy changes are required, 10 production samples of each 

business reply and courtesy reply envelope to: SSA, Division of Mail and Postage Policy, Attn: Kevin Jennings, 1309 

Annex Bldg., 6401 Security Boulevard, Baltimore, MD 21235-6401. 

Deliver f.o.b. destination on the first order and any order that requires revisions to the booklets, 10 production samples 

of each pamphlet to: SSA, Division of Printing Management, Attn: Sherry Leverett, Room 1337 Annex Building, 6401 

Security Boulevard, Baltimore, MD 21235-6401. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 38 of 52 

(430-S) 06/15 

Mail balance of order f.o.b. contractor's city. The contractor is responsible for all costs incurred in transporting this 

product to the U.S. Postal Service facility. 

DOMESTIC FIRST-CLASS LETTER-SIZE MAIL: The contractor is required to prepare domestic First Class 

letter-size mail in accordance with appropriate USPS rules and regulations, including the USPS Domestic Mail Manual 

and Postal Bulletins, in effect at the time of the mailing. 

The Contractor is required to prepare Domestic First Class letter-size mail pieces and obtain the maximum postage 

discount allowed by USPS in accordance with the appropriate USPS rules and regulations, including USPS Domestic 

Mail Manual, and Postal Bulletins on Automation-Compatible First-Class Domestic Mail Automated and Nonautomated mail discount structure in effect at the time of the mailing; a) Automation (5-digit); (b) Automation (3-digit); 

(c) Automation (AADC); (d) Automation (Mixed AADC); (e) Non-automation (Presorted); and (f) Non-automation 

(Single Piece). 

Contractor will be required to presort all mail in this contract and achieve USPS automated postal rates. To achieve 

the maximum automation compatible postal discount, the contractor is required to either presort the notices prior to 

printing or sort the mail after the notices are inserted. The contractor may use a Presort subcontractor for the 

mailing portion of the contract. SSA has the right to inspect the subcontractor for the security of the mailing 

operation and compliance with the contract. ALL PIECES WITHOUT BARCODES MUST BE SEPARATED and 

mailed as a non-automation rate single piece mailing. The contractor must disclose how they will achieve maximum 

postage discounts as required in the contract. 

NOTE: Mail addressed to United States territories and possessions (e.g., American Samoa, Federated States of 

Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake Island, and 

Military Overseas Addresses (APO/FPO mail) is Domestic Mail, not International Mail and should be included in the 

discount sorting. 

SSA requires the use of Permit Imprint. The contractor must use SSA’s “Postage and Fees Paid First Class Mail” 

permit imprint mailing indicia printed on each mail piece. Each mail piece sent under this payment method must bear a 

permit imprint indicia showing that postage is paid. Permit imprint indicia may be printed directly on mail pieces. 

Permit imprint mailings must contain at least 200 identical pieces or 50 pounds. The contractor is cautioned to use the 

permit imprint only for mailing material produced under this contract. 

The mail must be metered and any permit imprint must be covered/concealed by a meter strip. The contractor will be 

reimbursed for the metered postage by submitting a properly completed Postal Service form (or equivalent). All meter 

supplies will be borne by the contractor. 

The contractor is strongly encouraged to use manifest mail when postal regulations allow. The contractor must have a 

Manifest Mailing System (MMS) for First-Class Mail which has been approved by USPS to document postage charges 

for this mailing. Each mail piece must be identified with a unique identification number or with a keyline containing a 

unique identification number and rate information about the piece. Requirements for the MMS are contained in 

Publication 401 “USPS Guide to the Manifest Mailing System” in effect at the time of the mailing. A copy of the 

USPS approval for the MMS must be presented at the postaward conference. 

NOTE: Contractor will be required to produce and use a USPS Intelligent Mail Barcode (IMB) Full Service option and 

achieve the postage discounts available with this option. The contractor will be required to comply with USPS 

requirements and place the IMB on all notices/mailpieces of this workload.

The contractor is required to be capable of achieving the postage discounts available with the Full-Service option of the 

IMB program. The full service option requires the contractor to use Postal One. 

NOTE: The contractor is responsible for producing and providing all reporting data required for acceptance and 

processing of full service mail required by USPS for the Intelligent Mail Barcode. 

Intelligent Mail Barcoding, delivery address placement and envelopes used for the mailing are among the items that 

must comply with USPS requirements for automation-compatible mail in effect at the time of the mailing. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 39 of 52 

(430-S) 06/15 

In addition, USPS has instituted a verification procedure called a “tap” test. This test is used to screen all mailings with 

barcoded inserts for proper barcode spacing within the envelope window. When the insert showing through the window 

is moved to any of its limits inside the envelope, the entire barcode must remain within the barcode clear zone. In 

addition, a clear space must be maintained that is at least 0.125” between the left and right edges of the window, and at 

least 0.028” clearance between the Intelligent Mail Bar code and the top and bottom edges of the window. 

All letters in a mailing must pass the “tap” test in order to obtain the maximum postal discounts for the ordering agency. 

The contractor will be responsible for payment of any additional postage resulting from a loss of postage discounts due 

to failure to pass the “tap” test because of inaccuracy or failure to conform to USPS specifications. 

Contractor should be aware that USPS uses the Mail Evaluation Readability Look-up Instrument (MERLIN) to evaluate 

barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor must ensure that all barcoded mail 

meets the new barcode standards. The contractor will be responsible for payment of any additional postage resulting 

from a loss of such discounts due to failure of the contractor-generated barcodes to pass the MERLIN test because of 

inaccuracy or failure to conform to USPS specifications. 

MADCAP, MCS, TASTE, and TATTER notices will be National Change of Address (NCOA) and Coding Accuracy 

Support System (CASS) certified by SSA and the appropriate documentation will be provided at the postaward 

meeting. Updated NCOA and CASS certificates will be provided to the contractor throughout the duration of the 

contract as required by the USPS Domestic Mail Manual. SSA-L991 notices will not be NCOA certified by SSA. 

 

USPS CERTIFIED MAIL 

The domestic mail pieces included in these mailings may be required to be mailed using USPS Certified Mail. The 

contractor will prepare these mail pieces according to USPS regulations contained in the Domestic Mail Manual 

(DMM) under Section 503.2.0, Certified Mail. 

Notices associated with the certified mail file shall be inserted into envelopes and processed as certified mail. The 

contractor must place the current Postal Service Form 3800 (20 digit certified number and barcode) on the 

envelope. 

USPS INTERNATIONAL REGISTERED MAIL 

The mail pieces included in these mailings may be required to be mailed using USPS International Registered Mail. 

The contractor will prepare these mail pieces according to USPS regulations contained in the International Mail 

Manual (IMM) under Section 330, Registered Mail. 

Notices associated with the registered mail file shall be inserted into envelopes and processed as international registered 

mail. The contractor must place the current Postal Service Form 3806 (Receipt for Registered Mail) and PS Label 200 

(13 digit registered number and barcode) on the envelope. 

INTERNATIONAL MAIL: All items mailed must conform to the appropriate USPS International Mail Manual 

(IMM), Postal Bulletin, and other USPS rules and regulations in effect at the time of mailing. 

Permit imprint (G-11 mailing indicia) may be used for International Mail providing the mailing consists of at least 200 

pieces. Permit imprint may not be used if less than 200 pieces. Instead, the mail must be metered and any permit imprint 

must be covered/concealed by a meter strip. The contractor will be reimbursed for the metered postage by submitting a 

properly completed Postal Service form (or equivalent) with the contractor’s billing invoice. All meter supplies must be 

borne by the contractor. 

If the mailing meets the qualifications for International Priority Airmail (IPA), it should be processed through IPA in 

accordance with postal rules and regulations in effect at the time of mailing. 

Contractor must prepare mailpieces in accordance with the shape-based requirements of First–Class Mail International 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 40 of 52 

(430-S) 06/15 

service listed in the USPS International Mail Manual (IMM) and the additional requirements for IPA as specified in the 

most recent IMM. The contractor is required to sort the mail to achieve the maximum postage discounts available with 

the IPA program. To maximize postage savings, the contractor shall sort to the IPA Rate Group 1 through 15. Due to 

heightened security, many foreign postal administrations require complete sender and addressee information in roman 

letters and Arabic numerals on postal items. 

The complete address of the sender, including ZIP Code and country of origin, should be shown in the upper left corner 

of the address side of the envelope, package, or card. International Mail return addresses must show as the last line of 

the address “UNITED STATES OF AMERICA” or “USA”, all in capital letters. 

All International Mail must be endorsed “PAR AVION” or “AIR MAIL” as described in the “USPS IMM”. (The 

contractor may use a rubber stamp to meet these requirements.) International Mail cannot contain a presort 

endorsement. 

NOTE: The contractor is cautioned that files listed will contain mail addressed to United States territories and 

possessions (American Samoa, Federated States of Micronesia, Guam, Marshall Islands, Northern Mariana Islands, 

Palau, Puerto Rico, Virgin Islands, Wake Island, and Military Overseas Addresses (APO/FPO mail). This mail is 

Domestic Mail, NOT International Mail and should be included in the discount sorting above. 

MAILING DOCUMENTATION: The contractor shall provide SSA with complete copies of all documents, including 

GPO's Form 712 (Certificate of Conformance), used by USPS to verify and accept the mail (e.g., computer records of 

presort ZIP+4, barcode breakdown, press runs, etc.). The contractor shall place the number that is on top of the GPO 

Form 712 (the number that starts with "A") in the space provided on the USPS mailing statements. If no space is 

provided on the mailing statement, place the number in the upper right margin of the mailing statement. 

NOTE: The contractor will use Federal Agency Cost Code 276-00043 on all mailing documents. 

The contractor shall provide the copies to SSA's Division of Printing Management via overnight/next day delivery 

carrier (at contractor's expense) within 72 hours of being provided to USPS. All copies must be legible and include both 

obverse and reverse side and should be addressed to: Social Security Administration (SSA), ATTN: Sherry Leverett, 

Room 1337 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

The contractor is to supply a daily report for each mailing showing the number of notices printed, folded, inserted, and 

delivered to the post office. These reports are to begin on the day of printing and continue daily until the end of the 

term of the contract. Report is to be emailed to Sherry.Leverett@ssa.gov . 

SSA-L991 - For mailings with addresses from SSA’s Supplemental Security Record (SSR), SSA will provide a 

certificate indicating that within the last six months the addresses have been matched against CASS-certified ZIP Code 

software. The contractor must ensure that, prior to being released to the USPS, all mail has been processed with the 

latest move update software approved by USPS at time of mailings. 

Contractor must use the latest move update software approved by USPS that uses “INDIVIDUAL” match logic. That 

is, the matches must be made on the addressee’s first name, middle initial and last name. Matching on “ENTIRE 

FAMILY” moves is unacceptable. Contractor must provide any documentation of the move update software process 

which is required by USPS. 

When using the move update software, contractor must ensure that no portion of the mailing envelope window 

protrudes into the barcode clear zone as specified in DMM C830.4.1 and the update software license agreement. 

NOTE: The move update software version which changes the addresses prior to printing is not acceptable. 

ALTERNATE: If the contractor cannot process the mail through a MLOCR with the latest move update software 

approved by USPS at time of mailings and still meet SSA’s deadlines, then the “ADDRESS SERVICE REQUESTED” 

endorsement must appear on the envelopes in one of the locations approved by USPS. 

NATIONAL CHANGE-OF-ADDRESS AND CODING ACCURACY SUPPORT SYSTEM (CASS): 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 41 of 52 

(430-S) 06/15 

Addresses for MADCAP, MCS, TASTE, and TATTER will come from SSA's Master Beneficiary Record. SSA will 

provide certificates indicating that, the addresses have been matched against both USPS-certified Coding Accuracy 

Support System (CASS) software and USPS’s NCOA LINK update service. Updated NCOA LINK and CASS 

certificates will be provided to the contractor by SSA throughout the duration of the contract. 

Furnished material, proofs, and USPS validated copies of postal documentation must be delivered (via overnight carrier) 

to the SSA Division of Printing Management at the address stated under "SCHEDULE". 

Upon termination of this contract, the contractor must return all camera copy and films made for each envelope, form, 

and booklets to: Social Security Administration (SSA), ATTN: Sherry Leverett, Room 1337 Annex Building, 6401 

Security Boulevard, Baltimore, MD 21235-6401. 

All expenses incidental to returning materials, submitting proofs, and furnishing sample copies must be borne by the 

contractor. 

PAYMENTS ON PURCHASE ORDER: Processing vouchers for payment, FAX the completed invoice to GPO 

by utilizing the GPO barcode coversheet program application. Access the following hyperlink and follow the 

instructions as indicated: 

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

Facsimile transmission should only be used when no samples are required with your invoice, otherwise payment 

will be held up while the invoice is returned to you for the required sample(s). 

If mailed, all voucher packages and envelopes MUST be mailed to: COMPTROLLER-FMCE, Office of Financial 

Management, U.S. Government Printing Office, Washington, DC 20401. 

NOTE: Do not mail your invoice to any other GPO Procurement Office.

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

receipt of the daily electronic task order. 

In the event that it becomes necessary for the contractor to deviate from the specified mail out date or the quantity to be 

mailed, SSA must be notified immediately. 

Furnished material and proofs must be picked up from and delivered to: Social Security Administration (SSA), ATTN: 

Sherry Leverett, Room 1337 Annex Building, 6401 Security Boulevard, Baltimore, MD 21235-6401. 

Manuscript copy, camera copy, PDF file or electronic media for envelopes, forms, booklets, and leaflets will be 

provided at the post-award meeting. 

The first task order for actual production will be issued in July. 

SCHEDULE FOR PROOFS:

The contractor must submit all proofs for envelopes, forms, leaflets and booklets within seven (7) workdays after receipt 

of furnished materials. Manuscript and camera copy must be returned with proofs. 

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

thereof. 

Submit revised proofs, if necessary due to author's alterations, within five (5) workdays after receipt of furnished 

material. 

Revised proofs will be available for pickup within three (3) workdays. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 42 of 52 

(430-S) 06/15 

SCHEDULE FOR PRIOR TO PRODUCTION TESTS:

Prior to receiving wire transmission of live production data files, the contractor will be required to perform the 

following tests: (The wire transmission test will begin after the Government is notified of the availability of the system.) 

1) Pre-ProductionValidation Test: Within five (5) workdays after Government approval of proofs and prior to the 

Pre-Production Press and Mail Run test, the contractor is required to perform a Pre-Production Validation Test. 

The contractor must furnish SSA a total of 250 printed samples of the notices (25 sample notices from each of the 

10 mailers) from the test files furnished shortly after the post award conference. The Government will approve, 

conditionally approve or disapprove the samples from the Pre-Production Validation Test within 10 workdays of 

receipt thereof. (See PREPRODUCTION VALIDATION TEST). 

2) Programming a New Notice or Notice Change/Signature Validation Test/New and Existing Notice Files 

Validation Test –When required, the Government will furnish test files for wire transmission that are to be used 

performing a Systems Change Validation Test. This test is required whenever SSA initiates a 

systems/programming change. When required, the contractor will furnish up to 100 printed samples (no 

envelopes or enclosures). The Government will approve, conditionally approve or disapprove the samples within 

seven (7) workdays of receipt thereof. 

3) Pre-Production Press and Mail Run Test: The Contractor will be required to perform a 12-hour press and mail 

run test on their equipment and using their personnel, within five (5) workdays after Government approval of 

validation test samples and after the contractor receives the materials necessary to perform the test. The 

contractor will be required to print and prepare for mailing 95,923 notices. The mailers will be produced in 

accordance with all contract specifications and USPS regulations. (See “PRODUCTION PRESS AND MAIL 

RUN TEST”). 

4) Wire Transmission Test: The contractor will be required to receive within one workday 191,845 notices 

(multiple pages). The contractor will be required to perform a Record Count Verification within one workday 

after the complete transmission of the test file. The contractor will be required to copy the files to their own 

system and provide Sherry Leverett, of SSA’s Division of Printing Management with the exact counts received 

(broken down by dataset name) before proceeding with any other processing. SSA will respond immediately for 

verification. When the Record Count Verification has been successfully completed, the contractor will be 

required to provide SSA within two workdays, 320 samples (10 samples from each PC from each workload) from 

the Wire Transmission Test. (See “WIRE TRANSMISSION TEST”).

NOTE: Contractor must notify GPO of the date and time the preproduction press/mail-run test will be 

performed. In order for proper arrangements to be made, notification must be given at least three (3) workdays 

prior to all tests. 

The contractor will be required to have all material necessary to perform these tests. Government representatives will 

witness all phases of the Preproduction Press and Mail Run Test. The contractor must produce a sufficient amount of 

notices that will prove to the Government representatives that the contractor can satisfactorily complete the 

requirements of this contract during live production. 

NOTE: Failure of the contractor to perform any of the above tests satisfactorily may be cause for default. The 

Government reserves the right to waive the requirements of these tests. The contractor will be notified at the 

Postaward Conference if any test(s) will be waived.

PRODUCTION SCHEDULE: 

Adherence to this schedule must be maintained. Contractor must not start production of any job prior to receipt of the 

daily electronic task order and verification of counts from same. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 43 of 52 

(430-S) 06/15 

Workday – The term “workday” is defined as Monday through Friday* each week, excluding of the days on which 

Federal Government holidays are observed. Also excluded are those days on which the Government Printing Office is 

not open for the transaction of business, such days of national mourning, hazardous weather, etc. 

Federal Government Holidays are as follows: New Year’s Day, Martin Luther King’s Birthday, President’s Day, 

Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. 

*NOTE: The contractor’s FTMS software must be operational for the receipt of data files 24 hours a day, seven (7) 

days a week, unless otherwise specified by the Government. (See “FILE TRANSFER MANAGEMENT SYSTEM (FTMS) 

REQUIREMENTS” for additional information). 

Live production files will be transmitted on a daily basis Monday through Saturday for the for, MADCAP, MCS, SSAL991 and TATTER notices, except for Federal holidays in which case the data will be transmitted on the next day (i.e., 

when a Federal holiday falls on a Friday, production files will be transmitted on Saturday). Live production files will 

be transmitted once a month for TASTE notices. 

NOTE: Contractor must not proceed with processing a transmission until counts are verified against the task order. 

If a discrepancy is found, the contractor must call SSA’s Scheduling Helpline immediately at 410-966-5469. 

REGULAR SCHEDULE: 

 

MADCAP Notices (Mailers 1-2): Complete production and mailing must be made on all daily MADCAP notices 

within two (2) workdays after receipt of each complete wire transmission; e.g., transmissions received on Monday 

must be mailed by close of business Wednesday, transmissions received on Saturday, must be mailed by close of 

business Tuesday. 

MCS (Mailers 3-4): Complete production and mailing must be made within three (3) workdays after receipt of each 

complete wire transmission (e.g., transmissions received on Monday must be mailed by the close of business the 

following Monday, transmissions received on Saturday must be mailed by the close of business Friday). 

SSA-L991 Notices (Mailer 5): Complete production and mailing must be made on all daily SSA-L991 notices 

within three (3) workdays after receipt of each complete wire transmission; e.g., transmissions received on Tuesday 

must be mailed by close of business Friday, transmissions received on Saturday, must be mailed by close of business 

Wednesday. 

TASTE (Mailers 6-8): Complete production and mailing must be made within five (5) workdays after receipt of 

each complete wire transmission (e.g., transmissions received on Monday must be mailed by the close of business 

the following Monday, transmissions received on Saturday must be mailed by the close of business Friday). 

TATTER (Mailers 9-10): Complete production and mailing must be made within five (5) workdays after receipt of 

each complete wire transmission (e.g., transmissions received on Monday must be mailed by the close of business 

the following Monday, transmissions received on Saturday must be mailed by the close of business Friday). 

DAILY MAILERS EXCEEDING ESTIMATED QUANTITIES: When the number of mailers exceeds the 

maximum estimated total daily mailers combined for MADCAP, MCS, SSA-L991, TASTE, and TASTE by up to an 

additional 25%, the Contractor will receive a 15% Premium Payment for extra mailers. The premium payment shall 

apply to all Schedule of Prices item III, IV, and V and must be documented on the vouchers for payment. No additional 

time will be allowed for the mailing of these notices. 

Sample copies of notices, envelopes, forms, leaflets and booklets (with first order or whenever SSA makes a significant 

change) delivering to SSA on regular schedules must be delivered within 10 workdays after completion of the order. 

See "DISTRIBUTION”, for details. 

One copy of billing payment voucher form 1034 for each print order showing amount of billing invoice must be sent 

within 10 days of mailing date to: SSA, ATTN: Sherry Leverett, Room 1337 Annex Building, 6401 Security Boulevard, 

Baltimore, MD 21235-6401. The original voucher will be sent to the Comptroller FMCE, U.S. Government Printing 

Office 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 44 of 52 

(430-S) 06/15 

PRODUCTION AND PRESS SHEET INSPECTIONS: The contractor must notify GPO of the date and time that 

Production Inspections can be performed. In order for proper arrangements to be made, notification must be given at 

least 72 hours prior to the inspection for orders placed on the regular schedule, and 24 hours prior to the inspection for 

orders placed on the accelerated schedule. Notify the U.S. Government Printing Office, Contract Administrator, 

Agency Publishing Services, Team 4, telephone area code 202, 512-0310. Telephone calls will only be accepted 

between the hours of 8:00 am and 2:00 pm, prevailing Eastern Time. Note: See contract clauses, paragraph 14(e)(1), 

Inspections and Tests of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 6-01)). When 

supplies are not ready at the time specified by the contractor for inspection, the Contracting Officer may charge to the 

contractor the additional cost of the inspection. 

NOTE: If the backup facility is used for the production of these notices, the Government will require a press 

sheet inspection. Prior to production, notification must be given at least 72 hours in advance of production start 

up. 

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, and labels will be furnished 

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

relieved of any responsibility in meeting the shipping schedule because of failure to request such information. 

Upon completion of each order, the contractor is to notify the U.S. Government Printing Office of the date of shipment 

(or delivery, if applicable). Call (202) 512-0520; callers outside the Washington, DC area may call toll free 800-424-

9470 or 800-424-9471. 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 45 of 52 

(430-S) 06/15 

SECTION 3.- DETERMINATION OF AWARD 

The Government will determine the lowest bid by applying the prices offered in the "Schedule of Prices" to the 

following units of production which are the estimated requirements to produce the first year's production under this 

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

be ordered under this contract for a like period of time. 

The following item designations correspond to those listed in the "Schedule of Prices". 

I. 

 (a) 22 

II. 

 (a) 375 

 (b) 63 

III. (a) 250 

 (b) 23,668 

 (c) 1,033 

(d) 1,100 

(e) 12,011 

(f) 38 

(g) 239 

 (h) 512 

 (i) 107 

 (j) 217 

 (k) 1,083 

 (l) 140 

 (m) 4 

 (n) 44 

 (o) 4,859 

 (p) 40 

 (q) 53 

IV. Format A Format B Format C Format D Format E 

(a) XXXX 23,668 XXXX XXXX XXXX 

(b) 4,899 97 1,083 140 4 

(c) XXXX 2,645 12,011 XXXX XXXX 

(d) XXXX 239 XXXX XXXX XXXX 

(e) XXXX 38 XXXX XXXX XXXX 

(f) XXXX 217 XXXX XXXX XXXX 

 (g) 107 XXXX XXXX XXXX XXXX 

V. 

 (a) 1,767 

 (b) 113 

 (c) 9,671 

 (d) 299 

 (e) 1,100 

 (f) 41 

 (g) 496 

 (h) 496 

 (i) 152 

 (j) 8 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 46 of 52 

(430-S) 06/15 

VI. 

 (a) 1 

 (b) 1 

 (c) 1 

VII. 

 (a) 10 

VIII. 

 (a) 807 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 47 of 52 

(430-S) 06/15 

SECTION 4.- SCHEDULE OF PRICES 

Bids offered are f.o.b. destination to Baltimore, Maryland and f.o.b. contractor's city for all mailing. 

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

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

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the 

Government. 

Bids submitted with NB (No Bid) or blank spaces for an item may be declared nonresponsive. 

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

(whether or not such items are included in the Determination of Award) that are inconsistent or unrealistic in regard to 

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

Government. 

Saddle-stitched booklets: A charge will be allowed for each page whether printed or blank. 

Prices must be submitted for the entire term of the contract and bids qualified for a lesser period will not be considered. 

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

Cost of all required paper must be charged under Item III. "PAPER". 

I. COMPOSITION: Prices offered must be all-inclusive, and must include the cost of all operations, proofs, films 

and plates if required in accordance with the terms of these specifications for each of the 22 envelopes. 

(a) Envelopes ...................................................................................................per envelope......$__________ 

II. PROOFS: Booklets, Leaflets, Factsheets, and Forms 

(a) Color content proofs and construction samples....................per trim/page-size unit.......$__________ 

(b) Ink jet color proofs....................................................per trim/page-size unit.......$__________ 

III. PRINTING/IMAGING and BINDING: Prices offered must be all-inclusive and include the cost of all proofs, 

materials and operations necessary for the complete production of the product listed in accordance with these 

specifications. 

(a) *Daily makeready/setup charge ............................................................................................$__________ 

*Contractor will be allowed only one (1) makeready/setup charge per day. This combined charge shall include all 

materials and operations necessary to makeready and/or setup the contractor's equipment for the 10 mailers. 

Contractor cannot submit invoices with more than one makeready/setup charge per day. 

(b) Notices face and back........................................................................... per 1,000 leaves......$__________ 

(c) Mailout Envelope (4-1/8 x 9-1/2") ...................................................per 1,000 envelopes ...$__________ 

(d) Mailout Envelope (4-1/8 x 9-1/4”).........................................per 1,000 envelopes...$__________ 

(e) Mailout Envelope (6-1/8 x 9-1/2") ............................................ .....per 1,000 envelopes....$__________ 

(f) CRM return envelope ................................................................. ...per 1,000 envelopes......$__________ 

 ____________ 

 (Initials) 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 48 of 52 

(430-S) 06/15 

 (g) Green BRM envelope................................................................. per 1,000 envelopes..........$__________ 

 (h) White BRM window return envelope.................................per 1,000 envelopes........$__________ 

 (i) Form CMS-2690 (8-1/2 x 3-1/2”) ................................per 1,000 complete forms..........$__________ 

(j) Form SSA-3105: (10-1/2 x 8") 

Price offered includes folding and perforation...............per 1,000 complete forms...........$__________ 

 (k) Leaflets: SSA Pubs 05-10058 and 

 05-10072 (Printed face and back) 

(14 x 8") price offered includes 

folding down to (3-1/2 x 8")..................... ................................per 1,000 complete leaflets $__________ 

 (l) Leaflets: SSA Pubs 70-10281 and 

 05-10972 (Printed face and back) 

 (17-1/2 x 8") price offered includes 

 folding down to (3-1/2 x 8")..................... ................................per 1,000 complete leaflets $__________ 

(m) Leaflets: SSA Pub. 70-10283 

 (Printed face and back) 

 (21 x 8”) price offered includes 

 folding down to (3-1/2 x 8”)..........................................per 1,000 complete leaflets $__________ 

(n) Leaflets: SSA Pub. 05-10018 

 (Printed face and back) 

 (10-1/2 x 8") price offered includes 

 folding down to (3-1/2 x 8")..................... ................................per 1,000 complete leaflets $__________ 

(o) Saddle-stitched booklets: SSA Pubs 05-10076, 

05-10077, 05-10153, 05-10903, 05-10976 and 05-10977 

(5-1/4 x 8") 

including binding...............................................................per 1,000 complete booklets......$__________ 

(p) Saddle-stitched booklets SSA Pubs 05-10137, 

05-10138, and 05-10095 (3-1/2 x 8") 

including binding.................................................per 1,000 complete booklets.....$__________ 

 (q) Factsheets: SSA Pubs 05-10007, 05-10075 and 

 05-10975 (8-1/2 x 11”) price offered includes 

 folding..............................................................per 1,000 factsheets................$__________ 

IV. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as ordered on 

the individual task order, will be based on the net number of leaves furnished for the product(s) ordered in the 

applicable "Trim Size" group. The cost of any paper required for makeready or running spoilage must be 

included in the prices offered. 

Computation of the net number of leaves will be based on the following: 

 Notices: 8-1/2 x 11 A charge will be allowed in Format B 

 for each page-size leaf. 

 Mailout Envelope: 4-1/8 x 9-1/2". One page-size leaf in Format B will 

 be allowed for each envelope. 

___________ 

 Initials 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 49 of 52 

(430-S) 06/15 

Mailout Envelope: 4-1/8 x 9-1/2” One page-size leaf in Format B will 

 Be allowed for each envelope. 

Mailout Envelope: 6-1/8 x 9-1/2" One page-size leaf in Format C will 

 be allowed for each envelope. 

 Green BRM Envelope: 3-7/8 x 8-7/8" One page-size leaf in Format B will 

 CRM Envelope: be allowed for each envelope. 

 White BRM Window Envelope: 3-7/8 x 8-11/16” One page-size 

leaf in Format B will 

 be allowed for each envelope. 

 SSA-3105: 10-1/2 x 8" One page-size leaf in Format B will 

 be allowed for each form. 

 CMS-2690: 8-1/2 x 3-1/2" One page-size leaf in Format A will 

 be allowed for each form. 

 

Leaflets: 

 SSA Pub. 05-10058 14 x 8" One page-size leaf in Format C will 

 SSA Pub. 05-10072 14 x 8” be allowed for each pamphlet. 

 

 SSA Pub. 70-10281 17-1/2 x 8" One page-size leaf in Format D will 

 SSA Pub. 05-10972 17-1/2 x 8 be allowed for each pamphlet. 

 

 SSA Pub. 70-10283 21 x 8” One page-size leaf in Format E will 

 be allowed for each pamphlet. 

 SSA Pub. 05-10018 10-1/2 x 8” One page-size leaf in Format B will 

 be allowed for each pamphlet. 

Booklets: 

 SSA Pub. 05-10076 5-1/4 x 8" A charge will be allowed in Format A 

 SSA Pub. 05-10153 5-1/4 x 8" for each page-size leaf. 

 SSA Pub. 05-10077 5-1/4 x 8” 

 SSA Pub. 05-10903 5-1/4 x 8” 

 SSA Pub. 05-10976 5-1/4 x 8” 

 SSA Pub. 05-10977 5-1/4 x 8” 

 

 SSA Pub. 05-10137 3-1/2 x 8" A charge will be allowed in Format A 

 SSA Pub. 05-10138 3-1/2 x 8” for each page-size leaf. 

 SSA Pub. 05-10095 3-1/2 x 8” 

Factsheets: 

 SSA Pub. 05-10007 8-1/2 x 11” 

 SSA Pub. 05-10075 8-1/2 x 11” A charge will be allowed in Format B 

 SSA Pub. 05-10975 8-1/2 x 11” for each page-size leaf. 

 

 

 ___________ 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 50 of 52 

(430-S) 06/15 

 Initials 

Per 1,000 Leaves

 Format A Format B Format C Format D Format E

(5-1/4 x 8") (8-1/2 x 11") (14 x 8") (17-1/2 x 8") (21 x 8”)

 (1) (2) (3) (4) (5) 

(a) White Offset Book (50 lb.) 

(Notices) $ XXXXX $_________ $ XXXXX $ XXXXX $ XXXXX 

(b) White Offset Book (60 lb.) 

(Factsheets, Leaflets, $_________ $_________ $_________ $_________ $_________ 

and Booklets) 

 

(c) White Wove (24 lb.) 

 Mailout and BRM 

 Window envelopes $ XXXXX $_________ $ _________ $ XXXXX $ XXXXX 

 

(d) Green stock (20 lb.) 

3-7/8 x 8-7/8" 

BRM Envelope $ XXXXX $_________ $ XXXXX $ XXXXX $ XXXXX 

(e) White stock (20 lb.) 

3-7/8 x 8-7/8" 

CRM Envelope $ XXXXX $_________ $ XXXXX $ XXXXX $ XXXXX 

(f) White C.W. Writing (20 lb.) 

Forms SSA-3105 $ XXXXX $_________ $ XXXXX $ XXXXX $ XXXXX 

(g) Yellow Index (90 lb.) 

Form CMS-2690 $_________ $ XXXXX $ XXXXX $ XXXXX $ XXXXX 

V. INSERTING AND MAILING: Prices offered must include the cost of all required materials and operations 

necessary for the mailing of the notice including cost of collating notice (single or multiple leaves) in proper 

sequence and folding to required size in accordance with these specifications, insertion of notice(s), and 

appropriate inserts as required (i.e., form(s), pamphlet(s), leaflet(s) and refund/return envelope(s)), into mailout 

envelope and mailing in accordance with these specifications. 

 Per 1,000 

 Complete Mailers

(a) Mailer 1 (English Notice, mailout envelope, 

any or all of the following components: 

 Form SSA-3105; Form CMS-2690; Pub. No. 05-10018; 

Pub. No. 05-10072; Pub. No. 05-10076; 

Pub. No. 05-10137; 

BRM refund envelope; CRM return envelope) .............................................................. $___________ 

(b) Mailer 2 (Spanish/English Notice, mailout envelope, 

any or all of the following components: 

 Form SSA-3105; Form CMS-2690; Pub. No. 05-10018; 

Pub. No. 05-10072; Pub. No. 05-10076; Pub. No. 05-10077 

Pub. No. 05-10137; Pub. No. 05-10138; Pub. No. 05-10153 

Pub. No. 70-10281; Pub. No. 05-10903; Pub. No. 05-10972 

Pub No. 05-10976; Pub. No. 05-10977; Pub. No. 70-10283; 

BRM refund envelope; CRM return envelope) .............................................................. $___________ 

 ___________ 

 Initials 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 51 of 52 

(430-S) 06/15 

(c) Mailer 3 (English Notice, mailout envelope, 

any or all of the following components: 

 Form CMS-2690; Pub. No. 05-10007; Pub. No. 05-10018; 

Pub. No. 05-10072; Pub. No. 05-10075; Pub. No. 05-10076; 

Pub. No. 05-10077; Pub. No. 05-10137; Pub. No. 05-10153; 

Pub. No. 70-10281; CRM return envelope) ................................................................... $___________ 

 (d) Mailer 4 (Spanish/English Notice, 

mailout envelope, any or all of the following components: 

 Form CMS-2690; Pub. No. 05-10007; Pub. No. 05-10018; 

Pub. No. 05-10138; Pub. No. 05-10903; Pub. No. 05-10972; 

Pub. No. 05-10975; Pub. No. 05-10976; Pub. No. 70-10283; 

 CRM return envelope).................................................................................................... $___________ 

 (e) Mailer 5 (English Notice, mailout envelope) ................................................................ $___________ 

 (f) Mailer 6 (English Notice, mailout envelope) ................................................................ $___________

 (g) Mailer 7 (English Notice, mailout envelope; 

 White BRM Window envelope).................................................................................... $___________ 

 

 (h) Mailer 8 (English Notice, mailout envelope) .............................................................. $___________ 

 (i) Mailer 9 (English Notice, mailout envelope; 

 Form SSA-3105; Pub No. 05-10076; 

 Pub No. 05-10095; Green BRM envelope) ................................................................. $___________ 

 (j) Mailer 10 (English Notice, mailout envelope; 

 Form SSA-3105; Pub No. 05-10058; 

 CRM return envelope) ................................................................................................. $___________ 

 

VI. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the three (3) tests 

(Preproduction Press and Mail Run Test, Wire Transmission Test and Validation Test) as specified in these 

specifications. These costs shall cover but are not limited to: machine time, personnel, all required materials, wire 

transmissions, films, plates, paper, printing, imaging, collating, inserting, mail preparation, and any other 

operations necessary to produce the required quantities of the product in the time specified and in accordance 

with specifications. 

(a) Preproduction Press and Mail Run Test ............................................................................ $___________ 

(b) Wire Transmission Test..................................................................................................... $___________ 

 (c) Validation Test .................................................................................................................. $___________ 

VII. PROCESSING/FORMATTING FILES: 

 (a) The contractor will be allowed only one (1) charge per notice workload for the term of the contract to process 

 and/or format the AFP files, AFP resources and the Mail Run Data Files supplied necessary to print and mail 

 the notices for each notice workload. 

 Processing/Formatting Files...............................per/notice workload...................$____________ 

 ___________ 

 Initials 
MADCAP, MCS, SSA-L991, TASTE and TATTER NOTICES Page 52 of 52 

(430-S) 06/15 

VIII. ADDITIONAL OPERATIONS: 

(a) Destruction of outdated stock.............................................................per 1,000 pieces ..... $__________ 

INSTRUCTIONS FOR BID SUBMISSION: Fill out "Section 4.- Schedule of Prices," initialing or signing each page 

in the space(s) provided. Submit two copies (original and one exact duplicate) of the "Schedule of Prices" with two 

copies of the GPO Form 910, "BID" form. Do not enter bid prices on GPO Form 910; prices entered in the "Schedule 

of Prices" will prevail. 

Bidder_____________________________________________________________________________________ 

__________________________________________________________________________________________ 

 (City - State) 

By________________________________________________________________________________________ 

 (Signature and title of person authorized to sign this bid) 

__________________________________________________________________________________________ 

 (Person to be contacted) (Telephone Number) 
EXHIBIT A – Page 1 

 

CONTRACTOR PERSONNEL SECURITY CERTIFICATION 

 

Purpose: This form is used for contractor personnel to certify that they understand SSA's security and confidentiality 

requirements. 

 

I understand the SSA security and confidentiality requirements and agree that: 

 

1. I will follow all SSA rules of conduct and security policy/privacy rules/regulations. 

 

2. I agree not to construct and maintain, for a period of time longer than required by the contract, any file containing 

SSA data unless explicitly agreed to by SSA in writing as part of the task documentation. 

 

3. I agree to safeguard SSA information, whether electronic or hardcopy, in secured and locked containers during 

transportation. 

 

4. I will use all computer software according to Federal copyright laws and licensing agreements. 

 

5. I agree to keep confidential any third-party proprietary information which may be entrusted to me as part of the 

contract. 

 

6. I will comply with systems security requirements contained in the SSA Systems Security Handbook. 

 

7. I will not release or disclose any information subject to the Privacy Act of 1974, the Tax Return Act of 1976, SSA 

Regulation 1 and section 1106 of the Social Security Act to any unauthorized person. 

 

8. I understand that disclosure of any information to parties not authorized by SSA may lead to criminal prosecution 

under Federal law. 

 

 

----------------------------------------------- -------------------------------------- 

Contractor Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

______________________________________________________________________________ 

 Form SSA-301 (2-98) 
EXHIBIT A – Page 2 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 ------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 _____________________________________________________________________________ 

Form SSA-301 (2-98) 

EXHIBIT A – Page 3 
 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

 

------------------------------------------------ --------------------------------------- 

Contractor Employee Date 

______________________________________________________________________________ 

Form SSA-301 (2-98) 
1 

EXHIBIT B

0401 – Security and Suitability Requirements (JUNE 2011)

a. Acronyms and Definitions

• Access to a facility, site, system, or information means physical access to 

any Social Security Administration (SSA) facility or site, logical access to any 

SSA information system, or access to programmatic or sensitive information. 

• CO - Contracting Officer 

• Contractor – In this clause, this term means any entity that has a relationship 

with SSA because of this contract. This term includes, but is not limited to, 

corporations, limited liability partnerships, and individuals. 

• CPOC – Company Point of Contact as specified by the contract 

• CPSPM – Center for Personnel Security and Project Management 

• COTR – Contracting Officer’s Technical Representative 

• Contractor Employee – In this clause, this term means a person hired by an 

SSA contractor to provide services in exchange for compensation. 

• PIV – Personal Identity Verification 

• Subcontractor – In this clause, this term means any entity that has a 

relationship with SSA’s contractor because of this contract. This term 

includes, but is not limited to, corporations, limited liability partnerships, and 

individuals. 

• Subcontractor Employee - In this clause, this term means a person hired by a 

subcontractor to provide services in exchange for compensation. 

• eQIP - Electronic Questionnaire for Investigations Processing 

b. Purpose 

This clause provides SSA’s policies and procedures concerning the conduct of 

background investigations (i.e. suitability determinations). The purpose of these 

investigations is to determine the suitability of contractors, contractor employees, 

subcontractors, and subcontractor employees who need access to an SSA facility, 

site, system, or information. If applicable, the clause also describes the process to 

obtain a PIV credential. 

c. PIV Credentials 

A PIV credential will be required for: 
2 

o Any contractor, contractor employee, subcontractor, or subcontractor 

employee requiring access to a SSA information system or routine, 

unescorted access to a SSA facility or site for a period of six months or 

more. (See Paragraph k. for more information.) 

A PIV credential will not be required for: 

o Any contractor, contractor employee, subcontractor, or subcontractor 

employee requiring escorted access to a SSA facility or site for less than 

six months. 

o Any contractor, contractor employee, subcontractor, or subcontractor 

employee requiring infrequent escorted access to a SSA facility or site, 

even if the access may be longer than six months. For example, 

contractors or contractor employees who provide infrequent 

facilities/equipment maintenance or repair, conduct onsite shredding, etc. 

Please Note: A background investigation is required any time a contractor, 

contractor employee, subcontractor, or subcontractor employee requires any type 

of access to a facility, site, system, or information regardless of whether a 

credential is required or not. 

The contractor is required to include the substance of this clause in any 

subcontract where subcontractors and subcontractor employees will have similar 

access as described in the preceding paragraphs. However, the contractor is 

responsible for obtaining all of the required forms (see paragraphs g-i) from its 

subcontractors and the subcontractors’ employees, reviewing these forms, and 

submitting them to SSA. Subcontractors and subcontractors’ employees shall not 

submit forms directly to SSA. 

d. Authorities 

• Homeland Security Presidential Directive 12

• Office of Management and Budget Memorandum M-05-24

• The Crime Control Act of 1990, Public Law 101-647, subtitle E, as 

amended by Public Law 102-190 (for childcare center security 

requirements) 

• Executive Orders 10450 and 12968 and Title 5, Code of Federal 

Regulations (CFR), Parts 731, 732 and 736 (for positions assigned a 

“National Security” designation) 

e. Background Investigation and Adjudication Process

The background investigation and adjudication processes are compliant with 5 

CFR 731. 

f. Listing of Applicants
3 

Upon award, the CPOC will provide to SSA an applicant listing of all individuals 

for whom the contractor is requesting a suitability determination (i.e., background 

investigation). This listing should include the contractor’s name, the contract 

number, the CPOC’s name, the CPOC’s contact information, each applicant’s full 

name, each applicant’s Social Security number (SSN), each applicant’s date of 

birth, and each applicant’s place of birth (must show city and state if born in the 

United States (U.S.) OR city and country if born outside of the U.S.). The 

background investigation process does not start until the CPOC submits this 

applicant listing; therefore, the CPOC should submit the listing as soon as 

practical after award. 

Submit the applicant listing via U.S. Mail to the address located in paragraph i. 

OR via fax to 410-966-0640. 

g. Required Forms

1) eQIP 

SSA will initiate the eQIP process using the applicant listing provided by the 

CPOC. SSA will email notification to the CPOC that each applicant has been 

invited into the eQIP website to electronically complete their background 

investigation form. The CPOC will provide the website to the applicants to 

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

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

the CPOC of the eQIP invitation(s). The applicant must print the signature pages 

of the form (pages 5 and 6 for Standard Form (SF) 85; pages 7-9 for SF 85P), sign 

the signature pages, and then provide the signed originals to the CPOC. 

2) Paper Forms 

• Two (2) Field Division-258 charts, Applicant Fingerprint Chart (The 

CO will provide the FD-258 charts at the time of contract award.) 

NOTE: The contractor will be responsible for obtaining and providing 

acceptable fingerprints for use by SSA. Regardless of the method used to 

fingerprint contractors, contractor employees, subcontractors, or 

subcontractor employees, (electronic capture or ink) the only acceptable 

fingerprint chart is the FD-258.

• Optional Form 306, Declaration for Federal Employment

 http://www.opm.gov/forms/html/of.asp

• Fair Credit Reporting Act Authorization Form 

 Federal Investigations Notice: 98-02 

• Original signed and dated eQIP Signature Pages (See paragraph g.1 

above) 

• If the contractor, contractor employee, subcontractor or 

subcontractor employee is not a U.S. Citizen, the individual must 
4 

provide SSA with a legible photocopy of his or her work authorization 

permit and Social Security card. 

h. Forms Completion 

The CPOC must ensure all paper forms are fully completed and signed prior 

to submission to SSA. The fingerprint charts and all paper forms must be legible 

or typed in black ink and all signatures must be in black ink. There must be no 

“breaks” in residences or employment. SSA requires complete addresses, 

including zip codes and phone numbers. SSA must receive forms within 30 days 

of signature and date. 

SSA will return forms not fully completed to the CPOC. To ensure the forms are 

completed correctly, obtain a sample of a properly completed form at the 

following website: 

http://www.ssa.gov/oag/acq/Sample_Security_Requirement_Docs%20.pdf. 

Access information related to the eQIP process at: e-QIP - Quick Reference Guide 

for the Applicant. 

i. Forms Submission 

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

the individuals for whom the contractor is submitting completed paperwork. This 

cover sheet should include the contract number, each applicant’s full name, each 

applicant’s SSN, each applicant’s date of birth, and each applicant’s place of 

birth. Submit this cover sheet along with the completed paper forms and two FD258 fingerprint charts for each applicant to: 

SSA 

CPSPM Suitability Team 

6401 Security Boulevard 

Room 1260 Dunleavy Building 

Baltimore, MD 21235 

Simultaneously, the CPOC must submit a copy of the cover sheet ONLY to 

the COTR. 

The CPOC must submit the paper forms at least 15 days prior to the date work 

is to begin. For new contract employees, subcontractors, or subcontract 

employees (i.e., those who had not previously received a suitability determination 

under this contract) who will need access to a SSA facility, site, information, or 

system, the contractor must submit these forms at least 15 days prior to beginning 

work under the contract. 

j. Suitability Determination

A Federal Bureau of Investigation fingerprint check will be used as part of the 

basis for making a suitability determination. This determination is final unless 

information obtained during the remainder of the full background investigation, 
5 

conducted by the Office of Personnel Management, is such that SSA would find 

the individual unsuitable to continue performing under this contract. CPSPM will 

notify the CPOC, COTR, and CO of the results of these determinations. 

No contractor, contractor employee, subcontractor, or subcontractor employee 

will be allowed access to a SSA facility, site, information, or system until CPSPM 

has issued a favorable suitability determination for that contractor, contractor 

employee, subcontractor, or subcontractor employee. 

A contractor is not entitled to an equitable adjustment of the contract because of 

an unfavorable suitability determination(s). Additionally, if SSA determines that 

the number or percentage of unfavorable determinations make successful contract 

performance unlikely, SSA may terminate the contract for cause or default. 

The contractor must notify the contractor employee, subcontractor, or 

subcontractor employee of any unsuitable determinations as soon as possible after 

receipt of such a determination (see paragraph p., below, for an explanation of the 

appeals process). 

k. Obtaining a Credential 

Note: This section applies only if the contractor, contractor employee, 

subcontractor, or subcontractor employee will have access to a facility, site, 

system, or information as described in the first bullet of paragraph c. 

Once the contractor, contractor employee, subcontractor, or subcontract employee 

receives notification of an acceptable suitability determination, but prior to 

beginning work under the contract, the contractor, contractor employee, 

subcontractor, or subcontract employee must appear at the respective Regional 

Security Office or at SSA Headquarters Parking and Credentialing Office to begin 

the credentialing process. The contractor, contractor employee, subcontractor, or 

subcontract employee must present the suitability determination letter and two 

forms of identification at this meeting. At least one of the forms of identification 

must be a Government-issued photo identification (ID) (please see Employment 

Eligibility Verification, I-9, for acceptable forms of ID). For SSA Headquarters 

access, a completed Form SSA-4395, Application for Access to SSA Facilities, 

signed by the contractor, contractor employee, subcontractor, or subcontract 

employee and the COTR is also required. The COTR will provide the SSA-4395 

Form to the contractor, contractor employee, subcontractor, or subcontract 

employee when applicable. 

The contractor must contact the COTR to arrange for credentialing. The COTR is 

responsible for scheduling an appointment for contractors, contractor employees, 

subcontractors, or subcontract employees to meet with the appropriate SSA 

Parking and Credentialing Office or Regional Security Office and obtain a 

credential. Once the COTR makes the appointment, the COTR must contact the 

contractor to inform the contractor of the credentialing appointment(s). The 
6 

COTR must also arrange for the contractor, contractor employees, subcontractors, 

or subcontract employees to be escorted (by either the COTR or a COTR’s 

representative) to the appropriate credentialing office at the time of this 

appointment. 

Credentialing appointments last approximately 15 minutes. Depending on a 

contractor’s scheduling needs and availabilities, contractor employees, 

subcontractors, or subcontract employees may be scheduled for credentialing all 

in one day (this process may take a few hours to complete, depending on the 

number of employees that need to be credentialed) or contractor employees, 

subcontractors, or subcontract employees may come in at separate times 

convenient to the individuals’ and the COTR’s schedules. 

SSA Headquarters’ Parking and Credentialing Office representatives can be 

reached by emailing Parking.and.Credentialing@ssa.gov or calling 410/965-5910. 

Regional Security Office contact information can be found in the Appendix at the 

end of this clause. 

l. Contractors, Contractor Employees, Subcontractors, or Subcontract Employees 

Previously Cleared by SSA or Another Federal Agency

If a contractor, contractor employee, subcontractor, or subcontract employee 

previously received a suitability determination from SSA or another Federal 

agency, the CPOC should include this information next to the individual’s name 

on the initial applicant listing (see paragraph f.). CPSPM will review the 

information. If CPSPM determines another suitability determination is not 

required, it will provide a letter to the CPOC and COTR indicating the contractor, 

contractor employee, subcontractor, or subcontract employee was previously 

cleared under another Federal contract and does not need to go through the 

suitability determination process again. 

m. Contractor Notification to Government

The contractor shall notify the COTR and CPSPM within one business day if the 

contractor, contractor employee, subcontractor, or subcontract employee is 

arrested or charged with a crime during the term of this contract, or if there is any 

other change in the status of the contractor, contractor employee, subcontractor, or 

subcontract employee (e.g., the contractor employee leaves the company; the 

contractor employee no longer works under the contract; the alien status of the 

contractor, contractor employee, subcontractor, or subcontract employee changes) 

that could affect the suitability determination for that individual. The contractor 

must provide in that notification as much detail as possible, including, but not 

limited to: name(s) of individual whose status has changed, contract number, the 

type of charge(s), if applicable, the court date, and, if available, the disposition of 

the charge(s). 

n. Contractor Return of PIV Credential
7 

The contractor must account for and ensure that all forms of Governmentprovided identification (PIV credential) issued to a contractor, contractor 

employee, subcontractor, or subcontract employee under this contract are returned 

to SSA’s Headquarters’ Parking and Credentialing Office or Regional Security 

Office, as appropriate, as soon as any of the following occur: when no longer 

needed for contract performance; upon completion of a contractor’s, contractor 

employee’s, subcontractor’s, or subcontract employee’s employment; or upon 

contract completion or termination. 

o. Government Control

The Government has full control over and may grant, deny, or withhold access to 

a facility, site, system, or information and may remove contractors, or require the 

contractor to remove contractor employees, subcontractors, or require the 

subcontractor to remove subcontractor employees from performing under the 

contract for reasons related to conduct even after the individual has been found 

suitable to work on the contract (see paragraph q. below). 

p. Appeals Process for Unsuitable Determinations

If a contractor, contractor employee, subcontractor, or subcontract employee 

would like clarification or wishes to appeal an unsuitable determination, his/her 

request must be in writing and submitted within 30 days of the date of the 

unsuitable determination. The contractor may not file appeals on behalf of its 

employees, subcontractors, or subcontract employees; rather, contractor 

employees, subcontractors, or subcontract employees must file their own 

individual appeals. 

 The request for clarification and/or the appeal can be emailed to SSA at 

dchr.ope.hspd12appeals@ssa.gov, or mailed to:

 Social Security Administration 

Attn: CPSPM Suitability Program Officer 

6401 Security Boulevard 

Room 1260 Dunleavy Building 

Baltimore, MD 21235 

q. Removal From Duty

SSA may remove a contractor, or request that the contractor immediately remove 

or cause to be removed any contractor employee, subcontractor, or subcontract 

employee from working under the contract based on conduct that occurs after a 

favorable suitability determination. This includes temporarily removing a 

contract employee, subcontractor, or subcontract employee should the individual 

be arrested for a violation of law pending the outcome of any judicial 

proceedings. The contractor must comply with these requests to remove or cause 

to have removed any contractor employee, subcontractor, or subcontract 
8 

employee. The Government's determination may be made based on, but not 

limited to, incidents involving the misconduct or delinquency as set forth below: 

i. Violation of the Rules and Regulations Governing Public Buildings and 

Grounds, 41 CFR 101-20.3. This includes any local badging requirements. 

ii. Neglect of duty, including sleeping while on duty; unreasonable delays or 

failure to carry out assigned tasks; conducting personal affairs while on duty; 

and refusing to cooperate in upholding the integrity of SSA's security 

program. 

iii. Falsification or unlawful concealment, removal, mutilation, or destruction of 

any official documents or records, or concealment of material facts by 

willful omissions from official documents or records. 

iv. Disorderly conduct, use of abusive or offensive language, quarreling, 

intimidation by words or actions, or fighting. Also, participating in 

disruptive activities that interfere with the normal and efficient operations of 

the Government. 

v. Theft, vandalism, or any other criminal actions. 

vi. Selling, consuming, possessing, or being under the influence of intoxicants, 

drugs, or substances that produce similar effects. 

vii. Improper use of official authority or credentials. 

viii. Unauthorized use of communications equipment or Government property. 

ix. Misuse of weapon(s) or tools used in the performance of the contract. 

x. Unauthorized access to areas not required for the performance of the 

contract. 

xi. Unauthorized access to employees' personal property. 

xii. Violation of security procedures or regulations. 

xiii. Prior determination by SSA or other Federal agency that a contractor, 

contractor employee, subcontractor, or subcontract employee was unsuitable. 

xiv. Unauthorized access to, or disclosure of, agency programmatic or sensitive 

information, or Internal Revenue Service Tax Return information. 

xv. Unauthorized access to an agency Automated Information System. 
9 

xvi. Unauthorized access of information for personal gain (including, but not 

limited to, monetary gain), or with malicious intent. 

xvii. Not providing for the confidentiality of and protection from disclosure of 

information entrusted to them. Certain provisions of the following statutes 

and regulations that apply to Federal employees also apply equally to 

contractors, contractor employees, subcontractors, and subcontract 

employees: 

The Privacy Act of 1974 

The Tax Reform Act of 1976 and the Taxpayer Browsing Protection Act 

of 1997 

SSA regulation 1 

The Computer Fraud and Abuse Act of 1986 

Section 1106 of the Social Security Act 

xviii.Being under investigation by an appropriate authority for violating any of 

the above. 
10 

Appendix: Regional Security Offices 

Regional Credentialing Contacts for Contractor Employees 

Region 1 – Boston 

Management and Operations Support, Lenny Nyren – 617-565-2840 

Region 2 – New York 

Center for Materiel Resources, Field Services Team, General Office – 212-264-2603 

Region 3 – Philadelphia 

Center for Materiel Resources, Building Management Team, 

General Office - 215-597-8201 

Region 4 – Atlanta 

Center for Security and Integrity, Coleman Wicks – 404-562-1252 

Region 5 – Chicago 

Management and Operations Support, Building Services Unit 

Sharon Young – 312 575-4150 

Evelyn Principe – 312 575-6342 

Sofia Luna – 312 575-5762 

Carlon Brown – 312 575-5957 

Cassandra Murphy - 312 575-5067 

Region 6 – Dallas 

Center for Materiel Resources, Employee Relations, Veronica Drake – 214-767-2221 

Region 7 – Kansas City 

Center for Security Integrity, General Office Line – 816-936-5555 

Region 8 – Denver 

Center for Security and Integrity, Phil Mocon – 303-844-4016 

Region 9 - San Francisco 

Center for Security and Integrity, Cassandra Mapp - 510-970-4124 

Region 10 - Seattle 

 Center for Security and Integrity 

Lisa Steepleton - 206-615-2186 

D’ette Day - 206-615-2149 















Federal Investigations Notice Exhibit F

Letter No. 98-02 

Date: March 6, 1998

On September 30, 1997, amendments to the Fair Credit Reporting Act (FCRA) (15 

U.S.C. § 1681, et seq.) became effective as a result of the Consumer Credit 

Reporting Reform Act of 1996. The amendments require changes on the part of the 

users of consumer reports and providers of information to consumer reporting 

agencies. These changes impact on OPM-IS as the provider of investigative 

services to other Federal agencies, and on our customer agencies as the final users 

of credit information gathered as a result of OPM's investigations. 

Most notably, Section 1681b of title 15 addresses permissible purposes for which 

consumer reports may be furnished and conditions for furnishing and using 

consumer reports for employment purposes. If an a enc. intends to use a consumer 

report for employment purposes, Subsection 1681b (b) (2) of title 15 requires that 

the applicant/employee be notified in a document consisting solely of the notice 

that a consumer report may be used, and the applicant/employee must authorize 

this use in writing before the consumer report is obtained. Subsection 1681b (b)(3) 

of title 15 requires that, before taking adverse action relative to an employment 

decision based on a consumer report, the agency must provide the consumer with a 

copy of the report, and a copy of the Federal Trade Commission's (FTC) Consumer 

Rights Notice. 

The notice, disclosure, certification and adverse action requirements of the FCRA

do not directly apply to OPM-IS in its role as the provider of investigative services 

to other requesting Federal agencies. However, we do obtain credit reports on 

behalf of other Federal agencies, and will require those Federal agencies to certify 

that they are the procurer of the credit report and that they are compliant with the 

FCRA's relevant provisions. We are, therefore, sending under separate cover a 

request to each agency for a one-time blanket certification to this effect, to be 

completed and returned to OPM-IS no later than May 1, 1998. 

We will ask that the certification acknowledge that the requesting Federal agency 

is the procurer of the credit report for purposes of compliance with the FCRA. We 

will also ask that the requesting Federal agency certify that it is compliant with all 

relevant provisions of the FCRA. This certification should include certification that 

the agency will (a) clearly and conspicuously disclose to the subject of 

investigation, in a written document consisting solely of the disclosure, that the 

agency may obtain a credit report for employment purposes; and (b) obtain the 

subject's written authorization to obtain the credit report. It will also state that the 
agency will not take adverse action against the subject of investigation, based in 

whole or in part upon the credit report, without first providing the subject a copy of 

the report and a written description of the subject's rights as described by the FTC 

under Section 1681g(c)(3) of title 15. Finally, the certification must state that the 

requesting Federal agency will not use any information from the consumer report 

in violation of any applicable equal employment opportunity law or regulation. 

A sample release for obtaining written authorization from each affected 

applicant/employee, as well as a copy of the FTC's Consumer Rights Notice are 

attached for your information and may be reproduced as necessary. You can obtain 

additional information regarding the FCRA at the Federal Trade Commission's 

web site (http://www.ftc.gov). 

Attachments 

Inquiries: OPM-IS, Oversight and Technical Assistance Division, 202-606-1042 

OPM-FIPC, Contract Management Branch, 724-794-5612 

Code:736 

Distribution: SOI/SON's 

Letter Expires: When superseded

 SAMPLE RELEASE 

 Fair Credit Reporting Act of 1970, as amended 

 PLEASE TAKE NOTICE THAT ONE OR MORE CONSUMER CREDIT REPORTS MAY BE 

 OBTAINED FOR EMPLOYMENT PURPOSES PURSUANT TO THE FAIR CREDIT REPORTING 

 ACT, AS AMENDED, 15 U. S. C., §1681, ET SEQ. SHOULD A DECISION TO TAKE ANY 

 ADVERSE ACTION AGAINST YOU BE MADE, BASED EITHER IN WHOLE OR IN PART ON 

 THE CONSUMER CREDIT REPORT, THE CONSUMER REPORTING AGENCY THAT 

 PROVIDED THE REPORT PLAYED NO ROLE IN THE AGENCY'S DECISION TO TAKE SUCH 

 ADVERSE ACTION. 

 Information provided by you on this form will be furnished to the consumer reporting agency in order 

 to obtain information in connection with an investigation to determine your (1) fitness for Federal 

 employment, (2) clearance to perform contractual service for the Federal Government, and/or (3) 

 security clearance or access. The information obtained may be redisclosed to other Federal agencies 

 for the above purposes and in fulfillment of official responsibilities to the extent that such disclosure is 

 permitted by law. 

 I hereby authorize the _____________________________ to obtain such report(s) from any 

 (Name of Requesting Agency) 

 consumer/credit reporting agency for employment purposes. 

 ____________________ _______________________ 

 (Print Name) (SSN) 

 ____________________ _______________________ 

 (Signature) (Date) 

 Your Social Security Number is needed to keep records accurate, because other people may have the 

 same name. Executive Order 9397 also asks Federal agencies to use this number to help identify 

 individuals in agency records. 

 A Summary of Your Rights Under the Fair Credit Reporting Act 

 The federal Fair Credit Reporting Act (FCRA) is designed to promote accuracy, fairness, and 

 privacy of information in the files of every "consumer reporting agency" (CRA). Most CRAs are 
 credit bureaus that gather and sell information about you -- such as if you pay your bills on time 

 or have filed bankruptcy -- to creditors, employers, landlords, and other businesses. You can find 

 the complete text of the FCRA, 15 U.S. C. 1681-168 1 u, at the Federal Trade Commission's web 

 site (http:www.FTC.GOV). The FCRA gives you specific rights, as outlined below. You may have 

 additional rights under state law. You may contact a state or local consumer protection agency or 

 a state attorney general to learn those rights. 

 • You must be told if information in your file has been used against you. Anyone who uses 

 information from a CRA to take action against you -- such as denying an application for 

 credit, insurance, or employment -- must tell you, and give you the name, address, and phone 

 number of the CRA that provided the consumer report. 

 • You can find out what is in your file. At your request, a CRA must give you the 

 information in your file, and a list of everyone who has requested it recently. There is no 

 charge for the report if a person has taken action against you because of information supplied 

 by the CRA, if you request the report within 60 days of receiving notice of the action. You 

 also are entitled to one free report every twelve months upon request if you certify that (1) 

 you are unemployed and plan to seek employment within 60 days, (2) you are on welfare, or 

 (3) your report is inaccurate due to fraud. Otherwise, a CRA may charge you up to eight 

 dollars. 

 • You can dispute inaccurate information with the CRA. If you tell a CRA that your file 

 contains inaccurate information, the CRA must investigate the items (usually within 30 days) 

 by presenting to its information source all relevant evidence you submit, unless your dispute is 

 frivolous. The source must review your evidence and report its findings to the CRA. (The 

 source also must advise national CRAs -- to which it has provided the data -- of any error.) 

 The CRA must give you a written report of the investigation, and a copy of your report if the 

 investigation results in any change. If the CRA's investigation does not resolve the dispute, 

 you may add a brief statement to your file. The CRA must normally include a summary of 

 your statement in future reports. If an item is deleted or a dispute statement is filed, you may 

 ask that anyone who has recently received your report be notified of the change. 

 • Inaccurate information must be corrected or deleted. A CRA must remove or correct 

 inaccurate or unverified information from its files, usually within 30 days after you dispute it. 

 However, the CRA is not required to remove accurate data from your file unless it is outdated 

 (as described below) or cannot be verified. If your dispute results in any change to your 

 report, the CRA cannot reinsert into your file a disputed item unless the information source 

 verifies its accuracy and completeness. In addition, the CRA must give you a written notice 

 telling you it has reinserted the item. The notice must include the name, address and phone 

 number of the information source. 

 • You can dispute inaccurate items with the source of the information. If you tell anyone - 

 - such as a creditor who reports to a CRA -- that you dispute an item, they may not then 

 report the information to a CRAwithout including a notice of your dispute. In addition, once 

 you've notified the source of the error in writing, it may not continue to report the information 

 if it is, in fact, an error. 

 • Outdated information may not be reported. In most cases, a CRA may not report 

 negative information that is more than seven years old; ten years for bankruptcies. 

 • Access to your file is limited. A CRA may provide information about you only to people 

 with a need recognized by the FCRA -- usually to consider an application with a creditor, 

 insurer, employer, landlord, or other business. 

 • Your consent is required for reports that are provided to employers, or reports that 

 contain medical information. A CRA may not give out information about you to your 

 employer, or prospective employer, without your written consent. A CRA may not report 

 medical information about you to creditors, insurers, or employers, without your permission. 

 • You may choose to exclude your name from CRA lists for unsolicited credit and 

 insurance offers. Creditors and insurers may use file information as the basis for sending you 

 unsolicited offers of credit or insurance. Such offers must include a toll-free phone number 

 for you to call if you want your name and address removed from future lists. If you call, you 

 must be kept off the lists for two years. If you request, complete, and return the CRA form 

 provided for this purpose, you must be taken off the lists indefinitely. 
 • You may seek damages from violators. If a CRA, a user or (in some cases) a provider of 

 CRA data, violates the FCRA, you may sue them in state or federal court. 

 The FCRA gives several different federal agencies authority to enforce the FCRA: 

FOR QUESTIONS OR CONCERNS 

REGARDING: 

PLEASE CONTACT:

CRA's creditors and others not listed below Federal Trade Commission 

Consumer Response Center-FCRA 

Washington , DC 20580 202-326-3761 

National banks, Federal branches/agencies of 

foreign banks (word "National" or initials 

"N.A" appear in or after banks name) 

Office of the Comptroller of the Currency 

Compliance Management Mail Stop 6-6 

Washington , DC 20219 800-613-6743 

Federal Reserve System member banks (except 

national banks, and Federal branches/agencies 

of foreign banks) 

Federal Reserve Board 

Division of Consumer & Community Affairs 

Washington, DC 20551 

202-452-3693 

Savings associations and federally chartered 

savings banks (word "Federal or initials 

"F.S.B." appear in federal institutions name" 

Office of Thrift Supervision 

Consumer Programs 

Washington, DC 20552 

800-842-6929 

Federal credit unions (words "Federal Credit 

Union" appear in institution's name) 

National Credit Union Administration 

1775 Duke Street 

Alexandria VA 22314 

703-518-6360 

State chartered banks that are not members of 

the Federal Reserve System 

Federal Deposit Insurance Corp. 

Div. of Compliance & Consumer Affairs 

Washington, DC 20429 

202-934-FDIC 

Air, surface, or rail common carriers regulated 

by former Civil Aeronautics Board of Interstate 

Commerce Commission 

Department of Transportation 

Office of Financial Management 

Washington, DC 20590 

202-366-1306 

Activities subject to the Packers and Stockyards 

Act, 1921 

Department of the Agriculture 

Office of Deputy Administrator-GIPSA 

Washington, DC 20250 

202-720-7051 

 
EXHIBIT G 

SYSTEM PLAN 

TYPE OF PROPOSED MAINFRAME PLATFORM_____________________________ 

TYPE OF PERSONAL COMPUTER_________________________________________ 

MEDIA TO BE USED FOR RECEIPT OF FILE TRANSMISSION_________________ 

FILE STORAGE MEDIUM_________________________________________________ 

CONNECT:DIRECT INSTALLED?__________________________________________ 

AMOUNT OF AVAILABLE FILE STORAGE SPACE___________________________ 

TYPE OF PRINT STREAM MAIL RUN CONTROL SYSTEM____________________ 

TYPE OF NETWORK PLATFORM (i.e., NOVELL/NT/UNIX)____________________ 
Exhibit H

100% Accountability and Summary Reports

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

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

2. PC#/Sequence numbers/Total Volume 

3. Inserter ID and Operator 

4. Date of insertion 

5. Start and End time 

6. Start and End Range (sequence numbers) 

7. Total for each Start and End Range 

8. Event (i.e. Processed, Spoiled, Diverted and reason: Missing Piece, Unverified, Misread etc.) 

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

10. Totals 

a. Machine inserted 

b. Sent to Reprint 

c. Reprints Recovered 

d. Records Accounted For 

e. Duplicates 

f. Duplicated Verified 

g. Records less duplicates 

h. Reported Output 

i. Variances 

Example: 

Inserter ID Date Start Time End Time Start Range End Range Total EVENT STATUS

Inserter 1 05/10/12 10:31:04 AM 11:12:45 AM 19386 21567 2182 Standard Processing Inserted

Operator Joe 05/10/12 11:12:50 AM 11:12:50 AM 21568 1 Diverted Routed to Reprint

05/10/12 11:13:10 AM 11:28:06 AM 21569 22516 948 Standard Processing Inserted

05/10/12 11:28:07 AM 11:28:10 AM 22517 22518 2 Diverted/ leave count unverified Routed to Reprint

05/10/12 11:29:30 AM 11:29:35 AM 22519 22521 3 Diverted/missing piece Routed to Reprint

05/10/12 11:29:45 AM 11:30:15 AM 22522 1 Diverted/manual insertion of pub Manual Scan

05/10/12 11:30:34 AM 11:40:35 AM 22523 1 Diverted/misread Manual Scan

Inserter 2 05/11/12 8:12:50 AM 8:12:50 AM 21568 1 Standard Processing Inserted

(REPRINTS) 05/11/12 8:28:07 AM 8:28:10 AM 22517 22518 2 Standard Processing Inserted

Operator Sue 05/11/12 8:29:30 AM 8:29:35 AM 22519 22521 3 Standard Processing Inserted

26604

582

Reprints Recovered: 582

27186

16

16

27170

27170

0

TOTALS

Records Accounted for:

Duplicates:

Duplicates Verified:

Records Less Duplicates:

Reported Output:

Variance:

Audit Report

Program 123-S/SSA Notices Name/PO#54001/File Date

PC # and Sequence Numbers and Volume

Machine Inserted:

Sent to Reprints:
Exhibit H (cont’d)

The Summary Report must include the following; Reprints must also have all of the same information: 

1. Job Name/Print Order 

2. Piece Quantity 

3. Sequence number range (Start and End Range) 

4. Start date and time 

5. End date and time 

6. Total Processed Pieces 

7. Total Reprints 

8. Total Pieces Inserted 

9. Total Variances 

10. Job Complete or Incomplete 

Summary Report

Job Information Operation Information

Job Name: XYZ Notice 

PO # 54001 Start Range: 1 

Piece Quantity: 35862 End Range 35862 

Job Status: Completed 

Date Created: 05/10/12 10:29:54 

Date Completed: 05/11/12 14:22:34 

 

 

Statistical Summary

35537 Processed Pieces - Completed 05/10/12 

325 Processed Reprints - Completed 05/11/12 

35862 Total Pieces Inserted - 

0 Variances - 

Completed 05/11/12 

Job Complete 
EXHIBIT I 

Mail Run Data File (MRDF)

Or Item Level Accountability File

Record Descriptions Position Length

Job ID 1 – 5 5 

Piece ID 6 – 11 6 

Total Pages 12 – 13 2 

Select Feeder 2 (0 = No Feed, 1 = Feed) 14 1 

Select Feeder 3 15 1 

Select Feeder 4 16 1 

Select Feeder 5 17 1 

Select Feeder 6 18 1 

Select Feeder 7 19 1 

Select Feeder 8 20 1 

Select Feeder 9 21 1 

Select Feeder 10 22 1 

Vertical Stacker 1 (Seal envelope, do not meter) 23 1 

Vertical Stacker 2 (Do not seal envelope, do not meter) 24 1 

Vertical Stacker 3 (Overweight) 25 1 

Vertical Stacker 4 (Trash) 26 1 

Sealer (0 = No Outsort, 1 = Outsort) 27 1 

Meter 1 (0 = Print, 1 = No Print) 28 1 

Meter 2 29 1 

Customer Name 30 40 

 Address Line 1 70 40 

 Address Line 2 110 40 

 Address Line 3 150 40 

 Address Line 4 190 40 

 Address Line 5 230 40 

 Address Line 6 270 40 

Zip Code 310 5 

 +4 315 4 

 +2 319 2 

Return Name 321 40 

 Address Line 1 361 40 

 Address Line 2 401 40 

 Address Line 3 441 40 

 Address Line 4 481 40 

Account ID 521 16 

Input File Name 537 44 

IMBC Codes 581 65 

Service Type 646 3 

IMBC SerialID 649 9 

Filler 658 3 

User Defined 661 29 

 Vendor ID 690 4 

 Code Name 694 5 

 Total Documents 699 2 

End 701 1 

NOTE: There is one record for each mail packet.