Program No. C542‐S

Term: JULY 22, 2014 TO JUNE 30, 2015

TITLE: INCOME RELATED MONTHLY ADJUSTED AMOUNT (IRMAA) NOTICES

ONE LOT

BASIC OF

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

I. COMPOSITION:

Envelopes.......................................per envelope................ 9 $50.00 $450.00 $45.00 $405.00 $45.00 

II. PROCESSING/FORMATTING FILES:

Processing/formatting Files............per mailer.................. 3 $500.00 $1,500.00 $250.00 $750.00 $250.00 

III. PREPRODUCTION TEST:

(a) Wire Transmission Test...................per test.................. 1 No Cost No Cost No Cost No Cost No Cost 

(b) Preproduction Validation Test............per test................. 1 No Cost No Cost No Cost No Cost 10,000.00 

IV. PRINTING/IMAGING AND CONSTRUCTION:

(a) *Per Makeready/setup charge............................ 3 $1,500.00 $4,500.00 $200.00 $600.00 $200.00 

(b) Notices: Printing/imaging in black, including binding........

........per 1,000 pages..................... 11,600 $7.00 $81,200.00 $7.00 $81,200.00 $10.95 

(c ) Envelopes: Printing in black, including construction.........

..........per 1,000 envelopes................... 1,500 $12.15 $18,225.00 $9.53 $14,295.00 $24.50 

V. PAPER:

(a) White Offset Book(50‐lb) or at contractor's option

White Writing (20‐lb.)..............per 1,000 leaves............ 5,800 $9.60 $55,680.00 $7.40 $42,920.00 $9.44 

(b) White Writing (24‐lb.) or at contractor's option,

White Offset Book (60‐lb).........per 1,000 leaves.............. 1,500 $12.30 $18,450.00 $6.35 $9,525.00 $7.60 

VI. INSERTING AND DISTRIBUTION:

Mailers......................................per 1,000 mailers............. 1,500 $33.00 $49,500.00 $30.00 $45,000.00 $19.72 

CONTRACTOR TOTALS $229,505.00 $194,695.00 

DISCOUNT 0.25% 573.76 0.00% $0.00 0.00% 

DISCOUNTED TOTALS $228,931.24 $194,695.00 

$423,626.24

AWARDED AWARDED

Lot A Lot B

TWO LOTS

I. COMPOSITION:

Envelopes.........................per envelope.................... 9 $50.00 $450.00

II. PROCESSING/FORMATTING FILES:

Processing/formatting files.........per mailer................ 3 $500.00 $1,500.00

III. PREPRODUCTION TEST:

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

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

IV. PRINTING/IMAGING AND CONSTRUCTION:

(a) *Per Makeready/setup charge............................ 3 $1,500.00 $4,500.00

(b) Notices: Printing/imaging in black, including binding........ 23,200 $7.00 $162,400.00

(c ) Envelopes: Printing in black, including construction......... 3,000 $12.15 $36,450.00

V. PAPER:

(a) White Offset Book (50‐lb): or at contractor's option,

White Writing (20‐lb.)..............per 1,000 leaves............ 11,600 $9.60 $111,360.00

(b) White Writing (24‐lb.) or at contractor's option,

White Offset Book (60‐lb).........per 1,000 leaves.............. 3,000 $12.30 $36,900.00

VI. INSERTING AND DISTRIBUTION:

Mailers......................................per 1,000 mailers............. 3,000 $33.00 $99,000.00

CONTRACTOR TOTALS $452,560.00

DISCOUNT 0.25% $1,131.40

DISCOUNTED TOTALS $451,428.60

CLAYSBURG, PA

NPC, INC SOURCELINK OHIO, LLC

MIAMISBURG, OH

CURRENT CON

SOURCE
Program 542-S Page 1 of 43 

Specifications by MRN 

U.S. GOVERNMENT PRINTING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Income Related Monthly Adjusted Amount (IRMAA) Notices

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

Social Security Administration (SSA) 

Single Award for One Individual Lot or 

Single Award for Two Lots 

TERM OF CONTRACT: The base term of this contract is for approximately 16 months beginning from the 

Date of Award and ending June 30, 2015, plus up to four (4) optional 12-month extension periods that may be 

added in accordance with the “OPTION TO EXTEND THE TERM OF THE CONTRACT” clause in 

SECTION 1 of this contract. 

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

transmission of files from SSA to the production facility commences immediately after award and must be 

completed no later than 60 workdays after award. There will be an approximate 4-month start-up period with 

transmission of live production files commencing on the Friday prior to Thanksgiving. 

NOTE TO BIDDERS: Due to the compressed production time (receiving of wire transmitted data, and printing 

and mailing of approximately 3,000,000 notices beginning the Friday before Thanksgiving and ending the Friday 

after Thanksgiving), all bidders currently producing other SSA workloads and/or other Government contracts 

must be able to demonstrate that award of this contract will not adversely impact those workloads or conversely, 

that other workloads will not adversely impact this program. (See “INFORMATION SHEETS” specified herein.) 

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on July 22, 

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, STOP: 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. 

NOTICE TO BIDDERS: This program was formerly program 572-S. These specifications have been 

extensively revised; therefore, all bidders are cautioned to familiarize themselves with all provisions of these 

specifications before bidding. 

Abstracts of contract prices for Program 572-S are available at: 

http://www.gpo.gov/gpo/abstracts/abstract.action?region=Central. 

For information of a technical nature call David Love at (202) 512-0310 (no collect calls).
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 2 of 43 

542-S (6/15) 

SECTION 1. - GENERAL TERMS AND CONDITIONS

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

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

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

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

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

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

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

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

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

SUBCONTRACTING: The predominant production functions are the printing of the notices, laser/ion deposition 

imaging of data for the notices from electronically transmitted files, folding, inserting, and mailing. Any bidder 

who cannot perform the printing, imaging, folding, inserting, and mailing portions of this contract will be declared 

nonresponsible. 

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 of 1% when run through a USPS OCR Scanner. 

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

 Attribute Specified Standard 

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

Special Instructions: In the event that the Government waives inspection of press sheets, the following listed 

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

P-7. O.K. Proofs; Average type dimension; electronic media; manuscript copy. 

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 no 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 the contract may not exceed five (5) years from November 1, 2014, 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). 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 3 of 43 

542-S (6/15) 

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 three (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 March 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 and Text will apply to all paper required under this contract. 

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

 3. There shall be no price adjustment for the first three (3) 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 (2) 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 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 4 of 43 

542-S (6/15) 

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 V. (a) and (b) 

in the “SCHEDULE OF PRICES” and will be effective on the first day of any month for which prices are 

to be adjusted. 

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

orders placed during months affected by this clause. 

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

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

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

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

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

adjustment clause. 

SECURITY REQUIREMENTS: Protection of Confidential Information: 

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

Administration 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 postaward conference between the Contracting Officer and the 

responsible contractor representative. 

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

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

that will protect the confidentiality of the records in such a way that unauthorized persons cannot retrieve 

any such records. 

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

the performance of this contract of the confidential nature of the information and the safeguards 

required to protect this information from improper disclosure. 

(d) For knowingly disclosing information 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. 

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

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

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

employees are made aware of this information; they will be required to sign the SSA-301, “Contractor 

Personnel Security Certification” (Exhibit A). A copy of this signed certification must be forwarded 

to: SSA, Printing Management Branch, (see Exhibit K). A copy must also be forwarded to: U.S. 

Government Printing Office, Attn.: AST 4, STOP: CSAPS, Room C838, 732 North Capitol Street, 

NW, Washington, DC 20401. 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 5 of 43 

542-S (6/15) 

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

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

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

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

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

confidential tax return information in violation of the IRC, the contractor and contractor employees 

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

(h) The Government reserves the right to conduct on-site visits to review the contractor’s documentation and 

in-house procedures for protection of confidential information. 

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. 

 Are prohibited from having any mobile devices or cameras in sensitive areas that contain confidential 

materials, including areas where shredding and waste management occurs. 

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.

Applicability –

The responsibility to protect PII 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. 
Income Related Monthly Adjusted Amount Notices Page 6 of 43 

542-S (4/15) 

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.) 

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

not start until the applicant listing is submitted. 

The applicant listing must be faxed to the CPSPM Suitability Team at (410) 966-0640 or sent 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 7-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, Exhibit 

C), sign the signature pages, and provide the signed originals to the CPOC. 
Income Related Monthly Adjusted Amount Notices Page 7 of 43 

542-S (4/15) 

The following is a list of forms each contractor employee is responsible to 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 within 15 workdays of contract award. For new contract employees hired 

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

fingerprint cards and all paper forms must be legible or typed in black ink 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 15 calendar days of 

signature and date. SSA will return forms not fully completed back to the contractor. Forms may be obtained by 

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

The CPOC shall submit one (1) 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. 

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 preaward survey of all of the contractor’s/subcontractor’s 

and subcontractor’s computer, printing, inserting, 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, 

security and backup facility plans as required by this specification. 

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

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

production (the Friday prior to Thanksgiving). 

INFORMATION SHEET – If the contractor is currently producing on other GPO contracts, he/she must submit an 

information sheet specifying how the workload(s) on this contract will fit into the pre-existing Government 

production without hampering the production/delivery schedules for all the contracts. (NOTE: This is a 

requirement of this program due to the legislated nature of certain GPO contracts.) 

At a minimum, the information sheet must include a list of the contracts currently held and the production/delivery 

schedules for each of those contracts. The sheet must also specify which of those contracts would run concurrently 

with the projected schedule for this contract. 
Income Related Monthly Adjusted Amount Notices Page 8 of 43 

542-S (4/15) 

PRODUCTION PLANS – The contractor shall present, in writing, to the Contracting Officer within five (5) 

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

the following activities. 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. 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 locations for a period longer than five (5) workdays, contractor must have a backup facility 

with the capability of producing the notices. 

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

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

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

Part of the plan must also include the transportation of Government materials from one facility to another and 

the transfer of notice files. SSA has the option to install a data connection into the backup facility. 

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

Quality Control Plan – The contractor shall provide and maintain, within their own organization, an independent 

quality assurance organization of sufficient size and expertise to monitor the operations performed and inspect the 

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

and acceptance provisions specified herein are met. The contractor shall perform, or have performed, the process 

controls, inspections and tests required to substantiate that the products provided under this contract conform to 

the specifications and contract requirements. The contractor shall 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. 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, provide for back-up and re-running 

in the event of an unsatisfactory sample, and contain control systems that will detect defective, missing, or 

mutilated pieces. 

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

notices) the contractor intends to utilize. The contractor will perform programming to create two (2) duplicate 

notices (QC documents) at set intervals throughout production and diverted samples at the insertion stage and 

complete the following: 

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

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

duration of the job. 

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

pieces from each print order and shipped weekly (within three (3) workdays of completion of each 

print order) to the Social Security Administration (address to be supplied at the postaward meeting). 
Income Related Monthly Adjusted Amount Notices Page 9 of 43 

542-S (4/15) 

The plan shall detail the actions to be taken by the contractor when defective, 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 calendar days subsequent to the date of the check tendered for final payment by the Government Printing 

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

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

and quality assurance random copies. 

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 IRMAA notice 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. 

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

compatibility with SSA’s existing network (see “WIRE TRANSMISSION” in SECTION 2 for additional 

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

Included with the Computer System Plan shall 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(s) plans are to use a 

consultant, a resume must still be included. This plan must show that the programmer(s) is skilled in the handling 

and programming of the 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 – 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 pickup/delivery. 

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

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

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

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

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

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

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

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

installation dates are required. 
Income Related Monthly Adjusted Amount Notices Page 10 of 43 

542-S (4/15) 

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

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

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

subcontractor for any operation is added at any time after award, the contractor must submit the subcontractor’s 

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

NOTE: The subcontractor must be approved by the Government prior to production starting in that facility. If 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 shall maintain in operation, an effective security system where items by 

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

and/or the product ordered falling into unauthorized hands. 

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

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

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

The plan shall contain at a minimum: 

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

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

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

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

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

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

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

production of all notices. 

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

walls, equipment to be used, and the printing and finishing locations. 

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. 

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

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

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

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

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

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

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

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

site, and cannot be subcontracted. The contractor must specify the method planned to dispose of the material. 
Income Related Monthly Adjusted Amount Notices Page 11 of 43 

542-S (4/15) 

UNIQUE IDENTIFICATION NUMBER: Unique identification 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 that all defective, missing, or mutilated 

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

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

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

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

Postal Service (USPS) facility. An explanation of the contractor’s sequential numbering system is required to 

understand the audit trail required for each notice. 

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. 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 – Closed Loop Processing is 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 United States postal system. 

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

arrive at least 90 calendar days prior to the start of live production (the Friday prior to Thanksgiving). Contractor 

must submit a sample of their proposed Audit and Summary reports with the required Preaward Production Plans 

for 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 shall be defined as follows: 

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

contained in the print files received from SSA. 

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

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

Mailing integrity shall be defined as follows: 

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

States postal system. 
Income Related Monthly Adjusted Amount Notices Page 12 of 43 

542-S (4/15) 

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 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 pieces that are 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. 

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

must read a unique code through the window of each mail piece and be 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 must ensure that no missing mail pieces have been inadvertently inserted into another 

mail piece. The equipment must check the mail pieces after insertion, verify 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. 

(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 operator. 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 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 6-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 date and time for each phase of the run (i.e., machine ID). 

(5) Start and end sequence numbers in each run 
Income Related Monthly Adjusted Amount Notices Page 13 of 43 

542-S (4/15) 

(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 (e.g., inserted, diverted, and reason 

for divert such as missing sequence number, missing leaves, mutilated, duplicate, pulled for 

inspection). 

(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, and total completed. 

(10) Audit report must contain the same information for all the reprints married with this report as listed 

above showing that all pieces for each mailer number and file date are accounted for with 

corresponding date stamp of completion of each. 

(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 information - Job name, file date, Mailer number, piece quantity, sequence start and end number, if 

multiple batches for a single file include number of batches and batch number (i.e., 1 of 4, due date, 

etc.). 

(2) Volume of sequence numbers associated with an individual file by mailer number and file date that 

were inserted and date completed. 

(3) Volume of reprints that were inserted for each file date and when completed. 

(4) Total volume inserted for each file date and final date that each batch was completed. 

NOTE: Contractor must submit a sample of their Audit and Summary reports (see Exhibit H) with the required 

Preaward Poduction Plans for Government review and approval. 

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

SSA, Printing Management Branch, Baltimore, MD (see Exhibit K) for each file date within 24 hours of mailing. 

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

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

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

request via email in MS Word, MS Excel, or PDF file to SSA, Printing Management Branch, Baltimore, MD (see 

Exhibit K). 

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

be made available to SSA for auditing of contractor performance upon request. 

The contractor must maintain quality control samples, inspection reports and records for a period of not less than 

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

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

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

assurance random copies. 

NOTE: The Government will not routinely request that the contractor produce individual pieces in transit within 

the plant. However, the contractor must demonstrate that they will have an audit trail established that has the 

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

REQUEST FOR NOTICE PULLS FROM PRODUCTION: Due to the sensitivity of notices in this contract, 

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

occurs, the Government will supply the contractor with a list of notices to be pulled. The list will contain the name 

and address that appears in the Mail Run Data (MRD) file to identify the notices. The contractor must be able to run 

a sort to find and eliminate the notice from the production run. If the list is provided after the notice has been 

produced, the contractor must be capable of identifying the notice and pulling it from the production floor. 
Income Related Monthly Adjusted Amount Notices Page 14 of 43 

542-S (4/15) 

ON-SITE REPRESENTATIVES: One (1) or two (2) full-time Government representatives may be placed on 

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

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

least one desk, two swivel arm chairs, secure internet access for Government laptop computers, a work table, and 

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

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

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

control, sample selections, 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: Unless waived by the Contracting Officer, the total requirements of the job as 

indicated in these specifications will be reviewed by Government representatives with the contractor’s 

representatives at the Social Security Administration, Baltimore, MD, immediately after award. NOTE: Person(s) 

that the contractor deems necessary for the successful implementation of the contract must be in attendance. 

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

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

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

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

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

The contractor shall meet with SSA Mail and Postage Policy Team (MPPT) and USPS representatives to present 

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

facility, where the contractor is to furnish specific mail flow information. 

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

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

name of the representative responsible for the mailing operation and that individual’s backup. 

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

in attendance. 

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

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

by an individual 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 particular order. 

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

Government. 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 issued hereunder are subject to the terms and 

conditions of the contract. The contract shall control in the event of conflict with any print order. A print order 

shall be “issued,” for purposes of the contract, when it is either deposited in the U.S. Postal Service mail or 

otherwise furnished to the contractor in conformance with the schedule. 
Income Related Monthly Adjusted Amount Notices Page 15 of 43 

542-S (4/15) 

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

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

accordance with the clause entitled “ORDERING.” The quantities of items specified herein are estimates only, and 

are not purchased hereby. Except as may be otherwise provided in this contract, if the Government’s requirements 

for the items set forth herein do not result in orders in the amounts or quantities described as “estimated,” it shall 

not constitute the basis for an equitable price adjustment under this contract. 

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

which are required to be purchased by the Government activity identified on page 1. 

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

orders under this contract, if any. 

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

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

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

completed during the effective period of this contract. 

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

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

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

source. 

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

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

forth herein which are called for by print orders issued in accordance with the “ORDERING” clause of this 

contract. 

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

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

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

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

PRIVACY ACT

(a) The contractor agrees: 

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

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

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

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

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

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

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

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

individuals to accomplish an agency function; and 

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

contract which require the design, development, or operation of such a system of records. 
Income Related Monthly Adjusted Amount Notices Page 16 of 43 

542-S (4/15) 

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

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

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

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

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

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

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

misdemeanor and fined not more than $10,000.00. 

PAYMENTS ON PURCHASE ORDER: Submit all billing invoices to: U.S. Government Printing Office, 

Comptroller, Stop: FMCE, Financial Management Service, Washington, DC 2040l. (NOTE: GPO offers a 

Contractor Fax Billing System. Please visit the GPO website for more information.) 

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). 

At same time as submission to GPO for payment, the contractor must email PDF copies of the billing payment 

voucher form 1034 showing amount of billing invoice to SSA, Printing Management Branch, Baltimore, MD 

(Exhibit K). 

NOTE: Do not mail your invoice to any other GPO Procurement Office as this will delay payment. 

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

PRICES.” 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 17 of 43 

542-S (6/15) 

SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of mailers from the three (3) IRMAA files (that will include 

English, Spanish/English and Railroad (RRB)) consisting of a personalized notice and a mail-out window 

envelope requiring such operations as: the receipt and processing of wire transmitted data; re-development of 

Advanced Function Presentation (AFP) resources; composition; printing and imaging; folding; inserting; 

presorting and mailing. Additionally, the contractor is required to set up, establish, and maintain an SFTP site that 

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

NOTE: This workload runs the week of Thanksgiving. Transmission of files begins the Friday prior to Thanksgiving 

and all mailings must be completed by the Friday after Thanksgiving. 

TITLE: Income Related Monthly Adjusted Amount (IRMAA) Notices. 

FREQUENCY OF ORDERS (PER LOT): One order for production of mailers per year. 

NOTE: Separate print orders will be issued for the composition and proofs (shortly after award), and for the 

preproduction press and mail run test (shortly after award). Prior to issuing the print order for live production, a 

task order will be issued (in October) to cover the transmission of files. Once all files are transmitted, the print 

order will be issued (in November) with the verified counts. 

QUANTITY: The total requirement of this contract is approximately 3,000,000 notices. 

Each Lot will contain approximately 1,500,000 notices each. Each lot contains three (3) mailers with eight (8) 

Program Service Centers (PC) per mailer. Each lot will receive all three mailers. 

The total approximate quantity and approximate quantity for each of the two (2) lots is shown below: 

 APPROX. QUANTITY APPROX. QUANTITY 

 MAILER PER YEAR PER LOT, PER YEAR 

Mailer #1 (English only notice) 2,971,008 1,485,504 

Mailer #2 (Spanish/English notice) 4,000 2,000 

Mailer #3 (RRB notice) 24,992 12,496 

The Social Security Administration anticipates an annual increase in quantity of up to 10%; however, the 

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

Contractor must have sufficient capacity to handle any volume increases in the required time allowed. Exact 

quantities will not be known until run is electronically transmitted to the contractor.

NUMBER OF PAGES: 

Personalized Notices: Approximately 2 to 12 printed pages per notice (approximately 1 to 6 leaves per notice). 

Mail-out Envelopes: Face and back (after manufacture). 

TRIM SIZES: 

Personalized Notices: 8-1/2 x 11”. 

Mail-out Envelopes: 4-1/8 x 9-1/2” (No. 10), plus flap. 

IRMAA MAIL-OUT ENVELOPES: Quantities listed below represent the approximate breakdown by Program 

Service Centers for Mailer #1, #2, and #3. (SSA will provide an estimated annual quantity each October (for each 

option year exercised) prior to transmission. SSA is not responsible for envelope inventory in excess of those 

quantities provided.) 
Income Related Monthly Adjusted Amount Notices Page 18 of 43 

542-S (4/15) 

NOTE: Mailer #3 notices use only PC4 mail-out envelopes. PC8 files for Mailers #1 and #2 contain domestic and 

foreign notices. Contractor must use the appropriate envelope for mailing. 

QUANTITIES PER LOT PER PROGRAM SERVICE CENTER: 

PROGRAM SERVICE CENTERS QUANTITY 

Northeastern Program Service Center (PC1) 297,500 

Mid-Atlantic Program Service Center (PC2) 205,000 

Southeastern Program Service Center (PC3) 174,975 

Great Lakes Program Service Center (PC4) 260,000 

Western Program Service Center (PC5) 272,725 

Mid-America Program Service Center (PC6) 280,000 

Office of Central Operations (PC7) 7,525 

Office of International Operations (PC8) 2,275 

TOTAL 1,500,000 

 

TOTAL QUANTITIES PER PROGRAM SERVICE CENTER: 

PROGRAM SERVICE CENTERS QUANTITY 

Northeastern Program Service Center (PC1) 595,000 

Mid-Atlantic Program Service Center (PC2) 410,000 

Southeastern Program Service Center (PC3) 349,950 

Great Lakes Program Service Center (PC4) 520,000 

Western Program Service Center (PC5) 545,450 

Mid-America Program Service Center (PC6) 560,000 

Office of Central Operations (PC7) 15,050 

Office of International Operations (PC8) 4,550 

TOTAL 3,000,000 

MAKE-UP OF FILES:

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. 

FILE NAME FILE DATA SET NAME* 

IRMAA English vendor.MIAAFP.M1#saaaaa.Ryymmdd 

Spanish/English vendor.MIBAFPM2#saaaaa.Ryymmdd

 RRB vendor.MIDAFP.M3#saaaaa.Ryymmdd

*NOTE: All of the data set names are not listed for each file. 

DATA SET NAME - VARIABLE INFORMATION: 

Vendor – is the vendor identifier. This is assigned when the transmission connectivity is installed. 

M – mailer identifier (M1 through M3). 

# – represents the PC number (1 through 8). 

s – segment letter. There are 20 segments per PC (10 per Lot) and coded as A through T so that only 1 character is 

used. 

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

yymmdd – is the year, month, and day of the file transmitted. This is also referred to as the file date. 
Income Related Monthly Adjusted Amount Notices Page 19 of 43 

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NOTE: SSA will transmit approximately 480 total files (240 per lot – 10 separate files for each PC per mailer per 

lot). 

The files will be broken down and transmitted in 10 segments by PC codes per lot. Each file transmitted will 

have a banner page identifying the PC. The PC codes correspond to the mail-out envelope required as follows 

(except Mailer #3 which uses a PC4 envelope only):

PC1 – Northeastern (Jamaica, NY) 

PC2 – Mid-Atlantic (Philadelphia, PA) 

PC3 – Southeastern (Birmingham, AL) 

PC4 – Great Lakes (Chicago, IL) 

PC5 – Western (Richmond, CA) 

PC6 – Mid-America (Kansas City, MO) 

PC7 – Office of Central Operations (Domestic and Foreign) (Baltimore, MD) 

PC8 – Office of International Operations (Baltimore, MD) 

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 for IRMAA notices will be supplied to the contractor at the 

postaward conference. 

GOVERNMENT TO FURNISH: 

Manuscript copy for nine (9) mail-out envelopes. 

An electronic file will be furnished for the notices (English and Spanish). 

An electronic file (PostScript format) for the recycled paper logo and legend will be furnished. 

PS Form 3615 (Mailing Permit Application and Customer Profile). 

Mailing Indicia (“Postage and Fees Paid”). 

NCOA Certificate (except for the RRB files). 

CASS Certificate (except for the RRB files). 

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

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

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

Exhibit B: Security and Suitability Requirements. 

Exhibit C: Questionnaire for Public Trust Positions (Standard Form 85P). 

Exhibit D: Sample of the Fingerprint Card. 

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

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

Exhibit G: System Plan. 

Exhibit H: Audit and Summary Reports. 

Exhibit I: Mail Run Data (MRD) File. 

Exhibit J: Database/Spreadsheet for Postal Documentation. 

Exhibit K: Key SSA and GPO Personnel Contact Information. 

ELECTRONIC FILES: All files will be electronically transmitted to the contractor and contain a complete 

record for each notice. Any programming or other format changes necessitated due to the contractor’s method of 

production will be the full responsibility of the contractor and must be completed prior to SSA’s validation.
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542-S (4/15) 

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

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

NOTE: The contractor must not compress files in processing data for this contract. 

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

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

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

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

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

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

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

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

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

ensure proper printing and inserting in their environment. (NOTE: The predominant data file format is AFP 

Mixed Mode; however, any valid AFP format is possible and must be printable at the contractor’s location. 

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

recovery processes.)

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

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

required inserts and insertion bin selection, recipient’s address, 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 (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 the total required in each bin. 

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

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

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

validation test with SSA.

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

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

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

PRINTER RESOURCES: AFP

 

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

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

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

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

validation tests and the preproduction print/mail run tests. (See “WIRE TRANSMISSION TEST” and 

“PREPRODUCTION PRESS AND MAIL RUN TEST” specified herein.)

 

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

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

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

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

by SSA to ensure that the contractor is able to print the files as provided without alteration of any kind on the 

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

proper printing in their environment. 
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Government to provide the following at Postaward Conference, or shortly after: 

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

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

overlays (if applicable) for page formatting. 

The resource file will contain all fonts (except licensed fonts) required to print this file. SSA will supply any 

customized fonts. NOTE: It is the contractor’s responsibility to provide licensed copies of all other fonts 

necessary for printing. 

Preproduction Press and Mail Run Test Files for Wire Transmission: 

An AFP formatted print files with the corresponding MRD files and BNR files will be provided for each 

workload in the quantities required. 

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

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

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

emailed to the contractor as a replacement. 

NOTE: The predominant data file format is AFP Mixed Mode; however, any valid AFP format is possible and 

must be printable at the contractor’s location. 

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

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

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

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

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

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

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

samples to Social Security Administration, Printing Management Team (see Exhibit K). 

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

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

transmission of the notice files. 

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. 

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

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

Contractor cannot send PDF notices with PII via email. 

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

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

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

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

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

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

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

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

etc., which conditions are beyond the control of the Government. 
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If a VPN Internet connection method is deemed necessary, the contractor must have an Internet ready VPN IP 

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

Internet connection that the contractor may incur. 

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

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

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

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

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

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

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

The contractor shall provide adequate rack space for securing the router and firewall; the contractor shall provide 

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

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

installation of the circuit/router and equipment. 

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

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

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

240VAC). 

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

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

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

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

specifications. 

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

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

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

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

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

no cost to the Government. 

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

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

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

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

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

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

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

troubleshooting of their equipment and software. 

SSA utilizes, and the contractor must provide compatibility with, Managed File Transfer software from TIBCO 

product. The contractor may implement the Managed File Transfer Platform Server that has embedded software 

encryption capable of being enabled. The personal computers/servers must have the capability to run Managed 

File Transfer software with encryption enabled using IP protocols on Windows, UNIX (i.e., IBM’s AIX, SUN or 

HP), or z/OS platforms. 
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542-S (4/15) 

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

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

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

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

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

file transfers. 

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

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

multiple transmission sessions must be possible on the contractor’s equipment. All files transmitted by the SSA 

will be written as Physical Sequential or “flat” files at the contractor’s location and will be distinguished with a 

“run date” in the contractor’s file name. 

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

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

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

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

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

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

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

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

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

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

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

to accept transmission of all files according to their schedules. 

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

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

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

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

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

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

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

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

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

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

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

concurrent transmission file sessions as dictated by SSA. 

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

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

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

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

responsibility to redevelop/reprogram the AFPDS resources and mail run data to ensure proper printing and 

inserting in their environment. 

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

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

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

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

NOTE: Data provided to the contractor must be retained for 21 workdays after mailing. 
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542-S (4/15) 

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 mixed mode. Any alteration of the notice content in the file is not permitted. 

FOR QUALITY CONTROL AND AUDITING PURPOSES: For quality control and auditing purposes, the 

contractor must not merge different file dates or Mailers with different mailing schedules during processing, 

printing, and mailing. 

WIRE TRANSMISSION TEST, PREPRODUCTION VALIDATION TEST, PREPRODUCTION 

PRESS AND MAIL RUN TESTS, AND SYSTEMS CHANGE/SIGNATURE CHANGE VALIDATION 

TEST: Prior to the commencement of production of orders placed under this contract the contractor will be 

required to demonstrate their ability to perform to the contract requirements. The Government will furnish 

electronic test files at the postaward conference, or shortly thereafter, to be used in performing a Preproduction 

Validation and Preproduction Press and Mail Run Test for IRMAA notices. 

NOTE: Failure of the contractor to perform any of the following tests (i.e., Wire Transmission Test, 

Preproduction Validation Test, Preproduction Press and Mail Run Test, or System Change/New Notice Files 

Validation Test) to the satisfaction of the Government may be cause for default. The Government reserves the 

right to waive the requirements of any of these tests. The contractor will be notified at the postaward 

conference if any test(s) will be waived. 

Each contractor will be required to perform the following tests: 

NOTE: All PDFs must be sent via SFTP. 

Wire Transmission Test: Within one (1) week of the installation of the appropriate bandwidth connection, the 

contractor will be required to receive within one (1) workday approximately 1,500,000 notices (per lot) ranging 

from 2 to 12 printed pages. The contractor will be required to perform a Record Count Verification within one 

(1) workday after the complete transmission of the test files. The contractor will be required to copy the files to 

their own system and provide the SSA, Printing Management Branch (see Exhibit K) with the exact counts 

received (broken down by data set name), before proceeding with any other processing. SSA will respond 

same day as receipt for verification. When the Record Count Verification has been successfully completed, the 

contractor will be required to provide to SSA, within two (2) workdays, 10 sample documents from the Wire 

Transmission Test for each file transmitted. 

Preproduction Validation Test: Within five (5) workdays of receipt of furnished test files, the contractor 

shall conduct a validation test and furnish no less than 10 PDF samples for each PC Address for each mailer for 

a total of 240 pieces (each lot) from the electronic test files furnished immediately after the postaward 

conference, or shortly thereafter. Notices must be complete and include all variable data from Government 

furnished files. No envelopes will be required. The contractor is to email the PDF samples to SSA, Printing 

Management Team (see Exhibit K). The email subject line shall include the GPO jacket, purchase order, and 

program numbers. 

NOTE: In lieu of PDF samples, the Government has the option to request hardcopy samples of the notices. 

Contractor shall furnish no less than 20 hardcopy samples for each PC Address for each mailer for a total of 480 

pieces (each lot). The contractor is to submit the samples to SSA, Printing Management Team (see Exhibit K). 

The Government will approve, conditionally approve, or disapprove the preproduction validation test output 

within five (5) workdays of receipt thereof. Approval or conditional approval shall not relieve the contractor 

from complying with the specifications and all other terms and conditions of the contract. A conditional 

approval shall state any further action required by the contractor. A notice of disapproval shall state the reasons 

thereof. 

If errors are found, additional samples of notices (as indicated above) will be required until such time as the 

validation produces no errors. A test file will be provided on a yearly basis prior to actual production. 
Income Related Monthly Adjusted Amount Notices Page 25 of 43 

542-S (4/15) 

Preproduction Press and Mail Run Test: Prior to commencement of production of the contract, the contractor 

will be required to perform a 12-hour preproduction press and mail run test 

The contractor will be issued a print order for the 12-hour test. 

Upon successful completion of these test requirements, the contractor will be reimbursed for all applicable costs, 

in accordance the contractor(s) submitted bid prices in the “SCHEDULE OF PRICES.” If the contractor fails to 

meet all test requirements, they will not be reimbursed for any associated costs. Failure to meet all test 

requirements is also grounds for immediate termination of the contract for default. 

Shortly after the postaward conference, the Government will electronically transmit the required test files to be 

utilized for this test. 

The contractor will be required to have all composition, proofing, and envelopes necessary for the test, 

completed prior to beginning the test. (NOTE: Contractor must be able to furnish 10 samples of the printed 

envelopes for each of the nine (9) envelopes (for a total of 90 samples) either at the beginning of this test or 

prior to the test. If prior to the test, contractor must submit samples to SSA. See “DISTRIBUTION.”) 

Notices are to be completed in accordance with contract requirements, inserted into envelopes, and prepared for 

mailing. 

The contractor must produce a minimum of 187,500 notices (per lot) in a continuous 12-hour period that will 

prove to the Government representatives that the contractor can satisfactorily complete the requirements of this 

contract during live production. (NOTE: If awarded both lots, the contractor must produce a minimum of 

375,000 notices in a continuous 12-hour period. Additional time will not be granted if awarded both lots.) 

The 12-hour period for the printing process will begin when an “O.K. TO PRINT” is given by the on-site 

Government representative. The inserting and mailing process will begin when the contractor has sufficient 

materials printed to begin the inserting process. (See “SCHEDULE – Preproduction Press and Mail Run Test.”) 

During the 12-hour period, the contractor will be required to print and prepare for mailing the following 

quantities for each lot: 

Mailer 1 (English): 185,688 notices* 

Mailer 2 (Spanish/English): 250 notices* 

Mailer 3 (RRB): 1,562 notices* 

*NOTE: The volumes will be split among all 8 PCs. Contractor will be required to produce product from all PCs 

for their lots and for all mailers during the test. 

The test run will incorporate all aspects of the program consisting of the processing of the electronically 

transmitted test files; the duplex imaging of notices; gathering; folding; inserting; manifesting; presorting; and 

preparing finished notices for delivery to the USPS. To simulate actual production conditions, the product to 

be produced must be in accordance with all contract specifications and all USPS regulations. 

The contractor must perform the preproduction press and mail run test on their equipment and using their 

personnel. The test must be performed on printing equipment and inserting machines that will be used in 

production of this contract. All samples shall be manufactured at the facilities in which the contract production 

quantities are to be manufactured. 

Contractor is required to provide the necessary audit and summary reports for 100% accountability of production 

and mailing within one (1) hour after the test is completed. 

The 12-hour tests must be conducted Monday through Friday. 
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542-S (4/15) 

Samples of the preproduction press and mail run test will be brought back to SSA for validation. The 

Government will approve, conditionally approve, or disapprove the validation output within seven (7) workdays 

of receipt thereof. 

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

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

contractor. A notice of disapproval shall state the reasons thereof. 

Systems Change/Signature Change 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 Validation Test. This 

test is required whenever SSA initiates a systems/programming change. The contractor shall furnish up to 100 

printed samples (no envelopes). The Government will approve, conditionally approve, or disapprove the 

samples from the Systems Change/Signature Change Validation Test within three (3) workdays of receipt 

thereof. 

NOTE: The test shall occur without a break in production of notices. The Government will inform the 

contractor in advance when the wire transmissions will contain the systems changes. 

COMPOSITION: Contractor will be required to set type for nine (9) different versions of the mail-out 

envelopes. (Mail-out envelopes are for PC1 through PC8. There are two different mail-out envelopes for PC8: 

one for domestic mail and one for international mail.) 

Contractor will be required to set up to six (6) lines of type for the mail-out envelopes. Helvetica or similar 

typeface will be utilized. 

Century Schoolbook, Sonoran Serif, or equivalent fonts are to be used for producing the notices. 

Social Security Administration will provide the required font numbers. The contractor will be required to validate 

that they have the proper licenses for each. No alternate typefaces will be allowed; however, manufacturers’ 

generic equivalents may be accepted (upon Government approval) for the above typefaces. 

Contractor must provide the font for the USPS Intelligent Mail Barcode. 

PROOFS: 

Mail-out Envelopes – Proofs will be required for envelopes on the order placed for composition and anytime 

throughout the term of the contract that SSA has a copy change. 

Adobe Acrobat (current version) PDF soft proof of the envelopes for each PC. Proofs shall have all elements in 

proper position with margins (including crop marks) indicated. PDF proof must show flap and window position. 

Notices – Proofs will be required for notices (showing both static information and variable data for specified 

names) upon receipt of live production files and anytime throughout the term of the contract that SSA has a copy 

change. 

Adobe Acrobat (current version) PDF soft proof of 10 notices for each PC. Proofs shall have all elements in 

proper position with margins (including crop marks) indicated. (NOTE: SSA will specify which 10 notices.) 

NOTE: The Government may require one (1) or more sets of revised proofs for either the mail-out envelopes or the 

notice before rendering an “O.K. to print.” 

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

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

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

The contractor must not print prior to receipt of an “O.K. TO PRINT.” 
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STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or 

listed for the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 12” dated 

March 2011. 

Government Paper Specification Standards No. 12 – http://www.gpo.gov/pdfs/customers/sfas/vol12/vol_12.pdf. 

All paper used in each copy must be of a uniform shade. 

Notices – White Offset Book, basis weight: 50 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A60; or at 

contractor’s option, White Writing, basis weight: 20 lbs. per 500 sheets, 17x 22”, equal to JCP Code D10. 

Mail-Out Envelopes – White Writing Envelope, basis weight: 24 lbs. per 500 sheets, 17 x 22”, equal to JCP Code 

V20; or at contractor’s option, White Offset Book, basis weight: 60 lbs. per 500 sheets, 25 x 38”, equal to JCP 

Code A60 with exception: bursting strength 24 lb/in2

. 

PRINTING/IMAGING: 

Quality Control: The contractor must maintain a thorough quality assurance program to guarantee that digital 

imaging is securely fused to the paper; clear and legible, and, that a copy of the finished product is mailed to all 

addresses contained in the furnished files. Notices must be produced exactly as was approved during validation. 

Absolutely no deviation will be accepted. 

Contractor will be required to convert furnished data from electronic transmission for laser/ion deposition 

printing/imaging of notices. All printing/imaging of notices shall have a minimum resolution of 600 x 600 dpi. 

Notices – Print notices duplex (face and back, head-to-head) in black ink only. Variable image notices duplex in 

black. 

Mail-out Envelopes – Print face and back (after manufacture) in black ink only. Printing shall be in accordance 

with the requirements for the style envelope ordered. All printing shall comply with all applicable U.S. Postal 

Service regulations. The envelope shall accept printing without feathering or penetrating to the reverse side. 

Envelopes require a security tint printed on the inside (back - before manufacture) in black ink. Contractor 

may use his own design (subject to Government approval) but must guarantee that the product will ensure 

complete opacity and prevent show through of any material contained therein. 

RECYCLED PAPER LOGO/LEGEND: 

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. 

Mail-out Envelopes – The recycled paper logo and legend must be printed in black ink on all the mail-out 

envelopes (see “Government Paper Specification Standards No. 12”) on the back (after manufacture) in the 

bottom left-hand corner. 

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 June 2003. 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. 
Income Related Monthly Adjusted Amount Notices Page 28 of 43 

542-S (4/15) 

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

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

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

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

CONSTRUCTION (Mail-out Envelope): Envelopes are open side, with gummed fold-over flap for sealing and 

contain high-cut diagonal seams or side seams, at contractor’s option. Flap depth is at contractor’s option, but 

must comply with all USPS requirements. Flap must be coated with 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 one die-cut window (1-1/4 x 4-1/4” in size) with slightly rounded corners. Die-cut 

window is to be located 1/2” 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). NOTE: Contractor 

has the option to adjust the size and placement of the window opening (subject to Government approval), 

providing the visibility of the computer generated mailing address and bar code on the notice is not obscured and 

other extraneous information is not visible when material is inserted into the envelope. 

Window is to be covered with a suitable poly-type, transparent, low gloss material that must be clear of smudges, 

lines, and distortions. Poly-type material must be securely affixed to the inside of the envelope so as not to 

interfere with insertion of contents. Window material must meet the current USPS readability standards/ 

requirements. 

INSERTING: Gather/collate the correct leaves for each notice in proper sequence. Notice leaves are to be nested 

together with all faces forward. Fold from a flat size of 8-1/2 x 11” to 8-1/2 x 3-11/16 (either a letter-fold or an 

accordion fold is acceptable). 

Insert into the mail-out envelope with recipient’s name, address, and IMB on first page facing out for visibility 

through window envelope. It is the contractor’s responsibility to assure that only the computer-generated mailing 

address and IMB barcode on the notice are visible through the window of the envelope and that only one notice is 

inserted into each envelope and that the envelope is securely sealed. 

For the Spanish/English notices, the Spanish and English notices are to be nested and folded together with the 

recipient’s name and address on the Spanish notice visible through the window of the envelope. 

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 notices and/or envelopes, 

the imaging, collating, folding, inserting, and mailing are being accomplished in accordance with contract quality 

attributes and requirements. 

A production inspection is for 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. 

DISTRIBUTION: 

 On the live production order and whenever SSA provides test files, contractor must furnish the PDF 

samples (total of 240 pieces per lot) or deliver f.o.b. destination the hardcopy samples (total of 480 pieces 

per lot), as ordered, from the electronic test files furnished. ENVELOPES ARE NOT REQUIRED. 

Samples shall be printed in accordance with these specifications. Contractor to submit samples to: SSA, 

Printing Management Branch, Baltimore, MD (see Exhibit K). (If ordered, PDF samples must be 

sumbitted via SFTP.) 

 Upon receipt of printed envelopes, deliver f.o.b. destination 10 printed samples each of the nine (9) 

envelopes to: SSA, Printing Management Branch, Baltimore, MD (Exhibit K). 
Income Related Monthly Adjusted Amount Notices Page 29 of 43 

542-S (4/15) 

 Mail f.o.b. contractor’s city each individual mailer. (NOTE: The contractor is responsible for all costs 

incurred in transporting the mailers to the U.S. Postal Service facility.) 

MAILING REQUIREMENTS FOR ALL NOTICES: 

The contractor is cautioned that the “Postage and Fees Paid First Class Mail” mailing permit may be used only for 

the purpose of mailing material produced under this contract. 

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

Mail” or “International Mail”, as applicable. 

Certificate of Conformance: When using Permit Imprint Mail the contractor must complete GPO Form 712 - 

Certificate of Conformance (Rev. 2-91), supplied by GPO and the appropriate mailing statement or statements, 

supplied by USPS. 

DOMESTIC FIRST-CLASS LETTER-SIZE MAIL: The contractor is required to prepare domestic FirstClass letter-size mail in accordance with appropriate USPS rules and regulations, including the USPS Domestic 

Mail Manual and Postal Bulletins, in effect at the time of the mailing. 

SSA requires the use of Permit Imprint. The contractor must use SSA’s “Postage and Fees Paid First Class Mail” 

permit imprint mailing indicia printed on each mail piece. Each mail piece sent under this payment method must 

bear a permit imprint indicia showing that postage is paid. Permit imprint indicia may be printed directly on mail 

pieces. Permit imprint mailings must contain at least 200 identical pieces or 50 pounds. The contractor is 

cautioned to use the permit imprint only for mailing material produced under this contract. 

The contractor is required to use manifest mail when postal regulations allow. The contractor must have a 

Manifest Mailing System (MMS) for First-Class Mail, which has been approved by USPS to document postage 

charges for this mailing. 

Each mail piece must be identified with a unique identification number or with a keyline containing a unique 

identification number and rate information about the piece. Requirements for the MMS are contained in 

Publication 401 “USPS Guide to the Manifest Mailing System” in effect at the time of the mailing. A copy of the 

USPS approval for the MMS must be presented at the post award conference. 

Permit imprint may not be used if the mailing is less than 200 pieces or pieces that are not identical. Instead, the 

mail must be metered and any permit imprint must be covered/concealed by a meter strip. The contractor will be 

reimbursed for the metered postage by submitting a properly completed Postal Service form (or equivalent). All 

meter supplies will be borne by the contractor. 

The contractor is required to prepare Domestic First Class letter-size mail pieces and obtain the maximum postage 

discount allowed by USPS in accordance with the appropriate USPS rules and regulations, including USPS 

Domestic Mail Manual, and Postal Bulletins on Automation-Compatible First-Class Domestic Mail Automated 

and Non-automated mail discount structure in effect at the time of the mailing; a) Automation (5-digit); 

(b)Automation (3-digit); (c) Automation (AADC); (d) Automation (Mixed AADC); (e) Non-automation 

(Presorted); and (f) Non-automation (Single Piece). 

Contractor will be required to produce and use a USPS Intelligent Mail Barcode (IMB) full service option and 

achieve the maximum postage discounts available with this option. The contractor will be required to comply 

with USPS requirements and place the IMB on all notices/mail pieces of this workload. The contractor is required 

to be capable of achieving the postage discounts available with the Full-Service option of the IMB program. The 

full service option requires the contractor to use Postal One. 

To achieve the maximum automation compatible postal discount, the contractor is required to either presort the 

notices prior to printing or sort the mail after the notices are inserted. The contractor may use a Presort 

subcontractor for the mailing portion of the contract. SSA has the right to inspect the subcontractor for the 

security of the mailing operation and compliance with the contract. 
Income Related Monthly Adjusted Amount Notices Page 30 of 43 

542-S (4/15) 

NOTE: Mail addressed to United States territories and possessions (e.g., American Samoa, Federated States of 

Micronesia, Guam, Marshall Islands, Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake Island, 

and Military Overseas Addresses (APO/FPO mail) is Domestic Mail, not International Mail. 

Intelligent Mail Barcoding, delivery address placement and envelopes used for the mailing are among the items 

that must comply with USPS requirements for automation-compatible mail in effect at the time of the mailing. 

In addition, USPS has instituted a verification procedure called a “tap” test. This test is used to screen all mailings 

with barcoded inserts for proper barcode spacing within the envelope window. When the insert showing through 

the window is moved to any of its limits inside the envelope, the entire barcode must remain within the barcode 

clear zone. In addition, a clear space must be maintained that is at least 0.125” between the left and right edges of 

the window, and at least 0.028” clearance between the Intelligent Mail Bar code and the top and bottom edges of 

the window. 

All letters in a mailing must pass the “tap” test in order to obtain the maximum postal discounts for the ordering 

agency. The contractor will be responsible for payment of any additional postage resulting from a loss of postage 

discounts due to failure to pass the “tap” test because of inaccuracy or failure to conform to USPS specifications. 

Contractor should be aware that USPS uses the Mail Evaluation Readability Look-up Instrument (MERLIN) to 

evaluate barcodes. If MERLIN is in effect in the contractor’s geographic area, the contractor must ensure that all 

barcoded mail meets the new barcode standards. The contractor will be responsible for payment of any additional 

postage resulting from a loss of such discounts due to failure of the contractor-generated barcodes to pass the 

MERLIN test because of inaccuracy or failure to conform to USPS specifications. 

NOTE: The contractor is responsible for producing and providing all reporting data required for acceptance and 

processing of full service mail required by USPS for the Intelligent Mail barcode (IMB). 

INTERNATIONAL FIRST-CLASS MAIL: All items mailed must conform to the appropriate USPS 

International Mail Manual (IMM), Postal Bulletins, and other USPS rules and regulations in effect at the time of 

mailing. 

Permit imprint is to be used for International Mail providing the mailing consists of at least 200 pieces. Permit 

Imprint may not be used if the mailing is less than 200 pieces. Instead, the mail must be metered and any Permit 

Imprint must be covered/concealed by a meter strip. 

If the mailing meets the qualifications for International Priority Airmail (IPA), it must be processed through IPA 

in accordance with USPS rules and regulations in effect at the time of the mailing. Contractor must prepare 

mailpieces in accordance with the shape-based requirements of First-Class Mail International service listed in the 

USPS International Mail Manual (IMM) and the additional requirements for IPA as specified in the most recent 

IMM. The contractor is required to sort the mail to achieve the maximum postage discounts available with the 

IPA program. To maximize postage savings, the contractor shall sort to the IPA Rate Group 1 through 15. Due to 

heightened security, many foreign postal administrations require complete sender and addressee information in 

roman letters and Arabic numerals on postal items. 

The complete address of the sender, including zip code and country of origin, should be shown in the upper left 

corner of the address side of the envelope, package, or card. International Mail return addresses must show as the 

last line of the address “UNITED STATES OF AMERICA” or “USA” in all capital letters. All International Mail 

must be endorsed “PAR AVION” or “AIR MAIL” as described in the USPS IMM. The contractor may use a 

rubber stamp to meet this requirement. 

NOTE: International mail cannot contain a presort endorsement. Again, note mail addressed to United States 

territories and possessions (e.g., American Samoa, Federated States of Micronesia, Guam, Marshall Islands, 

Northern Mariana Islands, Palau, Puerto Rico, Virgin Islands, Wake Island, and Military Overseas Addresses 

(APO/FPO mail) is Domestic Mail, not International Mail. 
Income Related Monthly Adjusted Amount Notices Page 31 of 43 

542-S (4/15) 

CODING ACCURACY SUPPORT SYSTEM (CASS) AND NATIONAL CHANGE OF ADDRESS 

(NCOA): 

Mailers 1 and 2 – Addresses for the English and Spanish/English notices 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 the National Change of Address (NCOA) 

service database. Updated CASS and NCOA certificates will be provided to the contractor by SSA throughout the 

duration of the contract. 

Mailer 3 – SSA will not supply a CASS or NCOA certificate for the RRB notice addresses contained in these 

files. The contractor will be required to run all RRB files through CASS and NCOA, perform address corrections, 

and provide certificates for the USPS. 

The contractor shall process all RRB addresses supplied by SSA through the required Postal address 

quality standards listed in the Domestic Mail Manual to qualify for automation discounts. 

NOTE: Contractor CANNOT at any time perform move updates or address corrections on any notice address. 

 

MAILING DOCUMENTATION: The contractor shall provide SSA with complete copies of all documents 

used by USPS to verify and accept the mail (e.g., computer records of presort ZIP+4, barcode breakdown, press 

runs) including USPS 3607R and/or GPO’s Form 712 (Certificate of Conformance), noted with file date and 

mailer number and 100% Accountability Summary Reports. The contractor shall place the number that is on 

top of the GPO Form 712 (the number that starts with “A”) in the space provided on the USPS mailing 

statements. If no space is provided on the mailing statement, place the number in the upper right margin of the 

mailing statement. The contractor will use Federal Agency Cost Code 276-00002 on all mailing documents. 

Within 24 hours of completing the mailing, the contractor shall provide PDF copies of the mail documentation, 

USPS 3607R, GPO 712s and 100% Accountability Summary reports to SSA’s Printing Management Team (see 

Exhibit K) via email. All copies must be legible and include both obverse and reverse side. 

NOTE: The contractor is required to complete and email to SSA daily an MS EXCEL database/spreadsheet for 

each day of mailing (Exhibit J). The database/spreadsheet will have fields for the contractor to complete. These 

fields will include: Job Title, Jacket Number, Program Number, and Print Order Number, as well as the 

itemized breakdown of the postage volumes and USPS rates at the time of mailing. The contractor will be 

required to email the completed database/spreadsheet within two (2) workdays of each mail drop to: SSA, 

Printing Management Branch, Baltimore, MD (see Exhibit K). 

Upon termination of this contract, the contractor must return all furnished material to: SSA, Printing Management 

Branch, Baltimore, MD (see Exhibit K) via overnight carrier. 

All expenses incidental to picking up and returning materials, submitting proofs, and furnishing sample copies 

must be borne by the contractor. 

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job 

prior to receipt of the individual task order and/or print order (GPO Form 2511). 

The Postaward Conference is to be held within three (3) workdays of notification of award. NOTE: Furnished 

materials for envelopes and recycled logo/legend will be provided at the postaward conference, or shortly 

thereafter. 

For each option year exercised, the amount of time in the schedule will remain the same. The transmission of 

files, printing of notices, and the mailing will always take place beginning the Friday before Thanksgiving and 

ending the Friday after Thanksgiving. Actual dates will be provided at each contract year’s preproduction 

meeting or with the print order. The contractor must not deviate from the specified mailing schedule or the 

quantity to be mailed. 
Income Related Monthly Adjusted Amount Notices Page 32 of 43 

542-S (4/15) 

Furnished material must be picked up from and delivered to: SSA, Printing Management Branch, Baltimore, MD 

(see Exhibit K). 

Contractor to email PDF soft proofs to email address specified on the print order. 

PROOF SCHEDULE:

For Envelopes – 

The following schedule begins the workday after notification of the availability of print order and furnished 

material; the workday after notification will be the first workday of the schedule. 

 Contractor must submit PDF soft proofs of envelopes within seven (7) workdays of notification of 

availability of print order and furnished material. 

 Proofs will be withheld no more than five (5) workdays from their receipt at the ordering agency until 

corrections/changes/O.K. to print is given. (NOTE: The first workday after receipt of proofs at the 

ordering agency is day one (1) of the hold time.)

 NOTE: If required, due to author’s alterations, the contractor must submit a revised PDF proof within 

five (5) workdays of notification. Proofs will be withheld no more than three (3) workdays from their 

receipt at the ordering agency. (NOTE: The first workday after receipt of proofs at the ordering agency 

is day one (1) of the hold time.) 

For Notices – 

The following schedule begins the SAME workday as start of transmission of live production files the Friday 

prior to Thanksgiving. 

 Contractor must submit PDF soft proofs of the specified 10 notices (for each PC) within 24 hours of 

start of transmission of the live production files the Friday prior to Thanksgiving. 

 Proofs will be withheld no more than 24 hours from their receipt at the ordering agency until 

corrections/changes/O.K. to print is given. 

 NOTE: PDF soft proofs may be reviewed on-site at the contractor’s facility. 

PREPRODUCTION TESTS SCHEDULE:

Prior to receiving wire transmission of live production data files each year, the contractor will be required 

to perform the following tests: 

Wire Transmission Test – This test is to be performed within one (1) week after the data connection has been 

installed. 

 The contractor will be required to receive approximately 1,500,000 notices (per lot) within one (1) 

workday. 

 The contractor will be required to perform a Record Count Verification within one (1) workday of 

receipt of complete transmission of the test files and furnish the Government with the exact counts. 

 The Government will approve, conditionally approve, or disapprove the same workday as receipt 

thereof. 
Income Related Monthly Adjusted Amount Notices Page 33 of 43 

542-S (4/15) 

Preproduction Validation Test – 

 Contractor must submit required samples (PDF or hardcopy samples, as specified) from test files within five 

(5) workdays of receipt of test files. 

 The Government will approve, conditionally approve, or disapprove the preproduction validation 

test samples within five (5) workdays of receipt thereof. 

 If required due author’s alterations or contractor’s error, the contractor must submit revised 

samples within three (3) workdays of notification. The Government will approve, conditionally 

approve, or disapprove the preproduction validation test samples within three (3) workdays of receipt 

thereof. 

Preproduction Press and Mail Run Test – 

 The test is to be performed within seven (7) workdays of final approval of preproduction validation test 

samples and after the contractor receives the materials necessary to perform the test. 

 The contractor must produce a minimum of 187,500 notices (per lot) (or 375,000 notices, if awarded both 

lots) in a continuous 12-hour period. 

 The Government will approve, conditionally approve, or disapprove the samples within seven (7) 

workdays of receipt thereof. 

NOTE: Contractor must notify the 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 the preproduction press and mail run test. 

The contractor will be required to have all material(s) necessary to perform this test. The Government 

representative(s) 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. 

Systems Change/Signature Change Validation Test – 

 When required, contractor must submit required notice samples within five (5) workdays of receipt of 

test files. 

 Samples will be withheld no more than three (3) workdays from their receipt at SSA until they are 

made available for pickup. 

 If required due to author’s alterations or contractor’s error, the contractor must submit additional samples 

within three (3) workdays of notification. The additional samples will be withheld no more than three 

(3) workdays from their receipt at SSA until they are made available for pickup. 

PRODUCTION SCHEDULE:

Transmission Schedule – Live production files for the IRMAA workload will transmit between the Friday and 

Sunday prior to Thanksgiving of each year. *NOTE: The contractor’s FTMS software shall be operational for 

the receipt of data files 24 hours a day, seven (7) days a week, unless otherwise specified by the Government. 

The following schedule begins SAME workday as start of transmission of live production production files the 

Friday prior to Thanksgiving. 

Contractor MUST complete the production and distribution of all IRMAA mailers by close of business the 

day after Thanksgiving of each contract year. 
Income Related Monthly Adjusted Amount Notices Page 34 of 43 

542-S (4/15) 

PRODUCTION AND PRESS SHEET INSPECTIONS: The contractor must notify the GPO and SSA of the 

date and time of the production inspection or press sheet inspection at least 72 hours prior to the inspection(s) to 

allow time to make proper travel arrangements. Notify the U.S. Government Printing Office, Quality Control for 

Procured Printing, Washington, DC 20401 at (202) 512-0542.  Telephone calls will only be accepted between the 

hours of 8:00 a.m. and 2:00 p.m., prevailing Eastern Time, Monday through Friday. NOTE: See contract clauses, 

paragraph 14(e) (1), Inspections and Tests in 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 in that facility. Notification must be given at least 72 hours in advance of 

production start-up. 

The ship/deliver date indicated on the print order is the date products ordered for delivery f.o.b. destination must 

be delivered to the destination(s) specified, and products ordered for mailing for f.o.b. contractor’s city must be 

delivered to the post office. 

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. 

For compliance reporting purposes, contractors are to report information regarding each order with date of 

shipment or delivery, as applicable, in accordance with the contract requirements by contacting the Shared 

Support Services Compliance Section via email at compliance@gpo.gov, via telephone at (202) 512-0520, or via 

facsimile at (202) 512-1364. Personnel receiving the email, call, or facsimile will be unable to respond to 

questions of a technical nature or to transfer any inquiries. 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 35 of 43 

542-S (6/15) 

SECTION 3. - DETERMINATION OF AWARD 

Procurement under this solicitation will be divided into two lots. 

The Government may make two single awards (one for each individual lot), or one single award for both lots, 

whichever is most economical to the Government, as follows: 

 If two single awards are made (one for each individual lot), award will be made to the two (2) lowest 

responsive, responsible bidders. The Government will determine the two lowest bids by applying the prices 

offered in the “SCHEDULE OF PRICES” to the following units of production which are the estimated 

requirements to produce one (1) year’s production requirements 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 for a 

like period of time. 

 If a single award is made to one contractor for both lots, 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 one (1) 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 for a 

like period of time. 

The following item designations correspond to those listed in the “SCHEDULE OF PRICES,” as applicable for 

One Lot or Two Lots. 

ONE LOT TWO LOTS 

I. 9 I. 9 

II. 3 II. 3 

III. (a) 1 III. (a) 1 

 (b) 1 (b) 1 

IV. (a) 3 IV. (a) 3 

 (b) 11,600 (b) 23,200 

 (c) 1,500 (c) 3,000 

V. (a) 5,800 V. (a) 11,600 

 (b) 1,500 (b) 3,000 

VI. 1,500 VI. 3,000 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 36 of 43 

542-S (6/15) 

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Income Related Monthly Adjusted Amount Notices Page 37 of 43 

542-S (4/15) 

SECTION 4. - SCHEDULE OF PRICES 

ONE LOT

Bids offered are f.o.b. destination to Baltimore, MD, 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 “DETERMINATIION 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. 

All invoices submitted to the GPO shall be based on the most economical method of production. Fractional parts of 

1,000 will be prorated at the per-1,000 rate. 

I. COMPOSITION: Prices offered must include the cost of all operations and materials necessary in 

accordance with the terms of these specifications for the mail-out envelopes. 

 Envelopes .......................................................................................................... per envelope ...... $___________ 

II. PROCESSING/FORMATTING FILES: The contractor will be allowed only one (1) charge per workload 

for the term of the contract to process and/or format the Advanced Function Presentation (AFP) files, AFP 

resources, and the Mail Run Data Files supplied necessary to print and mail the notices in each notice file. 

 Processing/Formatting Files .................................................................................. per mailer ...... $___________ 

III. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the tests as 

specified in these specifications. These costs shall cover but are not limited to: machine time, personnel, all 

required materials, wire transmissions, electronic prepress, 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) Wire Transmission Test ...................................................................................... per test ...... $___________ 

 (b) Preproduction Validation Test ............................................................................ per test ...... $___________ 

______________ 

(Initials) 
Income Related Monthly Adjusted Amount (IRMAA) Notices Page 38 of 43 

542-S (6/15) 

IV. PRINTING/IMAGING AND CONSTRUCTION: Prices offered must include the cost of all materials 

and operations (including proofs) necessary for the complete printing/imaging and construction of the product 

listed in accordance with these specifications. 

 (a) *Per Makeready/setup charge ................................................................................................ $___________ 

*Contractor will be allowed only one (1) makeready/setup charge per mailer per year. This combined 

charge shall include all materials and operations necessary to makeready and/or setup the contractor’s 

equipment for all files transmitted for that mailer. Invoices submitted with more than one 

makeready/setup charge per mailer will be disallowed. 

 (b) Notices: Printing/imaging in black, including binding ......................... per 1,000 pages ..... $___________ 

 (c) Envelopes: Printing in black, including construction .................... per 1,000 envelopes ...... $___________ 

V. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as ordered 

on the individual print orders, will be based on the net number of leaves furnished for the product(s) ordered. 

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 – Each page-size leaf. 

Envelopes – Each envelope. 

Per 1,000 Leaves 

 (a) White Offset Book (50-lb.); or at contractor’s option, 

 White Writing (20-lb.) ........................................................................................................... $___________ 

 (b) White Writing (24-lb.); or, at contractor’s option, 

 White Offset Book (60-lb.).................................................................................................... $___________ 

VI. INSERTING AND DISTRIBUTION: Prices offered must be all inclusive and include the cost of all required 

materials and operations necessary for the mailing of the notices including cost of collating notice pages in 

proper sequence, folding to required size in accordance with these specifications, insertion of notice into mailout envelope, and mailing, in accordance with these specifications. 

 Mailers ...................................................................................................... per 1,000 mailers ...... $___________ 

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

Post Office located at Street Address _____________________________________________________________, 

City_____________________________, State___________________________, Zip Code __________________ 

______________ 

(Initials) 
Income Related Monthly Adjusted Amount Notices Page 39 of 43 

542-S (4/15) 

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) 
Income Related Monthly Adjusted Amount Notices Page 40 of 43 

542-S (4/15) 

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Income Related Monthly Adjusted Amount Notices Page 41 of 43 

542-S (4/15) 

SECTION 4. - SCHEDULE OF PRICES 

TWO LOTS

Bids offered are f.o.b. destination to Baltimore, MD, 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 “DETERMINATIION 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. 

All invoices submitted to the GPO shall be based on the most economical method of production. Fractional parts of 

1,000 will be prorated at the per-1,000 rate. 

I. COMPOSITION: Prices offered must include the cost of all operations and materials necessary in 

accordance with the terms of these specifications for the mail-out envelopes. 

 Envelopes .......................................................................................................... per envelope ...... $___________ 

II. PROCESSING/FORMATTING FILES: The contractor will be allowed only one (1) charge per workload 

for the term of the contract to process and/or format the Advanced Function Presentation (AFP) files, AFP 

resources, and the Mail Run Data Files supplied necessary to print and mail the notices in each notice file. 

 Processing/Formatting Files .................................................................................. per mailer ...... $___________ 

III. PREPRODUCTION TESTS: Price offered must include all costs incurred in performing the tests as 

specified in these specifications. These costs shall cover but are not limited to: machine time, personnel, all 

required materials, wire transmissions, electronic prepress, 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) Wire Transmission Test ...................................................................................... per test ...... $___________ 

 (b) Preproduction Validation Test ............................................................................ per test ...... $___________ 

______________ 

(Initials) 
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542-S (6/15) 

IV. PRINTING/IMAGING AND CONSTRUCTION: Prices offered must include the cost of all materials 

and operations (including proofs) necessary for the complete printing/imaging and construction of the product 

listed in accordance with these specifications. 

 (a) *Per Makeready/setup charge ................................................................................................ $___________ 

*Contractor will be allowed only one (1) makeready/setup charge per mailer per year. This combined 

charge shall include all materials and operations necessary to makeready and/or setup the contractor’s 

equipment for all files transmitted for that mailer. Invoices submitted with more than one 

makeready/setup charge per mailer will be disallowed. 

 (b) Notices: Printing/imaging in black, including binding ......................... per 1,000 pages ..... $___________ 

 (c) Envelopes: Printing in black, including construction .................... per 1,000 envelopes ...... $___________ 

V. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as ordered 

on the individual print orders, will be based on the net number of leaves furnished for the product(s) ordered. 

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 – Each page-size leaf. 

Envelopes – Each envelope. 

Per 1,000 Leaves 

 (a) White Offset Book (50-lb.); or at contractor’s option, 

 White Writing (20-lb.) ........................................................................................................... $___________ 

 (b) White Writing (24-lb.); or, at contractor’s option, 

 White Offset Book (60-lb.).................................................................................................... $___________ 

VI. INSERTING AND DISTRIBUTION: Prices offered must be all inclusive and include the cost of all required 

materials and operations necessary for the mailing of the notices including cost of collating notice pages in 

proper sequence, folding to required size in accordance with these specifications, insertion of notice into mailout envelope, and mailing, in accordance with these specifications. 

 Mailers ...................................................................................................... per 1,000 mailers ...... $___________ 

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

Post Office located at Street Address _____________________________________________________________, 

City_____________________________, State___________________________, Zip Code __________________ 

______________ 

(Initials) 
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542-S (6/15) 

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) 
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542-S (6/15) 

  

EXHIBIT A Page 1 of 3 

Form SSA-301 
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542-S (6/15) EXHIBIT A Page 2 of 3 

Form SSA-301 
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542-S (6/15) EXHIBIT A Page 3 of 3 

Form SSA-301 
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542-S (6/15) EXHIBIT B Page 1 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 2 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 3 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 4 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 5 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 6 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 7 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT B Page 8 of 8 Security and Suitability Requirements 
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542-S (6/15) EXHIBIT C Page 1 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 2 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 3 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 4 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 5 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 6 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 7 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 8 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 9 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 10 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT C Page 11 of 11 Standard Form 85P 
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542-S (6/15) EXHIBIT D Page 1 of 1 Sample of Fingerprint Card 
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542-S (6/15) EXHIBIT E Page 1 of 3
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542-S (6/15) EXHIBIT E Page 2 of 3
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542-S (6/15) EXHIBIT E Page 3 of 3
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542-S (6/15) EXHIBIT F Page 1 of 4 Fair Credit Reporting Act Authorization Form 
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542-S (6/15) EXHIBIT F Page 2 of 4 Fair Credit Reporting Act Authorization Form 
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542-S (6/15) EXHIBIT F Page 3 of 4 Fair Credit Reporting Act Authorization Form 
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542-S (6/15) EXHIBIT F Page 4 of 4 Fair Credit Reporting Act Authorization Form 
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542-S (6/15) EXHIBIT G Page 1 of 1 
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542-S (6/15) EXHIBIT H Page 1 of 2 Audit and Summary Reports 
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542-S (6/15) EXHIBIT H Page 2 of 2 Audit and Summary Reports 
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542-S (6/15) EXHIBIT I Page 1 of 1 Mail Run Data (MRD) File 
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542-S (6/15) EXHIBIT J Page 1 of 1 Database/Spreadsheet for Postal Documentation 
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542-S (6/15) EXHIBIT K Page 1 of 1 Key SSA and GPO Personnel Contact Information