Program No 650-S Term 06/13/13 To 05/31/14

TITLE: Veterans Health Identification Cards (VHIC)

BASIS OF

ITEM NO. DESCRIPTION AWARDI. PRINTING/IMAGING, BINDING AND CONSTRUCTION: UNIT RATE COST UNIT RATE COST UNIT RATE COST 

(a) Daily makeready/setup charge.................................. 365 $0.00 $0.00 $250.00 $91,250.00 $500.00 $182

(b) VIC Legacy card..................................per 1000 cards 70 $894,250.00 $62,597,500.00 $1,150.00 $80,500.00 $1,612.50 $112(c) Interim VHIC Card................................per 1000 cards 2 $171,500.00 $343,000.00 $1,120.00 $2,240.00 $1,612.50 $3

(d) WEDI VHIC Card.................................per 1000 cards 1747 $4,900.00 $8,560,300.00 $1,120.00 $1,956,640.00 $1,765.88 $3,084

(e) Carrier Sheet (Face only)......................per 1000 sheets 1455 $0.00 $0.00 $21.02 $30,584.10 $67.00 $97

(f) Carrier Sheet (Face and back)...............per 1000 sheets 364 $0.00 $0.00 $33.02 $12,019.28 $67.00 $24

(g) Mail-out Envelope, including cost of envelope

.......................................................per 1000 sheets 1819 $0.00 $0.00 $33.23 $60,445.37 $17.25 $31

II. INSERTING AND MAILING:

Mailers.............................................per 1000 mailers 1819 $0.00 $0.00 $69.08 $125,656.52 $54.50 $99

III. PROGRESS REPORTS:

Progress Report........................................per report 16 $0.00 $0.00 $175.00 $2,800.00 $625.00 $10

CONTRACTOR TOTALS $71,500,800.00 $2,362,135.27 $3,645

DISCOUNT 0.0% $0.00 0.0% $0.00 0.25% $9

DISCOUNTED TOTALS $71,500,800.00 $2,362,135.27 $3,636

KNIGHTSBRIDGE 

LEE DISTRIBUTING 

GRAPHICS

High Point, NC Dallas, TX

NPC, INC.

Claysburg, PA
Program 650-S Page 1 of 36 

Specifications by MRN 

 U.S. GOVERNMENT PRINTING OFFICE 

 Washington, DC 

 GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

 For the Procurement of 

Veterans Health Identification Cards (VHIC) 

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

U.S. Department of Veterans Affairs 

 Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award and ending May 31, 

2014, 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. 

BID OPENING: Bids shall be publicly opened at 11:00 a.m., prevailing Washington, DC time, on June 13, 2013. 

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, 732 North Capitol 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. 

THIS IS A NEW PROGRAM. THERE IS NO ABSTRACT AVAILABLE. 

For information of a technical nature, call AST-4, Linda Rodano (202) 512-0310. (No collect calls.) or via 

lrodano@gpo.gov 
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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 (revised 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: Subcontracting is allowed for the printing of the static information on the cards only and the 

manufacturing of the envelopes only. 

GPO IMPRINT REQUIREMENTS: The GPO imprint requirement, GPO Contract Terms, Supplemental 

Specifications, No. 9, is waived. 

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

specifications: 

Product Quality Levels: 

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

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

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

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

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

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

 Attribute Specified Standard 

P-7. Type Quality and Uniformity O.K. Prior to production samples/O.K. Proofs/ 

 Average type dimension/Electronic media 

P-8. Halftone Match (Single and Double Impression) O.K. Prior to production samples/O.K. Proofs/ 

 Electronic media 

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

P-10. Process Color Match O.K. Prior to production samples/O.K. Proofs/ 

 Electronic media 

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

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

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

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

added under this clause. Further extension may be negotiated under the “EXTENSION OF CONTRACT TERM” 

clause. See also “ECONOMIC PRICE ADJUSTMENT” for authorized pricing adjustment(s). 
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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 May 31, 2014, 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 February 28, 2013, 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. 

SECURITY – PRIVACY REQUIREMENTS: 

General - All contractors and contractor personnel shall be subject to the Federal laws, regulations, standards and VA 

Directives and Handbooks, regarding information system security as delineated in this contract. Contractors must 

follow policies and procedures outlined in VA Directive 6500, Information Security Program and its handbooks to 

ensure appropriate security controls are in place. 

SECURITY REQUIREMENTS: Protection of Confidential Information – 

(a) The contractor shall restrict access to all confidential information obtained from the Department of Veterans 

Affairs in the performance of this contract to those employees and officials who need it to perform the 

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

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

contractor representative. 

(b) The contractor shall process all confidential information obtained from VA 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 VA in the 

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

protect this information from improper disclosure. 
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(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 VA. 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. 

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

be stored in an area that is physically safe from unauthorized access. (See “PREAWARD SURVEY, Security 

Control Plan - Production Area” for more information.) 

(g) The Government reserves the right to conduct on-site visits to review the contractor’s documentation and inhouse procedures for protection of confidential information. (See “PREAWARD SURVEY” for more 

information.) 

SECURITY REQUIREMENTS: This contract has been designated Public Trust Position Level 1 (Limited). 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. “Performing under 

this contract” is defined as working on-site at a VA facility (including visiting the VA site for any reason) or having 

access to Government programmatic or sensitive information. 

The contractor shall submit a completed Background Investigation Request Worksheet (Attachment A) for each 

contractor employee who will be working on this contract within seven (7) calendar days of contract award. VA will 

process all required background checks. Contractor employees are required to be fingerprinted within 14 calendar 

days of contract award, unless otherwise notified by VA. It is the responsibility of the contractor to ensure fingerprint 

cards are processed through their local police departments or other authorized fingerprinters. VA will provide 

additional information on fingerprinting requirements at contract award. 

The general requirements as listed above are required of any new and current contractor employees performing 

contract work, and any project supervisors and management officials who have access to Government sensitive 

information. 

The contractor is responsible for updating the background investigation template as personnel are added to the 

contract. The contractor must submit the updated roster to the Contracting Officer within seven (7) calendar days after 

the added personnel are approved by VA. The background investigation forms and fingerprinting must be completed 

within seven (7) calendar days of the personnel being added to the contract. 

Access to VA Information and VA Information System – 

1. A contractor shall request logical (technical) and/or physical access to VA information and VA information 

systems for employees only to the extent necessary: (1) to perform the services specified in the contract; (2) to 

perform necessary maintenance functions for electronic storage or transmission media necessary for 

performance of the contract; and, (3) for individuals who first satisfy the same conditions, requirements and 

restrictions that comparable VA employees must meet in order to have access to the same type of VA 

information. 
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2. All contractor employees working with VA Sensitive Information are subject to the same investigative 

requirements as those of regular VA appointees or employees who have access to the same types of 

information. The level of background security investigation will be in accordance with VA Directive 0710, 

Handbook 0710, which are available at: http://www1.va.gov/vapubs/ and VHA Directive 0710 and 

implementing Handbook 0710.01 which are available at: http://www1.va.gov/vhapublications/index.cfm. 

Contractors are responsible for screening their employees. The following are VA’s approved policy 

exceptions for meeting VA’s background screenings/investigative requirements for certain types of 

contractors: 

 Contract personnel not accessing VA information resources such as personnel hired to maintain the 

medical facility grounds; construction contracts; utility system contractors; etc. 

 Contract personnel with limited and intermittent access to equipment connected to facility networks 

on which no VA sensitive information is available, including contractors who install, maintain, and 

repair networked building equipment, such as fire alarm; heating, ventilation, and air conditioning 

equipment; elevator control systems, etc. If equipment to be repaired is located within sensitive areas 

of a VA facility (e.g., computer room/communications closets), VA IT staff must escort contractors 

while on-site. 

 Contract personnel with limited an intermittent access to equipment connected to facility networks on 

which limited VA sensitive information may reside including medical equipment. Contractors who 

install, maintain, and repair networked medical equipment such as CT scanners, EKG systems, ICU 

monitoring, etc. In this case, Veterans Health Administration facilities must have a duly executed 

VA business associate agreement (BAA) n place with the contractor in accordance with the VHA 

Handbook 1600.01, Business Associates, to assure compliance with the Health Insurance Portability 

and Accountability Act of 1996 (HIPAA) in addition to this contract. Contract personnel, if on site, 

must be escorted by VA IT staff. 

 3. Contract personnel who require access to national security programs must have a valid security clearance. 

The National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that 

cleared U.S. defense industry safeguards the classified information in their possession while performing work 

on contracts, programs, bids, or research and development efforts. Defense Security Service (DSS) 

administers the NISP on behalf of the Department of Defense and 23 other federal agencies within the 

Executive Branch. VA will verify clearance through DSS. 

VA Information Custodial Requirements – 

1. Information made available to the contractor by VA for the performance and/or administration of this contract 

or information developed by the contractor in performance and/or administration of the contract shall be used 

only for those purposes and shall not be used in any other way without the prior written agreement of the 

Contracting Officer. This clause expressly limits the contractor’s rights to use data as described in Rights in 

Data - General, Federal Acquisition Regulation (FAR) 52.227-14(d) (1). 

2. Information generated by a contractor as a part of the contractor’s normal business operations, such as 

medical records created in the course of providing treatment, is subject to a review by the Office of General 

Counsel (OGC) to determine if the information is the property of VA and subject to VA policy. If the 

information is determined by OGC to not be the property of VA, the restrictions required for VA information 

will not apply. 

3. VA information will NOT be commingled with any other data on the contractor’s information systems/media 

storage systems in order to ensure VA requirements related to data protection and media sanitization can be 

met. VA also reserves the right to conduct IT resource inspections to ensure data separation and on-site 

inspection of information destruction/media sanitization procedures to ensure they are in compliance with VA 

policy requirements. 
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4. Prior to termination or completion of this contract, the contractor will not destroy information received from 

VA or gathered or created by the contractor in the course of performing this contract without prior written 

approval by VA. Any data destruction done on behalf of VA by a contractor must be done in accordance with 

National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, 

Records and Information Management and its Handbook 6300.1 Records Management Procedures, and 

applicable VA Records Control Schedules. These Directives are available at: http://www1.va.gov/vapubs/. 

5. The contractor will receive, gather, store, back up, maintain, use, disclose and dispose of VA information only 

in compliance with the terms of the contract and applicable Federal and VA information confidentiality and 

security laws, regulations and policies. Applicable Federal information security regulations include all 

Federal Information Processing Standards (FIPS) and Special Publications (SP) issued by the National 

Institute of Standards and Technology (NIST). If Federal or VA information confidentiality and security 

laws, regulations and policies become applicable to the VA information or information systems after 

execution of the contract, or if NIST issues or updates applicable FIPS after execution of this contract, the 

parties agree to negotiate in good faith to implement the information confidentiality and security laws, 

regulations and policies, including FIPS or SP, in this contract. 

6. Contractors collecting, storing, or disseminating personal identifiable information (PII) or protected health 

information (PHI) data must conform to all pertinent regulations, laws, and VA directives related to privacy. 

Contractors must provide access for VA privacy reviews and assessments and provide appropriate 

documentation as directed. 

7. The contractor shall not make copies of VA information except as necessary to perform the terms of the 

agreement or to preserve electronic information stored on contractor electronic storage media for restoration 

in case any electronic equipment or data used by the contractor needs to be restored to an operating state. 

8. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security 

provisions of the contract, it shall be sufficient grounds for the Government to terminate the contract for 

default or terminate for cause under the GPO Printing Procurement Regulations (GPO Publication 305.3). 

9. If a Veterans Health Administration (VHA) contract is terminated for cause, the associated business associate 

agreement (BAA) will also be terminated and appropriate actions taken in accordance with VHA Handbook 

1600.01 Business Associates. 

10. Contractor will store, transport or transmit VA sensitive information in an encrypted form, using a VAapproved encryption application that meets the requirements of NIST’s FIPS 140-2 standard. 

11. The contractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s 

minimum requirements. VA directives are available on the VA directives Web site at 

http://www1.va.gov/vapubs/. 

12. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, 

the contractor may use and disclose VA information only in two other situations: (1) in response to a 

qualifying order of a court of competent jurisdiction; or, (2) with VA’s prior written approval. The contractor 

will refer all requests for, demands for production of, or inquiries about, VA information and information 

systems to VA for response. 

13. Notwithstanding the provision above, the contractor shall NOT release medical quality assurance records 

protected by 38 U.S.C. 5705 or records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol 

abuse, or infection with human immunodeficiency virus protected under 38 U.S.C. 7332 under any 

circumstances, including in response to a court order, and shall immediately refer such court orders or other 

inquiries to VA for response. 

14. The contractor will not use technologies banned in VA in meeting the requirements of the contract (e.g., 

Bluetooth enabled devices). 
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Information System Design and Development – 

1. Information systems that are designed or developed for, or on behalf of, VA at non-VA facilities shall comply 

with all VA policies developed in accordance with Federal Information Security Management Act (FISMA), 

Health Insurance Portability and Accountability Act (HIPAA), NIST, and related VA security and privacy 

control requirements for Federal information systems. This includes standards for the protection of electronic 

PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level 

designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls 

commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 

6500, VA Information Security Program). During the development cycle, a privacy impact assessment will 

be completed, provided to the VA representative, and approved by the VA Privacy Service in accordance with 

VA Privacy Impact Assessment Handbook 6500.3. 

2. The security controls must be designed, developed, approved by VA, and implemented in accordance with the 

provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37 and 

VA Handbook 6500. 

3. The contractor will be required to design, develop, or operate a System of Records on individuals to 

accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, 

December 31, 1974 (5 U.S.C.552a) and applicable agency regulations. Violation of the Privacy Act may 

involve the imposition of criminal and civil penalties. 

4. The contractor agrees to – 

a. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act 

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

function when the contract specifically identifies the systems of records; and the design, development, or 

operation work that the contractor is to perform; 

b. Include the Privacy Act notification contained in this contract in every solicitation and resulting 

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

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

individuals that is subject to the Act; and, 

c. Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this 

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

5. In the event of violations of the Act, a civil action may be brought against the agency involved when 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 

when 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 is considered to be an employee of the agency. 

6. “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. 

7. “Record” means any item, collection, or grouping of information about an individual that is maintained by an 

agency, including, but not limited to, education, financial transactions, medical history, and criminal or 

employment history and contains the person’s name, or the identifying number, symbol, or other identifying 

particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. 

8. “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. 
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Information System Hosting, Operation, Maintenance and/or Use –

1. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, 

contractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, 

FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. The contractor security control 

procedures must be identical, not equivalent, to those procedures used to secure VA systems. A privacy 

impact assessment (PIA) must also be provided to the VA representative and approved by VA Privacy Service 

prior to operational approval. All external Internet connections involving VA information must be reviewed 

and approved by VA prior to implementation. 

2. Adequate security controls for collecting, processing, transmitting, and storing of personally identifiable 

information, as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to 

hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These 

security controls need to be stated within the PIA and supported by a risk assessment. If these controls are 

determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted 

and approved prior to the collection of PII. 

3. Outsourcing (contractor facility/contractor equipment/contractor staff) of systems or network operations, 

telecommunications services, or other managed services requires certification and accreditation of the 

contractor’s systems in accordance with NIST Special Publication 800-37 and VA Handbook 6500 and a 

privacy impact assessment of the contractor’s systems prior to operation of the systems. Government-owned 

(Government facility/Government equipment), contractor-operated systems, third party or business partner 

networks require a system interconnection agreement and a memorandum of understanding (MOU) which 

detail what data types will be shared, who will have access, and the appropriate level of security controls for 

all systems connected to VA networks. 

4. The contractor must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security 

controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be 

provided to the VA Contracting Officer and the Information Security Officer (ISO) for entry into VA’s Plan 

of Action and Milestone management process. The contractor will use VA’s POA&M process to document 

planned remedial actions to address any deficiencies in information security policies, procedures, and 

practices, and the completion of those activities. Security deficiencies must be corrected within the 

timeframes approved by the Government. Contractor procedures will be subject to periodic, unannounced 

assessments by VA officials. The physical security aspects associated with contractor activities will also be 

subject to such assessments. As updates to the system occur, an updated PIA must be submitted to the VA 

Privacy Service through the VA representative for approval. 

5. All electronic storage media used on non-VA leased or owned IT equipment that is used to store, process, or 

access VA sensitive information must have all VA sensitive information removed, cleared, sanitized, or 

destroyed in accordance with VA policies and procedures upon: (1) completion or termination of the contract 

or (2) disposal or return of the IT equipment by the contractor or any person acting on behalf of the 

contractor, whichever is earlier. 

6. Contractor must have physical and environmental security controls to protect system, buildings and related 

infrastructures from individuals and environmental threats. Building physical security requirements will meet 

or exceed the physical security standards and practices as established with VA Directives and Handbook 

0730, Security and Law Enforcement. There will be an Annual physical security survey conducted. Specific 

requirements and options are found in VA Directive and Handbook 0730 appendix B (Agent Cashier). 

Security Incident Investigation – 

1. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss 

or damage to VA assets or sensitive information, or an action that breaches VA security procedures. The 

contractor shall immediately notify the GPO and VA representative and simultaneously, the designated 

ISO/Privacy Officer for the contract of any known or suspected security/privacy incidents, or any 

unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor 

has access. 
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2. To the extent known by the contractor, the contractor’s notice to GPO and VA will identify the information 

involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA 

information/assets were placed at risk or compromised), and any other information that the contractor 

considers relevant. 

3. The contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of 

jurisdiction, including the GPO and VA Offices of the Inspector General and Security and Law Enforcement, 

in instances of theft or break-in or other criminal activity. The contractor and its employees will cooperate 

with VA and any law enforcement authority responsible for the investigation and prosecution of any possible 

criminal law violation(s) associated with any incident. The contractor will cooperate with VA in any civil 

litigation to recover VA information, obtain monetary or other compensation from a third party for damages 

arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the 

incident. 

4. To the extent practicable, the contractor shall mitigate any harmful effects on individuals whose VA 

Information was accessed or disclosed in a security incident. In the event of a data breach with respect to any 

VA sensitive information processed or maintained by the contractor under the contract, the contractor is 

responsible for liquidated damages to be paid to VA. 

5. If a security incident (as described above) occurs at the contractor’s facility, the actual damage to the 

Government for the incident will be difficult or impossible to determine. Therefore, pursuant to the 

“Liquidated Damages” clause (GPO Contract Terms, Publication 310.2), in lieu of actual damages, the 

contractor shall pay to the Government as fixed, agreed, and liquidated damages for each record, or part 

thereof, involved in the incident, the amount set forth below. Liquidated damages will be assessed against 

that record, or part thereof, which has been compromised. Liquidated damages will not be assessed against 

that record or part thereof that has not been compromised. The amount of damages will be computed at 

$37.50 per record, or part thereof, compromised; provided that the minimum amount of liquidated damages 

shall not be less than $5.00 for the entire order and not more than 50% of the total value of the entire order. 

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

order. Payment of an order will be withheld until evidence of steps taken to prevent the recurrence of a 

security incident has been taken. 

Security Controls Compliance Testing – 

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the 

security controls and privacy practices implemented by the contractor under the clauses contained within this 

contract. With 10 workday’s notice, at the request of the Government, the contractor will fully cooperate and 

assist in a Government-sponsored security controls assessment at each location wherein VA information is 

processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, 

including those initiated by the Office of Inspector General. The Government may conduct a security control 

assessment on shorter notice (to include unannounced assessments) determined by VA in the event of a security 

incident or at any other time. 

Security Training –

1. All contractor employees requiring access to VA sensitive information and/or VA information systems shall 

complete the following before being granted access to VA networks or sensitive information: 

 Sign and acknowledge understanding of, and responsibilities for, compliance with the Contractor Rules 

of Behavior (Attachment B) relating to access to VA information and information systems; 

 Successfully complete VA Cyber Security Awareness training and annual refresher training as required; 
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 Successfully complete VA General Privacy training and annual refresher training as required; and 

 Successfully complete any additional cyber security or privacy training, as required for VA personnel 

with equivalent information system access.

2. The contractor shall provide to the Contracting Officer a copy of the training certificates for each applicable 

employee (for the required training as stated above) within seven (7) calendar days of notification of contract 

award and annually thereafter, as required. These online courses are located at the following web site: 

https://www.ees-learning.net/. 

3. Failure to complete this mandatory training within the timeframe required will be grounds for suspension or 

termination of all physical and/or electronic access privileges and removal from work on the contract until 

such time as the training is completed. 

Contractor Personnel Security –

1. All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall 

be the subject of a background investigation and must receive a favorable adjudication from the VA Security 

and Investigations Center (07C). The level of background security investigation shall be in accordance with 

VA Directive 0710, dated May 18, 2007, and is available at: 

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1569 (VA Handbook 0710, Appendix A, 

and Tables 1 - 3). 

Appropriate Background Investigation (BI) forms shall be provided upon contract award and are to be 

completed and returned to the VA Security and Investigations Center (07C) within three (3) calendar days for 

processing. Contractor shall be notified by 07C when the BI has been completed and adjudicated. If the 

security clearance investigation is not completed prior to the start date of the contract, the employee shall not 

work on the contract while the security clearance is being processed. Work will commence as soon as the 

contractor and the contractor employee receives an email message that states the following: “We show that 

the background investigation request on the individual listed below has been completed, and the case has 

been initiated by the Security Investigations Center.” When the case is completed, all adjudicative paperwork 

will be returned to the requesting office. You can provide this email to the Station ISO as proof the 

investigation has been initiated and access can be granted. This notice does NOT ensure completion of 

VetPro or other required security training. Those individuals that require VetPro Credentialing or additional 

security training must receive those completion notifications from the proper authority prior to start date of 

contract. 

2. The investigative history for contractor personnel working under this contract must be maintained in the 

databases of either the Office of Personnel Management (OPM) or the Defense Security Service (DSS). 

Should the contractor use a vendor other than OPM or DSS to conduct investigations, the investigative 

company must be certified by OPM/DSS to conduct contractor investigations. 

Background Investigation – 

The position sensitivity impact for this effort has been designated as Low Risk and the level of background 

investigation is NACI.

Contractor Responsibilities – 

1. The contractor shall bear the expense of obtaining background investigations. If the investigation is 

conducted by OPM through the VA, the contractor shall reimburse the VA within 30 calendar days of receipt 

of invoice from VA. 
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2. Background investigations from investigating agencies other than OPM/DSS are permitted if the agencies 

possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be 

provided to the Security and Investigations Center (07C), which shall verify the information and advise the 

Contracting Officer whether access to the computer systems can be authorized. 

3. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain 

a U.S. citizenship and are able to read, write, speak, and understand the English language. 

4. After contract award but prior to contract performance, the contractor shall submit a completed Background 

Investigation Request Worksheet (Attachment A) for each contractor employee who will be working on this 

contract. 

5. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the 

employee from consideration from working under the contract. 

6. Failure to comply with the contractor personnel security requirements may result in termination of the 

contract for default. 

7. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA 

under this contract. In the event that damages arise from work performed by contractor provided personnel, 

under the auspices of this contract, the contractor shall be responsible for all resources necessary to remedy 

the incident. 

Government Responsibilities – 

1. The VA Security and Investigations Center (07C) shall provide the necessary forms to the contractor or to the 

contractor’s employees after receiving a list of names and addresses. 

2. Upon receipt, the VA Security and Investigations Center (07C) shall review the completed forms for accuracy 

and forward the forms to OPM to conduct the background investigation. The VA facility shall pay for 

investigations conducted by the OPM in advance. In these instances, the contractor shall reimburse the VA 

facility within 30 calendar days of receipt of invoice from VA. 

3. The VA Security and Investigations Center (07C) shall notify the VA representative and contractor after 

adjudicating the results of the background investigations received from OPM. 

4. The VA representative will ensure that the contractor provides evidence that investigations have been 

completed or are in the process of being requested. 

ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS: 

Intranet/Internet – 

1. The contractor shall comply with the U.S. Department of Veterans Affairs Directive 6102 and VA Handbook 

6102 (Internet/Intranet Services). 

2. VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, and 

any other functions related to the administration of a VA Internet/Intranet Service Site or related service 

(hereinafter referred to as “Internet”). This directive applies to all organizational elements in the Department. 

 This policy applies to all individuals designing and/or maintaining VA Internet Service Sites, including but 

not limited to, full time and part time employees, contractors, interns, and volunteers. This policy applies to 

all VA Internet/Intranet domains and servers that utilize VA resources. This includes, but is not limited to, 

va.gov and other extensions such as, “.com, .eddo, .mil, .net, .org,” and personal Internet service pages 

managed from individual workstations. 
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3. VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and 

presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as “Internet”). The 

handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This includes, 

but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple Mail 

Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers. 

4. VA Directive 6102 and VA Handbook 6102 are available at: 

Internet/Intranet Services Directive 6102 

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=409&FType=2

Internet/Intranet Services Handbook 6102 

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2

5. Internet/Intranet Services Handbook 6102 Change 1 – updates VA’s cookie use policy, Section 508 

guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors. 

Internet/Intranet Services Handbook 6102 Change 1 is available at: 

http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2

6. In addition, any technologies that enable a Network Delivered Application (NDA) to access or modify 

resources of the local machine that are outside of the browser’s “sand box” are strictly prohibited. 

Specifically, this prohibition includes signed-applets or any ActiveX controls delivered through a browser’s 

session. ActiveX is expressly forbidden within the VA while .NET is allowed only when granted a waiver by 

the VA CIO PRIOR to use. 

7. JavaScript is the preferred language standard for developing relatively simple interactions (i.e., forms 

validation, interactive menus, etc.) and Applets (J2SE APIs and Java Language) for complex network 

delivered applications. 

SECTION 508 COMPLIANCE: 

1. The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by 

the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. 

2. In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant 

to Section 508(2) (A) of the Rehabilitation Act Amendments of 1998, established Information Technology 

accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments 

or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall 

ensure that the EIT allows Federal employees with disabilities to have access to and use of information and 

data that is comparable to the access to and use of information and data by other Federal employees. The 

Section 508 requirement also applies to members of the public seeking information or services from a Federal 

department or agency. 

3. Section 508 text is available at: 

 http://www.opm.gov/HTML/508-textOfLaw.htm

 http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 

DATA RIGHTS: All data and materials furnished and/or produced in the performance of this contract shall be the 

sole property of the Government. The contractor agrees not to assert rights or to establish any claim to such 

data/materials in whole or in part in any manner or form, or to authorize others to do so, without prior written consent 

of the Contracting Officer. 
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PREAWARD SURVEY: In order to determine the responsibility of the contractor or any subcontractor, the 

Government reserves the right to conduct an on-site preaward survey at the contractor’s/subcontractor’s facility of all 

of the contractor’s/subcontractor’s computer, printing, and mailing equipment which will be used on this contract or to 

require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the 

award of a contract. Attending the preaward survey will be representatives from the GPO and the VA. 

Contractors must complete the Contractor Security Control Assessment (CSCA), Self-Assessment Questionnaire for 

Contract Service Providers (Attachment C) for VA review and use during the preaward survey security review. 

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. 

The contractor shall present, in writing, to the Contracting Officer within seven (7) calendar days 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. 

Backup Facility – The failure to distribute the Veterans Identification Cards in a timely manner would have an 

impact on the daily operations of VA. Therefore, if for any reason(s) (act of God, labor disagreements, etc.) the 

contractor is unable to perform at said location for a period of longer than seven (7) calendar days, the contractor 

must have a backup facility with the capability of producing the cards. 

Plans for this 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, security plans at the facility, 

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 the other. The contractor must 

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

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 his 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 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 plan must provide for periodic samplings to be taken during the production run, a control system that will 

detect defective, missing, and/or mutilated pieces, and the actions to be taken by the contractor when 

defective/missing/mutilated pieces 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)). A recovery system is 

required to replace all defective, missing, or mutilated pieces. This control system must use a unique sequential 

number to aid in the recovery program which has to be maintained in order to recover any missing or damaged 

pieces. These pieces must be reprinted and 100% accountability must be maintained throughout the run. The 

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

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

inspection reports or logs the contractor will keep to document the quality control inspections performed on each 

run. The plan must provide for a complete audit trail (i.e., it must be possible to locate any piece of mail/VHIC at 

any time from the point it leaves the press up to and including the point at which the mail is delivered to a USPS 

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

required for each and every piece. 
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NOTE: The Government will not, as a routine matter, request that the contractor produce individual pieces in 

transit within the plant, however, the contractor must demonstrate that they have an audit trail established that has 

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

The quality control plan must also include examples of the documentation and a detailed description of the 

random samples that document all of the contractor’s activities. Furthermore, the plan must include the names of 

all quality assurance officials and describe their duties in relationship to the quality control plan. The plan must 

include a detailed description of the number and types of inspections that will be performed as well as the records 

maintained documenting these activities. 

The quality control plan must account for the number of pieces mailed daily, including days when no pieces are 

mailed. 

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

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

assurance random copies. 

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

control samples for periodic samplings to be taken during the production run and provide for backup and 

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

defective, missing, and/or mutilated pieces. 

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

create a quality control sample from each file, to be drawn from the production stream. Samples should be in 

unsealed envelopes with handbooks or inserts. Mailer number and file date must be indicated on each sample. 

The contractor must maintain samples as indicated in the contract specifications. 

The plan shall detail the actions to be taken by the contractor when defective/missing/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)). 

Verification of Production and Mailing Plan – Contractor will be responsible for validating the integrity of every 

item produced in all phases of printing, packaging, and mailing and to ensure all mailpieces were correctly entered 

into the United States Postal System. 

Mailpiece Integrity shall be defined as follows: Each mailpiece shall include all components (and only those 

components) intended for the designated recipient as contained in the print files received from VA. 

The contractor is responsible for providing the automated print integrity control systems and processes required to 

prevent the commingling of cards and carrier sheets intended for different recipients into a completed package. 

The contractor’s printing process must have automated systems that include coding and scanning technology 

capable of – 

1. Validating the count of cards in a set. 

2. Validating the count of carrier sheets in a set. 

3. Validating the sequence of cards in a set. 

4. Validating the sequence of sets in a production batch. 

5. Interrupting production if variances are detected. 

Mailing integrity shall be defined as follows: All records received from VA that are designated for hard copy 

printing were printed, inserted and entered correctly into the United States Postal System. 
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The contractor is responsible for providing the automated inserted mailpiece tracking/reporting systems and 

processes required to validate that 100% of all records received from VA which are designated for hard copy 

printing were printed, inserted and mailed correctly. The contractor’s inserting equipment must have automated 

systems that include coding and scanning technology capable of – 

1. Reconciling card counts and quantity counts from VA provided files to print order control totals provided by 

VA; reporting variances. 

2. Uniquely identifying each Product Types within a print order. 

3. Unique identifier to be scanned after insertion to ensure all products are present and accounted for. 

4. Tracking and reporting all products produced and mailed within a print order at the Product Type level. 

5. Identifying and reporting all missing products that were lost or spoiled during production within a print order. 

6. Generating a new production file for all missing products. 

7. Tracking and reporting all products that were reproduced and mailed within a print order at the Product Type 

level. 

8. Reconciling the total of all products produced and mailed within a print order to the control totals provided by 

VA; reporting all variances. 

9. Reconciling the total of all products mailed to mailing totals contained on Postal Entry Forms within a print 

order; reporting all variances. 

10. Generating a final automated summary report which provides information that all mail pieces have been 

scanned, after insertion, verifying that all pieces for each mail package and file date are accounted for after 

contents are inserted, and event information on any spoiled or missing pieces verifying that they were scanned 

and accounted for. A copy of the summary report must be submitted with the matching GPO 712 form(s). 

The contractor must generate an automated audit report when necessary showing the tracking of all products 

throughout all phases of production for each mailpiece. This audit report will contain all information identified 

above for each phase of printing, packaging, and mailing. 

All product tracking/reporting data must be retained in electronic form for 120 calendar days after mailing, and 

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

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 GPO. 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. 

Unique Identification Number Plan – Unique identifying numbers will be used to track each individual product, 

thereby providing 100% accountability. This enables the contractor to track each product through completion of 

the project. The contractor may create their own sequence number and run date to facilitate their presorting and 

inserting process but must maintain the original VHIC Unique ID (UID) for Management Information (MI) 

reporting. 
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Recovery System – A recovery system will be required to ensure all defective, missing, and/or mutilated pieces 

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

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

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

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

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

required for each and every piece. NOTE: The Government will not, as a routine matter, request that the 

contractor produce individual pieces in transit within the plant, however, the contractor must demonstrate they 

will have an audit trail established that has the ability to comply with this type of request if and when the need 

arises. 

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 VA’s File Transfer Management System (FTMS) for 

electronic transmission of files from VA. The plan must also include the media type on which files from VA will 

be received to the extent that operator intervention (e.g., a tape mount) is not required at VA or the contractor’s 

production facility. The Computer System Plan shall demonstrate the contractor’s ability to provide complete 

hardware and software compatibility with VA’s existing network. 

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. 

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 pick-up/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 employee’s will be given to familiarize them with the requirements of this program. 

NOTE: If employees have current and adequate security clearances, please notate. 

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

a. A listing of all production equipment and equipment capacities to be utilized on this contract. 

b. The production capacity currently being utilized on this equipment. 

c. The capacity that is available for managing and producing the volume of work products identified within 

this contract. 

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

installation dates are required. 

Security Control Plan – The contractor shall provide a security plan that addresses all aspects of physical and 

logical data file handling, processing and transfer, including publication and all associated mail handling as 

required. The security plan will address employee requirements for security training, background investigations 

and credit checks. The security plan will address inventory controls, network security, visitor controls and 

applicable miscellaneous aspects of production. The security plan shall meet or exceed the mandated VA security 

requirements and be approved by a designated VA Information Security Officer and the Privacy Officer. 

The contractor shall review the security plan at least quarterly and update it as soon as changes are indicated. The 

security plan will be maintained throughout the life of the contract. After acceptance of the security plan, the 

contractor shall inform the VA representative in writing, within seven (7) calendar days of changes made to the 

document. In addition to the above, the contractor is also required to complete the Contractor Security Control 

Assessment (Attachment C) annually and keep a copy with the Security Control Plan. 
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The contractor shall enter into a Business Associate Agreement (BAA) and establish an Interconnection Security 

Agreement (ISA) with the VA, and be in accordance with HIPAA with VA prior to initial production of VA’s 

Health Benefits Communications materials. The system must comply with Federal Information Security 

Management Act (FISMA) requirements for Government systems. 

The proposed Security Control Plan must address the following: 

Materials – How all accountable materials will be handled throughout all phases of production. This plan 

shall also include the method of disposal of all production waste materials in accordance with VA directive 

6371 and the NIST publication 800-88. 

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

production of sensitive VA 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 appropriate manner in violation of law and regulations. Sensitive records are records that are 

national security classified or exempted from disclosure by statute, including the Privacy Act or regulation.

If the contractor selects shredding as a means of disposal, it is preferred that a cross cut shredder be used. If a 

strip shredder is used, the strips must not exceed one-quarter inch. The contractor must provide the location 

and method planned to dispose of the material. The plan must include the names of all contract officials 

responsible for the plan and describe their duties in relationship to the waste material plan. 

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

cards, 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 the VHIC mailers. The contractor may produce other products besides the VHIC in this 

area, but all personnel must be cleared and identified in the Personnel Plan and adhere to the Security Control 

Plan.

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. 

Option Years: For each option year that may be exercised, the contractor will be required to re-submit, in writing, the 

above plans detailing any changes and/or revisions that may have occurred. The contractor should be prepared to 

submit these revised plans at each year’s meeting (See “PRE-PRODUCTION MEETING”). THE REVISED PLANS 

ARE SUBJECT TO GOVERNMENT APPROVAL. If the meeting is waived by the Government, the revised plans 

must be submitted to GPO within five (5) workdays of notification of the option year being exercised. 

If there are no changes/revisions, the contractor will be required to submit to the Contracting Officer a statement 

confirming that the current plans are still in effect. 

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

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

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

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

selections and inspections; and, monitor the packing and staging of the mail and processing of undeliverable mail and 

secure destruction of undeliverable mail and defective/mutilated pieces. 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 or 

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

POSTAWARD CONFERENCE: Unless waived by the Government, the total requirements of the job as indicated 

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

contractor’s facility immediately after award. The contractor will be notified of the exact date and time. 
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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. A print order will be issued monthly and will 

indicate the total number of identification cards produced that month. The print order will also indicate any other 

information pertinent to the particular order. 

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

Government. Orders may be issued under the contract from Date of Award through May 31, 2014, 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 will 

be issued monthly and shall detail the monthly volume of cards required. 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. 

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

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

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

to accomplish an agency function; and 

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

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

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

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

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

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

function. For purposes of the Act when the contract is for the operation of a system of records on individuals 

to accomplish an agency function, the contractor and any employee of the contractor is considered to be an 

employee of the agency. 

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

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

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

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

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

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

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

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

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

other identifying particular assigned to the individual. 

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

material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined 

not more than $10,000.00. 

BILLING: Within the first five (5) workdays of each month, the contractor shall submit an itemized statement for 

billing for the previous month’s production to the ordering agency for examination and certification as to the 

correctness of the billing. Submit billing to: Jeffrey.Pace@va.gov (unless otherwise specified on the print order). 

Once a print order has been closed, the billing invoice must be submitted to the U.S. Government Printing Office for 

payment. Submit to: U.S. Government Printing Office, Office of Financial Management, Attn: Comptroller, Stop: 

FMCE, Washington, DC 20401. (NOTE: GPO offers a Contractor Fax Billing System. Please visit the GPO website 

for more information.) 

NOTE: Contractor will NOT be allowed to submit billing on any print order that has not been closed. 
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SECTION 2. - SPECIFICATIONS 

SCOPE: These specifications cover the production of current, interim, and new Veterans Health Identification Card 

mailers consisting of a card, carrier sheet, and mail-out envelope requiring such operations as receiving and 

transmitting data, electronic prepress, printing (including four-color process), variable imaging, binding/construction, 

inserting, and distribution. 

TITLE: Veterans Health Identification Cards. 

BACKGROUND: VA began issuing Veterans a Veterans Identification Card (VIC) in 2004. The VIC is used by 

Veterans within the VA health care facility as proof of identity for such activities as checking in with a person or by 

kiosk for lab work, diagnostic tests and appointments, or to pick up prescriptions and durable medical equipment. 

Card readers at VA health care facilities read the magnetic stripe or bar code to access quickly the Veteran’s electronic 

record from VA information systems thereby providing operational efficiencies. This action can also be used to print 

automatically armbands and labels. This contract covers the issuance of the three (3) phases of cards (the current VIC 

and the new VHIC) resulting from implementation of new software and business processes. Cards will initially be 

issued utilizing two software packages with separate card data file coming from each system. As sites complete 

transition to the new software package (scheduled to be completed no later than September 30, 2013), the old system 

(used for the VIC) will be retired, and the new cards (used for the VHIC) will be issued only from the new software 

data files. Each card is described below: 

Current State/Old VIC (hereinafter referred to as the “VIC Legacy” card) – The current state/old card request 

process typically begins at the VA health care facility when a clerk takes a Veteran’s photo and enters his/her card 

request into a VA information system. The Veteran’s card request information (e.g. requesting facility information, 

personal information, and photo) are transmitted from the requesting VA health care facility’s information system to 

the National Card Management Directory (NCMD). It is then transmitted to a Secure FTP site for retrieval by the 

contractor. The contractor retrieves the card request, manufactures the card according to current VA’s specifications, 

and after confirming the address is a valid mailing address, mails the card to the Veteran’s address. In the event the 

Veteran’s address is found to be invalid, the contractor mails the card to the requesting VA health care facility address. 

 

The Veteran’s Identification Card bears a color photo (1x 1”) of the Veteran and displays the Veteran’s name and, if 

applicable, indicators of the Veteran’s service-connected disability, Former Prisoner of War and/or Purple Heart status 

on the front of the card. The front of the card contains a background image with microtext, VA Logo, black text, and 

bar code with the Veteran’s social security number (SSN). The back of the card contains a 3-track high coercivity 

magnetic stripe with the Veteran’s name, SSN, date of birth, service-connected disability indicator, and Integration 

Control Number (ICN). (See Attachment D (VIC Legacy sample) and Attachment E (NCMD Schema v3) for complete 

card details.) 

Between October 1, 2008 and September 30, 2009, 839,000 cards were produced. Over 5.5 million of the 7.8 million 

Veterans enrolled in the VA health care system have been issued a card. Card requests generally range between 2,400 

and 2,800 per day. The contractor will begin issuing VIC Legacy cards no later than 45 calendar days after contract 

award and will continue issuing to sites that have not transitioned to the new software during the deployment of the 

new VHIC application by VA. Production will be for new enrolled Veterans and replacement of lost or damaged 

cards. As VA facilities transition to the new software and begin issuing the new card, production of the old card will 

cease. Printing of old cards will continue until all sites complete the transition, which is expected to occur in 2013. 

VA is testing and piloting its new software. The schedule may vary depending upon success of the new software. 

Interim VHIC Card – The Interim VHIC card will be a bridge between the VIC Legacy card and WEDI VHIC card 

(see Future State/New WEDI VHIC Card below). It includes the implementation of the new web-based software that 

will send separate card request data files to the contractor and a redesigned card. VA will need time to make updates 

to several key systems to make them compatible with the use of the new Member ID (EDIPI, which replaces the SSN). 

Use of the Interim card allows the new VHIC software conversion to proceed on schedule and provide a more secure 

card to be issued to Veterans. The Interim VHIC and WEDI VHIC cards are identical except that certain data 

elements will not be included on the Interim VHIC. It is possible that changes needed to implement the final card 

may be in place in sufficient time that the Interim VHIC will not be utilized (except for pilot sites), and production 

will start with the WEDI VHIC. 
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The process for receiving card request information is similar to that of the Legacy system above, but the file will be 

processed by the new VHIC 4.0 database instead of the NCMD. It is then transmitted to a Secure FTP site for 

retrieval by the contractor. The contractor retrieves the card request, manufactures the card according to the new VA’s 

specifications, presorts mail, and mails the card to the Veteran’s address. In the event the Veteran’s address is found 

to be invalid, the contractor mails the card to the requesting VA health care facility address. 

The Interim VHIC card bears a color photo (1 x 1”) of the Veteran and displays the Veteran’s name and, if applicable, 

indicators that the Veteran is a VA Healthcare Enrollee, Service Connected, Medal of Honor, Purple Heart and/or 

Former Prisoner of War status placed on the front of the card in all capitals. “VA Healthcare Enrollee” is currently not 

a field that will be transmitted in the data file from VA. All cards will have VA Healthcare Enrollee printed on them 

as the first indicator. Future VA enhancements may include this field as a variable field to be added to the data file 

sent from the VA. The front of the card contains a background image with microtext “U.S. DEPARTMENT OF 

VETERANS AFFAIRS,” VA Logo, black text, and bar code with the Veteran’s Member ID (EDIPI) and card number. 

The Member ID and Plan ID will not be printed on the face of the card. (This file information will be ignored for the 

Interim VHIC Card.) The back of the card contains a 3-track high coercivity magnetic stripe with WEDI compliant 

data. (See Attachment F (Interim VHIC - Face), Attachment G (Interim VHIC and WEDI VHIC – Back), and 

Attachment H (VHIC Card Standards) for complete card details.) The design of the Interim VHIC Card may be 

changed if delays in implementing the Future State/WEDI VHIC card occurs. 

NOTE: The contractor will begin issuing Interim VHIC cards no later than 45 calendar days after contract award. 

The production of Interim VHIC cards will be concurrent with production of the Legacy cards. 

Future State/New Workgroup for Electronic Data Interchange (WEDI) VHIC Card (hereinafter referred to as 

the “WEDI VHIC” card) – The future state/new card request process utilizes the web-based software system and the 

redesigned card deployed as part of the Interim VHIC card. The process is similar to the current system which 

typically begins at the VA health care facility when a clerk proofs the Veteran with approved identification documents 

then takes a Veteran’s photo and enters his/her card request into a VA information system. The Veteran’s card request 

information (e.g. requesting facility information, personal information, and photo) are transmitted from the VHIC 4.0 

software application to a Secure FTP site for retrieval by the contractor. (NOTE: The change in program/card name 

to VHIC was after the VHIC 4.0 application was developed. It is currently referred to as either VIC 4.0 or VHIC 4.0. 

Future release may vary the name of the application.) The contractor retrieves the card request, manufactures the card 

according to the new VA’s specifications, and mails the card to the Veteran’s address. In the event the Veteran’s 

address is found to be invalid, the contractor mails the card to the requesting VA health care facility address. 

The WEDI VHIC bears a color photo (1 x 1”) of the Veteran and displays the Veteran’s name and, if applicable, 

indicators that the Veteran is VA Healthcare Enrollee, Service Connected, Medal of Honor, Purple Heart and/or 

Former Prisoner of War status placed on the front of the card in all capitals. All cards will have VA Healthcare 

Enrollee printed on them as the first indicator. The front of the card contains a background image with microtext 

“U.S. DEPARTMENT OF VETERANS AFFAIRS,” VA Logo, black text, and bar code with the Veteran’s Member 

ID (EDIPI), and card number. The card will comply with WEDI standards and include a Member ID, Plan ID, and 

expiration date printed on the face of the card. The Veteran will have an option to elect a variable service indicator 

emblem (or none at all) that will be placed on the face of the card in color. VA will provide authorized images upon 

contract award. Braille “VA” will be personalized on each card to the left of the service indicator to help visually 

impaired Veterans recognize the card as their VHIC. The back of the card contains a 3-track high coercivity magnetic 

stripe with WEDI compliant data. (See Attachment I, (WEDI VHIC – Face), Attachment G, (Interim VHIC and WEDI 

VHIC – Back), and Attachment H, (VHIC Card Standards), for complete card details.) 

The contractor will begin issuing new WEDI VHIC no later than 30 calendar days after notification by VA, but will 

have a minimum of 45 calendar days from contract award. Transition of all VA sites to the new software is scheduled 

to be completed no later than September 30, 2013. Deployment schedule will be provided by VA within 10 calendar 

days of contract award. The contractor will be issuing old and new cards concurrently until all sites have transitioned 

to the new software. Interim cards shall be used in place of the new WEDI VHIC until VA systems are updated to 

recognize data on the new cards. After full transition, only new WEDI VHIC will be issued. The contractor shall 

maintain capability to issue old cards for a minimum of six (6) months after final transition to new system or sooner, if 

approved by a VA representative. 
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NOTE: The Workgroup for Electronic Data Interchange is the recognized standard for HIPAA compliant health 

benefit cards. Information about WEDI can be found by accessing the following link: 

http://www.wedi.org/topics/health-id-card. 

FREQUENCY OF ORDERS: 

It is anticipated that approximately 12 print orders (monthly) per year will be issued. 

Files will be available on the VA network on a daily basis. A file consists of all cards requests placed during the 

previous 24 hours. Typically, one file will be transmitted daily; however, on occasion, more than one file may be 

transmitted. 

When the print order is issued each month, it will be for that month’s files. Contractor is not to start production of 

received files until the print order for that month’s files has been issued. The print order will be for the production of 

the cards, carrier sheets, and mail-out envelopes required for that month’s production. 

Due to the high volume of cards that will require production on a daily basis, the print order issued each month will be 

an “open” print order to cover all work performed during that month. At the end of each month, the contractor must 

notify the ordering agency via email, as specified on the open print order, with the total quantity of all work produced 

in that month in order to “close” the print order (see “BILLING” in SECTION 1). 

Contractor will NOT be allowed to submit billing on any print order that has not been closed. 

QUANTITY: 

Approximately 2,000 to 10,000 cards per day. (NOTE: An occasional daily transmission may be for up to 25,000 

cards.) 

Exact quantities will not be known until each file is electronically transmitted to the VA network. NO SHORTAGES 

WILL BE ALLOWED. 

NOTE: At the beginning of the contract, typical daily transmissions will be for approximately 2,000 to 3,000 cards. 

When the transition to the WEDI VHIC is complete, VA anticipates an increase in production of 1 million to 2 million 

additional cards ordered annually (if option years are exercised) until all Legacy cards have been replaced. 

The Government reserves the right to increase or decrease the quantity by up to 20% of the total cards ordered 

annually for the VIC Legacy, Interim VHIC, and WEDI VHIC cards. 

NUMBER OF PAGES: 

Identification Cards (VIC Legacy, Interim VHIC, and WEDI VHIC): Face and back. 

Carrier Sheet: Face only or face and back. 

Mail-out Envelope: Face only (after construction). 

TRIM SIZE: 

Identification Cards (VIC Legacy, Interim VHIC, and WEDI VHIC): 3.37 x 2.125”. 

Carrier Sheet: 8-1/2 x 11”. 

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

GOVERNMENT TO FURNISH: File(s) for the variable data will be transmitted electronically to the VA network 

using the One-VA VPN or other secure VPN network. The contractor shall utilize their network resources to access 

the VA network to retrieve the card request file(s) by 6:00 p.m., Eastern Time, each calendar day. Typically, one (1) 

file each day is created by the VA for the contractor. However, there may be more than one (1) file, if it is necessary. 

The contractor will pick up multiple files if more than one file exists for that day. 
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The files will be furnished as follows: 

 Each card print request file transmitted will contain a header record and a trailer record. Both the header and 

trailer records indentify the name of the file, the date/time stamp of the file, and the number of records in the 

file. The header record also contains eight (8) fields that specify a special message that will occupy eight (8) 

lines on the card carrier. If no special text is to be placed on the card carrier, these fields will contain no 

characters. Any card request records follow the header record. All records will be variable in length, tab 

delimited format. Each record will be terminated by a carriage return and line feed sequence (ASCII control 

codes 0x000D and 0x000A). (See Attachment J, (VIC Legacy Print File Specifications v2) and Attachment K 

(VHIC Print File Specifications v3.8).) 

 Each card print request file transmitted will be responded to with a card print request acknowledgement file. 

The acknowledgement file will contain a header record and a trailer record that identifies the name of the file, 

date/time stamp of the file, the number of records in the file, and the card print request file tht is being 

acknowledged. If a corrupt card print request file cannot be processed, the acknowledgement rile should 

contain a null data recored and a header and trailer specifying a record count of zero. Each record will be in 

variable length, tab delimited format. Each record will be terminated by a carriage return and line feed 

sequence (ASCII control code 0x000D and 0x000A). (See Attachment J (VIC Legacy Print File Specifications 

v2) and Attachment K (VHIC Print File Specificationsv3.8).) 

A file (created in Adobe Illustrator CS 6) will be furnished via FTP or email for all card artwork and static text matter. 

All printer and screen fonts will be furnished. Files will be furnished in PostScript and native application format. 

Visuals may be furnished. Color identification system used is Pantone Matching System and CMYK. NOTE: The 

file will be furnished once at the beginning of the contract and held for re-use throughout the term of the contract. If 

the artwork changes during the term of the contract, a new file will be furnished. 

A final template will be furnished for the carrier sheet text and layout at contract award. 

One reproduction proof, Form 905 (R. 6/03), with labeling and marking specifications. 

Identification markings such as register marks, commercial identification marks of any kind, etc., carried in the 

electronic files, must not print on finished product. 

EXHIBITS (Attachments): The facsimiles of samples pages shown as Attachments D through L are representative of 

the requirements which will be ordered under this contract. However, it cannot be guaranteed that future orders will 

correspond exactly to these attachments. 

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. 

PRE-PRODUCTION (KICK-OFF) MEETING: VA and GPO shall schedule the date and time of the preproduction meeting (30 calendar days of contract award) with the contractor, which shall be hosted by the contractor 

at the contractor’s VHIC production facility. The contractor and the Government will introduce key project personnel. 

The contractor will conduct a tour of their manufacturing facility demonstrating compliance with VA security and 

privacy requirements, quality assurance standards, and card production. 

The VA will conduct its initial on-site inspection of the contractor’s production and subcontractor’s facilities. The 

visit will review information, security, and privacy compliance. 

Pre-Production Meeting Briefs: The contractor shall brief the VA project team on their Business Plan, Project 

Schedule, Risk Management Plan, Security Plan and Quality Management/Quality Control Plan (as specified below 

under “CONTRACT PLANS”) during the pre-production meeting describing their plan for fulfillment of the project 

requirements. The contractor shall provide the Contracting Officer and VA a hardcopy of each of the documents at the 

pre-production meeting and with electronic versions of these documents via email. VA shall review and provide 

feedback as to their acceptance or required amendments to the plans. The contractor shall provide amended plans to 

GPO and VA, via email, within five (5) calendar days of receiving VA’s requested edits. 
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CONTRACT PLANS: The contractor shall develop, review, analyze, finalize and maintain the following contract 

plans and make submit to the Government at the pre-production meeting: 

 

Business Plan: The contractor shall establish a detailed business plan which documents the contractor’s plan for 

accomplishing the tasks and deliverables specified in this contract. The business plan will address short term and long 

term project goals and metrics incorporating project milestones and deliverables. The business plan shall describe the 

approach and dependencies for the project implementation and ongoing publication of the cards and specification 

compliance. The approach will include identification of roles and responsibilities. 

The plan will include how the data and cards will be managed, from receipt of Veteran data from the VA through to 

mailing of the cards and provision of card status to VA, availability of contractor resources (including network 

connectivity options), hours of operation, contractor response to contractor system outages, contractor response to 

technical issues regarding exchange of files with the VA, notification to the client for necessary downtime due to 

upgrades or other service requirements. The Business Plan will be documented in MS Word and hard copy. 

Project Schedule: The contractor shall provide a project schedule for implementing publication of the VHIC cards 

(VIC Legacy, Interim VHIC, and VHIC WEDI). The project schedule will identify the tasks, assignments, durations, 

and dependencies necessary to complete the Prior to Production (Proof of Concept) samples and implement the full 

production deployment of the cards. The project schedule will be developed in MS Project. The project schedule 

will provide information in both Gantt charts and CPM (Critical Path Method). Contractor will also be responsible for 

providing hard copies of the project schedule. 

Risk Management Plan: The contractor shall develop a risk management plan that provides a framework to identify 

and mitigate the risks associated with the project and that are compliant with the Committee of Sponsoring 

Organizations (COSO) internal control risk management standards and practices. The contractor shall ensure risks are 

identified and recorded in a Risk Registry with appropriate mitigation strategies according to the risk management 

plan. The risks shall be re-evaluated based on probability, likelihood, and impact, and any new risks identified and 

communicated on a monthly basis. The contractor shall review the Risk Management Plan at least quarterly and 

update it as soon as changes are indicated. The risk management plan will be maintained throughout the life of the 

contract. 

Security Plan: The contractor shall provide a security plan that addresses all aspects of physical and logical/data file 

handling, processing and transfer, including, card publication and all associated handling as required. The security 

plan will address employee requirements for security training, background investigations and credit checks. The 

security plan will address inventory controls, network security, visitor controls and applicable miscellaneous aspects 

of card production. 

The contractor shall review the security plan at least quarterly and update it as soon as changes are indicated. The 

Security Plan will be maintained throughout the life of the contract. 

The contractor shall enter into a business associate agreement (BAA) and establish an Interconnection Security 

Agreement (ISA) with the VA, and be in accordance with HIPAA with VA prior to initial production of the cards. 

The contractor shall include in the security plan how each of the specifications for VHIC (VA ISO 7816) is met for the 

information to be encoded on the card (http://www.iso.org/iso/home.html). 

Quality Management/Quality Control Plan: The contractor shall establish an integrated quality assurance/quality 

management plan to advance the contractor’s ability to meet or exceed customer requirements, including that Veteran 

information is correctly contained on the card; card stock is compatible with VA specifications; card bears the VA 

approved card design and applicable design features; and, meets VA card carrier standards and mailing functions. The 

quality management/quality control plan will describe the contractor’s quality assurance process for measuring and 

monitoring and continuously improving all facets of card production including but not limited to job run, and 

statistical sampling for all phases of card production and mailing. Cards rejected due to the quality assurance process 

will be reproduced and mailed within 24 hours of rejection. Cards rejected due to the quality assurance process will 

be destroyed at the end of the day’s production run. 
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The contractor shall develop and maintain an effective quality control program to ensure services are performed in 

accordance with this contract. The contractor shall develop and implement procedures to identify, prevent, and ensure 

non-recurrence of defective services. The contractor’s quality control program is the means by which he assures 

himself that his work complies with the requirement of the contract. 

The contractor shall reject cards that do not meet contract specifications identified in the quality management/quality 

control plans. Cards that are found to not meet quality standards will be re-produced by the contractor at no cost to the 

Government, including poor photo quality if result of contractor personalization process. Contractor will be 

reimbursed for cards that are rejected due to poor photo quality/standards in the images received from VA. 

The contractor shall provide confirmation information to VA within two (2) hours of receipt of VA’s card request file, 

and information related to the mailing of each card within 24 hours of the mailing. 

The contractor shall review the plan at least quarterly and update it as soon as changes are indicated. The quality 

management/quality control plan will be maintained throughout the life of the contract. 

After acceptance of the quality management/quality control plan, the contractor shall inform the Contracting Officer 

and VA representative, in writing, within five (5) calendar days of changes made to the document. 

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 production image. Any errors, media 

damage, or data corruption that might interfere with proper file image processing must be reported to the ordering 

agency as specified on the print order. 

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. 

All halftones are to be 300 dpi or finer. 

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. 

PROOFS: Proofs will be required one time only for each card (VIC Legacy, Interim VHIC, and WEDI VHIC). 

Proofs for the VIC Legacy and Interim VHIC will be required at the same time requiring the same schedule. 

One (1) Adobe Acrobat (current version) PDF soft proof each of the 25 cards specified for the Prior to Production 

Samples (specified herein). PDF proof of each card must show all artwork, static information, and variable 

information and photo. Proof will be transferred to the agency via email. The PDF proof will be evaluated for text 

flow, image position and color breaks. Proofs will not be used for color match. 

For the WEDI VHIC, PDF proofs must show placement of Braille “VA.” 

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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PRIOR TO PRODUCTION SAMPLES (PROOF OF CONCEPT): Prior to production samples will be required 

one time only for each card (VIC Legacy, Interim VHIC, and WEDI VHIC). Samples for the VIC Legacy and 

Interim VHIC cards will be required at the same time requiring the same schedule. 

Prior to the commencement of production of the contract production quantity for each card (VHIC Legacy, Interim, 

VHIC, and WEDI VHIC), the contractor shall submit not less than 25 sample card mailers consisting of the card 

attached to the carrier sheet, folded, and inserted into the mail-out envelope. (DO NOT SEAL ENVELOPES.) All 

samples will be tested for conformance of material(s) and/or for construction. 

Each sample is to be printed/imaged, bound, constructed, and packaged, as specified herein. NOTE: Each card and 

carrier sheet sample will be imaged with different individuals’ name and information. 

All samples shall be printed and constructed as specified and must be of the size, kind, and quality that the contractor 

will furnish. Samples will be inspected and tested for conformance of materials and must comply with the 

specifications as to construction, kind, and quality of materials. 

Within three (3) calendar days of the pre-production meeting, VA shall make their Proof of Concept card request file 

available to the contractor. The contractor shall utilize their network resources to access the VA network using the 

One-VA Virtual Private Network (VPN) to retrieve the Proof of Concept card request file. 

The contractor shall provide confirmation via email to VA within two (2) hours of receipt of VA’s Proof of Concept 

card request file. 

For the VIC Legacy, contractor must have samples available at the Preproduction Meeting (30 calendar days of 

contract award). 

For the Interim VHIC, contractor must submit samples (via traceable means) within 30 calendar days of notification 

by VA. Samples must be delivered f.o.b. destination to: VHA, Health Eligibility Center, Attn: MBD, VHIC Program 

Manager, 2957 Clairmont Road, Suite 200, Atlanta, GA 30329. The container and accompanying documentation shall 

be marked “PREPRODUCTION SAMPLES” and shall include the GPO Purchase Order, Jacket, Program, and Print 

Order Number. 

For the WEDI VHIC, contractor must submit samples (via traceable means) within 30 calendar days of notification by 

VA. Samples must be delivered f.o.b. destination to: VHA, Health Eligibility Center, Attn: MBD, VHIC Program 

Manager, 2957 Clairmont Road, Suite 200, Atlanta, GA 30329. The container and accompanying documentation shall 

be marked “PREPRODUCTION SAMPLES” and shall include the GPO Purchase Order, Jacket, Program, and Print 

Order Number. 

The Government will approve, conditionally approve, or disapprove the samples within 10 calendar days of the 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 therefore. 

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

additional samples for inspection and test, in the time and under the terms and conditions specified in the notice of 

rejection. Such additional samples shall be furnished, and necessary changes made, at no additional cost to the 

Government. The Government will require the time specified above to inspect and test any additional samples 

required. 

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

make delivery within the meaning of the default clause in which event this contract shall be subject to termination for 

default, provided however, that the failure of the Government to terminate the contract for default in such event shall 

not relieve the contractor of the responsibility to deliver the contract quantities in accordance with the shipping 

schedule. 
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In the event the Government fails to approve, conditionally approve, or disapprove the samples within the time 

specified, the Contracting Officer shall automatically extend the shipping schedule in accordance with article 12 

“Notice of Compliance with Schedules” of contract clauses in GPO Contract Terms (GPO Publication 310.2, effective 

December 1, 1987 (Rev. 6-01)). 

Manufacture of the final product prior to approval of the sample submitted is NOT allowed. Samples will not be 

returned to the contractor. All costs, including the costs of all samples, shall be included in the contract price for the 

production quantity. 

All samples shall be manufactured at the facilities and on the equipment in which the contract production quantities 

are to be manufactured. 

TEST SAMPLES: On occasion, the Government shall request “test” cards to be utilized to verify compatibility with 

VA software modifications. A separate test file will be provided with appropriate data to produce the test cards. 

These requests will be limited to 10 to 25 cards per request. 

Cards are to be produced on plain white card stock, as specified herein, (no background image) with personalization of 

data to the magnetic stripe and bar code. Printed information will be limited to a test name only for identification of 

the card. 

Contractor must ship test cards within 24 hours of request via reimbursable overnight shipping using traceable means, 

and samples must be received within 48 hours of notification of email request. 

VA will provide location and method of shipment for test cards. Such requests will be authorized through the VA 

representative. Contractor must notify VA of all shipping information including tracking numbers when test cards are 

picked up by small package carrier. Contractor will be reimbursed for all shipping costs by submitting shipping 

receipts with billing invoice for payment. 

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. 

Identification Cards (VIC Legacy, Interim VHIC, and WEDI VHIC): White Standard PVC, 0.030 mil thick. 

Carrier Sheet: White Writing, basis weight: 24 lbs. per 500 sheets, 17 x 22, equal to JCP Code D10. 

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

PRINTING/VARIABLE IMAGING: 

NOTE: Digital printing of the carrier sheets and mail-out envelopes is acceptable provided the digital printing has a 

minimum of 600 x 600 resolution and a minimum of 150-line screen. Inkjet and toner based inks are acceptable. 

GPO imprint is waived and must not print on the finished product. 

VIC Legacy: Print face and back. Face of card prints in four-color process. Printing consists of text matter, agency 

logo, artwork. Variable image face only. Variable imaging consists of text and bar code in black and photo in fourcolor process. Back of card prints in four-color process. Printing consists of text and line matter and magnetic strip 

(T-3 HICO). 
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650-S (5/14) 

Interim VHIC: Print face and back. Face of card prints in four-color process. Printing consists of text matter, agency 

logo/seal, optional flag or other image, and optional military branch emblem. Variable image face only. Variable 

imaging consists of text and bar code in black and photo in four-color process. Back of card prints in black only. 

Printing consists of text and line matter and magnetic strip (T-3 HICO). 

WEDI VHIC: Print face and back. Face of card prints in four-color process. Printing consists of text matter, agency 

logo/seal, optional flag or other image, and optional military branch emblem. Variable image face only. Variable 

imaging consists of text and bar code in black and photo in four-color process. Back of card prints in black only. 

Printing consists of text matter and magnetic strip (T-3 HICO). 

Carrier Sheet: Print face only or face and back, as ordered, in black ink only. Printing consists of text matter, 

halftones, and agency logo/seal. Variable image face only in black only. Variable imaging consists of text matter 

(date, VA facility address, and Veteran’s name/address). (See Attachment L (Carrier Sheet – Face).) 

Carrier Sheet: Print face only or face and back, as ordered, in black ink only. Printing consists of text matter, 

halftones, and agency logo/seal. Variable image face only in black only. Variable imaging consists of text matter 

(date, VA facility address, Veteran’s name/address, and variable text). 

Mail-out Envelope: Print envelopes face only (after construction) in black ink only. Printing consists of mailing 

indicia. 

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

may use his own design but must guarantee that the product will ensure complete opacity and prevent show through of 

any material contained therein. 

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, including automation guidelines/requirements. The envelope shall 

accept printing without feathering or penetrating to the reverse side. 

MARGINS: Margins will be as indicated on the print order or furnished electronic media. 

BINDING/CONSTRUCTION: 

Identification Cards (VIC Legacy, Interim VHIC, and WEDI VHIC): Trim four sides. Round all corners with a radius 

of 2.88 to 3.48 mm. 

Top Coat: After printing, top coat the entire surface (face and back minus magnetic stripe) of the card with Datacard® 

Cardgard, having a thickness of 0.5 mil (suitable to protect cards). The topcoat product must have no distortion of the 

printed matter and must remain clear and legible. Lamination is acceptable as an option but must be of equivalent or 

better quality of topcoat and must be trimmed flush to card. 

Carrier Sheet: Trim four sides. Attach card to lower left corner (or mid-sheet, as specified) of carrier sheet with 

repositionable adhesive so that card remains attached to sheet during mailing, but removes easily without damage to 

card. Letter-fold carrier sheet with attached card with a “Z-fold” with Veteran’s name and address facing out and card 

facing in. 

NOTE: It is the contractor’s responsibility to assure that the name on the card corresponds with the name on the 

carrier sheet. 

Mail-out Envelope: Envelopes must be open side, diagonal seam, with gummed fold-over flap for sealing. Flap depth 

is at the contractor’s option but must meet all USPS requirements. Flap must be coated with suitable glue that will 

securely seal the envelope without adhering to contents, not permit resealing of the envelope and permit easy opening 

by the recipient. Envelopes shall be sufficiently high cut so as to prevent the flap adhesive from coming in contact 

with the envelope’s contents. The sealed seam 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. 
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Face of envelope contain one die-cut address window with slightly rounded corners (3-1/8 x 4-1/2” in size) located 

1/2” from the left edge and 5/8” from the bottom edge of the envelope. (Long dimension of window is parallel to long 

dimension of envelope.) Die-cut window is to be located in alignment with the return address and mailing address 

location on the carrier sheet. NOTE: Die-cut window on all envelopes must allow for the viewing of the return 

address and mailing address on the carrier sheet. 

Die-cut 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 U.S. Postal Service’s (USPS) readability 

standards/requirements. 

INSERTING: Insert folded carrier sheet (with attached card) into mail-out envelope. 

NOTE: It is the contractor’s responsibility to assure that only the return address and the Veteran’s name/address and 

bar code are visible through the window on the mail-out envelope and that only one carrier sheet/card is inserted into 

each envelope.

After inserting, seal mail-out envelopes. 

DISTRIBUTION: Mail f.o.b. contractor’s city each individual mailer to domestic (nationwide and American 

Territories) and foreign addresses. (NOTE: The contractor is responsible for all costs incurred in transporting the 

mailers to the U.S. Postal Service facility.) 

All mailing shall be made at the Presorted First Class rate – reimbursable. 

Contractor is required to apply the appropriate postage to each mailing. Contractor will be reimbursed for postage by 

submitting a properly completed postal service form (or equivalent) with billing invoice for payment. 

NOTE: The contractor is required to obtain the maximum postage discount allowed by the USPS 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. 

CASS Certification – Contractor is required to perform the Coding Accuracy Support System (CASS) certification 

using USPS certified ZIP+4 software to generate ZIP+4 Codes and Delivery Point Barcodes. Contractor is required to 

furnish USPS with any required CASS certificates. All related costs to perform this operation must be included in 

submitted bid pricing. No additional reimbursement will be authorized. 

NOTE: In the event that a mailing address is determined to be undeliverable as a result of the CASS operations, 

contractor must mail the card to the VA facility used as the return address. 

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

Mail” or “International mail” as applicable. 

Upon completion of each order, the contractor must notify the ordering agency on the same day that the product mails 

via email to the email address specified on the print order. The subject line of the email shall be “Distribution Notice 

for Program 650-S, P.O. XXXXX, Jacket XXX-XXX, Print Order XXXXX.” The notice must provide all applicable 

tracking numbers and mailing method. Contractor must be able to provide copies of all mailing receipts upon agency 

request. 

All expenses incidental to picking up and returning materials, as applicable, submitting proofs, and furnishing prior to 

production samples must be borne by the contractor. 
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SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start any monthly production 

prior to receipt of the individual monthly print order (GPO Form 2511). 

Print order and all furnished materials will be provided via email or FTP. 

The contractor shall retrieve the first files(s) from VA to begin production within approximately 45 calendar days of 

contract award. 

Workday - The term “workday” is defined as Sunday through Saturday each week, exclusive of the days on which 

Federal Government holidays are observed. Also excluded are those days on which the Government is not open for 

the transaction of business, such as days of national mourning, hazardous weather, etc. (NOTE: In the event that the 

mail date (in accordance with the below schedules) falls on a Sunday or on a day when the Government is not open, 

contractor is to mail the following workday. 

Proofs and Prior to Production Samples Only – 

The following schedule begins the SAME workday as receipt of file transmissions. 

When required, contractor must submit (via email) all required PDF soft proofs within 10 calendar days of notification 

of availability of print order and furnished materials. 

PDF soft proofs will be withheld no longer than 10 calendar days of receipt by the Government. 

Contractor must furnish prior to production samples within 30 calendar days of contract award (VIC Legacy) or 

implementation of new software (Interim VHIC and WEDI VHIC). 

The Government will approve, conditionally approve, or disapprove the samples within 10 calendar days of the receipt 

thereof. 

Card Production – 

The following schedule begins the SAME workday as receipt of daily file transmissions. 

 Contractor to complete production and distribution for each daily transmission up to and including 10,000 

cards within 48 hours of receipt of the file transmission(s). 

 Contractor to complete production and distribution for each daily transmission for 10,001 up to and including 

25,000 cards within 96 hours of receipt of the file transmission(s). 

 Contractor to complete production and distribution for each daily transmission for 25,001 up to and including 

50,000 cards within 144 hours of receipt of the files transmission(s). 

 Contractor to complete production and distribution for each daily transmission 50,001 up to and including 

100,000 cards within 192 hours of receipt of the file transmission(s). 

NOTE: On approximately 5 to 10 occasions per year, the contractor will be required to produce up to 10 cards 

within a 24 hour period. When this is required, the VA will notify the contractor via email specifying that a 

“RUSH” 24-hour schedule is required. These cards will be produced from data from previous cards 

transmitted within the previous 60 calendar days. These RUSH cards must be shipped via reimbursable 

overnight shipping using traceable means and must be received within 48 hours of notification of email request. 

Contractor must notify VA of all shipping information including tracking numbers when cards are picked up 

by small package carrier. Contractor will be reimbursed for all shipping costs by submitting all shipping 

receipts with billing invoice. 
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The ship/deliver date indicated on the print order is the date products ordered for mailing f.o.b. contractor’s city must 

be delivered to the U.S. Post Office. 

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. 

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. 

REJECTED CARDS: Cards rejected due to poor photo quality from the file received from the VA will be collected 

and shipped each Friday to arrive by the following Monday. Contractor to ship (reimbursable) by express carrier to 

the appropriate VA health care facility. Poor photo quality standards are to be documented in the quality 

management/quality control plan. Minimum standards shall include a rejection of any cards where any part of the face 

(not hair) is touching an edge of the photo, any blank or white out of image, any image too dark or blurred that facial 

features cannot be recognized to allow a positive identification match. These cards will be identified as “mailed” once 

shipped to the appropriate VA health care facility. 

PROJECT CONFERENCE CALLS: The contractor’s key personnel will participate in weekly conference calls 

with the VA program office until production has started, at which time the frequency of the calls will progress to 

monthly. The VA will schedule the calls with the contractor. 

PROGRESS REPORTS: The contractor shall provide VA with electronic weekly and monthly progress reports via 

email as specified. The reports are to be furnished as follows: 

Weekly Progress Reports: 

During the first 30 calendar days of production on the contract, the contractor shall submit weekly progress reports 

that cover all work completed during the previous week, and work to be accomplished during the subsequent week 

and month. The contractor’s report shall identify accomplishments, actual vs. planned project schedule, project risks, 

quality and security issues and resolutions, escalation process for outstanding issues and remediation for any issues 

that cause the project to be delayed. The contractor shall submit the first report to VA within seven (7) calendar days 

after the pre-production meeting. 

After retrieval of the first file(s), the weekly progress report shall include the following processing information: 

 On time delivery percentage (for the reporting period and Fiscal Year To Date (FYTD) 

 Number of cards requested (for the reporting period and FYTD) 

 Total Number of cards mailed (for the reporting period and FYTD) 

 Number of cards mailed by facility ID (for the reporting period and FYTD) 

 Average Number of calendar days from card request file retrieval to mailing (for the reporting period and 

FYTD) 

 Percentage of cards mailed on the day of card request file retrieval (for the reporting period) 

 Percentage of cards mailed within 24 hours of card request file retrieval (for the reporting period) 

 Percentage or cards mailed within 48 hours of card request file retrieval (for the reporting period) 

 Number of cards created but not mailed due to poor card quality (for printing/variable imaging) upon 

inspection (for the reporting period and FYTD) 

 Number of cards created and shipped to the appropriate VAMC due to poor photo quality upon inspection 

(results of rejected photo quality from VA furnished data files) (for the reporting period and FYTD) 

 Number of cards mailed to the Facility address (other than rejects) with counts by facility number and overall 

total (for the reporting period and FY TD) 
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650-S (5/14) 

Monthly Progress Reports: 

The contractor shall provide monthly progress reports that cover all work completed during the preceding month and 

shall present the work to be accomplished during the subsequent month and following quarter. The contractor’s report 

shall identify accomplishments, actual vs. planned project schedule, project risks, quality and security issues and 

resolutions, escalation process for outstanding issues and remediation for any issues that cause the project to be 

delayed. The contractor shall submit the monthly progress reports to VA. 

 On time delivery percentage (for the reporting period and Fiscal Year To Date (FYTD) 

 Number of cards requested (for the reporting period and FYTD) 

 Total number of cards mailed (for the reporting period and FYTD) 

 Number of cards mailed by facility ID (for the reporting period and FYTD) 

 Average number of calendar days from card request file retrieval to mailing (for the reporting period and 

FYTD) 

 Percentage of cards mailed on the day of card request file retrieval (for the reporting period) 

 Percentage of cards mailed within 24 hours of card request file retrieval (for the reporting period) 

 Percentage or cards mailed within 48 hours of card request file retrieval (for the reporting period) 

 Number of cards created but not mailed due to poor card quality (for printing/variable imaging) upon 

inspection (for the reporting period and FYTD) 

 Number of cards created and shipped to the appropriate VAMC due to poor photo quality upon inspection 

(results of rejected photo quality from VA furnished data files) (for the reporting period and FYTD) 

 Number of cards mailed to the Facility address (other than rejects) (for the reporting period and FYTD) 

 Pull and Expedite: overnight shipping requests from VA Project Manager 

 File and Image Destruction Question: The contractor shall report that all electronic files and media have been 

destroyed according to VA Security and Privacy Laws and Regulations 

 Card Print Request Files (30 Day archive) - list of file names 

 Acknowledgement Files (60 Day archive) - list of file names 

 Mail Confirmation Files (60 Day archive) - list of file names 

 Transmission Confirmation Files with Error Report 

 Error Reports 

SITE PRODUCTION VISITS: The VA will conduct on-site inspections of all production no less than annually. VA 

will schedule the visit no less than 48 hours in advance. VA will review quality management/quality control activities, 

risk management, security plans, and privacy compliance. (See Attachment M (Facility Physical Security Checklist) 

and Attachment N (Facility Inspection Checklist.)) The contractor will conduct a facility card production tour to 

provide a security briefing, and assist the VA in sampling 100 of the current day’s VHIC production. 
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SECTION 3. - DETERMINATION OF AWARD 

The Government will determine the lowest bid by applying the prices offered in the “SCHEDULE OF PRICES” to the 

following units of production which are the estimated requirements to produce one 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.” 

I. (a) 365 

 (b) 70 

 (c) 2 

 (d) 1,747 

 (e) 1,455 

 (f) 364 

 (g) 1,819 

II. 1,819 

III. 16 
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THIS PAGE IS INTENTIONALLY BLANK.
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SECTION 4. - SCHEDULE OF PRICES 

Bids offered are f.o.b. contractor’s city. 

Prices must include the cost of all required materials and operations for each item listed in accordance with these 

specifications. 

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

alteration of the order and manner of submitting bids may be declared non-responsive. 

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 non-responsive. 

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production 

(whether or not such items are included in the DETERMINATION OF AWARD) that are inconsistent or unrealistic in 

regard to other prices in the same offer or to GPO prices for the same operation if such action would be in the best 

interest of the Government. 

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. PRINTING/IMAGING, BINDING AND CONSTRUCTION: Prices offered must be all inclusive and include 

the cost of materials and operations (including proofs, prior to production samples, test samples, and paper) 

necessary for the printing/imaging, binding and construction listed in accordance with these specifications. 

(a) *Daily makeready/setup charge ............................................................................................ $___________ 

*Contractor will be allowed only one (1) makeready/setup charge per calendar day. This combined charge shall 

include all materials and operations necessary to makeready and/or setup the contractor’s equipment for the 

Veterans Identification Card mailers run each day. Invoices submitted with more than one makeready/setup 

charge per calendar day will be disallowed. 

(b) VIC Legacy Card .................................................................................... per 1,000 cards ...... $___________ 

(c) Interim VHIC Card ................................................................................. per 1,000 cards ...... $___________ 

(d) WEDI VHIC Card .................................................................................. per 1,000 cards ...... $___________ 

(e) Carrier Sheet (Face only)...................................................................... per 1,000 sheets ...... $___________ 

(f) Carrier Sheet (Face and back) .............................................................. per 1,000 sheets ...... $___________ 

(g) Mail-out Envelope, including cost of envelope .................................... per 1,000 sheets ...... $___________ 

_________________ 

(Initials)
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650-S (5/14) 

II. INSERTING AND MAILING: Prices offered must be all inclusive and include the cost of all required materials 

and operations necessary for the mailing of the card mailers including cost of attaching card to carrier sheet, 

folding carrier sheet to required size in accordance with these specifications, insertion into mail-out envelope, and 

mailing, in accordance with these specifications. 

 Mailers ...................................................................................................... per 1,000 mailers ...... $___________ 

III. PROGRESS REPORTS:

 Progress Report ..................................................................................................... per report ...... $___________ 

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) 
Veterans Health Identification Cards Page 37 of 36 

650-S (5/14) ATTACHMENT A 

Background Investigation Request Worksheet 
Veterans Health Identification Cards Page 38 of 36 

650-S (5/14) ATTACHMENT B Page 1 of 5 

Contractor Rules of Behavior
Veterans Health Identification Cards Page 39 of 36 

650-S (5/14) ATTACHMENT B Page 2 of 5

Contractor Rules of Behavior 
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650-S (5/14) ATTACHMENT B Page 3 of 5 

Contractor Rules of Behavior 
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650-S (5/14) ATTACHMENT B Page 4 of 5 

Contractor Rules of Behavior 
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650-S (5/14) ATTACHMENT B Page 5 of 5

Contractor Rules of Behavior 
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650-S (5/14) ATTACHMENT C Page 1 of 18 

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 2 of 18 

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 3 of 18

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 4 of 18 

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 5 of 18 

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 6 of 18 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 7 of 18 650-S (5/14) 

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 8 of 18 

Contractor Security Control Assessment 
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 ATTACHMENT C Page 9 of 18 650-S (5/14) 

Contractor Security Control Assessment 
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Contractor Security Control Assessment 
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 ATTACHMENT C Page 11 of 18 650-S (5/14) 

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 12 of 18

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 13 of 18

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 14 of 18

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 15 of 18

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 16 of 18

Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT C Page 17 of 18 

Contractor Security Control Assessment 
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Contractor Security Control Assessment 
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650-S (5/14) ATTACHMENT D 

VIC Legacy (Face and Back) 
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650-S (5/14) ATTACHMENT E Page 1 of 10 

NCMD Schema (v3) 
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 ATTACHMENT E Page 2 of 10 650-S (5/14) 

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 3 of 10 

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 4 of 10

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 5 of 10

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 6 of 10 

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 7 of 10

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 8 of 10

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT E Page 9 of 10 

NCMD Schema (v3) 
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 ATTACHMENT E Page 10 of 10 650-S (5/14) 

NCMD Schema (v3) 
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650-S (5/14) ATTACHMENT F 

Interim VHIC (Face) 
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650-S (5/14) ATTACHMENT G 

Interim VHIC/WEDI VHIC (Back) 
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650-S (5/14) ATTACHMENT H Page 1 of 5

VHIC Card Standards 
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650-S (5/14) ATTACHMENT H Page 2 of 5 

VHIC Card Standards 
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650-S (5/14) ATTACHMENT H Page 3 of 5 

VHIC Card Standards 
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650-S (5/14) ATTACHMENT H Page 4 of 5

VHIC Card Standards 
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 ATTACHMENT H Page 5 of 5 650-S (5/14) 

VHIC Card Standards 
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650-S (5/14) ATTACHMENT I 

WEDI VHIC (Face) 
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 ATTACHMENT J Page 1 of 10 650-S (5/14) 

VIC Legacy Print File Specifications (v2) 
Veterans Health Identification Cards Page 81 of 36 

650-S (5/14) ATTACHMENT J Page 2 of 10 

VIC Legacy Print File Specifications (v2) 
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 ATTACHMENT J Page 3 of 10 650-S (5/14) 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT J Page 4 of 10 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT J Page 5 of 10 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT J Page 6 of 10 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT J Page 7 of 10 

VIC Legacy Print File Specifications (v2) 
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 ATTACHMENT J Page 8 of 10 650-S (5/14) 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT J Page 9 of 10 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT J Page 10 of 10 

VIC Legacy Print File Specifications (v2) 
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650-S (5/14) ATTACHMENT K Page 1 of 14 

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 2 of 14

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 3 of 14 

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 4 of 14 

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 5 of 14 

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 6 of 14

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 7 of 14

VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT K Page 8 of 14 

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VHIC Print File Specifications (v3.8) 
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 ATTACHMENT K Page 13 of 14 650-S (5/14) 

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VHIC Print File Specifications (v3.8) 
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650-S (5/14) ATTACHMENT L 

Carrier Sheet (Face) 
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Facility Physical Security Checklist 
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Facility Physical Security Checklist 
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Facility Inspection Checklist 
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Facility Inspection Checklist 
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Facility Inspection Checklist