Jacket: 740-301

Title: Envelope 205, Courtesy Reply, General Purpose

Agency: Treasury, Internal Revenue Service

Bid Opening: January 3, 2023 at 11:00 a.m.

Abstracted by: TDS January 3, 2023

Verified by: WL

Bid % Terms Discount Offer Discounted Total

$115,153.25 2.0% 10 Days $2,303.07 $115,153.25

$158,244.68 5.0% 21 Days $7,912.23 $150,332.45

$157,285.20 0.0% Net $157,285.20

_ _ _ 0.0% Net _ _ _ _ _

0.0% Net

0.5% Net

0.0% Net

*AWARDED

Printing Resources 340-71367

*Envelope 1, Inc. 340-30944

Contractor Name

The Envelope Printery 210-30941

St Louis Group 240-84144
Jacket 740-301 Page 1 of 11

Written by: TDS Treasury, Internal Revenue Service

Reviewed by: WML Requisition 3-02338

U.S. Government Publishing Office

Columbus, Ohio

General Terms, Conditions, and Specifications

for the procurement of

Envelope 205, Courtesy Reply, General Purpose

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

Department of the Treasury, Internal Revenue Service

BID OPENING

Bids shall be opened at 11:00 AM prevailing Columbus, OH time on January 3, 2023.

BID SUBMISSION

Bidders MUST submit email bids to bidsnortheast@gpo.gov for this solicitation. No other method of bid submission will 

be accepted at this time. The jacket number and bid opening date must be specified in the subject line of the emailed bid 

submission. Bids received after 11 a.m. prevailing Columbus, Ohio time on the bid opening date specified above will not 

be considered for award.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS

The Government will not be responsible for any failure attributable to the transmission or receipt of the emailed bid 

including, but not limited to, the following:

1. Illegibility of bid.

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

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

not to exceed GPO’s stated limit.

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

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

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

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

Any questions before or after award concerning these specifications call Teri Shoffstall at (614) 488-4616, Ext. 6. No 

collect calls. Email: tshoffstall@gpo.gov.

OFFERS

Offers must include the cost of all materials and operations, including deliveries for the total quantity ordered in 

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

for additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges and will not be a 

factor for determination of award.
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GPO CONTRACT TERMS

Any contract which results from this Invitation for Bid will be subject to the applicable provisions, clauses, and 

supplemental specifications of GPO Contract Terms (GPO Pub. 310.2, effective 12/1/87, Rev. 01-18) and GPO Contract 

Terms, Quality Assurance Through Attributes Program (GPO Pub. 310.1, effective May 1979, (Rev. 09/19).

GPO Contract Terms (GPO Publication 310.2):

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf

GPO QATAP (GPO Publication 310.1):

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf

PREAWARD SURVEY

In order to determine the responsibility of the prime contractor or any subcontractor, the Government reserves the right to 

conduct an on-site preaward survey at the contractor’s/subcontractor’s facility or to require other evidence of technical, 

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

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

documents:

1) Most recent profit and loss statement

2) Most recent balance sheets

3) Statement of cash flows

4) Current official bank statement

5) Current lines of credit (with amounts available)

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor

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

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

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

Contracting Officer not having adequate information to reach an affirmative determination of responsibility.

PAYMENT

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

coversheet program application is the most efficient method of invoicing. Instruction for using this method can be found 

at the following web address: http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html.

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

Comptroller, Stop: FMCE, Washington, DC 20401.

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

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

PREDOMINANT PRODUCTION FUNCTION

The predominant production function may be either the manufacture of the envelopes or the printing of the envelopes. 

Bidders who must subcontract both operations may be declared non-responsible.

GOVERNMENT IN-PLANT INSPECTIONS

The Government reserves the right to have Government representative(s) inspect any operation under this contract at the 

start of its production and at any time during production. In addition to the inspections indicated, the Government 

reserves the right to inspect all stages of production.
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TITLE

Envelope 205 Courtesy Reply, General Purpose

PRODUCT

These specifications cover the production of non-standard window envelopes requiring such operations as reproducibles, 

printing, construction, packing, and distribution.

These envelopes are used in the processing of time sensitive taxpayer correspondence. Complete production and timely

delivery, are critical to the mission of the IRS. Failure to receive envelopes on schedule can cause stock outages and 

excess cost and/or work stoppages or costly work-arounds at IRS processing centers.

QUANTITY

5,863,200 envelopes, 3 partials of 1,954,400 envelopes.

• Partial 1: 1,954,400 envelopes due at destination on February 3, 2023

• Partial 2: 1,954,400 envelopes due at destination on February 17, 2023

• Partial 3: 1,954,400 envelopes due at destination on March 3, 2023

NUMBER OF PAGES

Face and Back; head to head before construction.

TRIM SIZE

3-7/8 x 8-7/8” – #9 Envelope

3-1/2 x 1” window located 3/4” from left edge of envelope and 5/8” from bottom edge of envelope.

DESCRIPTION/PRINTING

Envelope prints text matter and postal markings in black ink on face before construction. Contractor to set all type copy 

and create postal markings per USPS DMM. Constructed envelope prints face and back, including outside of flap.

Envelope prints opaque security design in black ink on back before construction. Security tint must cover entire inner 

envelope surface up to the gum line and guarantee complete opacity to prevent show through of any material contained 

therein. Contractor may use stock design. Proprietary designs and company logos are unacceptable.

GOVERNMENT TO FURNISH

PDF files of the Envelope Specification Sheet, IRS 6153 Shipping Label, and IRS Pallet Specifications. All files to be 

emailed at time of award, with Purchase Order.

CONTRACTOR TO FURNISH

All materials and operations, other than those listed under “Government to Furnish”, necessary to produce the products in 

accordance with these specifications.
Jacket 740-301 Page 4 of 11

ELECTRONIC PREPRESS

Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and publishing 

files to assure correct output of the required reproduction image. Any errors, media damage, or data corruption that might 

interfere with proper file image processing must be reported to the GPO contract administrator immediately.

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

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

quality level.

When required by the Government, the contractor shall make minor revisions to the electronic files. It is anticipated that 

the Government will make all major revisions.

Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy.

Upon completion of the order, the contractor must furnish final production native application files (digital deliverables) 

with the furnished material. The digital deliverables must be an exact representation of the final printed product and shall 

be returned on suitable storage media or e-mailed upon request. The Government will not accept, as digital deliverables, 

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

supplied, unless specified by the Government. NOTE: Government will accept Adobe Acrobat Portable Document 

Format (PDF) files as digital deliverables when furnished by the Government.

PROOFS

Contractor to submit one Press Quality PDF soft proof (for content only) using the same Raster Image Processor (RIP) 

that will be used to produce the final printed product. PDF proof will be evaluated for text flow, image position, and print

breaks. Email proofs on or before January 9, 2023. Contractor must call to confirm receipt. Contact information to be 

provided after award. Proofs will be held for 1 workday.

The contractor must not print prior to receipt of an OK to Print.

STOCK/PAPER

The specifications of all paper furnished must be in accordance with those listed herein or listed for the corresponding JCP 

Code numbers in the “Government Paper Specification Standards No. 13” dated September 2019. All paper used must be 

of a uniform shade.

White Writing or Wove, basis weight: 24 lbs. per 500 sheets, basis size: 17 x 22”, equal to JCP Code V20.

INK/PRINTING

Black ink, Helvetica (or equal) typeface, follow Envelope Specification Sheets, Exhibit 1 on page 9 for typeface sizes. 

All printing shall comply with all applicable U.S. Postal Service regulations.

MARGINS

Follow margins on the Government furnished Envelope Specification Sheet, Exhibit 1 on page 9.

CONSTRUCTION OF ENVELOPES

Follow margins on the Government furnished specification sheets, see Exhibit 1 on page 9.

Envelopes shall be open side, high cut, diagonal or side seam construction with pointed and fully gummed flap. 

Envelopes with diagonal seams shall be sufficiently high cut so as to prevent the flap adhesive from contacting the 

envelope contents. The sealed seams shall not adhere to the inside of the envelope. Envelopes shall be free from cuts, 

folds, tears, machine marks, foreign matter, dirt, ink smears, and adhesive stains.
Jacket 740-301 Page 5 of 11

FLAP ADHESIVE

Sealing flap must exceed the throat by at least 3/4”. Split-gumming is NOT permitted. Flap adhesive shall be a 

water-activated type of such a consistency to prevent premature sealing of the flap and curling of the envelope after 

drying.

The flap adhesive shall be uniformly applied and have a minimum thickness of 0.015mm (0.0006 inch). The flap shall be 

capable of being quickly and securely sealed using finger tips after moistening the adhesive. When opened 15 to 20 

seconds after sealing, the flap shall pull fibers from the body of the envelope from not less than 75% of the adhesive area 

of the flap beyond the throat, up to a maximum width of one-inch gum strip from the edge of the flap.

WINDOWS

Envelopes require one rectangular window, non-standard size and position. Window size is 3-1/2 x 1”, located 3/4” from 

left edge of envelope and 5/8” from bottom edge of envelope.

Windows shall have rounded or slightly rounded corners, shall be the size and location specified on the Envelope 

Specification Sheet, see Exhibit 1 on page 9, and shall comply with all applicable U.S. Postal Service regulations.

The windows shall be covered on the inside with a 1.5 mil transparent polystyrene window material glued securely on all 

interior edges so as not to interfere with insertion of contents. The transparent polystyrene window material shall be free 

of conditions which would prevent being machine read by USPS and IRS equipment.

QUALITY ASSURANCE LEVELS AND STANDARDS

The following levels and standards shall apply to these specifications:

Product Quality Levels:

(a) Printing Attributes – Level IV

(b) Finishing Attributes - Level IV

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

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

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

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

Attribute Specified Standard

P-7. Type Quality and Uniformity Approved PDF Proof

PACKING

Envelopes shall be un-banded with flaps folded down. The shipping container shall be closed/sealed in accordance with 

GPO Contract Terms.

Envelopes must not be packed in oversized containers. All envelopes shall be securely packed in boxes so as to prevent 

curling or warping due to excessive space. Spacers or fillers should only be added to the last shipping container to 

complete an odd order quantity.

Pack envelopes in units of 500 inside close-fitting boxes, 5 boxes per carton.

Cartons shall have a minimum bursting strength of 1 379 kPa (200 pounds per square inch) or a minimum edge crush test 

(ECT) of 7 700 N per m width (44 pounds per inch width).
Jacket 740-301 Page 6 of 11

DEPARTMENTAL RANDOM COPIES (BLUE LABEL/YELLOW LABEL)

Departmental Random Copies are required with each partial delivery. One set must be labeled with the government 

furnished Blue Label (GPO Form 2678 – Certificate of Selection of Random Copies) and one set must be labeled with a 

contractor furnished Yellow Label (Blue Label information copied onto yellow paper).

Production quantity is to be divided into 200 equal sublots. A random “Blue Label” copy and a random “Yellow Label” 

copy must be selected from each sublot. Do not choose copies from the same general area in each sublot.

The contractor will be required to certify that all copies were selected as directed using GPO Form 917 – Certificate of 

Selection of Random Copies (located on www.gpo.gov). The GPO Form 917 shall be packaged with the “Blue Label” 

copies. The random copies constitute a part of the total quantity ordered, and no additional charge will be allowed.

These randomly selected copies must be packed separately and identified by a special label (GPO Form 2678 –

Departmental Random Copies (Blue Label)) that must be printed on blue paper for “Blue Label Copies” and yellow paper 

for “Yellow Label Copies” and affixed to each affected container. Form 2678 can be downloaded from www.gpo.gov. 

The container and its contents shall be recorded separately on all shipping documents and sent in accordance with the 

“Distribution” clause below.

A copy of the purchase order/specification and a signed Certificate of Selection of Random Copies must be included with 

the “Blue Label” copies.

A copy of the purchase order/specification must be included with the “Yellow Label” copies.

LABELING AND MARKING

Reproduce partially completed carton shipping label, IRS Form 6153 (Rev. 3-2006), from furnished PDF file, fill in the 

appropriate information contained on the purchase order and Envelope Specification Sheet. Label outside of shipping 

containers with label. See Exhibit 2, page 10.

PALLETIZING

Palletizing is required. There shall be no more than one partial pallet per delivery.

Except for size, pallets must conform with Federal Specifications NN-P 71C, and any amendments thereto, as follows: 

Type III, Group 2 or 3, four way (partial) flush pallet, size L 48” x W 40”. Full entry MUST be on the 40” width.

Cartons must be fastened securely to the pallet in a manner that will prevent lateral movement but will permit ready 

removal without damage to the containers. Corner beads and stretch-wrapping is required.

Pallets shall be stacked with reverse layer pattern to insure acceptance and safe delivery by common carriers. Maximum 

height (including pallet) 55”. See Exhibit 3, page 11. If this is not possible contact GPO Contracting Officer.

Pallets shall be suitably packed so as to insure acceptance and safe delivery by common carrier. Double stacking pallets is 

not permitted.

Strict adherence to these dimensions is necessary to meet requirements of IRS storage facilities. Receipt of incorrect 

pallet construction may result in a charge assessed against the contractor for each incorrect pallet. This charge will cover

costs incurred by the Government in re-palletizing the shipment onto correct pallets.

SCHEDULE

Adherence to this schedule must be maintained. See “Notice of Compliance with Schedules”, in GPO Pub. 310.2, Rev. 

1-18. Purchase Order and furnished material will be e-mailed from U.S. Government Publishing Office, by January 5, 

2023.
Jacket 740-301 Page 7 of 11

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., 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.

DELIVERY DATE

3 partial deliveries of 1,954,400 envelopes required:

• Partial 1: 1,954,400 envelopes due at destination on February 3, 2023

• Partial 2: 1,954,400 envelopes due at destination on February 17, 2023

• Partial 3: 1,954,400 envelopes due at destination on March 3, 2023

RECEIPT FOR DELIVERY

As applicable, the contractor must furnish their own receipts for deliveries. These receipts must include the GPO jacket 

number; total quantity delivered number of cartons, and quantity per carton; date delivery made; and signature of the 

Government agent accepting delivery. The original copies of these receipts must accompany the contractor’s invoice for 

payment.

DISTRIBUTION

Deliver f.o.b. destination 3 partial deliveries of 1,954,400 envelopes each (includes Blue and Yellow Labels) to:

CPS-West Warehouse

Business Depot Ogden

112 North 700 West, Bldg. 4B

Ogden, UT 84404

Ship all destinations by traceable means. All expenses incidental to picking up and returning materials and 

samples must be borne by the contractor.

Due to high security at IRS Facilities, detailed information may be required from delivery carriers to confirm the identity 

of the driver and equipment used for delivery. Additionally, 24 to 48 hour advance notice of intended deliveries may be 

required to schedule availability of loading/unloading docks. 

At same time bulk delivery is shipped, 10 printed samples from the start of production must be banded with a copy of the 

purchase order wrapped around or attached to the front of the envelopes. Sample packages are to be delivered to:

IRS

ATTN: Carl Matt Slater

M/S 8100

1160 West 1200 South 

Ogden, UT 84404

Only small package carrier shipments accepted, no USPS mail.

On the same day that the product ships, the contractor must notify the ordering agency via e-mail (address provided after 

award) of the distribution. The subject line of the message shall be “Distribution Notice for Jacket (enter applicable 

Jacket Number) and Requisition (enter applicable Requisition Number)”. The e-mail must provide all applicable tracking 

numbers, shipping method, and program title. Contractor must provide copies of all delivery, mailing, and shipping 

receipts (as applicable) upon agency request.
Jacket 740-301 Page 8 of 11

BID OFFER

SHIPMENT(S): Shipment(s) will be made f.o.b. destination from: City _______________________, State________

JACKET NO: 740-301

BID PRICE: $_________________________

ADDITIONAL RATE: $__________ per ___________

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

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

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

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

receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in 

exact accordance with specifications.

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

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

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

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

solicitation and GPO Contract Terms – Publication 310.2. When responding by email, fill out and return one completed 

copy of all applicable pages (page 8) that include the Jacket Number, Bid Price, Additional Rate, Discounts, 

Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing where indicated. Valid 

electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, § 2. Electronic 

signatures must be verifiable of the person authorized by the company to sign bids.

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

Bidder 

(Contractor Name) (GPO Contractor’s Code)

(Street Address)

(City – State – Zip Code)

By 

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

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

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

THIS SECTION FOR GPO USE ONLY

Contracting Officer Review_____________ Date ___________ Certifier _______________ Date

(initials) (initials)
Jacket 740-301 Page 9 of 11

EXHIBIT 1: E-205 ENVELOPE SPECIFICATION SHEET
Jacket 740

-301 Page 10 of 11

EXHIBIT 2: IRS FORM 6153 SHIPPING LABEL
Jacket 740

-301 Page 11 of 11

EXHIBIT 3: IRS PALLET SPECIFICATIONS